OO 01-07 Line and Staff Inspections

Question 1

The purpose of this order is to establish guidelines for maintaining organizational control within the Sheriff’s Office through Line, Staff, and Accreditation inspections. This order supports the Sheriff’s Office Core Value of _________.

Answer 1

“Always Improving.”

Question 2

The inspection process, at both the line and staff levels, provides the Sheriff, agency managers, employees, and the community with a means of regularly assessing the organization’s effectiveness and efficiency, compliance with accreditation standards, and provides information necessary to plan for _____. Therefore, it is essential that personnel conducting inspections conduct them systematically, fairly, and impartially.

Answer 2

change.

Question 3

The ________ process is an essential mechanism for evaluating the quality of the agency’s operation, ensuring that the agency’s goals are being pursued, additional resources are being identified, and control is maintained throughout the agency.

Answer 3

inspection

Question 4

All spaces, vehicles, equipment, and personnel are subject to inspections on a regularly scheduled or unannounced basis by agency supervisors and/or Staff Inspectors designated by the _____ of the Professional Standards Division.

Answer 4

Chief

Question 5

_____ Inspections are defined as those inspections requested or initiated by the Sheriff or a member of his staff.

Answer 5

Staff

Question 6

These inspections will focus on the overall _____ and ______ of the Division, Section, or Unit being inspected.

Answer 6

operation and processes

Question 7

All staff inspections shall be conducted by Staff Inspectors designated by the Inspections Unit under the guidance of the Commanding Officer of the Inspections Unit who is designated by the Chief of the _______ Division.

Answer 7

Professional Standards

Question 8

Each component of the Sheriff’s Office will be inspected, at least once every _____ years; however, a component may be inspected without prior notification.

Answer 8

three

Question 9

______ Inspections are defined as those inspections which are performed to focus on a particular problem, operation, or procedure. Random inspections can be initiated and conducted by either the Inspections Unit or any part of the chain-of-command of the section or unit to be inspected.

Answer 9

Random

Question 10

____ Inspections are defined as inspections conducted by line supervisors and/or mid-management supervisors assigned or responsible for the unit, individual, or equipment to be inspected.

Answer 10

Line

Question 11

Line inspections are concerned with personnel, the status and condition of _______, vehicles, and the physical facilities within a given organizational component.

Answer 11

equipment

Question 12

However, should questions arise concerning the conduct of a line inspection, the Chief of Professional Standards or Inspections Unit ________ may be consulted for assistance.

Answer 12

supervisor

Question 13

The primary responsibility for line inspections rests with the supervisors and managers at every level. Line inspections provide a mechanism for achieving ________ and, as such, should be an ongoing activity.

Answer 13

accountability

Question 14

Regular line inspections ensure that employees are acting in concert with agency requirements in areas such as:

Answer 14

a. Personal appearance;
b. Use and maintenance of equipment and vehicles;
c. Adherence to agency written directives.

Question 15

Line inspections will be conducted by _________ on their immediate subordinates and their assigned equipment and work areas (e.g., Captains inspect Lieutenants, Lieutenants inspect Sergeants, and Sergeants inspect Officers).

Answer 15

supervisors

Question 16

The inspecting supervisor is responsible for ensuring correction and follow-up of any deficiency found during a line inspection. If the deficiency cannot be resolved by the immediate supervisor, a report will be forwarded through the chain-of-command to the appropriate level needed to correct the deficiency, and a copy forwarded to the _______ Unit.

Answer 16

Inspections

Question 17

In addition to periodic safety and inventory inspections required by City Ordinance or regulations, supervisors in all organizational components are responsible for inspections and corrective actions relative to spaces, facilities, property, equipment, activities, and personnel within the ____________ and other Sheriff’s Office facilities.

Answer 17

Police Memorial Building

Question 18

Any problem or discrepancy which cannot be corrected will be reported and forwarded via email to the Inspections Unit and courtesy copied to the Chain of Command to be conveyed to the ______.

Answer 18

Sheriff

Question 19

Inspections of vehicles and equipment (i.e., firearm, TASER, baton, and handcuff care and usability, proper amount and type of ammunition, duty belt condition, uniform condition, etc.) by first line supervisors will be conducted and documented, at least, _____.

Answer 19

monthly

Question 20

Supervisors are also encouraged to conduct _________ inspections of their subordinates’ vehicles and equipment.

Answer 20

unannounced

Question 21

Supervisors will:

a. Be attentive to the condition of ______ and _______ of their subordinates; and

Answer 21

vehicles and equipment

Question 22

Supervisors will:

b. Require immediate ______ when necessary.

Answer 22

repairs

Question 23

The _______ Unit will ensure that unannounced random inspections are conducted of property storage areas as directed by the Sheriff to ensure property accountability and security.

Answer 23

Inspections

Question 24

The responsibility of the Inspections Unit is to ensure _______ review of the Sheriff’s Office facilities, property, equipment, personnel, and administrative and operational activities which fall outside the purview of normal supervisory and line inspections.

Answer 24

objective

Question 25

The Inspections Unit along with designated agency members assigned to assist with inspections shall, during the course of an inspection, have full authority to discharge their _________ in conducting staff inspections.

Answer 25

responsibility

Question 26

Complete access to the Sheriff’s Office physical facilities and equipment will be given to the ________ for the purpose of staff inspections. All objections concerning the authority to inspect or analyze records and files will be referred to the Supervisor of the Inspections Unit and the Chief of Professional Standards.

Answer 26

Staff Inspector

Question 27

Personnel shall cooperate with and assist the Staff Inspector, recognizing that staff inspections are conducted under the immediate authority of the ______.

Answer 27

Sheriff.

Question 28

Authorized members of the Inspections Unit are authorized to direct questions, written or oral, to ___ member of the division, section, or unit being inspected, which may impact on its operation.

Answer 28

any

Question 29

Staff Inspections Officers, regardless of rank, shall be subordinate only to the Sheriff, Undersheriff, and any Inspections Unit Supervisor present when conducting a staff inspection.

Answer 29

True

Question 30

The Staff Inspector shall have no direct command authority over Sheriff’s Office entities, but shall be considered _____ to the ranking member of the organizational component being inspected.

Answer 30

equal

Question 31

The Inspections Unit Supervisor will ensure that a staff inspection of each component of the Sheriff’s Office shall be conducted, at least, every ______ months.

Answer 31

thirty six (36)

Question 32

The _______ Unit, working in concert with the Staff Inspections Unit, will ensure that periodic reports, reviews, and other activities mandated by applicable accreditation standards are accomplished.

Answer 32

Accreditation

Question 33

In addition to inspections being scheduled to comply with ____________, the Sheriff, Undersheriff, or appointed Sheriff’s staff members may request the Inspections Unit to conduct a staff inspection of any operational process utilized by any unit or section under their commands.

Answer 33

accreditation standards

Question 34

With the exception of inspections initiated by the ______ or _______, all requests for staff inspections shall be submitted in writing to the Chief of Professional Standards for approval and assignment.

Answer 34

Sheriff or Undersheriff

Question 35

Inspection requests from the Sheriff or Undersheriff may be verbal or written and directed to the ____ of the Professional Standards or supervisor of the Inspections Unit.

Answer 35

Chief

Question 36

The Chief of __________ may initiate a staff inspection into any unit, section, procedure that comes to his attention.

Answer 36

Professional Standards

Question 37

The Sheriff’s Office ______ will conduct an annual inventory of property entered into the Property Room to ensure accountability. This inventory shall not be all-inclusive. The amount of property inventoried shall be sufficient to ensure the integrity of the system.

Answer 37

Auditor

Question 38

The auditor will also conduct random ______ audits of agency cash activities.

Answer 38

quarterly

Question 39

During the pre-inspection, a _______ of the staff inspection shall be provided to the Commanding Officer of the unit/component to be inspected.

Answer 39

written notice

Question 40

The inspection team will conduct a pre-inspection conference with the __________, if requested, prior to the inspection to offer information as to the objectives and scope of the inspection, afford the _________ an opportunity to give input towards specific areas needing addressed, and to answer any questions.

Answer 40

Unit Commander

Question 41

The staff inspector(s) focus is on the overall operation and processes of the unit/component to be inspected, including the areas of:

Answer 41

a. Facilities
b. Office equipment
c. Policy, Procedures, and Applicable Accreditation Standards
d. Files and Records
e. Supervision and Leadership
f. Personnel.

Question 42

It is the responsibility of the Commanding Officer of the inspected unit/component to designate a _____ person to assist the inspection team, if necessary, and to convey information regarding the scheduled inspection to unit members.

Answer 42

liaison

Question 43

The primary role of the liaison will be to assist in gaining access to facilities, files, reports, equipment, and to _________.

Answer 43

answer questions

Question 44

During the inspection process, information gathered by the inspection team for a staff inspection will be accomplished by utilizing the following methods:

1. A _______ will be used as a guide in order to assure that the full scope of the inspection is adequately covered by listing specific points to be examined;

Answer 44

Checklist

Question 45

During the inspection process, information gathered by the inspection team for a staff inspection will be accomplished by utilizing the following methods:

2. __________ - Individuals selected during the interview phase will be interviewed and will be asked to respond to a survey questionnaire

Answer 45

Interview/Personnel Questionnaire

Question 46

During the inspection process, information gathered by the inspection team for a staff inspection will be accomplished by utilizing the following methods:

3. A ___________ of inspected areas such as facilities, personnel and equipment, etc. will be conducted;

Answer 46

personal observation

Question 47

During the inspection process, information gathered by the inspection team for a staff inspection will be accomplished by utilizing the following methods:

4. _____ - Work products, files, records, personnel files, statistical reports, and applicable directives will be reviewed

Answer 47

Review

Question 48

During the inspection process, information gathered by the inspection team for a staff inspection will be accomplished by utilizing the following methods:

5. ________ may be taken of inspected areas.

Answer 48

Photographs

Question 49

The exact length of the inspection will vary depending on the size and complexity of tasks of the unit/component. Every effort will be made not to interfere with the _________ of the unit/component being inspected.

Answer 49

normal operations

Question 50

Immediate corrections concerning discrepancies found during an inspection shall be limited to extreme circumstances such as the following:

1. Discrepancies which would adversely and/or seriously jeopardize the _______ of the Office of the Sheriff;

Answer 50

reputation

Question 51

Immediate corrections concerning discrepancies found during an inspection shall be limited to extreme circumstances such as the following:

2. Discrepancies which may seriously impair or damage the _______; and

Answer 51

police mission

Question 52

Immediate corrections concerning discrepancies found during an inspection shall be limited to extreme circumstances such as the following:

3. Discrepancies which could create a health, welfare, or safety hazard for ______ or ______.

Answer 52

citizens or members

Question 53

Upon completion of the inspection, the inspections team will complete a written report as part of the post inspection activity. This report will:

1. Be ______, but may contain comments from personnel or questionnaires as to their thoughts on deficiencies or specific problems;

Answer 53

objective

Question 54

Upon completion of the inspection, the inspections team will complete a written report as part of the post inspection activity. This report will:

2. Include any ______ aspects of the unit/component;

Answer 54

positive

Question 55

Upon completion of the inspection, the inspections team will complete a written report as part of the post inspection activity. This report will:

3. Reflect whether or not the unit/component inspected was in compliance with existing directives and will be specific with respect to facilities, office equipment, policy, procedures, and applicable standards, files and records, supervision and leadership, and personnel found not to conform, including any _______ which were immediately corrected;

Answer 55

deficiencies

Question 56

Upon completion of the inspection, the inspections team will complete a written report as part of the post inspection activity. This report will:

4. Provide applicable recommendations for revisions or corrective actions in organizational structure, policies, procedural performance, facilities, and equipment to improve ___________ or operational effectiveness; and

Answer 56

management control

Question 57

Upon completion of the inspection, the inspections team will complete a written report as part of the post inspection activity. This report will:

5. Be submitted to the _____ of Professional Standards, the Commanding Officer, Chief, and Director of the inspected unit.

Answer 57

Chief

Question 58

All notes, data, and miscellaneous material generated by the inspection team will be maintained until the _______ value is lost and then disposed of in accordance with Florida public records law.

Answer 58

administrative

Question 59

At the completion of the inspection, the Commanding Officer of the inspected unit/component may request an ____ conference with the assigned Staff Inspector and/or Inspections Unit Supervisor to provide an informal review of the inspection findings.

Answer 59

exit

Question 60

Upon the conclusion of any staff or random inspection, the Commanding Officer of the inspected unit/component shall:

1. Review the ____

Answer 60

report

Question 61

Upon the conclusion of any staff or random inspection, the Commanding Officer of the inspected unit/component shall:

2. Check for __________

Answer 61

discrepancies

Question 62

Upon the conclusion of any staff or random inspection, the Commanding Officer of the inspected unit/component shall:

3. Respond to the findings within thirty ___ calendar days after receipt with a detailed plan for addressing the findings contained in the inspection report.

Answer 62

30

Question 63

Upon the conclusion of any staff or random inspection, the Commanding Officer of the inspected unit/component shall:

4. Ensure implementation of approved recommendations within his control and the prevention of future problems using ____________ methodologies; and

Answer 63

Continuous Improvement

Question 64

Upon the conclusion of any staff or random inspection, the Commanding Officer of the inspected unit/component shall:

5. Within ___ days of receipt of the inspection report, list all completed items in response to the inspection findings and note any uncompleted responses to findings by sending an e-mail detailing this information to the Inspections Unit and the Chief of Professional Standards.

Answer 64

120

Question 65

The response will be reviewed by the _________ of the inspected unit/component through their chain of command. The response will then be submitted to the Inspections Unit, and attached to the Inspection report as an appendix.

Answer 65

Department Director

Question 66

The final inspection report will be maintained by the Inspections Unit and placed on the Inspections _______ for viewing by agency personnel.

Answer 66

webpage

Question 67

The Inspections Unit will maintain a file of all completed inspections. This file will include all original reports, documentation, and required responses. Files will be maintained for a _____ year period. Prior to being destroyed, files will be reviewed by the supervisor of the Inspections Unit to ensure that the destruction of the files is in accordance with State law.

Answer 67

four (4)

Question 68

Minor discrepancies found during inspections (unless repeated) will be handled verbally by the ___________

Answer 68

immediate supervisor.

Question 69

Supervisors will ensure that noted _________ are remedied in a timely manner.

Answer 69

deficiencies

Question 70

Any inspection that reveals serious deficiencies in personnel, equipment, or facilities will be documented in a written report, by the supervisor, to the next higher level of command. This report shall include a ________ and target date for completion of corrective action, if within the capabilities of the supervisor.

Answer 70

plan of action

Question 71

Any _______ receiving such a written report will take the necessary steps to ensure that suitable corrective action is taken. If suitable corrective action cannot be taken at this level, the report will continue through the chain-of-command until an appropriate level is reached. Each level in the chain-of-command will document its actions and attach same to the report.

Answer 71

commander