General Provisions:
Department administration involves the efficient and fiscally responsible management of a large complex organization. Department functions involve the interaction of people, not only within ranks, but in all personal contact between its employees and members of the public. Department administration is, therefore, occupied to a large extent with improving the ability of its employees to properly perform the police task and with strengthening the relationship which exists between all employees and the public they serve. Thus, recognition of the human factor is an administrative challenge in the department's effort to provide a consistent and professional police response to the communities law enforcement needs.
Department personnel are required to make decisions involving the public and other employees in response to both administrative and operational problems. The decision process involves more than loyalty. It requires an insight into the objectives and purposes of the department, its duty under the law and to the people, and the manner and means by which the task is to be performed and the objectives achieved. The decision must be a balance of involved interests, considering what is best for the public, the department, and any individual involved. That decision must then result in effective action directed toward the accomplishment of the departments objectives. The requirement that such insight be exercised is implicit in all decision making, and it is the thread which binds the complex and difficult law enforcement task into a coordinated and effective force.
Administrative Reporting:
Administrative reporting allows the police department to function properly, isolate and identify problems and trends, and develop a proactive approach to solving police related community problems. To allow management personnel the ability to discharge responsibilities effectively and efficiently, daily, quarterly and annual reporting will be a routine responsibility of all managers.
Daily Reporting:
Watch Commanders Tour Summary: At the end of each watch commanders tour, a summary of the tours significant activity shall be submitted to the public information officer, assistant chief, deputy chiefs and chief of police. The report which shall identify the tour watch commander, shall itemize major incidents and arrests by complaint number, the time of the incident, the suspect(s) name(s) if any, the location of the incident, the victim(s) name(s) if any, a summary of the events which took place, and the officer(s) name(s). The watch commander will also note any other occurrence considered significant.
The chief of police, assistant chief, deputy chiefs and senior commanders in affected districts will be informed when there is a homicide, critical incident, major incident, or injured officer.
Holdsheet: The department will produce a daily holdsheet which contains information on those persons arrested in the previous 24 hours for felony and gross misdemeanor offenses. The holdsheet is maintained on the Intranet and available to all units in the department. The document contains names, identification numbers, arrest dates, case numbers, arresting officers name, suspected offenses, and the unit the suspect is held for as well as judicial releases, Regions Hospital cases, and those suspects held for out-of-city authorities.
Quarterly Reporting:
Unit reporting: Quarterly reports containing significant activity of the unit will be prepared by the unit head and submitted to their respective deputy chief. These reports will contain, but are not limited to, problems experienced during the quarter, caseload analysis, and, if applicable, any special projects/initiatives, or any progress towards objectives of the division. These reports shall be in narrative form. Any statistical data compiled for/by the unit may be included in the report.
Division Head Reporting:
Written reports to the assistant chief will be prepared by the deputy chiefs to identify significant activity in their divisions. The deputy chiefs may use the reports prepared by their unit heads in the compilation of their quarterly report.
Annual Reporting:
An annual report to the City of Saint Paul will be prepared by the assistant chief highlighting significant activities/accomplishments of the department for the year. This report will contain both narrative and statistical data relevant to the departments operation and performance. This report will be made available to department personnel and the public.
Statistical Reporting:
The departments research and development unit will publish an annual report which summarizes and delineates demand for police service and actual offenses. This report will contain raw statistics as well as graphs and charts. The report is available to anyone via the Saint Paul Police internet. The department also complies with any city, state, or federal reporting standards.
Releasing of Reports:
Unless otherwise stated, approval by the chief of police or a designee will be made before external dissemination of any of the above reports.
Updated January 14, 2019