I. AUTHORITY

This policy is issued under authority granted to the Chief Probation Officer.

II. PURPOSE

The purpose of this policy/procedure is to establish the selection process, organization and duties of the Officer of the Day (OD) for Adult.

III. APPLICABILITY

This policy will apply to all officers assigned to the Adult Division.  Individual officers may be excluded from OD duty by the Chief Deputy Probation Officer on a case by case basis.

IV. BACKGROUND

The role of the Officer of the Day is to ensure that an officer is available during business hours at Casa Loma to field questions and requests from the public, when the assigned officer is unavailable, or in cases where the person requesting assistance does not have an assigned officer, but merely requires assistance.

V. GENERAL POLICY

1. SHEDULING AND COVERAGE RESPONSIBLITIESC
   1.    Supervising Deputy Probation Officers (SDPOs) assigned to the Investigations Unit will be responsible for maintaining and monitoring the monthly OD list on a rotating basis.
   2.  Sign-ups are to occur the month prior, on the third Wednesday of each month.  If an officer misses sign-ups, they will be assigned an open shift by the OD Supervisor.
   3.   It is the responsibility of the SDPO(s) to add to the list, the names of those officers who are absent during the sign-up period, or who simply fail to place their name on the list.
   4.   Each OD shift will be four and a half hours long, from 8:00 a.m. to 12:30 p.m. and from 12:30 p.m. to 5:00 p.m., Monday through Friday.
   5.   It is the responsibility of each officer to arrange for a replacement in the event that they know ahead of time they will be absent.                             
2.  DUTIES OF THE OFFICER OF THE DAY
   1. The OD will be available at Casa Loma during the entire shift.
   2.  The OD will not schedule office appointments during their assigned shift.
   3.  The OD will respond to general probation inquiries including on non-assigned probation cases.
   4.   The OD will respond to inquiries regarding probation cases when the assigned Probation Officer is not available to take the call.
   5.   The OD will respond to inquiries regarding a citizen complaint, where the complaint is general in nature, listen to what they have to say and always ask them if they would like a citizen’s complaint form. If so, take their name and address, and give to the Chief’s Executive Assistant for processing.
   6.  The OD will respond to warrant calls and Oral Referral/CLETS requests.
   7.  The OD will notify the assigned Probation Officer and/or Supervising DPO of any calls regarding their cases by phone, memo or e-mail prior to the end of their shift.
   8.   The following inquiries will be redirected by the OD as follows
      1.  Citizen complaints against any member of the Probation Department will be directed to a Chief Deputy Probation Officer. If a Chief Deputy is unavailable, the caller will be referred to the Assistant Chief Probation Officer.
      2.  Inquiries from the media will be directed to the Chief Probation Officer.  If the Chief Probation Officer is unavailable, the inquiry will be referred to the Assistant Chief Deputy.
      3.  All Juvenile matters will be directed to the Juvenile OD.

 

VI. EXCLUSIVITY

This policy will remain in effect until superseded or suspended in writing by the Chief Probation Officer and can be reviewed as needed.