Santa Ana Police Department Departmental Order #230 - Policy on Commendation Procedure and Awards Committee Purpose....................................................................... 2 I. Policy........................................................................ 2 II. Procedure.................................................................... 2 A. Awards Committee.............................................................................. 2 B. Classification of Commendations................................................................... 3 C. Action on Commendation......................................................................... 4 D. Routing Commendation Reports................................................................... 5 E. Action of Chief of Police.......................................................................... 5 F. Filing Commendation Reports...................................................................... 5 G. Display of Medals.............................................................................. 5 H. Citizen Recognition for Community Services Efforts.................................................... 6 1
Purpose The purpose of this Order is to establish uniform procedures for awarding commendations and medals to employees. This Order will also establish the selection and operation of the Awards Committee. I. Policy It is the policy of the Santa Ana Police Department to officially recognize acts of exemplary performance by its members when such acts are deemed worthy of formal commendation or other meritorious acknowledgment. II. Procedure Supervisors shall report to their immediate superiors any act, whether personally observed or brought to their attention by another, performed by a member of the Department, which they believe to be worthy of official recognition. A written commendation may be made by any supervisor regarding any other employee provided the person reporting is senior in rank to the person being commended. Employees of equal rank may commend (i.e., investigators may commend uniformed officers for exceptional assistance in investigative functions). A. Awards Committee The purpose of the Awards Committee is to act as an advisory body to the Chief of Police. They are charged with the responsibility of examining each award nomination above the Bureau Level Commendation. The committee will constructively critique each award nomination to ensure that it meets the criteria for the award and make a recommendation to the Chief of Police. 1. Membership: The Awards Committee will be comprised of 7 voting members of the Police Department. The Chief of Police appoints the Chairman. The Chairman will request Letters of Interest when a position on the committee becomes vacant. Each supervisor, manager and Bureau Commander will either recommend or not recommend each potential committee member with the final decision made at SMT. Prior to approval at SMT, the affected Bureau Commander will discuss his recommendations with the Chairman regarding the potential committee. Committee members shall serve as long as they remain assigned in a position to act as a representative as listed below. Members shall attend all committee meetings and fully participate or be removed by the Chief of Police at the recommendation of the Chairperson. a. A Chairperson b. The Media Relations Representative c. One sworn representative from the Investigation Bureau d. One sworn representative from the Administration Bureau e. One sworn representative from the Field Operations Bureau f. One at-large non-sworn representative Purpose 2
g. One representative from the Jail Bureau The chairman may invite other interested parties in a non-voting capacity, as they deem appropriate. 2. Duties and Responsibilities The chairman will convene the committee upon the receipt of a commendation for Medal of Valor, Distinguished Service Medal, Police Service Medal, Purple Heart Medal, Life Saving Medal and Departmental Commendation. The employee who made the nomination for the commended employee will be asked to attend the Award s Committee meeting to clarify any necessary details of the commendation. At the conclusion of the examination of the commendation, the Award s Chairman will report the Committee s findings and recommendations to the Chief of Police. The findings of the committee will include one of the following categories: a. Medal of Valor b. Distinguished Service Medal c. Police Service Medal Valor d. Police Service Medal Administrative e. Purple Heart Medal f. Lifesaving Medal g. Department Commendation/p> h. Any commendation not meeting the criteria for the above awards will be referred back to the Chief of Police or appropriate Commander for disposition. i. In those instances where a Departmental Commendation is not recommended by the Awards Committee and the Chief of Police concurs with the recommendation, the commendation will be sent back to the Bureau Commander for further action. B. Classification of Commendations The classifications and their definitions are outlined below: 1. Medal of Valor - The Medal of Valor may be awarded to an employee who displays conspicuous bravery or heroism above and beyond the normal demands of police service in responding to criminal situations involving extreme danger to the employee. 2. Distinguished Service Medal - The Distinguished Service Medal may be awarded to an employee who distinguishes himself/herself through a display of bravery or heroism in circumstances II. Procedure 3
which are above or beyond the normal demands of duty, but to a lesser degree than that required for the Medal of Valor. 3. Police Service Medal - Valor - This medal recognizes an employee whose actions are conspicuous in a situation fitting one or more of the following circumstances: a) for exceptional action(s) in rendering aid during a situation under circumstances which pose grave danger to the employee; b) where there is an exposure to hazardous criminal actions and severe injuries are sustained in the performance of one's duties; c) where an employee suffers great personal sacrifice or hardship as a result of an unusual incident. 4. Police Service Medal Administrative - This medal recognizes extraordinary actions by an employee which significantly improves the quality of life for the community within the Department's Community Oriented Policing philosophy, or extraordinary actions by an employee not involving danger or physical hazards, but whose actions are above the level of a Department Wide or Bureau Commendation. 5. Purple Heart - May be awarded for an employee incurring serious injury or death during exposure to hazardous actions or during the apprehension of a suspect. 6. Life Saving Medal - For exceptional action(s) in rendering aid during a lifesaving situation under circumstances which do not pose grave danger to the employee. 7. Department Wide Commendation - Outstanding, exceptional work that goes beyond the normal course of duty. This direct action and contribution by the employee must enhance the image and operation of the Police Department. 8. Bureau Command Level Commendation - Meritorious police work, but not outstanding. 9. Division Command or Area Command Level Commendation - Above average police work of a routine nature, such as positive log entries. 10. Minor Commendation - Ordinary police work of a routine nature, but deserving of notice, such as letters of appreciation from the public. C. Action on Commendation 1. All medals and Department Wide Commendations will be awarded by the Chief of Police at an appropriate ceremony.notification of the commendation will be forwarded to the employee with a copy to their personnel file. 2. Bureau Commendation - Awarded by the Bureau Commander of the commended employee. The original commendation will be forwarded to the employee with a copy to the personnel file. 3. Division Commander - Awarded by the District or Division Commander. The original commendation will be forwarded to the employee with a copy to the personnel file. II. Procedure 4
4. Minor Commendation - Awarded by the immediate supervisor. A copy shall be filed in the Bureau file to be used for the annual performance evaluation. D. Routing Commendation Reports The Commendation Report form shall be routed in the following manner when applicable: 1. Immediate Supervisor 2. Division Commander 3. Bureau Commander 4. Chief of Police E. Action of Chief of Police The Chief of Police shall give final approval for the awarding of all Department Wide awards and medals. F. Filing Commendation Reports The original copy of the commendation will placed in the employee s personnel file with a copy given to the employee. G. Display of Medals 1. Officers authorized to wear an award ribbon shall be encouraged to do so when in uniform and in accordance with Departmental Order No. 700. 2. The Medal of Valor shall be of yellow metal and measure 1-1/2 inches by 2-3/4 inches with the City of Santa Ana seal centered. The medal shall have a red, white, and blue neck ribbon attached. Accompanying the medal shall be a uniform award ribbon made of yellow medal and colored with French enamel to match the colors of the neck ribbon on the Medal of Valor. A yellow metal "V" shall be inlaid on the center color panel of the Uniform Award Ribbon. The Uniform Award Ribbon shall measure 3/8 inches by 1-1/2 inches. 3. The Distinguished Service Medal shall be of yellow metal and measure 1-1/2 inches in diameter with the City of Santa Ana seal centered. The medal shall have an attached blue ribbon with a yellow center. Accompanying the medal shall be a uniform award ribbon made of yellow metal and colored with French enamel to match the colors of the ribbon on the medal. The uniform award ribbon shall measure 3/8 by 1-1/2 inches. 4. The Police Service Medal of Valor shall be of yellow metal and measure 1-1/2 inches in diameter with the City of Santa Ana seal centered. The medal shall have a blue and yellow ribbon attached. Accompanying the medal shall be a uniform award ribbon made of yellow metal and colored with French enamel to match the colors of the ribbon on the Police Service Medal. The uniform award ribbon shall measure 3/8 by 1-1/2 inches. The uniform award ribbon shall have a "V" for valor inlaid on the blue portion of the award ribbon. II. Procedure 5
5. The Police Service Medal (Administrative) shall be of yellow metal and measure 1-1/2 inches in diameter with the City Seal centered.the medal shall have a blue and yellow ribbon attached, accompanying the medal shall be a uniform award ribbon made of yellow metal and colored with French enamel to match the colors of the ribbon on the police service medal. The uniform award ribbon shall measure 3/8" by 1-1/2". 6. The Purple Heart Medal shall be of yellow metal and measure 1-1/2 inches in diameter with the City of Santa Ana seal centered. The medal shall have a purple ribbon attached. Accompanying the medal shall be a uniform award ribbon made of yellow metal, colored with French enamel to match the color of the ribbon on the medal. The uniform award ribbon shall measure 3/8 by 1-1/2 inches. 7. The Life Saving Medal shall be of yellow metal and measure 1-1/2 inches in diameter with the City of Santa Ana seal centered. The medal shall have a red ribbon attached. Accompanying the medal shall be a uniform award ribbon made of yellow metal, colored with French enamel to match the color of the ribbon on the medal. The uniform award ribbon shall measure 3/8 by 1-1/2 inches. Officers who qualify for more than one medal will have a yellow metal star inlaid on the center panel of the highest uniform award ribbon presented. If any officer is awarded more than one award, he will be encouraged to wear the highest uniform award ribbon presented. H. Citizen Recognition for Community Services Efforts Many occasions arise where the efforts of a citizen result in the apprehension of criminals, the prevention of bodily injury, the saving of a life, or the recovery of stolen property. The field officer recognizes the efforts of the citizen and often informally gives the citizen recognition for his efforts. In order to recognize those citizens who become concerned with the security of their community, the following procedures shall be initiated: 1. A letter of appreciation by the Chief of Police will be sent to those concerned citizens who report crimes, and through the efforts of those reports a life is saved, serious injury is prevented, property is recovered, or a suspect is arrested. This citizen must be a person not directly related to the crime victim (i.e., relative, etc.). 2. A copy of any report in which any of the above circumstances are noted will be forwarded to the Public Information Officer. The Public Information Officer will be responsible for assuring that the above criteria have been met and that a letter is prepared and submitted to the Chief of Police. This letter of appreciation shall not take the place of any current commendation programs, but will in fact supplement such programs. II. Procedure 6