Chapter 3

Question 1

Accuracy

Answer 1

State only essential and accurate facts, free from bias or distortion. Correct use of grammar, punctuation, and spelling will contribute to accuracy, clarity, and understanding.

Question 2

Distribution B+

Answer 2

All supervisory, sworn, and public service aides personnel.

Question 3

True or False:
Body contents: Major topical paragraph headings will be reflected when possible. They may be of the writer’s choice; however, if there is a recommendation heading, it will be listed first in the body followed by other appropriate headings; e.g., Action, Background, or Synopsis/Conclusion (Annex G).

Answer 3

True

Question 4

True or false:
Except preexistent documents printed on 8 1/2” x 14” paper, all enclosures and attachments will be printed on 8 1/2” by 11” paper

Answer 4

true

Question 5

TRUE OR FALSE .

Color photocopies of the employee’s credentials will NOT be included in the employee’s departmental personnel file.

Answer 5

FALSE

Question 6

Stationery: Agenda items and legal documents, including their attachments or enclosures for dissemination outside the Department, submitted on other than __________ paper will not be accepted and will be returned to the originator for proper preparation and submission.

Answer 6

8 1/2” x 11”

Question 7

What information will anyone in charge of a group tour shall furnish?

Answer 7

The individual in charge of a group tour shall furnish required information, identification, and a roster of the group by name and address. The roster will be stapled to the logbook page as a permanent attachment. The name of the individual in charge of the group, the name of the escort, and any relevant information, will be entered in the logbook.

Question 8

Distribution B:

Answer 8

All supervisory personnel.

Question 9

What include on the Address, subject line of a memorandum?

Answer 9

4. Addresses: Enter the individual’s name, rank/title, and organization (Annex I).
5. Subject: Enter a descriptive subject of the memorandum. If the correspondence is an action memorandum or transmittal memorandum from the Director to the Deputy Mayor in response to a trace, enter Deputy Mayor’s Office number (log number) and the subject precisely as it appears on the Mayor’s trace form (Annex J).

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Question 10

TRUE OR FALSE:
Sworn employees may carry an additional MDPD badge obtained at their own expense provided the employee agrees to surrender any additional badge(s) to the Department along with the employee’s departmentally issued firearm, badge, Deputy Identification Card, and MDPD Employee Identification Card should the employee be relieved of duty or suspended.

Answer 10

TRUE.

Question 11

Emergency service personnel, i.e., fire and medical personnel responding to emergency requests, do not require a pass. Who shall the request element notify?

Answer 11

The requesting element shall notify the Headquarters Security Unit (HSU) Control Desk and have a representative standby to escort responding emergency units.

Question 12

What are the procedures to report loss or theft of a MDPD Employee Identification Card, Deputy Identification Card, or badge?

Answer 12

1. Notify the Communications Bureau Complaint Desk without delay and request that a police case report be prepared.
2. Forward an action memorandum through the chain-of-command to the PMB reflecting the following:
   a. Employee’s name and assignment.
   b. Circumstances of the loss or theft.
   c. Case number.
   d. Immediate supervisor’s approval for issuance of a duplicate card or badge.

Question 13

what are the procedures when requesting a Legacy Badge?

Answer 13

The memorandum shall be addressed to the requesting officer’s current entity Commander

(1) The current officer’s name, rank, badge number (his/her assigned badge number U30), work assignment, and hire date.
(2) The name, rank, relationship, and retirement date of the former badge holder.

The officer must continue to use the previously issued personal ID number (U30) for all official MDPD business, including but not limited to: report writing, preparation of Arrest Affidavits (A-Forms), court-related activities, payroll, overtime, off-duty work

Question 14

When the letter is to be prepared in final form, letterhead stationery will be provided with the trace, what is the procedure? and at which point will the Mayor’s or a Commissioner’s office be called for stationery?

Answer 14

An envelope will be prepared if included with the trace. At no time will the Mayor’s or a Commissioner’s office be called for stationery

Question 15

True or False:
Correspondence will be processed on or before the trace date reflected on the transmittal document. If circumstances dictate a delay in compliance, a trace date extension will be verbally requested through the appropriate chain-of-command from the office which established the trace date and the reason for the delay explained.

Answer 15

True

Question 16

When memorandums are to be prepared?

Answer 16

Memorandums are prepared when corresponding within the Department and with other Miami-Dade County governmental departments or employees.

Question 17

Signature For:
If the individual whose name is typed does not sign personally, the employee does not authorized to sign for him will sign his own name and add the word “for”.

Answer 17

False

Question 18

Where will employee receive replacement of Deputy ID cards or employee ID and replacement badges?

Answer 18

a. Replacement of Employee Identification or Deputy Identification Cards will be obtained from the PMB.
b. Replacement badges will be obtained from the Fiscal Administration Bureau

Question 19

What is the procedure for “Prepared By” Caption when memorandums are prepared for the Director’s signature?

Answer 19

6. “Prepared By” Caption: When memorandums are prepared for the Director’s signature, all copies that remain within the Department will reflect the caption Prepared By: immediately followed by a signature line, name, and title of the employee who originates the memorandum. The information will be placed two spaces below the last notation (Annex F)

Question 20

Who must be escorted at all time in respective premises by MDPD employees?

Answer 20

All visitors who are not from other law enforcement agencies, other County departments, or County vendors, must be escorted at all times throughout the respective premises by MDPD employees.

Question 21

How often will the Awards Committee meet?

Answer 21

The Awards Committee will meet during the first week of each month

Question 22

ENCLOSURES AND ATTACHMENTS:

Answer 22

Enclosures and attachments should be described briefly in the body of the document.

Question 23

The Deputy Mayor provides a due date for correspondence requiring the Mayor’s or a Commissioner’s signature. When does an interim response will be prepared?

Answer 23

upon request only

Question 24

Distribution A - Command Personnel:

Answer 24

Director’s Office, Assistant directors, Division chiefs, Bureau/District commanders, Police Captains, Employees serving as Executive Officers within departmental elements, Offices reporting to the Director or an assistant director, Miscellaneous.

Question 25

Memorandum formats are comprised of the following

Answer 25

1. Regular memorandum: Memorandums of a self-explanatory nature (usually one subject) other than action or transmittal memorandums
2. Action memorandum: A decision document used to obtain a requested action and one which requires the approval of one or more command level personnel in the chain-of-command or a County official not from the Department
3. Transmittal memorandum: A forwarding document used to accompany letters or other memorandums when further explanation, background data, or additional information is required to supplement the base document

Question 26

Performance awards:

Answer 26

a. Exceptional Service Award (certificate and ribbon)
b. Employee Excellence Award (certificate and ribbon)
c. Certificate of Commendation (certificate awarded only to departmental employees)

Question 27

what is the procedure for PAGE NUMBERS on memorandum?

Answer 27

PAGE NUMBERS:
The first page will not be numbered. Subsequent pages will be numbered consecutively beginning with the second page as number 2. Periods, dashes, parentheses, or other punctuation will not be used (Annex D).

Question 28

Passes shall be issued to visitors from other criminal justice agencies. The visitor’s name; agency; date of visit; and element, section, office, or name of the individual to be visited will be recorded; HOWEVER?

Answer 28

Identification need not be retained

Question 29

Coherence

Answer 29

Coherence is the logical development of subject material. This is achieved by arranging the various sentences in a logical and harmonious sequence.

Question 30

Distribution H

Answer 30

All personnel on Distribution A with an office in the Headquarters Complex.
The supervisor of the Vehicle Maintenance Facility.

Question 31

What will be the instructions given to group touring MDPD facilities and what are the responsibilities of the control desk personnel?

Answer 31

A pass will be issued to the individual in charge with verbal instructions that all members of the group must remain together while in the building. Control Desk personnel will verify the number of people in the group before issuing a pass and again upon return of the pass.

Question 32

How will letters for the Mayor are to be prepared?

Answer 32

Letters for the Mayor are prepared in draft form, block style, and WILL NOT include the initials of the Mayor and typist. Underneath the name will be the title, Mayor; beneath that, on the third line, type Miami-Dade County; e.g.,
Name
Mayor
Miami-Dade County

Question 33

When a secure location inside a building is not immediately available, where may employee temporarily store their credentials?

Answer 33

employee credentials may be temporarily secured in a vehicle, locked in a trunk or in an interior locked compartment if the vehicle has no trunk. Storage in an unattended vehicle overnight or for an extended period of time is prohibited.

Question 34

Verbiage

Answer 34

Omit unfamiliar words or those with three or more syllables when simple words serve the same purpose. Avoid long and involved sentences.

Question 35

District Facilities:
When a pass is outstanding for more than _______, the person in charge of the Control Desk will attempt to locate the visitor.

Answer 35

4 hours

Question 36

An employee who receives an official communication directed to another shall forward such communication without delay. A supervisor who receives a written communication from a subordinate directed to a higher authority shall indicate _____, or notation as to acknowledgment of content and forward to the next person concerned.

Answer 36

either approval, disapproval

Question 37

What is the departmental standard for needed guidance on principles of effective writing?

Answer 37

The Gregg Reference Manual

Because no single principle can ensure effectiveness, all the principles should be considered simultaneously

Question 38

Distribution D

Answer 38

All departmental employees.

Question 39

Brevity and completeness:

Answer 39

Address the essentials of the topic as briefly and to the point as possible. This requires careful analysis and, if necessary, explanatory facts and figures should be affixed as enclosures or attachments.

Question 40

Typeface:

Answer 40

Correspondence will be printed in letter-quality utilizing Times New Roman or Arial style, size 12. Size 10 may be used to improve appearance or reduce the number of pages.

Question 41

What is the purpose of letters?

Answer 41

Letters are prepared when corresponding with persons or organizations outside Miami-Dade County governmental departments and for departmental commendations.

Question 42

Who may initiate Award recommendations for departmental employees?

Answer 42

Any departmental employee may initiate an award and are forwarded through the recommended individual’s chain of command to the PIEB Major

Question 43

A _________ will be prepared by the traveler and submitted through the appropriate chain-of-command to the Fiscal Administration Bureau within ______ days after return of the traveler.

Answer 43

1) Travel Expense Report

2) three business

Question 44

Clarity

Answer 44

Select words and phrases that express the exact meaning that can have only one interpretation. Sentences should be of simple construction and free of vague, meaningless, and ambiguous expressions.

Question 45

Attachment:

Any item which is affixed to or accompanies a____

Answer 45

memorandum.

Question 46

Unity

Answer 46

The writing must adhere to a single major topic.

Question 47

What are the requirements for News media representatives visiting the FTHQB?

Answer 47

a. The Public Information and Education Bureau will be contacted whenever a representative of the news media enters the FTHQB.
b. News media representatives will not be allowed beyond the FTHQB main lobby without approval from the Public Information and Education Bureau.
c. Unescorted news media representatives must obtain visitor passes after being cleared by the Public Information and Education Bureau.

Question 48

District Facilities:

If the visitor cannot be located after the pass has been outstanding, complete details will be submitted to whom?

Answer 48

to the district’s Executive Officer, or in his absence the on-duty Shift Commander, for investigation.

The Executive Officer, his designee, or the on-duty Shift Commander will attempt to locate the visitor, recover the pass, and investigate circumstances of the incident.

c. Results of the investigation will be reported within 24 hours, via memorandum, to the affected Police Major.

Question 49

What are the Prohibited acts for Employees who have been relieved of duty or suspended, or former employees who have resigned, retired, or been terminated, must not do?

Answer 49

1) Wear or display any authorized indicia of police authority, including but not limited to any badge or identification card which could deceive a reasonable person into believing that such item is authorized by a police agency
2) Florida State Statute 843.085 does not apply to sworn employees who have received from the Department an additional badge marked “Retired” or “Honorably Served,” since such a badge is authorized by the agency.
3) Falsely personate an officer

Question 50

Enclosure:

Any item which is affixed to or accompanies a__

Answer 50

letter.

Question 51

TRUE OR FALSE:
Specific recommendations for Distinguished Unit of the Quarter are not to be submitted. A selection will be made by the Awards Committee during the February, May, August, and November meetings from recipients of the Unit Commendation for the preceding months.

Answer 51

TRUE

Question 52

If the employee obtains any additional badge(s) but fails to write this agreement memorandum to forfeit the badge(s), then if the employee is subsequently relieved of duty or suspended and the employee relinquishes the additional badge(s) at that time, What will happen to the issued and additional badge(s) held by the Department f the employee is later dismissed and where will the memorandum be retained?

Answer 52

will NOT be returned to the employee if the employee is later dismissed. The memorandum will be retained in the employee’s departmental personnel file.