3-4 Inspections

Policy Type: Local

Responsible Office: Chief John Venuti, Virginia Commonwealth University Police Department

Initial Policy Approved: 7/15/2013

Current Revision Approved: 8/2016

General

The Chief of Police has the responsibility of providing the highest level of service attainable to the public by managing the department’s resources efficiently and effectively. The inspection process compares the department’s expectations with actual performance. The department’s performance can be properly evaluated only by comparing it with previously established goals, objectives, policies, procedures and rules of conduct. This requires that commanders and other employees continually inspect, review and analyze performance in relation to established procedures.

Inspection is an overt, rather than a covert process. Inspections shall be considered a normal and helpful process within the department, comparable to quality control within the private industry. The purpose of this directive is to establish the proper guidelines to ensure compliance and uniformity in the use of inspections at all levels of the department.

Accountability Statement

All employees are expected to fully comply with the guidelines and timelines set forth in this written directive. Failure to comply will result in appropriate corrective action. Responsibility rests with the division commander to ensure that any violations of policy are investigated and appropriate training, counseling and/or disciplinary action is initiated.

Definitions

1. LINE INSPECTION – The checking or testing of persons, facilities, equipment, procedures or other items by supervisors who are directly responsible for a particular function and activity. Line inspections are made by those who have the authority to require immediate corrective actions.

Line Inspections

1. Line Inspections are the constant and on-going review of policies and procedures, practices, personnel, equipment, facilities and records of each area of the department. Line inspections are the responsibility of supervisors who have direct command authority to act or require the immediate response of subordinates.
2. Each supervisor is responsible for the inspection of personnel, activities, and equipment under his/her supervision and the initiation of suitable action in the event of failure, error, violation, misconduct or neglect of duty by a subordinate. The frequency of an inspection depends on the purpose of the inspection. On a daily basis, an employee’s appearance, demeanor, use and maintenance of equipment are subject to inspection. The inspection is usually handled in an informal manner such as through documented observations by the employee’s supervisor during read off shift briefing.
3. Less frequent inspections, such as weekly, monthly, quarterly or annually, will be done on equipment, facilities, and operational components or functions. Each of these inspections shall require a written report given to the commander of the affected division and the Accreditation and Compliance Coordinator. A written report is also required for any inspection that results in the need for corrective action.
4. Supervisors will conduct line inspections, which will be conducted based on a predetermined list of items, as noted in this directive. Supervisors will be responsible for identifying areas that need to be corrected, establishing a time period for the correction, and ensuring the correction(s) is made.
5. Supervisors shall complete the appropriate sections of the VCUPD-30A Uniform, Equipment, Service Weapon & Ammunition Condition Inspection Report and VCUPD-30B Uniform, Equipment, Service Weapon & Ammunition Condition Inspection Report Supplemental Form during the first and third week of every month. The officer’s immediate supervisor shall maintain the VCUPD-30A and VCUPD-30B.
6. Supervisors shall complete the VCUPD-30C Driver’s License and Criminal History Record Check Inspection Report on an annual basis for all employees under their command. This timeframe does not eliminate the need for daily inspections, if applicable.
7.  At least annually, a summary of each division’s line inspections shall be forwarded to the Chief of Police for review.

Inspection Chart

The following inspections are listed in further detail above.

Retention of Inspection Reports

All required inspection documentation must be retained for accreditation purposes and in accordance with the Virginia Records Retention and Disposition Schedule No. GS-117 (see series no. 200193).

Forms and Related Documents

1. VCUPD-30A Uniform, Equipment, Service Weapon & Ammunition Condition Inspection Report (Part A – Uniforms & Equipment Condition)
2. VCUPD-30B Uniform, Equipment, Service Weapon & Ammunition Condition Inspection Report (Part B – Service Weapon & Ammunition Condition)
3. VCUPD-30C Driver’s License and Criminal History Record Check
4. 3-5 Property and Evidence Management

Revision History

This policy supersedes the following archived policies:

7/15/2013 - 3-4 Inspections