Police Organization and Administration

Final Lecture 2
1. Sworn Officers- All personnel of the police department who have oath and who possess the power to arrest.
2. Superior Officer- One having supervisory responsibilities, either temporarily or permanently, over officers of lower
rank.
3. Commanding Officer-An officer who is in command of the department, a bureau, a division, an area, or a district.
4. Ranking Officer-The officer who has the more senior rank/higher rank in a team or group.
5. Length of Service-The period of time that has elapsed since the oath of office was administered. Previous active
services may be included or added.
6. On Duty - The period when an officer is actively engaged in the performance of his duty.
7. Off Duty - The nature of which the police officer is free from specific routine duty.
8. Special Duty - The police service, its nature, which requires that the officer be excused from the performance of
his active regular duty.
9. Leave of Absence – A period, which an officer is excused from active duty by any valid/acceptable reason, approved
by higher authority.
10. Sick Leave – A period which an officer is excused from active duty by reason of illness or injury.
11. Suspension -A consequence of an act which temporarily deprives an officer from the privilege of performing his
duties as result of violating directives or other department regulations.
12. Department Rules - Rules established by department directors/supervisors to control the conduct of the members
of the police force.
13. Duty Manual - Describes the procedures and defines the duties of officers assigned to specified post or position.
14. Order - An instruction given by a ranking officer to a subordinate, either a. General Order, b. Special, or c. Personal
15. Report - Usually a written communication unless otherwise specifies to be verbal reports; verbal reports should
be confirmed by written communication.

The PNP Doctrine of Development

Police Doctrine is a doctrine of preservation. It is a basic weapon of a policeman of excellent knowledge of the law
he is enforcing, and that the gun is only secondary or a defensive weapon. An ordinary policeman is expected to be a one-
man staff, operator, fiscalizer and prosecutor in the court of law. On top of this, he is also expected to behave civilly as a
model citizen of his community a protector of human rights.
The battleground of a policeman is the court of law and the center stage of his action is community wherein the
spectators are the citizens he has sworn to serve with utmost dedication.

Community Oriented Policing System (COPS)

In the Philippines, a revolutionized concept in modern policing and a new strategy for delivering basic police
services adhering to the following basic concepts have been adopted the so called COPS:
a. The police and community are co-producers of police vices. Hence, peace and order is shared joint responsibility
of the community and the police.
b. Puts emphasis on the proactive or pre-emptive system of policing capitalizing on the active and vigilant actions
and participation of the citizenry.
c. It is a problem oriented policing system (POPS), which is zeroed in to the root causes of the problem and its solution.

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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. 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.
2. 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.
3. Imposed Policy - This type of policy comes from the government in the forms of laws, administrative orders, and
rules and procedures or contract specifications.

According to their subject matter, policies may be classified into:

1. 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.
2. 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 organization’s history, its organizational
structure, its officers, and other information useful to the officers in understanding their relationship with the organization.

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 Police Manual – It covers 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 - The 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 - 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.

What is Communication?
• The exchange of information between individuals, for example, by means of speaking, writing, or using a common
system of signs or behavior.
• The act of giving or sending information.
• A means of access or communication, for example, a connecting door.

 Records Office – This is the focal point of the agency where records are received, released and maintained for future
use.
 Records Custodian – A qualified officer who shall coordinate across the department lines on their records activities and
shall have responsibility and control of all the records holding of the agency in her/his possession and custody.
 Coding System – Used to speed the sorting and filing of records.
 Retention Period – A specific period of time established and approved by competent authority after which a given set of
files is deemed ready to permanent storage of destruction.
 Indexing Records – Is the act of determining the subject of which may be the names of individuals, names of functions,
or names of topic under which the records are to be filed and cross-referred according to an established plan for files.
Basic Elements of Communication System

• Encoding – Information must be converted into whatever form the system requires.
• Transmission – The information must be moved from one place to another.
• Decoding – When the information is received at the intended place and time, it must be converted back into a form
that the human brain can process.
• Feed Back – For a communication system to work properly there must be some means for the sender of information
to know that it has been accurately received.
• Dependability – The system must work properly at all times, or as close to that ideal as any mechanical system can
come.

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 • Security – A related requirement is that the system must be protected from being disrupted, whether deliberately
by someone who intends to interfere with the police operations, or accidentally such as by natural phenomena.
• Confidentiality – Security is important not only to ensure that the system works but to prevent sensitive
information’s from falling into wrong hands.
• Accessibility – A police communication system must be available to all the police personnel who have need of it,
at the time and place where it is needed.
• Speed – Police officers need to exchange information’s as quickly as possible. In an emergency, communication
must "be immediate”.
• Easy to Use – Communication system maybe technologically complex and sophisticated but they should be easy for
the officer to operate. Most communication technologies require some training in their operations.
• The Y Network - if we turn the Y network upside down, we can see two subordinates reporting to a supervisor, with
two levels of hierarchy still above the supervisor. This is in effect a four level hierarchy.
• The Wheel Diagram - The wheel represents a police supervisor with four officers. However, there is no interaction
between the subordinates. All communications are channeled to the supervisor.
• The Circle Network - This allows members to interact with adjoining members but no further. It represents a three
level hierarchy in which there is vertical communication superior and subordinates and lateral communication only
at the lowest level.
• The AH Channel Network – It allows each subject to communicate freely with the other four. It is the least structured.
While it is like the circle in some respect, the all channel network has no central position. However, there are no
restrictions, a members are equal.

5 TYPES OF POLICE RECORDS

1. Case Records – case record is composed of two categories:
a. Complaint/ Assignment sheet which reflects all information regarding complaint and report received by
the police from citizens, and other agencies, or actions initiated by the police.
b. Investigation report which contains the findings and action taken by the investigating officer based on
inquires made and by obtaining the available facts of the incident.
2. Arrest and Booking Records – This record maintains the arrest and jail booking report which is required for all
persons arrested. It is made out in full on each person arrested. It shall bear an arrest number for each arrest
made.
3. Identification Records – Identification record is the third major division of police records. Fingerprint records are
the heart of any identification system. It provides positive identification and the police must supplement it with a
record of physical characteristics and in some case a photograph of the criminal. Identification records have their
own number series; and identification number is assigned to each criminal to identify records relating to him.
4. Administrative Records – These are records required in the management of the department’s personnel and
designed to aid in assignments, promotion and disciplinary action. Such records are so essential in administering
personnel matters that they must be maintained in a police department.
5. Miscellaneous Records – These are records which do not relate to recorded complaint and investigation reports
but are information in character.

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TYPES OF INTERPOL NOTICES

RED NOTICE
To seek the arrest or provisional arrest of wanted persons with a view to extradition.

BLACK NOTICE
To seek information on unidentified bodies.

YELLOW NOTICE
To help locate missing persons, often minors, or to help identify persons who are unable to identify themselves.

BLUE NOTICE
To collect additional information about a person’s identity or activities in relation to a crime.

GREEN NOTICE
To provide warnings and criminal intelligence about persons who have committed criminal offenses and are likely to
repeat these crimes in other countries

ORANGE NOTICE
To warn police, public entities and other international organizations about potential threats from disguised weapons,
parcel bombs and other dangerous materials.

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