**Deerfield Police Department
Official Employee Manual**
-
> From the time this Department Handbook Procedure was created, this may be amended by changing of policy. If such changes are made, an announcement will be made notifying all department employees.

Document Created on `01/02/2024`
Document Approved on `01/02/2024`
Authors: `eddielawz and RichardLNimitz`

## Standard Operating Procedure Manual

**Introduction**
1.0 Purpose
1.1 Scope
1.2 Definitions

**Organization and Structure**
2.0 Rank Structure
2.1 Department Structure
2.2 Chain of Command
2.3 Roles and Responsibilities
2.4 Communication Protocols

**Personnel Management**
3.0 Recruitment and Hiring
3.1 Training and Development
3.2 Returning Employees
3.3 Special Employement

**Department Procedures**
4.0 Department Expectations
4.1 Department Conduct

**Operations**
5.0 Emergency Response
5.1 Traffic Control

**Appeals Policy**
6.0 Appelable Actions
6.1 Grace Period
6.2 Appeal Outcome

**Resignation of Employment**
7.0 Department Transfer
7.1 Notice of Resignation

**Department Vehicle Policy**
8.0 Department Issued Vehicles
8.1 Department Vehicle Variants and Usage

**Equipment and Resources**
9.0 Use of Force Guidelines
9.1 Firearms and Non-Lethal Weapons
9.2 Vehicle Use and Maintenance

**Activity Policy**
10.0 Department Activity
10.1 Leave of Absence
10.2 Supervisory Ranks and Duties
10.3 Activity Reports

**Uniform Policy**
11.0 Face Accessories
11.1 Hair Accessories
11.2 Hats and Accessories
11.3 Off-Duty Usage of Department Uniforms

**Jurisdiction Policy**
12.0 Jurusdiction Definitions and Powers
12.1 Mutual Aid
12.2 Mutual Aid Requests

**Supervisor Policy**
13.0 Supervisor Requests regarding Detained Individuals
13.1 Supervisor Requests regarding Civilians
13.2 Supervisor Requests regarding Sergeants
13.3 Requests during High Risk Situations

**Disciplinary Procedures**
14.0 Verbal Guidance and Sanctions
14.1 Verbal Warnings and Sanctions
14.2 Written Warnings and Sanctions
14.3 Activity Strikes and Sanctions
14.4 Conduct Strikes and Sanctions
14.5 Suspension and Sanctions
14.6 Demotions and Sanctions
14.7 Terminations and Sanctions

**Review and Revision**
15.0 Periodic Review
15.1 Amendments and Updates

# §1. Introduction

**1.0 Purpose**
The purpose of this Standard Operating Procedure (SOP) manual is to establish and communicate the guidelines, procedures, and best practices for the Deerfield Police Department.

**1.1 Scope**
This manual encompasses all aspects of department operations, including personnel management, community engagement, legal compliance, and emergency preparedness.

**1.2 Definitions**
For the purpose of this SOP, the following terms shall have the meanings ascribed to them in this section.

# §2. Organization and Structure

**2.0 Rank Structure**

**Cadet** - Cadets are newly hired applicants within the Deerfield Police Department and fall under the responsibility of the Field Training Division. Cadets must complete the academy before moving up to their probationary phase and promotion to Officer and access to more benefits within the Deerfield Police Department.

**Officer** - An Officer is a standard employee within the Deerfield Police Department. They’re tasked with upholding the laws and regulating patrol duties.

**Corporal** - A Corporal is the most senior officer within their authority over others and is tasked with taking over their leadership within their unit during the absence of a Sergeant.

**Sergeant** - Sergeants are classified as the most senior supervisory over others and are tasked with leading their units and making sure that their units are active.

**Lieutenant** - A Lieutenant is the assistant to the Chief of Police. They are tasked with making sure that field operations are active and that Internal Affairs is working properly.

**Chief of Police** - The Chief of Police is the whole command of the Deerfield Police Department, maintaining all duties and overseeing the department as a whole.

**2.1 Department Structure**
The Deerfield Police Department consists of one (1) Field Operations Bureau which consists of the following divisions.

**Patrol Division** - The Patrol Division is the main task and duties of enforcing traffic and criminal law within their lawful duties. The Patrol Division consists of One (1) Platoon and Two (2) units in total. A Platoon is controlled by a Sergeant and a Unit is controlled by a Corporal. The Patrol Division falls under the Command of the Field Operations Lieutenant.

**Internal Affairs** - Internal Affairs is the only investigative division within the department and is tasked with investigating reports made involving misconduct by others within the department. Internal Affairs are also tasked with handing out disciplinary actions if such policy is violated from the handbook, and are tasked with contacting department employees and scheduling meetings if such violation is met.

**Training Division** - The Training Division, being the most important division within the department, is tasked with educating newly appointed applicants/cadets and processing Cadets to complete the academy before being granted their probationary phase. If at times a member from another department wishes to transfer, a Field Training Division employee can handle such a request as long as it’s approved by High Command and a background check is run by Internal Affairs.

**Traffic Division** - The Traffic Division is a specialized division that focuses on enforcing traffic laws, investigating traffic-related incidents, and promoting road safety. The primary goal of the traffic unit is to ensure the orderly and safe flow of traffic, reduce accidents, and enhance overall road safety within their jurisdiction.

**2.2 Chain of Command**
The department follows a clearly defined chain of command to ensure effective communication and decision-making. Each respective officer must ensure that they contact their supervisor or senior officer first before contacting high command with thier concerns.

**2.3 Roles and Responsibilities**
The role of a police officer within the Langsing Township Police Department is to ensure that peace is maintained, enforcing statue law, protect life and property, and ensure the safety of the community.

**2.4 Communication Protocols**
Communication guidelines for the Langsing Township Police Department encompass clear and concise radio procedures, ensuring accurate and timely written reports, fostering open interdepartmental communication, maintaining professional interactions with the public, addressing citizen complaints transparently, and upholding confidentiality while adhering to privacy laws. These guidelines aim to promote effective and respectful communication, both within the department and in external interactions, to enhance public safety and community relations.

# §3. Personnel Management

**3.0 Recruitment and Hiring**
All employees must have taken and passed an application validated by Deerfield Police Department High Command to be employed in this department.

**3.1 Training and Development**
All applicants who have passed an application validated by the Deerfield Police Department High Command will be required to complete the four phases of training validated by the High Command team. Returning Employees at discretion of High Command may void training and may be fast tracked.

**3.2 Returning Employees**
All returning employees must have taken and passed an application within the last 6 months to be exempt from retaking an application. A returning employee who is exempt from retaking an application may be moved on to field training. Any returning employee who does not qualify must retake an application.

**3.3 Special Employment**
The Deerfield Police Department High Command can propose a person to be employed in the Deerfield Police Department without the said person being required to take an application. The High Command team will hold a vote on said person once they are proposed for employment. If said person has a majority vote, they will be sent a letter of employment. If said person does not gain a majority vote, they will not be employed with the Deerfield Police Department unless they follow the **3.0 Recruitment and Hiring**.

# §4. Code of Conduct
**4.0 Department Expectations**
In the Deerfield Police Department, we expect all of our department members to abide by our Code of Conduct, as the Code of Conduct is the main procedure that all department employees are required to abide by and maintain during their lawful duties and time within the Police Department. Department Employees who fail to obey said conduct may result in disciplinary action following §14 - Disciplinary Procedures of the Deerfield Police Department.

**4.1 Department Conduct**

**Professionalism** - All department members within the Deerfield Police Department are expected and required to remain professional at all times when uniforms are off and on. If the member of the department fails to abide by the said conduct, they may be issued disciplinary action according to §5- Disciplinary Procedures of the Department Handbook and referral to Internal Affairs.

**Respect** - At all times, department members are required to respect fellow members of the public and members of the department. This is an important aspect of the Code of Conduct as disrespect will not be tolerated within the department and are representing the department at the same time.

**Maturity** - All members within the Deerfield Police Department are expected to know when it is time to goof around and when it is time to act professionally and mature at all times. If often, members of the department are found to be fooling around, it shows grounds for competency and poorly misrepresenting the department.

**Performance** - Members of the Deerfield Police Department are obligated to perform duties smoothly, as stated in the policy that department members must be performing duties lawfully and fairly.

# §5. Operations
**5.0 Emergency Response**
When an Officer is responding to a call for services, they're required to respond with due regard because it emphasizes a balance between the urgency of their response and the safety of themselves and the public. Responding with due regard means that officers must prioritize public safety and adhere to traffic laws even when using emergency lights and sirens. This approach minimizes the risk of accidents, promotes responsible driving behavior, and ensures that the overall safety of the community is upheld while emergency services are being provided.

**5.1 Traffic Control**
Traffic control and enforcement are essential aspects of law enforcement that focus on regulating and managing vehicular and pedestrian activities on roadways. The primary goals include maintaining order, preventing accidents, and promoting public safety. Officers engaged in traffic control enforce traffic laws, address violations, and manage intersections to facilitate smooth traffic flow. By actively enforcing regulations, law enforcement contributes to the overall safety and efficiency of the transportation system, reducing the risk of accidents and ensuring compliance with road rules for the well-being of the community.

# §6. Appeals Policy
**6.0 Appelable Actions**
All disciplinary actions listed below may be appealed utilizing the appropriate form managed by the High Command/Internal Affairs.

- Warnings
- Strikes
- Suspension
- Demotion
- Termination

**6.1 Grace Period**
Before any disciplinary action is subject to being appealed, department employees must ensure that a period of thirty (30) days is met before attempting to appeal any disciplinary action. If at any time a department employee fails to abide by the said grace period, the appeal shall result in a denial and a verbal warning issued to the department employee filing the appeal.

**6.2 Appeal Outcome**
If the criteria are met and the appeal is accepted, such disciplinary action shall be removed from their record and shall be logged for internal affairs records.
In some cases, the department reserves the right to deny any appeal for any given reason that seems fit

# §7. Resignation of Employment

**7.0 Employee Transfer**
Members of the Department who wish to transfer to another law enforcement agency must contact their direct supervisor at must leave a 2 (two) day notice before submitting a notice of transfer.

All indivduals that wish to transfer into the Deerfield Police Department will fall under **3.0 Recruitment and Hiring**.

**7.1 Resignation**
All department employees who wish to resign their employment from the Deerfield Police Department must leave a two-day notice before leaving.

# §8. Department Vehicle Policy

**8.0 Department Issued Vehicles**

The Deerfield Police Department has access to three (3) department-issued vehicles followed by the following.

- 2011 Ford Crown Victoria
- 2018 Ford Explorer
- 2018 Dodge Charger

**8.1 Department Vehicle Variants and Usage**
The 2011 Ford Crown Victoria and the 2018 Ford Explorer will be available for all employees to drive. The 2018 Dodge Charger will be for the Traffic Unit.

# §9. Equipment and Resources

**9.0 Use of Force Guidelines**
The use of force guidelines is a set of principles and protocols that govern how law enforcement officers can employ force when necessary. These guidelines emphasize the escalation of force in a manner proportionate to the threat faced by officers or others. The goal is to prioritize de-escalation and minimize the risk of harm, ensuring that force is only used as a last resort. Use of force guidelines also typically promote transparency, accountability, and the protection of individuals' rights, contributing to the responsible and ethical conduct of law enforcement personnel.

**9.1 Firearms and Non-Lethal Weapons**
The use of firearms and non-lethal weapons by law enforcement is carefully regulated to balance the need for effective response with the imperative to minimize harm. Firearms are typically reserved for situations where there is an imminent threat to life, and officers are trained to use them judiciously. Non-lethal weapons, such as tasers or pepper spray, provide alternatives to deadly force in certain scenarios. The key is to employ these tools within established use-of-force policies, prioritizing de-escalation when possible and ensuring that the level of force applied is proportional to the perceived threat. Effective training and adherence to guidelines play crucial roles in promoting public safety and maintaining trust in law enforcement.

**9.2 Vehicle Use and Maintenance**
Vehicle use and maintenance in law enforcement are critical for operational efficiency and officer safety. Regular maintenance ensures that patrol vehicles remain reliable and in optimal condition. Officers are responsible for using vehicles in accordance with department policies, including safe driving practices and adherence to traffic laws. Proper vehicle use and maintenance contribute to effective law enforcement operations, enhancing response capabilities and promoting overall public safety.

# §10. Activity Policy
**10.0 Department Activity**
All employees of the Deerfield Police Department are to complete 15 patrol minutes per week.

**10.1 Leave of Absence**
If at any time a department employee must request time off from submitting any patrol logs within their desired unit, they reserve the right to file for a leave of absence and are granted an exemption from submitting any type of submission. Department Employees may be granted 14 days from their direct supervisor. If an employee must request a Leave of Absence for more than 14 days, this request may be reviewed by a member of the High Command and shall be only approved by a member of the High Command. If at any time a department employee is found misusing their Leave of Absence privileges, it shall be revoked and logs are then required to be submitted for the week.

**10.2 Supervisory Ranks and Duties**
Department Employees under the Rank of Sergeant or a Corporal acting upon the capacity of an Acting Sergeant must ensure that their unit remains active and follows all policies listed in the Department Handbook.

**10.3 ActivIty Reports**
Every month, Sergents within their units must hold a meeting to discuss their unit’s activity and perform duties to help improve their units. Sergeants are to notify high command of any changes in activity regarding their unit.

# §11. Uniform Policy
**11.0 Face Accessories**
Facial Accessories are only permitted to be a form of corrective lens or sunglasses. Glasses are to have neutral colors with inoffensive slogans, decals or text. Glasses are not to be oversized and should be worn close to the face with the sides of the glasses no wider than the head itself. Glasses are to look realistic and fit for purpose.

**11.1 Hair Accessories**
Hair is required at all times to be neat, long hair should be worn in a tight bun, and short hair shall be arranged and should not overwhelm the head. All hairs are required to be a realistic color and nothing more than a realistic color. Any form of brightly colored hair or unprofessional colors is not permitted to be worn and violates department handbook procedures.

**11.2 Hats and Accessories**
The only form of any hats shall be any professional-looking baseball caps or beanies that are permitted to be worn on duty. The cap shall only be allowed to state the words “POLICE” and nothing more than “POLICE”.

**11.3 Off-Duty Usage of Department Uniforms**
Under no circumstances may an employee of the Deerfield Police Department be permitted to wear the uniform as it violates their morals and is currently not on duty to be establishing lawful duties.

# §12. Jurisdiction Policy
**12.0 Jurusdiction Definitions and Powers**
The Deerfield Police Department reserves the right to have the jurisdiction of the Township of Lansing. Unless stated by the Founder of the game, they may extend or cut our jurisdiction.

**12.1 Mutual Aid**
Mutual aid involves collaborative assistance between law enforcement agencies during emergencies or events that exceed the capacity of a single jurisdiction. It enables the sharing of resources, personnel, and expertise to ensure an effective and coordinated response, enhancing public safety and community well-being.

**12.2 Mutual Aid Requests**
Mutual aid requests that can only be initiated by supervisors or higher-ranking officials ensure a controlled and strategic deployment of additional resources. This protocol helps maintain a centralized and coordinated response to emergencies, allowing for a more efficient utilization of external assistance when the situation demands higher authority input and decision-making.

# §13. Supervisor Policy
**13.0 Supervisor Requests regarding Detained Individuals**
Should a detained individual request the presence of a Supervisor, the Officer is therefore required to either request a department employee over the rank of Sergeant or page a Sergeant if none are located in the game. If a Sergeant is paged over a pager channel, the Officer must at minimum wait 5 minutes for a response. If no response is given, the Officer is then required to give out their Sergeants Contact Information located on Discord. However, in certain circumstances, if such an individual requests the presence of a Supervisor to hinder an Officer, or knowing that the Officer has probable cause to perform such action known as an Arrest or Detainment, the supervisor’s request at the Officer’s discretion may be denied.

**13.1 Supervisor Requests regarding Civilians**
Should an individual request the presence of a Supervisor, the Officer is therefore required to request a supervisor over the radio. If at any point no supervisors are available in the game, the Officer is therefore required to provide contact details such as their unit, and their supervisor’s name and callsign.

**13.2 Supervisor Requests regarding Sergeants**
Should an individual request the presence of a Supervisor, the Sergeant is therefore required to request a supervisor over the radio. If at any point no supervisors are available in the game, the Sergeant is therefore required to provide contact details such as their unit, and their supervisor’s name and callsign.

**13.3 High Risk Situations**
If a supervisor is requested during a high-risk situation where life is at risk, the Officer (at their discretion) is permitted to decline the supervisor request.

# §14. Disciplinary Procedures

**14.0 Verbal Guideance and Sanctions**
Verbal Guidance are minor infractions are given for violating the Department Handbook.

- Sanction: This punishment may only be met and issued by a Department Employee over the rank of **Corporal** or higher.

**14.1 Verbal Warnings and Sanctions**
Verbal Warnings are infractions given to those who violate repeated less-end minor infractions for violating the Department Handbook

- Sanction: This punishment may only be met and issued by a Department Employee over the rank of **Sergeant** or higher.

**14.2 Written Warnings and Sanctions**
Written Warnings are infractions given to those who actively or repeatedly violate the Department Hanbook with complete disregard, have achieved a verbal warning, or have violated a major part of the Department Hanbook.

- Sanction: This punishment may only be met and issued by a Department Employee over the rank of **Sergeant** or higher.

**14.3 Activity Strikes and Sanctions**
Any Sergeant or a Corporal under the capacity of an Acting Sergeant shall have the authority to issue Activity Strikes if a department employee under their unit has failed to complete two (2) weeks’ worth of activity quotas. Failing to complete 3 weeks’ worth of logs shall result in a termination from the department for inactivity.

- Sanction: This punishment may only be met and issued by a Department Employee over the rank of **Corporal** or higher.

**14.4 Conduct Strikes and Sanctions**
Conduct Strikes are a major type of disciplinary action for those who violate serve infractions within the Department Handbook that actively neglect their duties or misrepresent the department in a way that shows unprofessional or carelessness throughout their actions. Strikes may also be handed out to those who have achieved activity warnings. Achieving two (2) or more strikes will result in a dishonorable discharge within the department.

- Sanction: This punishment may only be met and issued by a Department Employee over the rank of **Lieutenant** or higher.

**14.5 Suspensions and Sanctions**
A suspension is given to those who show complete disregard for the Department Handbook or have violated severe infractions. A suspension may be issued to department employees who have multiple disciplinary histories within the department. If such department employee is placed on suspension, they shall not be under any authority to represent or go on duty until the suspension is lifted. Failure to obey by suspension shall result in a dishonorable discharge from the department.

- Sanction: This punishment may only be met and issued by a Department Employee over the rank of **Lieutenant** or higher.

**14.6 Demotions and Sactions**
A Demotion is a type of disciplinary action that is used to lower a department employee’s rank and is only issued to those who are above the rank of Officer. A Demotion is rarely used however is only used when a department employee can function or work appropriately in a lowered position.

- Sanction: This punishment may only be met and issued by a Department Employee over the rank of **Lieutenant** or higher.

**14.7 Termination and Sanctions**
Receiving a Termination from the department also known as a dishonorable discharge is the worst type of disciplinary action a department employee can receive. A termination results in violating multiple department handbook infractions with complete disregard, having achieved two (2) strikes, or having any criminal affiliation during their employment can result in a dishonorable discharge.

- Sanction: This punishment may only be met and issued by a Department Employee over the rank of **Lieutenant** or higher.

# §15. Review and Revision

**15.0 Periodic Review**
Every month, members of the High Command will review this document, suggest any changes or updates, and vote upon such suggestions.

**15.1 Amendments and Updates**
If at anytime this document is subject to change, policy updates, or anything in nature, an announcement will be made notifying all department employees.