Police Personnel and Records MGMT

POLICE PERSONNEL AND RECORDS MANAGEMENT
Police Personnel Management (Human Resources Management) may be defined as that area of management concerned with human relations in the police organization. As an overview, Police Personnel Management uses planning, organizing, directing and controlling of day-to-day activities involved in procuring, developing and motivating them and in coordinating their activities to achieve the aims of the police. Efficient management of human resources in any organization can spell the difference between its success and failure to attain its objectives or goals. The need for a more efficient management of human resources is very demanding today. The success of every organization is for the organization to overcome the demands in human response brought about by several factors. Purpose of Police Personnel Administration The prime objective of an effective police personnel administration is the establishment and maintenance for the public service of a competent and well-trained police force, under such conditions of work that this force may be completely loyal to the interests of the government of all times. Objectives of Personnel Management The management of human resources is delegated to the unit of organization, known as Human Resource Department (HRD). This is to provide services and assistance needed by the organizations human resource in their employment relationship with the organization. An important task of the Human Resource Department is winning employees acceptance of organizations objectives. The objectives are: 1. 2. 3. 4. 5. 6. 7. To assist top and line management achieves the organizations objective of fostering harmonious relationship with its human resource. To acquire capable people and provide them with opportunities for advancement in self-development. To assist top management in formulating policies and programs that will serve the requirements of the police organization and administer the same fairly to all members. To provide technical services and assistance to the operating management in relation to their personnel functions in promoting satisfactory work environment. To assist management in training and developing the human resources of the organization if it does not have a separate training department to perform its functions. To see that all police members are treated equally and in the application of policies, rules and regulations and in rendering services to them. To help effect organization development and institution building effort.
Operative Functions of Police Personnel The primary function of Personnel Department is commonly Personnel Operative Functions. These are the following: 1. Police Personnel Planning is a study of the labor supply of jobs, which are composed with the demands for employees in an organization to determine future personnel requirements, which either increase or decrease. If there is an expected shortage of personnel the organization may decide to train and develop present employees and/or recruit from outside sources. Police Recruitment - is the process of encouraging police applicant from outside an organization to seek employment in an organization. The process of recruitment consists of developing a recruitment plan, recruitment strategy formulation job applicants search, screening of qualified applicants, and maintaining a waiting list of qualified applicants. Police Selections (screening) - is the process of determining the most qualified police applicant for a given position in the police organization. Police Placement- is the process of making police officers adjusted and knowledgeable in a new job and or working environment. Police Training and Development refers to any method used to improve the attitude, knowledge, and skill or behavior pattern of an employee for adequate performance of a given job. It is a day-to-day, year round task. All police officers on a new position undergo a learning process given a formal training or not. Learning is made easier for officers when the organization provides formal training and development. It reduces unnecessary waste of time, materials, man-hours and equipment. Police Appraisal or Performance Rating - performance rating is the evaluation of the traits, behavior and effectiveness of a police officer on the job as determined by work standards. It is judgmental if it is made a tool in decision-making for promotion, transfer, pay increase, termination or disciplinary actions against police officers. It is developmental in purpose when the evaluation is used to facilitate officers improvement in performance or used to improve recruitment, selection, training and development of personnel. Police Compensation - Financial compensation in the form of wages of salaries constitutes the largest single expenditure for most organizations. In Metropolitan Manila and other urban centers, wages of salaries represent the sole source to meet the basic needs of food, clothing and shelter. It also provides the means to attain that standard of living and economic security that vary in degrees upon a persons expectations.
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POLICE PERSONNEL PROGRAMS AND POLICIES Nature of Personnel Programs Personnel Programs refers to the activities programmed to implement the organization philosophy or creed and the personnel philosophy of central managers in relation to people so as to accomplish organizational objectives. It serves as a fundamental guide for personnel practices and personnel policies used in an organization for maintaining harmony between management and employees. A good personnel program covers all the operative functions of personnel. Factor to Considered in Personnel Program The following factors should be taken into consideration in the preparation of a personnel program. objectives of the organization organizational philosophy of central management in relation to personnel, financial conditions and physical facilities of the organization cultural background and tradition of the people community and employees governmental factors. www.rkmfiles.net | 2
Police Personnel Policies 1. 2. Acquiring competent personnel - includes human resources planning, job description and job specification, police recruitment, selection, placement, transfer, layoffs, and separation. Holding and retaining competent police personnel - gives depth and meaning to good management philosophy, and involves the granting of fair wages, reasonable working hours, and other employee benefits and services. These activities include the determination of an equitable wage and maintenance of an incentive system. This area also concerned with securing greater officer participation in activities and with strengthening officer morals and effectiveness. All these help make the organization a good place to work in. Developing and motivating personnel - deals with the education of the police officers, the appraisal of work performance, their promotion, and the suggestion system, which enables them to develop so they can rise to the police organizations desired standards of performance. Labor and human relations - involves the development of harmonious relations between management on one hand and individual police officer the on the other hand. It also concerns the observance and application of laws and court decisions affecting human relations, and relationships with other government law enforcement agencies. Efficient administration of the program with adequate budget this is to achieve a favorable climate for police officers. Good human relations should be the attitude in the applications, implementation and interpretation of the organizations policies, rules and regulations. The important tools in this area are records and reports, personnel research and statistics, and evaluation of the effects of current policies, activities, and programs.
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POLICE POLICIES AND PROCEDURES Nature of Police Policies Policies are tools of police management, which give life and direction to the police program of activities and set limits within which action is to be pursued by the personnel concerned. Policies define the authority and the responsibility of subordinates. They help the personnel understand their mutual relationships. They are ahead to guide the men on the operational level, authority, and responsibility and to enable them to arrive at sound decisions. POLICY refers to a general plan of action that serves as a guide in the operation of the organization. It makes up the basic framework of management decisions that set the course what the organization should follow. It defines the authority and responsibility of supervisors in their job of directing group efforts and implementing personnel programs. Policies form a code of procedure in that they broadly indicate the best method of conducting any portion of the work at hand. They assist police officers in problem solving and decision-making. While policies must be consistent, they must be flexible enough to permit adjustments when the need for change arises. Types of Police Policies According to origin, policies are classified as: 1. 2. 3. Originated Policy - This type of policy comes from top management level and is intended to set up guidelines in the operation of the police organization. Appealed Policy - This type of policy is born when problems arise at the lower levels of the organization and the man in charge does not know how to meet the problem. He then appeals to his superiors for guidelines and for guidance. Imposed Policy - This type of policy comes from the government in the forms of laws, administrative orders, and rules and procedures or contract specifications. www.rkmfiles.net | 3
According to their subject matter, policies may be classified into: 1. 2. General Statement of Principles - policies stated in broad terms, such as statement of objectives, philosophy and creed. Others stress in general terms management traits, such as fairness in dealing with officers, understanding and humane treatment of the work force. Specific Rules - cover specific situations. They are more direct and are less flexible. They are more rigid in nature.
Dissemination of Policies To be effective, personnel policies must be understood by all concerned including the managers and supervisors who are to interpret and implement them to the employees who will be affected by the policies. Various means are used by communicate personnel policies to employees. The most common are police handbooks, manuals, publications, memoranda, and circulars, bulletin boards, meetings and conferences. Police Handbooks - These handbooks are distributed to all personnel, and contain among other things, information about the benefits and services that the organization grants to its officers, the organizations history, its organizational structure, its officers, and other information useful to the officers in understanding their relationship with the organization. Police Manual - A policy manual covering all police personnel policies and procedures, if made available to managers and supervisors, will be a great help in their decision-making and employees relationship. Memoranda and Circulars - Memoranda and circulars are another common means of communicating police policies to all officers. They can be issued fast and they provide the greatest assurance of reaching every employee. They are built in means by which every member of the organization is reached. Bulletin Boards - Organizational policies, rules and regulations, and activities may be typed out of mimeographed and the posted on bulletin boards. If strategically located and well managed, bulletin boards are an effective medium for transmitting newly issued policies, rules and regulations to police officers. Meetings or Conferences - Meeting or conferences are often held to inform officers about new policies, their objectives and implementation. One advantage of this type of policy dissemination is that it gives the officers the opportunity to ask questions and request clarification on vague and doubtful points. It is effective to smaller departments, as they accommodate small groups and allow the scheduling of meeting at very convenient hours. Police Publications - Communication has gained such importance to and attention by management in recent years. To meet the needs of communicating with officers, police organizations have been spending amount of money on publications, internal or external. POLICE JOB DESCRIPTION After a job is analyzed, the facts about it are gathered, summed up, and recorded in the job description and job specifications. Job description may be defined as an abstract of information derived from the job analysis report, describing the duties performed, the skills, the training, and experience required the responsibilities involved, the condition under which the job is done, and relation of the job to the other job in the organization.
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POLICE RECRUITMENT, SELECTION, AND PLACEMENT On Police Recruitment The first step in the recruiting procedure, and the one that should receive greatest emphasis, is that of attracting well-qualified applicants. The best selection devices available are of little value if the recruiting effort has failed to attract candidates of high caliber. Widespread publicity directed at the particular element of the population which it is hoped will be attracted to the examination is the best method of seeking outstanding applicants. Recruitment in the police service is dependent on the availability of national or regional quota of the PNP, which is determined by the NAPOLCOM. Standard Policy on Selection and Appointment There shall be a standard policy for the selection of policy personnel throughout the Philippines in order to strengthen the police service and lay the groundwork for police professionalization. The general qualification for initial appointment to the police service shall be based on the provisions of Republic Act No. 8551, which states: No person shall be appointed as uniformed member of the PNP unless he or she possesses the following minimum qualifications: 1. 2. 3. A citizen of the Philippines; A person of good moral conduct; Must have passed the psychiatric or psychological, drug and physical tests to be administered by the PNP or by any government hospital accredited by the Commission for the purpose of determining physical and mental health; 4. Must possess a formal baccalaureate degree from a recognized institution of learning; 5. Must be eligible in accordance with the standards set by the Commission; 6. Must not have been dishonorably discharged from military employment or dismissed for cause from any civilian position in the Government; 7. Must not have been convicted by final judgment of an offense or crime involving moral turpitude; 8. Must be at least one meter and sixty-two centimeters (1.62m) in height for male and one meter and fiftyseven centimeters (1.57m) for female; 9. Must weigh not more or less than five kilograms (5kgs) from the standard weight corresponding to his or her height, age, and sex; and 10. For a new applicant, must not be less than twenty-one (21) not more than thirty (30) years of age. Except for the last qualification, the above-enumerated qualifications shall be continuing in character and an absence of any of them at any given time shall be a ground for separation or retirement from the service: Provided, that PNP members who are already in the service upon the effectivity of these Implementing Rules and Regulations shall be given five (5) years to obtain the minimum educational qualification and one (1) year to satisfy the weight requirement. For the purpose of determining compliance with the requirements on physical and mental health, as well as the non-use of prohibited or regulated drugs, the PNP by itself or through a government hospital accredited by the Commission shall conduct regular psychiatric, psychological, drug and physical tests randomly and without notice. After the lapse of the reglamentary period for the satisfaction of a specific requirement, current members of the PNP who shall fail to satisfy any of the requirements enumerated under this Section shall be separated from the service if they are below fifty (50) years of age and have served in Government for less than twenty (20) years or retired if they are from the age of fifty (50) and above and have served the Government for at least twenty (20) years without prejudice in either case to the payment of benefits they may be entitled to under existing laws. (Section 14, RA 8551 IRR) www.rkmfiles.net | 5
On Selection Procedures The purpose of the selection process is to secure these candidates who have the highest potential for developing into good policemen. The process involves two basic functions. The first function is to measure each candidates qualifications against whose ideal qualification that are established chiefly through job analysis. The second function, because of the comparative nature of the merit system, is to rank the candidates relatively on the basis of their qualifications. The Screening Procedures Preliminary Interview - the applicant shall be interviewed personally by the personnel officer. If the applicant qualifies with respect to the requirements of citizenship, education and age, he shall be required to present the following: Letter of application if none has been submitted An information sheet A copy of his picture (passport size) Birth Certificate Transcript of scholastic records and/ or diploma Fingerprint card, properly accomplished. Clearance papers from the local police department PNP provincial headquarters, city or municipal court and city or provincial prosecutors office and his hometown police department, NBI, and others that may be required.
Physical and Medical Examination - in order to determine whether or not the applicant is in good health, free from any contagious diseases and physically fit for police service, he shall undergo a thorough physical and medical examination to be conducted by the police health officer after he qualifies in the preliminary interview. Physical Agility Test - the Screening Committee shall require the applicant to undergo a physical agility test designed to determine whether or not he possess the required coordination strength, and speed of movement necessary for police service. The applicant shall pass the tests like Pull-ups-6 Push-ups-27, Two minutes sit-ups-45, Squat jumps-32, and Squat thrusts-20 The Police Screening Committee may prescribe additional requirements if facilities are available. Medical Standards for Police Candidates 1. General Appearance the applicant must be free from any marked deformity, from all parasite or systematic skin disease, and from evidence of intemperance in the use of stimulants or drugs. The body must be well proportioned, of good muscular development, and show careful attention to personal cleanliness: Obesity, muscular weakness or poor physique must be rejected. Girth of abdomen should not be more than the measurement of chest at rest. Nose, Mouth and Teeth Obstruction to free breathing, chronic cataract, or very offensive breath must be rejected. The mouth must be free from deformities in conditions that interfere with distinct speech or that predispose to disease of the car, nose or throat. There shall be no disease or hypertrophy of tonsil or thyroid enlargement. Teeth must be clean, well cared for and free from multiple cavities. Missing teeth may be supplied by crown or bridge work, where site of teeth makes this impossible, rubber denture will be accepted. At least twenty natural teeth must be present. Genitals must be free from deformities and from varicole, hyrocole, and enlargement of the testicles, stricture of urine, and retained testicles. Any acute and all venereal diseases of these organs must be rejected. Varicose Veins - a marked tendency to their formation must be rejected. www.rkmfiles.net | 6
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Arms, Legs, Hands and Feet must be free from infection of the joints, sprains, stiffness or other conditions, such as flat foot, long nails or hammer toes which would prevent the proper and easy performance of duty. First (index) second (middle), and third (ring) fingers and thumb must be present in their entirely. The toe must be the same. Eyes the applicant must be free from color blindness, and be able to read with each eye separately from standard test type at a distance of twenty feet. Loss of either eye, chronic inflammation of the lids, or permanent abnormalities of either eye must be rejected, 20/20 or 20/30 in one eye, with binocular vision of 20/30. Respiration must be full, easy, regular, the respiratory murmur must be clear and distinct over the lungs and no disease of the respiratory organ is present. Circulation The action of the heart must be uniform, free and steady, its rhythm and the heart from organ changes. Blood Pressure systolic maximum 135; diastolic 90; pulse pressure 15 to 50. Brain and nervous system must be free from defects. Kidneys must be healthy and urine normal.
Character and Background Investigation - the Screening Committee shall cause a confidential investigation of the character and from among various sources. Psychological and/or Neuro-Psychiatric Test - in order to exclude applicants who are emotionally or temperamentally unstable, psychotic, or suffering from any mental disorder, the applicant shall take a psychological and/or neuro-psychiatric test to be administered by the NBI, the PNP, or other duly recognized institution offering such test after he has qualified and met all the requirements above. The Oral Interview - the Screening Committee shall interview the qualified applicants for suitability for police work. The interview shall aid in determining appearance, likeableness, and affability, attitude toward work, outside interest, forcefulness, conversational ability, and disagreeable mannerism. POLICE APPOINTMENT Any applicant who meets the general qualifications for appointment to police service and who passes the tests required in the screening procedures shall be recommended for initial appointment and shall be classified as follows: 1. 2. 3. Temporary if the applicant passes through the waiver program as provided in under R.A 8551. Probationary if the applicant passes through the regular screening procedures. Permanent if the applicant able to finish the required field training program for permanency.
Appointment in the PNP shall be affected in the following manner: A. B. PO1 to SPO4 appointed by the PNP Regional Director for regional personnel or by the Chief of the PNP for National Head Quarters personnel and attested by the Civil Service Commission (CSC) Inspector to Superintendent appointed by the Chief PNP as recommended by their immediate superiors and attested by the Civil Service Commission (CSC).
C. Sr. Supt to Dep. Dir. Gen. Appointed by the President upon the recommendation of the Chief PNP with the endorsement of the Civil Service Commission (CSC) and with confirmation by the Commission on Appointment (CA). D. Director General appointed by the President from among the most senior officers down to the rank of Chief Superintendent in the service subject to the confirmation of the Commission on Appointment (CA). Provided, that the C/PNP shall serve a tour of duty not exceeding four (4) years. Provided further, that in times of war or other national emergency declared by congress, the President may extend such tour of duty. www.rkmfiles.net | 7
Waiver for Appointment - Waivers for initial appointment to the police service shall be governed by Section 15 of Republic Act 8551, IRR. Appointment by Lateral Entry - In general, all original appointments of Commissioned Officers (CO) in the PNP shall commenced with the rank of inspector to include those with highly technical qualifications applying for the PNP technical services, such as dentist, optometrist, nurses, engineers, and graduates of forensic sciences. Doctors of Medicine, members of the Bar and Chaplains shall be appointed to the rank of Senior Inspector in their particular technical services. Graduates of the PNPA shall be automatically appointed to the initial rank of Inspector. Licensed Criminologist may be appointed to the rank of Inspector to fill up any vacancy. POLICE TRAINING The Need for Police Training Organized training is the means by which officers are provided with the knowledge and the skills required in the performance of their multiple, complex duties. In order that the recruit officer may commence his career with a sound foundation of police knowledge and techniques, it is most important that the entrance level training he soundly conceived, carefully organized and well-presented. Training and the Changes in Police Works During the past decades tremendous changes in police work have occurred. Advances in technology of communications and equipment, public relations and employee relations as well as total evolution in the whole social structure have made a law enforcement work more complex and difficult to pursue. The ordinary officer must be briefed and oriented on new changes and developments that affect his job and the recruit must be given a new solid foundation contemporary with the needs of the time. Policemen do not stay trained. If they do not forget what they have learned, it is continually made absolute by improved technology and social changes, and requires frequent renewal to keep it current and useful. Standards for Police Training All training programs operated by law enforcement agencies should limit their enrolment to law enforcement officers. Training courses should be set-up, prescribed units of instruction, and arranged a time schedule. Practical recruit training subsequent to employment should be provided. Pre-and-post employment university training. Responsibility of Training The training of police officers shall be the responsibility of the PNP in coordination with the Philippine Public Safety College (PPSC) which shall be the premier educational institution for the training of human resources in the field of law enforcement (PNP, BFP, BJMP), subject to the supervision of the NAPOLCOM. Types of Police Training Programs The following are the training programs in the police service: Basic Recruit Training Field Training In-Service Training programs Department In-service training programs National and International Conventions on Policing
The Basic Recruit Training the most basic of all police training. It is a prerequisite for permanency of appointment. The Basic Recruit Training shall be in accordance with the programs of instructions prescribed by the PPSC and the NAPOLCOM subject to modifications to suit local conditions. This course is conducted within not less than six (6) months. A training week shall normally consist of 40 hours of scheduled instructions. Full time attendance in the Basic Recruit Training Attendance to this type of training is full time basis. However, in cases of emergency, recruits maybe required to render service upon certification of the Regional Director or the City or Municipal Chief of Police the necessity of such service. Completion and Certification of Training After the Basic Recruit Training, the Regional Director shall certify that the police recruits have completed the training and has satisfied all the requirements for police service. The PNP Field Training is the process by which an individual police officer who is recruited into the service receives formal instruction on the job for special and defined purposes and performs actual job functions with periodic appraisal on his performance and progress. Under R.A 8551, all uniformed members of the PNP shall undergo a field training program involving actual experience and assignment in patrol, traffic and investigation as a requirement for permanency of their appointment. The program shall be for twelve (12) months inclusive of the Basic Recruit Training Course for non-officers and the Officer Orientation Course or Officer Basic Course for officers. (Section 20, RA 8551 IRR) The In-Service Training Programs Junior Leadership Training for PO1 to PO3 Senior Leadership Training for SPO1 to SPO4 Police Basic Course (PBC) preparatory for OBC for senior police officers Officers Basic Course (OBC) for Inspectors to Chief Inspectors Officers Advance Course (OAC) for Chief Inspectors to Sn Superintendent Officer Senior Education Course (OSEC) Superintendent and above Directorial Staff Course (DSC) for directors and above.
POLICE APPRAISAL Appraisal refers to the process of measuring the performance of people in achieving goals and objectives. It is also known as performance evaluation system. Purposes of Police Appraisal 1. 2. 3. 4. It serves as guide for promotion, salary increase, retirement, and disciplinary actions. It increases productivity and efficiency of police works. It assimilate supervision It informs the officer of the quality of his work for improvements
Uses of Police Appraisal 1. 2. 3. 4. 5. 6. Police appraisal can be useful for personal decision-making in the following areas: Eligibility to be hired Salary adjustments Determining potential for promotion Evaluation of probationary officers Identification of training needs Isolating supervisory weaknesses www.rkmfiles.net | 9
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Validating selection techniques Reduction in ranks (demotion) Dismissal from service and other disciplinary actions.
PNP Appraisal System The Performance Evaluation in the police service is the responsibility of the NAPOLCOM, which shall issue the necessary rules and regulation for the orderly administration of the appraisal process. Such performance evaluation shall be administered in a manner as to foster the improvement of every individual police efficiency and behavioral discipline as well as the promotion of the organizations effectiveness. The rating system shall be based on the standards set by the NAPOLCOM and shall consider results of annual physical, psychological and neuro-psychiatric examinations. POLICE PROMOTION Promotion is a system of increasing the rank of a member of the police service. It has the following objectives: 1. 2. 3. To invest a member of the police force with the degree of authority necessary for the effective execution of police duties. To place the police officer in a position of increased responsibility where he can make full use of his capabilities. To provide and promote incentives, thus motivating greater efforts of all members of the police force, which will gradually improve efficiency in police works.
Under the law, the NAPOLCOM shall establish a system of promotion for uniformed and non-uniformed members of the PNP, which shall be based on: 1. 2. 3. Merit includes length of service in the present rank, and qualification. Seniority Availability of vacant position.
The promotion shall be gender fair which means women in the PNP shall enjoy equal opportunity for promotion as that of men. Preferences for Promotion 1. 2. 3. Appropriate Eligibility - Whenever two or more persons who are next in rank, preference shall be given to the person who is the most competent and qualified and who has the appropriate eligibility. Competency and Vacancy - When competency, qualification, and eligibility are equal, preference shall be given to the qualified member in the organizational unit where the vacancy occurs. Seniority - When all the foregoing conditions have been taken into account, and still the members in the next rank have the same merit and qualification, preference shall be given to the most senior officer.
Factors in Selection for Promotion 1. 2. Efficiency of Performance as an aid to fair appraisal of the candidates proficiency, the performancerating period shall be considered. Provided, that in no instance shall a candidate be considered for promotion unless he had obtained a rating of at least satisfactory. Education and Training educational background which includes completion of in-service training courses, academic studies, training grants and the like. www.rkmfiles.net | 10
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Experience and Outstanding Accomplishment this includes occupational history, work experience and other accomplishment worthy of commendation. Physical Character and Personality the factors of physical fitness and capacity as well as attitude and personality traits in so far as they bear on the nature of the rank and/or position to be filled. This means that the candidate should have no derogatory records which might affect integrity, morality and conduct. Leadership Potential the capacity and ability to perform the duties required in the new or higher position and good qualities for leadership.
Kinds of Police Promotion 1. a. b. c. d. e. 2. Regular Promotion - Regular promotion shall be based on the following requirements: He or she has successfully passed the corresponding promotional examination given by the NAPOLCOM; Passed the Bar or corresponding Board examination for technical services and other professions; Satisfactory completion of the appropriate accredited course in the PPSC or equivalent training institutions; Passed the Psychiatric, Psychological, and Drug test; and Cleared by the Peoples Law Enforcement Board (PLEB) and the Office of the Ombudsman for any complaints against him/her. Promotion by Virtue of Exhibited Acts (Special Promotion)
Any uniformed member of the PNP who has exhibited acts of conspicuous courage and gallantry at the risk of his or her life above and beyond the call of duty, shall be promoted to the next higher rank. Provided, that such act shall be validated by the NAPOLCOM based on established criteria. 3. Promotion by Virtue of Position
Any PNP member designated to any key position whose rank is lower than that which is required for such position shall, after six (6) months of occupying the same, be entitled to a promotion, subject to the availability of vacant positions. Provided, that the member shall not be reassigned to a position calling for a higher rank until after two (2) years from the date of such promotion. Provided, further, that any member designated to the position who does not possess the established minimum qualifications thereof shall occupy the same for not more than six (6) months without extension. (Section 34, RA 8551 IRR) POLICE ASSIGNMENT Police assignment is the process of designating a police officer at a particular function, duty or responsibility. Purpose of Police Assignment The purpose of police assignment is to ensure systematic and effective utilization of all the members of the force. Power to make designation or assignment The Chief of PNP (CPNP), Regional Director (RD), Provincial Director (PD), and the City or Municipal Chief of Police (COP) can make designation or assignment of the police force with in their respective levels. They shall have the power to make designations or assignments as to who among the police officers shall head and constitute various offices and units of the police organization. The assignment of the members of the local police agency shall be in www.rkmfiles.net | 11
conformity with the career development program especially during the probationary period. Thereafter, shall be guided by the principle of placing the right man in the right job after proper classification has been made. Criteria in Police Assignment 1. 2. 3. Those possessing the general qualifications for police duties without technical skills may be assigned to positions where any personnel can acquire proficiency within considerably short period of time. Those possessing skills acquired by previous related experiences should be assigned to the corresponding positions. Those possessing highly technical skills with adequate experience and duly supported by authoritative basis shall be given preferential assignment to the corresponding positions, which call for highly technical trained police officers. (Misassignment of personnel falling under this criteria constitute a serious neglect of duty of the C/PNP, RD, or the COP, in the exercise of his administrative function) Those selected to undergo further studies in specialized courses shall be chosen solely on the basis of ability, professional preparation and aptitude. Qualifications of the police officers shall be examined annually to ascertain newly acquired skills, specialties, and proficiencies. Those with physical limitation incurred while in the performance of duties should be assigned where they can be best used in accordance with the requirements of the force. Assignments and reassignments of the police officers from one unit to another shall be the prerogative of the authority. To give well rounded training and experience to police recruits, tour of duties in various assignments during the probationary period shall be in accordance with Republic Act 8551.
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POLICE SALARIES, BENEFITS, AND PRIVILEGES On Salary The uniformed members of the PNP are considered employees of the National Government and draw their salaries therefrom. They have the same salary grade that of a public school teacher. Police Officers assigned in Metropolitan Manila, chartered cities, and first class municipalities may be paid with financial incentives by the local government unit concerned subject to the availability of funds. On Benefits and Privileges 1. Incentives and Awards
The NAPOLCOM shall promulgate standards on incentives and award system in the PNP administered by the Board of Incentives and Awards. Awards may be in the forms of decorations, service medals and citation badges or in monetary considerations. The following are examples of authorized Decorations/medals/citation: Police Medal of Valor Police Medal of Merit Wounded Police Medal Police Efficiency Medal Police Service Medal Police Unit Citation Badge
Posthumous Award in case a police officer dies. 2. Health and Welfare www.rkmfiles.net | 12
The NAPOLCOM is mandated to provide assistance in developing health and welfare programs for police personnel. All heads of the PNP in their respective levels are responsible to initiate proper steps to create a good atmosphere to a superior-subordinate relationship and improvement of personnel morale through appropriate welfare programs. 3. Longevity Pay and Allowances
Under Republic Act 6975, PNP personnel are entitled to a longevity pay of 10% of their basic monthly salaries for every five years of service. However, the totality of such longevity pay does not exceed 50% of the basic pay. They shall also enjoy the following allowances: Subsistence allowance, Quarters allowance, Clothing allowance, Cost of living allowance, Hazard pay and others 4. Retirement Benefit
Monthly retirement pay shall be fifty percent (50%) of the base pay and longevity pay of the retired grade in case of twenty (20) years of active service, increasing by two and one-half percent (2.5%) for every year of active service rendered beyond twenty (20) yeas to a maximum of ninety percent (90%) for thirty-six (36) years of service and over: Provided, that the uniformed member shall have the option to receive in advance and in lump sum his or her retirement pay for the first five (5) years. Provided, further, that payment of the retirement benefits in lump sum shall be made within six (6) months from effectivity date of retirement and/or completion. Provided, finally, that the retirement pay of PNP members shall be subject to adjustments based on the prevailing scale of base pay of police personnel in the active service. (Section 36, RA 8551 IRR) 5. Permanent Physical Disability Pay
A PNP member who is permanently and totally disabled as a result of injuries suffered or sickness contracted in the performance of duty as certified by the NAPOLCOM, upon finding and certification by the appropriate medical officer, that the extent of the disability or sickness renders such member unfit or unable to further perform the duties of his or her position, shall be entitled to a gratuity equivalent to one year salary and to a lifetime pension equivalent to eighty percent (80%) of his or her last salary, in addition to other benefits as provided under existing laws. Should such member who has been retired under permanent total disability under this Section die within five (5) years from his retirement, his surviving legal spouse or, if there be none, the surviving dependent legitimate children shall be entitled to the pension for the remainder of the five (5) year guaranteed period. (Section 37, RA 8551 IRR) 6. Early Retirement Benefit
A PNP member of his or her own request and with the approval of the NAPOLCOM, retire from the service shall be paid separation benefits corresponding to a position two ranks higher than his present rank provided that the officer or non-officer has accumulated at least 20 years of service. POLICE INSPECTION The purpose of police inspection is to ascertain the standard policies and procedures, review and analyze the performance, activities and facilities affecting operations and to look into the morale, needs and general efficiency of the police organization in maintaining law and order. Types of Police Inspection 1. 2. Authoritative Inspection those conducted by the head of subordinate units in a regular basis. Staff Inspection those conducted by the staff for and in behalf of the Chief PNP or superior officers in command of various units or departments. www.rkmfiles.net | 13
Nature of Police Inspection 1. 2. Internal Affairs inspection on internal affairs embraces administration, training, operation, intelligence, investigation, morale and discipline as well as the financial condition of the police organization. External Affairs it embraces the community relationship of the organization, the crime and vice situation of the locality, and the prevailing public opinion concerning the integrity and reputation of the personnel.
Authority to Inspect In the PNP, the following are the authority to conduct inspection: 1. 2. 3. 4. 5. 6. NAPOLCOM or its representative PNP Chief or his designated representative PNP Director for Personnel or his representative PNP Regional Director or his representative City/Municipal Chief of Police or his representative Internal Affairs Service (IAS under RA 8551)
The inspecting officer/s shall examine, audit, inspect police agencies in accordance with existing standards and with the following objectives: 1. 2. 3. To take note or discover defects and irregularities To effect corrections on minor defects being discovered To bring to the attention of and recommend to the concerned officers for appropriate actions on defects noted.
Where the irregularity noted during inspection is serious as to warrant administrative charges against a police officer, the inspecting officer shall immediately file the necessary charge or charges before the appropriate disciplinary action offices. POLICE DISCIPLINARY MECHANISM Aside from higher police management levels that can impose disciplinary actions against subordinates, the following also serves as disciplinary mechanisms in the police service: Administrative Disciplinary Powers of the Local Chief Executive (LCE) - The City and Municipal Mayors shall have the power to impose, after due notice and summary hearings, disciplinary penalties for minor offenses committed by members of the PNP assigned to their respective jurisdictions as provided in Section 41 of Republic Act No. 6975, as amended by Section 52 of Republic Act No. 8551. PLEB - the PLEB (People's Law Enforcement Board) is the central receiving entity for any citizen's complaint against PNP members. As such, every citizen's complaint, regardless of the imposable penalty for the offense alleged, shall be filed with the PLEB of the city or municipality where the offense was allegedly committed. Upon receipt and docketing of the complaint, the PLEB shall immediately determine whether the offense alleged therein is grave, less grave or minor. Should the PLEB find that the offense alleged is grave or less grave, the Board shall assume jurisdiction to hear and decide the complaint by serving summons upon the respondent within three (3) days from receipt of the complaint. If the PLEB finds that the offense alleged is minor, it shall refer the complaint to the Mayor or Chief of Police, as the case may be, of the city or municipality where the PNP member is assigned within three (3) days upon the filing thereof. If the city or municipality where the offense was committed has no PLEB, the citizen's complaint shall be filed with the regional or provincial office of the Commission (NAPOLCOM) nearest the residence of the complainant. www.rkmfiles.net | 14
Administrative Offenses that may be imposed against a PNP Member The following are the offense for which a member of the PNP may be charged administratively: 1. 2. 3. 4. Neglect of duty or nonfeasance it is the omission or refusal, without sufficient excuse, to perform an act or duty, which it was the peace officers legal obligation to perform; it implies a duty as well as its breach and the fast can never be found in the absence of a duty. Irregularities in the performance of duty it is the improper performance of some act which might lawfully be done. Misconduct or Malfeasance it is the doing, either through ignorance, inattention or malice, of that which the officer had no legal right to do at all, as where he acts without any authority whatsoever, or exceeds, ignores or abuses his powers. Incompetency it is the manifest lack of adequate ability and fitness for the satisfactory performance of police duties. This has reference to any physical, moral or intellectual quality the lack of which substantially incapacitates one to perform the duties of a peace officer. Oppression it imports an act of cruelty, severity, unlawful exaction, domination, or excessive use of authority. The exercise of the unlawful powers or other means, in depriving an individual of his liberty or property against his will, is generally an act of oppression. Dishonesty it is the concealment or distortion of truth in a matter of fact relevant to ones office, or connected with the performance of his duties. Disloyalty to the Government it consist of abandonment or renunciation of ones loyalty to the Government of the Philippines, or advocating the overthrow of the government. Violation of Law this presupposes conviction in court of any crime or offense penalized under the Revised Penal Code or any special law or ordinance.
5. 6. 7. 8.
REFERENCE: DYNAMICS OF LAW ENFORCEMENT AND PUBLIC SAFETY ADMINISTRATION BY: DR. ROMMEL MANWONG & DR. GILBERT SAN DIEGO 2010 EDITION
POLICE RECORDS MANAGEMENT The Need for Police Records A police department is only as good as its records keeping abilities. The effectiveness of the police department is directly related to the quality of its records. They are the primary means of communications among the members of the police department and have as their purpose the integration of the various department units into an integrated organization for accomplishing the police task. Records are essential in the efficient performance of routine duties, in the wise direction of the police effort, in supervision and control of personnel, and in the determination of departmental policies. Brief History of Filing and Records Storage Records and management of them have existed in one form or another since written history began. Many original tablets, parchment, and manuscripts of great historical value have come down through the ages and how are carefully guarded in museums all over the worlds. Without some methods of preservations, most of these valuable documents would have remained unknown. Possession of many of them, however, is the result of chance, as record-bearing stones and tablets have been found buried in the loose earth and many places, with no attempt of preservation. One of the most common methods used by the ancients for the filing of their papers was that of keeping them in a stone or earth ware pot. Many bits of historical evidence have been preserved on wax, stones parchment or in the urn. A modern day application of this custom is the widespread practice of sealing letters, pictures, newspapers, and other memorabilia of the current day on the cornerstone of a new building. Many items used in offices today have a long history. These items are discussed below: 1. Spindle File The Spindle, on with papers nay be impaled, appeared 15th century.
2. Pigeonhole File Persons who disliked spindle folded or rolled their papers, wrote names or subjects of the outside and place the roll in holes in rolltop desks or in a series of separate boxlike openings in a cabinet. 3. Bellow File The bellow files are used as sorters. It appeared at about 1860. Each lettered compartment, the alphabetic bellows files is sometimes used as sorters. 4. Box-File in 1875, the box file shaped-like a book and opening from the side was invented. Each box contained a set of sheets having extended labels bearing the letters of the alphabet. The box file is still popular for a limited account of correspondence and especially for home use. 5. Shannon File Named after its inventor. The Shannon file originated in 1880 in response to a need of greater security of papers. The Shannon file consisted of a double side-opening arch, mounted on a board with a drawer front on the end. Papers to be filed were perforated along the upper edge and then placed on the arches according to the system or arrangement being used. The Shannon file was suitable only for small amounts of correspondence. The present day Shannon arch-board filed operate on the same principle, but they are designed for temporary storage. 6. Vertical File Vertical filing of papers was in all probability first suggested by Dr. Nathaniel S. Reosenay, secretary of the Charity Organization Society of Buffalo, New York. His long experience with card filing made him believed the same principle might be applied to filing papers (placing them on edge behind guides). He advanced the idea in 1892. The following year, several firms demonstrated vertical files at the Worlds Fair in Chicago. Large crowds gathered before the exhibits; but the general opinion was, It will never work; you cannot stand papers on edge; and if you leave them loose. They will lose. Today, vertical filing is generally recognized as the best method of the majority of business records. The first files were built of wood in horizontal sections, but about 1900, the first steel files appeared in vertical sections. Records management varies greatly from organization. In some, records are handled very informally because their volume is small. At the opposite extreme is the careful control of all key records under the direction of a record manager. This is a position of great responsibility because it includes working with records from their creation to their final disposition.\ Classification of Records The classification of records is important from the management view because the classification frequently determines the kinds of filing system used, the type of equipment require, and the arrangement of the records in the system. Records can be classified in several ways. Some managers
classify records into two basic types: Transportation documents and reference documents. Other managers classify records into two other basic types: external communications and internal communications. External Communications - Written communications between organizations, between customers/ client and the organization, between buyer and supplier and between the organization and various branches of the government are the most notable examples of external communications. Further examples are public service or public relation message, (the reply received after writing to a business of information) and telephone massages (received orally, but written on a message from for a record and after confirmed in writing by a letter). Internal Communications - Examples of internal communications are communications between an organization and employees (such as payroll, records, bulletins and regulations) and communications among an organizations department (such as inventory control records, interoffice memoranda, and reports. Also in the internal communications categories are plans for future productions or services and records of equipment and assists owned). With the Industrial Revolution, the rapid movements in production technology, the introduction of the factory system, and the changes in forms of business ownership, firms grow in size and scope of operations. Competition become keener; finance production, marketing, and other functions vied for management attention. An awareness of the responsibilities workers spend a great deal of time reading, analyzing, writing and summarizing business letters and interoffice memoranda. Reference documents also include reports and studies (formal and informal). Telegrams, printed matters (catalog, pamphlets, and brochures) and technical pieces (engineering specification, advertising copy, and galley proofs) are also classified as reference documents. The Record Cycle Record may differ from each other in construction or contents, but each follows a common cycle (or path) through its life. The life span of a record from creation to final disposition is called the record cycle. Whether you are considering a simple one-copy payroll check, a complex ten-copy report, or a recorded cassette tape the record cycle is after referred to as the birth-through-death cycle. 1. 2. 3. 4. 5. Creation Classification Storage Retrieval Purging or retention
6. Transfer 7. Archival Storage or Disposition If an organization has no plan for seeing that all records flow smoothly through the record cycle, it will be faced with more of the following problems, any one which can severely drain of profits. An unmanageable tangle of papers within the office Wasted clerical effort searching for information. Loss of important operating information Extravagant use of operating information. Possible loss of key information in defending the company against legal actions or governmental inquiries.
Poor records management also creates chaos and wastes a tremendous amount of time and money. Such mismanagement is characterized by: Improper control of records creation. Free access by anyone at any time to the files. No control over records taken from the files. No plans for disposition of absolute records. Retention of unnecessary records. No plans for retention of needed records.
Proper records management provides information, instantaneously and streamlines the operation of any organization. The information contained in the filed records is the lifeblood of any office. The person who is responsible for the orderly arrangement and control of those records has one of the most responsible positions in any offices. Records Storage Although filing and records management are sometimes used interchangeable, storage is only one phase in the management of a record. Material is placed in the files because it may be useful in the future-to help information too complicated to be trusted to memory, to assist departments in communicating with each other, to substantiate claims, and to provide a record of the past, to provide information useful fro legal purposes. The filler, therefore, must be able to find quickly any information contained in the stored records.
When a record is created and is ready for filing, unnecessary working papers or rough drafts used in its creation should be destroyed. Excessive duplicate copies should be avoided and papers of temporary value should be prominently marked for destruction before they are put into files so that the files do not jumped with duplicates and records of little or no value. This is a process of control that is continued as papers are dated and time stamped upon receipt, started through the work flow from office to office, and stored for retrieval when needed.
Efficient records control includes: 1. Standardizing the purchase of equipment and supplies to allow their usage anywhere in the organizations. 2. Training personnel 3. Following standard procedures of storage and control. Terminology of Storage Filing terminology may be confusing to someone who is not familiar with it. Understanding the naming of records control and being able to analyze the various systems of storage available require knowledge of the terms used. The definition given in the following paragraphs will help in understanding. 1. Filing Filing is the actual placement of materials in a storage container, generally a folder, according to a plan. It includes the process of classifying, coding, arranging, and storage systematically so that they may be located quietly when needed. 2. Filing Manual A filing manual is an instructional book containing detailed information about various phases of filing and records management including rules for the procedures used. Illustrations of those procedures and examples of clerical details, such as folder labeling, typing style, and material used, are usually included in the manual. 3. Procedures Procedures are series of steps for the orderly arrangement or records which include: alphabet, geographic, numeric, subject of chronologic.
4. System The word system as used in records storage means any plan of filing devised by a filing equipment manufacturer. System has a broader meaning in management circles. 5. Classifying Mentally determining the name of subject or number of which a specific record is to be filed is called classifying. 6. Indexing Another method of classifying. 7. Coding Making an identifying mark on the item to be stored to indicate what classifications it is to be filed is called coding. Coding may be done by underlining, checking, circling, or marking the record in some other way. When a record does not need to classify or re-index to determine where it should be refilled because the original code mark remains on it. 8. Unit The names, initials, or words used in determining the alphabetic order of field materials are called units. The name Joan C. Brown, for example has three units. Brown is the first, Joan is the second, and C is the third. 9. Cross Reference A cross reference is a notation put into a file to indicate that a record to not store in that file but in the file specified on the cross-reference. A cross-reference is somewhat like a directional sign. It tells the filer or searcher where to find the needed material. 10. Guide Dividers in filing equipment are called guides because in formation on them serves as guide to the eye of filing and locating stored items. A primary guide introduces a special section that falls within the alphabetic range of the primary guide it fallows (such as A section devoted to a special subject applications, or a special name group such as names beginning with the word General). An OUT guide is a heavy divider that replaced a folder in the file when the folder is temporarily removed. 11. Folder The container in which papers or materials are kept in a filing cabinet is called a folder. Popular materials used in making folders, are manila, Kraft, plastic and pressboard. A miscellaneous folder is a folder that contains has not accumulated is sufficient volume being removed to its won specially labeled folder known as an individual. Organization of a Centralized Record System
Depending upon the size and needs of the police force, the Chief of police shall maintain an adequate and centralized records system by organizing in his force an efficient records and communication units. The centralization of records in the police organization brings together at one point all information concerning police activities, and it is through centralization that the various line functions of the police organization are coordinated. Functions and Uses of Records 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. It measure police efficiency, It present the communitys crime picture, It assist in assigning and promoting personnel, It identify individuals, It provide a basis for property accountability, It control Investigation, It can make information available to the public, It increase efficiency in traffic control, It assist the courts and prosecutors, It assist in evaluating control services, It coordinate custodial services, It integrate the department, It furnish data for the budget, It establish responsibility, It reveal unusual problems, It aid in the apprehension of criminals. It assist other police agencies, It provide the basis for compilation of police statistics, Effective employment of personnel and equipment, Future references and basis of action.
Incidents to be Recorded 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Violations of laws and ordinances, All calls in which any member of the police force dispatched or takes official action, All legal papers handled such as warrant of arrest, subpoenas, summonses, citations and the like, Cases of missing and found persons, animals and property, Accidents which require police actions, All personal injuries, bodies found and suicides, Any damage to property All cases in which a police officer is involved, All arrests made, Miscellaneous cases, general and special orders and all other incidents that need to be recorded.
Mechanics of Good Report

1. 2. 3. 4. 5. 6. 7. 8.
It should present a chronological sequence of events. It should be typed written or computerized. It should provide complete data of victim or suspect. Abbreviations should be avoided except those that are commonly known. It should be brief but clear. Every incident should be written in separate report. It should be accurate and state facts and not opinions. It should answer the 5Ws and 1H.
Types of Police Records Police Records are classified into the following: 1. 2. 3. 4. 5. Case Records Arrest and Booking Records Identification Records Administrative Records Miscellaneous Records The Case Records A case of records is composed of two categories: 1. Complainant/Assignment Sheet which reflects all information regarding complains and reports received by the police from the citizens and other agencies, or actions initiated by the police. 2. Investigation Report, which contains the findings of an action taken by the investigating officer based on inquiries made and by obtaining the available facts of the incidents. The Arrest and Booking Records This record maintains the arrest and jail booking report, which is required for all persons arrested. It shall bear an arrest number for each arrest made. The Identification Record Identification record is the third major division of police records. Fingerprint records are the heart identification system. It provides positive identification and the police must supplement it with a record of physical characteristics and in some cases a photograph of the criminal. Identification records have their own number series: an identification number is assigned to each criminal to identify records relating to him.
The Administrative Record These are records required in the management of the department personnel and designed to aid in assignment, promotion, and disciplinary actions. Such records are so essentials in administering personnel matters that they must be maintained in a police department. The Miscellaneous Records These are records, which do not relate to recorded complaint and investigation reports but are informational in character.
Recording and Filing System The nature of police work justifies emphasis on criminal records. To be fully effective, a police record system must: 1. 2. 3. 4. 5. Be comprehensive and include every incident coming to the attention of the police. Be adequately indexed to permit ready reference; Be centralized to prove adequate control and maximum utilization of clerical personnel. Be as a simple as possible, consistent with adequacy, and; Lend itself into summarization and analysis to permit continuing appraisal of the police services.
Such a system will permit a police records, report and analysis to be used as significant tools of management, supervision, control, policy making, and operations. A police department, large or small, shall maintain a centralized record file under a unified control. The case file is the master record and is supplemented by the arrest and the identification records. Each of these records is numbered serially; thus there are case numbers, arrest numbers, and identification numbers. Filing the Case Record The case record is the heart of any police record system. It is the basis for an analysis of offences and the methods by which they are committed. The following are the different types of reports included under the case records, which shall be accomplished by all concerned; 1. Complaint/assignment sheet
This is the foundation record of the police department. The desk officer, or clerk, or telephone operator receiving a call for police assistance accomplishes it. All incidents mentioned above and reported to the police shall have a complaint/assignment sheet. Each complaint/assignment sheet shall be assigned a different number. There are therefore, two numbering system: complaint/assignment sheets becomes the primary document for the analysis of crime occurrences while the investigative report becomes the prime document for the continuation of the investigative process two copies of the complaint/assignment sheet shall be made for each complaint requiring a sheet report. A separate complaint/assignment sheet is required for each crime or incident reported to the police. It makes no difference whether the complaint is reported by telephone, by letter, in person at the police desk, to an officer on duty otherwise. The complaint/assignment sheet is registered by stamping a serial on each. When registered the complaint/assignment sheet becomes a part of the records system. There shall be a consecutive series of complaint numbers assigned by the desk officer. The complaint number must not be confused with the case number. All incidents, which require for a police investigation, shall receive a complain number. The case number identifies each case and all other papers and reports relating to it and as a basis for filing. The desk officer receiving the call need not be obtain detailed information from the complainant but secure the basic information needed to prepare the complaint/assignment sheet. If the complaint is lodge in the precinct, the desk officer of the precinct shall prepare the complaint/assignment sheet in two copies indicating thereon the complaint number assigned by the Central Record Unit. The original copy shall be forwarded to the Central Records Unit. 2. Investigative Report
This type of report is prepared as a written report on the findings of the investigator. The following are the different types of the investigative reports. a) Case Report This report shall be accomplished by the investigator or member making preliminary investigation of crime reported to the police. The investigating officer shall submit this report at the end of his tour of duty. This report shall be prepared in the number of copies required by the department for distribution. For uniformity of crime reporting this shall follow the prescribed classification of offences, while the duplicate copy shall remain in the precinct concerned for the
corresponding action. The officer assigned to the case shall make his report at the end of his tour of duty. b) Supplemented / progress final Report Progress report shall accomplished by the investigator continuing the investigation if the case is left by pending status. It shall be submitted within three (3) days after the submission of the initial report and monthly thereafter until the case is closed or cleared. Closing a case shall not be confused with clearing a case. A case is Closed, for administrative purposes, when it is no longer being investigated and is not assigned to an investigator. A closed case can be either solved or unsolved. A case is Cleared when one or more person is arrested, charge with the commission of the offense and turned over to the fiscal or court for prosecution. Based on the final report a complaint maybe filed by the Police Station Commander before the Municipal Criminal Circuit Trial Court, if it is the municipality. c) Continuation Report This report shall be used as the second as the succeeding pages of all kinds or reports. d) Technical Report This report shall be accomplished by the investigator to cover other angles of the case or the technical staff whose assistance has been requested to conduct laboratory examination of evidence specimen gathered, to supplement the findings and report of the investigating officer. f) Wanted Person Report Information of persons who are wanted by the police shall be flashed by means of Notice wanted person, accomplished in six copies, one copy to be sent to the PNP Provincial Director, one (1) copy to the PNP Regional Director, one copy to be sent to PNP Director General, Camp Crame, Quezon City, one copy to be sent to the NBI Central office, Taft avenue, Manila, the original copy to be placed in the Persons Wanted File of the police station concerned, and the six (6) copies to be displayed in the Rogues Gallery. Strict compliance with the instructions at the back of the form is required. g) Daily Record of Events A daily record of event is needed to keep all members of the force informed concerning police operations, assignments, and administrative instructions. It shall carry a brief resume of each complaint/assignment sheet, a description of missing persons, and persons wanted, and other information of interest to the police force. The officer who prepares the complaint/assignment sheet may reproduce the daily record of events becomes a chronological cross-reference to the complaint file. A number of copies may be made for dissemination to the different divisions and units of the department. In large police stations, the daily record of events may be duplicated by mimeograph. In all police
forces, a log book or police blotter shall be used, provided that it contains all the information in the daily record of events and that each incident shall be assigned a serial number. All investigation report and other documents dealing with a case are assembled in a folder. The accumulation of the record is called the Case File and is one of the principal features of the satisfactory record system. Case files are always filed according to the case number. Filing the Arrest and Booking Records These reports are required for all persons arrested. They shall be made out in full on each person arrested. 1. Arrest Report An arrest report shall be out in full on each person arrested and should be prepared at the time is prisoner is booked. Information regarding the offender, the charges and circumstances of arrest is recorded before the prisoner is locked in jail or released on bond. The arresting officer is responsible for the arrest report and its completion. One or more criminal charge may be placed on one arrest report. However, if the arrest is in obedience to a warrant or warrants, separate arrest report will be made for each warrant. In preparing for the arrest record, it is important the full name first, middle and last, another personal circumstances of the prisoner are entered and all questions on the form are answered. It shall bear on arrest number for each arrest made. The number series for arrest shall start from no. 1 on the first day of each year which will known as Calendar Year Numbering System. For example, the first arrest in 1991 shall be 91-1 this means that it is the first case of the calendar year 1991. This report shall be used in controlling prisoners during the period of investigation. The arrest report shall be filed by the arrest number and cross-indexed by name and all aliases of the prisoner. It shall carry the serial number of the complaint/assignment sheet and case report, as the case may be. In an arrest where there has been no previous complaint/assignment sheet prepared, the desk officer shall make out one and assign a serial number at the time of the time of the booking. Immediately after accomplishing the arrest report, three things are done. First Send to the complaint clerk for the preparation of the complaint/assignment sheet. Second Send to the complaint clerk for name search against the alphabetical index file in order to determine if the prisoner is wanted on some other cases. Third Two sets of the fingerprints of the prisoner shall be taken. One set shall be forwarded to the NBI headquarters, Manila, and the other shall be searched by fingerprint classification in the fingerprint file, only one set shall be taken and forwarded to the NBI headquarters in Manila.
Finding shall be noted on the arrest report shall be prepared in triplicate together with one booking sheet as its fourth copy. The original is filed with the arrest record file be the number in the Central Record Unit, The duplicate and triplicate copies shall be sent to the fiscal or to the clerk of court, as the case may be, together with the criminal complaint of information and its other supporting papers. The lower portion of the arrest report will be later on detached and returned to the police department by the fiscal or the clerk of court concerned after the termination of the case, to be filed with the case record after the disposition of the case has been annotated on the fingerprint of the accused. 2. Booking Report The police station needs a current list of the prisoners in custody which will indicate the status and disposition of each. It provides information to each division as to the inmate or inmates in jail. It facilitates accounting for the prisoners at the end of each shift and their control and all times and on which restrictions or privileges are noted. The booking sheet shall be jail file for arrest, arranged alphabetically, and serves as the jail resister. Information regarding any prisoners in custody is thus immediately available. The file shall be kept at the booking counter or location convenient in examination when inquiries are made. After the release of the prisoner, either the police or the court, the jail-booking sheet is forwarded to the records division where it is filed according to the arrest number. 3. Prisoners Property Receipt All police stations shall give receipts to prisoners property that is taken from them. This receipt is prepared in duplicate. Everything taken from his is still the prisoners property until shown to be otherwise. The officer who makes the search and remove the property shall itemize it completely in the presence of another officer and the prisoner and give prisoner the original receipt. The officer must also see that the property is sealed in an envelope, which bears the prisoners name, the property receipt number and the date. The department property clerk will not be concerned with the care of prisoners property except when it is too bulky for storage in the prisoners property cabinet or safe. The prisoners property receipt blank form should be in book form, with the original perforated for easy removal and with a serial number printed on each pair. The duplicate should be removed from the book. This is to eliminate danger of loss and to have an easy reference by property receipt number or date. On the time of release, the prisoner shall be required to produce the original receipt. Where he sign to acknowledge return of his property. The receipt is then filed with the case file. In the event the receipt has been lost, stolen or destroyed before the return of the property, certification listing as the property as described on the duplicate prisoners property receipt shall be signed by the prisoner. This certification shall indicate that the original prisoners property receipt was lost, stolen or destroyed.
Prisoners property that is clearly identifiable by a number or inscription shall be checked against the stolen property files. If an identification is made, an investigation report stating the facts is written in duplicate; the original is sent to the Commanding Officer who shall cause the property so identified to be held as evidence, the duplicate shall be sent to the detective division for appropriate action. Filing the Identification Record The various identification records for the identification of the criminals and other individuals now extensively used in police stations shall include the following: Fingerprint Record Of the various method of criminal identification, the fingerprint system is the most reliable. Identifying criminals by name is unsatisfactory because of the frequent use by criminal or aliases. Fingerprint record shall be prepared in at least two copies, the original remain in the Central Record of the police station concerned and a copy to be sent to the NBI headquarters in Manila. a. Criminal Fingerprint All persons arrested for an offense shall be fingerprinted and an identification number shall be assigned to each prisoner to identify records relating to him. A prisoner shall be fingerprinted each time he is arrested, even though his prints have already on the file, in order that a copy may be sent to the National Bureau of Investigation. This procedure brings the criminal history file up to date after each arrest. The same ID number shall be used for each subject, regardless of the numbers of time he may be arrested or fingerprinted. This is the fourth series of number used, the other three being the compliant sheet, case report and arrest report. The identification number shall appear on the fingerprint card; the description and the photograph. The identification numbers are recorded chronologically in a ledger the entries on which include the name, identification number, case number, the fingerprint classification and the date fingerprinted. b. Civilian Fingerprint All persons requesting clearance certificate or other personal identification purposes shall be fingerprinted using the prescribed form. c. Alien Fingerprint All aliens requesting clearance certificate for purposes of petition for naturalization, charge of name, oath taking for other personal identification, purposes shall be fingerprinted, using also the prescribed form. The fingerprint card is searched in the alphabetical index file. If the search is negative, search is then made in the fingerprint file by fingerprint formula. The fingerprint card are then indexed and filed. This means that it is mandatory principle of taking the fingerprint of all people mentioned above in the three categories: criminal civilians, and aliens.
Secondly, although the police station wishes to maintain its fingerprint card will be sent to the NBI in Manila. In order for fingerprints to serve their maximum usefulness to the local police stations and to all other law enforcement agencies, it is imperative that copies be sent to the NBI, Manila wherein a history sheet will be prepared and furnished the contributing agency. Other police stations may have arrested the subject in the past are thus inform of his present whereabouts. The history sheet sent to the NBI by fingerprints. It is most important, however, that the fingerprint shall be taken accurately. The Henry FBI extension classification system of fingerprints shall be used by the police stations. The criminal history sheet shall be filed in the individual criminal file. Each person arrested by a local police station shall have an individual file folder. Criminal Specialty or Modus Operandi File This consists of photographic records and modus operandi of known criminals. This shall describe the method of operation of a criminals, Classified and filed in such a way as to aid in identifying the crime as one committed by a known criminal. This is commonly known as M. O. (Modus Operandi) file. The use of the classification index file is the simplest form of modus operandi. This is a sort of Rogues Gallery and is helpful in controlling crime and in apprehending criminals. This shall be filed accordingly to certain M. O. characteristics, according to major classes of crimes, and according to identification number. Group photographs of criminals working together are aid to identification and they shall be filed of Criminal Specialty of group involved. Filing the Administrative Records A number of different records are required in the management of the departments personnel. Some of these are of an informational character designed to aid in assignments, promotions and disciplinary actions; others are of control character such as correspondence files, department memoranda, daily summary of daily attendance record, follow up and call sheet and monthly report. In police stations of over 100 men, the use of such file is essential in administering personal matters. 1. Personal Records A file showing the history of each police officer, both prior and subsequent to joining the force, is indispensable. 2. Correspondence File This shall consist of set or records of communications classified, arranged and filed alphabetically by the subject to which they pertain. 3. Memoranda, Orders, Policy files, etc. These shall be filed accordingly as they are made available. 4. Assignment Record The detective assignment record is desirable for the effective function of the detective division. Other division in the force may devise a system of assigning personnel.
5. Other files Police stations shall maintain other administrative records responsive to their needs. Filing the Miscellaneous Records Police stations perform a variety of services that do not relate to recorded complaints. In addition to the general classes or records, there is miscellaneous group which do not feel under categories of records that a police stations maintains and which on occasions create filing problems within a department. The average small police stations may simply maintain one file folder for each category. Each piece of correspondence, together with the copy of the reply, should be filed in chronological order in an appropriate location file. As a refinement, the names of the authors of the correspondence received may be indexed the index care referring to the folder in which the correspondence may be located. If correspondence with a particular office is frequent, a separate folder for the office may be maintained. However, another method used is to filed miscellaneous correspondence by a subject matter such as firearms, speaking engagements, and the like. Another system utilized occasionally is to assign a correspondence number to each piece of incoming correspondence, which then is filed by the name of the author. In any event, some types of control records should be maintained in order to ensure a prompt reply. Every police form shall keep and maintain the following miscellaneous record. Register of the aliens within the city or municipality obtain from the Immigration Commission and/or other sources; List of firearm holders from the Philippine National Police; List incumbent city or municipal and barangay officials and their address; Lists of the labor unions, cooperative associations, civic, professionals, social and religious organizations, in industrial plants, movie houses, etc. List and description and all army camps and mobilization centers. Facts about the locality indicating district, barangays, sitios, roads, bridge, centers of population, voters and the like; Copies of ordinances and penal laws. Roster of AFP reservists, (obtainable from military sources) showing current addresses.
List of private security agencies. List of parolees, pardoned and released criminals and their addresses. Property and equipment records complete inventory shall be keep by the police station and property as well as the cause of maintenance and operations, and Such other reports that may be required by proper authorities and those that are necessary and the police force. This shall include the list of police numbers assigned to individual police personnel for identification purposes, which shall be varied and standard identification card for all members of the police force.
Indexing Police stations shall prepare and maintain index card appearing in the case report and index card for serial number and description of recovered lost or stolen property that has been brought to their attention. The following are different types of index file. Master Name Index File Every police station shall maintain a master name index for the operation. It shall be in 3/5 inches index card stock. Index cards shall be arranged in general alphabetical order by the last name. Index cards shall be made of all names appearing in the case report, including aliases, name of complainants, victims, suspect and wanted persons, index card shall be prepared when outside fingerprint cards are received and placed in a local fingerprint collection whether the subject is wanted or not. The department shall also index all names of persons wanted by other police agencies as listed in circulars or by other notice, persons placed on probation or parole. On the index card, the following shall be reflected. 1. Complaint, case and/or ID number as the case may be. 2. Name, aliases, addresses, sex, race, height, weight, color of the eyes and hair, date and place of birth. 3. Fingerprints classification (if available). 4. Brief statement of each incident base on the source document with the following date. Date fingerprint taken, court case warrant of arrest issued or date alleged information. Contributor of fingerprint or information and local number. Nature of offense and or purpose, and; Result of disposition, it known
5. If the subject has used to or more names, he will be known by the name first used and so far as the particular police station is concerned. however, both shall be reflected on the index card underlying the first or the original name used. 6. A cross-index card shall be prepared for each additional name use without the brief information. The one in charge of the master name index file shall go through indexes, card by card, in search of misfile card. The sizes and conditions of the files will influence the frequency of searching. Stolen Property Index File One principal objective of the investigation conducted by the lineoperating units is the identification of the recovery of lost or stolen property. The stolen property index is an investigative aid of inestimable value in achieving this objective. There are two means of identifying property. One by serial number placed on the property and the other is the type of property (unnumbered) this shall be indexed and 3/5 inches index card stock, describing the articles that are reported lost or stolen locally or by circulars from other police station. Prior to filing a card, a search shall be made to determine whether the same piece of property has been previously recorded. Numbered Property Index 1. Police stations with less than 200 police force may number guide cards from 00 through 99. Numbered property shall be indexed by the last two digits of the serial numbers. When more than one index card filed behind one guide card, they may be placed a numerical order according to the third digit from the end as follows:
Example:
Guide card 66 Revolver 952066 Motor number 123066 Watch 51-266 Electric drill 752566 Radio AMD 3866
2. Radio stations with more than 200 members shall number the guide cards from 000 through 999. Numbered property shall be indexed according to the last three digits of the number without regard to the type of article. The indexed card is fixed behind the guide cards corresponding to the last three digits of the number. Unnumbered property index
Property not identifiable by manufacturers serial number is indexed in the unnumbered property index, by description of the article, such as clothing, furniture, footwear, and etc., should be indicative of the general character of the article indexed. Index card shall be removed from the files when the property is recovered and file should be overhauled periodically and certain cards removed. For example, cards over six months old describing perishable goods; those over two years old describing non-perishable foodstuff, tobacco, and liquor; and those over five years old describing wearing apparel, linens and bed cloths, etc., serve no useful purpose after such a period of time, cards describing articles of greater value, of articles not likely to be worn, consumed, are destroyed should be kept indefinitely. The complete description should be described on the index card to eliminate the need for a search to check the investigative report to obtain the complete description. Charging Out Files Responsibility for filing each class of records should be definitely assigned to one or more designated clerks. Access to records, cabinets shall be restricted to records division members only. When any record is removed from the file, an appropriate borrowers slip is used and a charged-cut card is accomplished. This ensures the proper used of the files; prevent the misplacement of records that have been used and keep the files personnel informed at all times of the whereabouts of the records instead out at any given time. Borrowers Slip This is used when asking for files, and is used as a receipt for a case or any number of items from a file. It is in 4x6 inches sheet. A supply of such slip shall be kept in each division or unit. This form is accomplished by the borrower who needs a file and maybe brought to the file room either through the regular messenger service or by any person authorized by the borrower. It is presented to the records official. It is kept in a file control box when the file stands or remains charged-out. On the return of the record, the borrowers slip is cancelled in the presence of the borrower and same is attached to the record and remains in the file as a permanent record of the transaction. Charge-out Card Each time any file is issued, a record should be made on a color charge-out which is often called a Substitution Card or an Out Card which takes the place of a file that has been removed from the cabinet. This cards maybe cut to fit the file drawer and shall stand out prominently among the files. When a file or folder is withdrawn, one of the cards is filed out and inserted in place of the file. It remains there until the borrowed file is returned. When the record is returned, the entry of the record is crossed out and the card is put back in its place in front of the file drawer.
Follow-up Procedure It is essential that each Station Commander have an administrative device, which will ensure that all case brought to the attention of the force shall receive appropriate attention. The mechanics of the follow-up system consists in making use of one smooth copy of the complaint/assignment sheet for every complaint, arrest, or other matter which is not completely disposed of at the time of the original report. These sheets are placed in a Tickler or Follow-up File according to the date as determined by the manual on which the investigating officer shall submit a progress or final report. The file has dividers for each day of smooth and is separated in to 12 months. If a report is due on a designated date, the follow-up slip shall be filed on the day following the target for submission of the report. A reminder slip shall be made and sent to the superior of the officer concerned if the report is not submitted on the date due. Spot Map Spot maps are useful to indicate the traffic accidents and crime location. The location of crime hazards aid in the direction of enforcement effort. It provides supervising officer with evidence of weakness in police service and shows the individual officer where his attention is specially needed. Spot maps should be placed where they will be readily available for consultation. They shall be placed in the office of the head of the division or in the office housing the specialized activity involved. Spot maps should be kept up to the date by the record staff. Each map should be limited not over four different factors if this factors have about equal frequency. In place of the crime index and the location index, spot maps shall be maintained by the police station for its use as follows: Traffic spot maps Accident spot map for the posting for motor vehicle and pedestrian accident, which occur in the area. Crime spot map A general crime spot map on which are posted the location of murders, rapes, robberies, holdup, carnapping and other major crimes of the locality. Uniform Crime Reporting (UCR) A uniform crime reporting shall be established in every police station for monthly and annual reports on case handled and persons arrested by the police station to include cases reported. These reports shall follow the prescribed classification of offenses. The monthly statistical reports shall include the following: Monthly report of cases handled by the police station Supplement on monthly report on cases handled by the police station Report of male persons arrested
Report of female persons arrested
The four reports above described shall be submitted to the National Police Commission in three copies not later than the 15 th of each month. The National Police Commission in return shall each furnish the NBI and the Chief/Director General of the PNP. Accuracy and promptness in the submission of these reports shall be the responsibility of the Station Commander. The annual crime statistical report shall follow the prescribed form of monthly reports.
REFERENCE: DYNAMICS OF LAW ENFORCEMENT AND PUBLIC SAFETY ADMINISTRATION BY: DR. ROMMEL MANWONG & DR. GILBERT SAN DIEGO 2010 EDITION

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POLICE PERSONNEL AND RECORDS MANAGEMENT

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