PENNINGTON COUNTY SHERIFF S OFFICE POLICIES AND PROCEDURES

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1 PENNINGTON COUNTY SHERIFF S OFFICE POLICIES AND PROCEDURES POLICY NO: ORDER NO: SUPERSEDES: CALEA STANDARDS: REVISIONS: SECTION: Benefits EFFECTIVE: PAGE NO: 1 of 7 APPROVED BY: Sheriff Don Holloway A. DEATH OR SERIOUS INJURY - ON/OFF DUTY 1. In the event of serious bodily injury or death of any Sheriff s Office employee, a supervisor on duty shall immediately notify the Sheriff, the Chief Deputy, and the Law Enforcement Commander of the affected employee, as well as any other notification that would normally be required. This notification shall take place whether the injury or death occurred on duty or off duty. 2. Whenever possible, the employee's critical incident designated resource person will be contacted to assist. If the Sheriff is unavailable the following protocol will make the notification: a. Chief Deputy b. Law Enforcement Commander c. Employee s Immediate Supervisor d. Supervisor on duty e. Senior Deputy on duty 3. No specific information about the injury, identity of the employee, or other information shall be discussed over the law enforcement radio. 4. The Sheriff or a supervisory level deputy designated by him shall be responsible to notify the employee's family of the event, and of the condition of the employee, and his/her location. a. Prior to this notification, the Chief Deputy, or other assigned supervisor, should attempt to locate and review the Employee's Information Form (located in personnel file or COTT system) and apply any appropriate information, such as the requested order of notification.

2 2 OF 7 b. This notification shall be made as soon as possible following the event, and shall be made in person unless circumstances of the incident render this impossible. c. The deputy making the notification should not be involved in any aspect of any pending investigation of the incident, and shall remain available to the family as long as practical. d. The deputy making the notification should have available and/or present appropriate persons to support and assist the family. If this information is not indicated on the Employee s Information Form, they may include: 1. Other law enforcement personnel 2. A chaplain or other religious support 3. A psychologist 4. A close family friend or other relative 5. An EMT, nurse, or other appropriate medical personnel e. However, if the above are not immediately available, notification should still be made as soon as possible, with one or all of the above notified for timely follow-up. 5. The following guidelines should be considered in making the notification: a. The deputy assigned by the Sheriff to make the notification must be effective. Therefore, if the event adversely affects this deputy, and he/she does not feel he/she can make the notification, he/she should advise the Sheriff of this so that the duty can be assigned to another employee. b. If the family wishes to go the hospital or some other location, they should be transported and not required to drive themselves. c. If the employee has died, the family should be informed of this. Information given to the family should be up-to-date and factual. d. Family may request that other relatives be notified. Guidance and assistance in doing this should be provided to the family. e. There may be a need to provide immediate child care. Be ready to assist the family with this. This may include arranging for child care, transporting children or a baby-sitter, etc.

3 3 OF 7 6. The supervisor making the notification should stay with the family and act as the Sheriff s Office's liaison as long as possible and consistent with the wishes of the family. Although this may be unpleasant duty, the family should not be abandoned until other appropriate support is in place. The family should also be asked to identify one member who will act as the family's representative to the Sheriff s Office. This will insure the most effective communication. B. FOLLOW-UP-ASSISTANCE 1. Once a liaison relationship has been established, it should be continued. For example, if new information becomes available, i.e. change of health of the employee, status of a subsequent investigation, etc. the information should be relayed to the family immediately and by the same Deputy. If not possible, the same Deputy should at least be present during the notification. 2. This liaison Deputy shall assist the family in any way possible to include: a. Appropriate notification of insurance companies, hospital representatives, funeral arrangements, etc. b. Travel and lodging arrangements for out of town family members. c. Specific information on funeral procedures that may follow i.e. Honor Guard, presentation of flag, taps, etc. d. Arrangements for a reception following a funeral. e. A Sheriff s Office representative should also be available to screen incoming phone calls to the family home, during specified hours, if requested by the employee's family. 3. If possible, the liaison Deputy shall attempt to establish a follow-up family support group, assign specific responsibilities, and provide for regular contact with the Sheriff s Office. This may be accomplished through the use of volunteers from other Sheriff s Office families.

4 4 OF 7 C. SHERIFF S OFFICE NOTIFICATION 1. In the event of serious injury or death of a Sheriff s Office employee, the Sheriff shall insure that all other affected office employees are promptly notified of the facts and circumstances surrounding the event. The format and extent for this notification shall be at the discretion of the Sheriff. The notification should include the condition of the employee (if other than deceased) and what support services are being provided to the family. 2. All Sheriff s Office members shall be notified as to which deputy has been assigned as liaison to the family. Any employee interested in assisting the family should be asked to contact the liaison deputy to coordinate the assistance. 3. Assistance that other employees can provide may include: a. Transportation and lodging of family members b. Child Care c. Errand running and other support such as shopping, message delivery, cooking and household chores d. Companionship D. BENEFITS COORDINATION 1. Following the serious injury or death of a sworn employee, the designated liaison deputy shall provide information and assistance to the family with the details of filing for all appropriate benefits. This may include notifying: a. Pennington County Auditor s Office b. Appropriate insurance companies E. REHABILITATION COORDINATOR 1. In the event of a serious bodily injury to an employee, the designated liaison deputy or another designated employee shall provide follow-up assistance to the injured employee. Beyond the coordination of benefits as mentioned above, this may include assistance in the recovery stage such as transportation to and from hospitals, doctors or other appointments, and assistance with other family or household duties if possible.

5 5 OF 7 2. The liaison deputy shall be responsible to contact the employee at a minimum of once each week to update the employee on routine Office operations, news, etc. and to give the employee an opportunity to request assistance. Any unusual or difficult requests shall be reported to the Sheriff for approval. a. If there is a subsequent investigation or court trial, the employee, or in the case of death of an employee, their family shall be updated on the status of the investigation or court case as frequently as possible. Any significant event, i.e. the arrest of a suspect, a verdict or sentence should be reported immediately, prior to release to the media if possible. b. Workman's Compensation Board. c. First American Administrators d. Veteran's Administration or others e. Employee Assistance Program 3. If a deputy is killed in the line of duty, the family may be entitled to a Federal Death Benefit. To determine whether they are eligible, contact should be made with: Claims Examiner, Public Safety Deputies Benefit Program, US. Department of Justice 633 Indiana Avenue, North West Washington, DC. Phone # (202) Other benefits may be available by contacting: Office of Workers Compensation Programs P.O. Box Washington, DC The liaison deputy should remember that much of the information about benefits and financial assistance will be confidential, and should be treated as such. F. LAW ENFORCEMENT OFFICER FUNERAL PROCEDURES 1. In the event of the death of a Sheriff s Office employee where a full law enforcement funeral may be conducted, the following procedures have been established to provide coordination of the event. The Sheriff will have overall responsibility to coordinate the funeral. Generally, the Sheriff will assign designated deputies to specific tasks. These tasks may include:

6 6 OF 7 a. Preparation and dissemination of informational teletype: This should be prepared immediately following the notification of family. It should outline the brief facts surrounding the death, and provide as much information as is known, i.e. date of wake or funeral, calling hours etc.. It should request an RSVP from every agency intending to send formal representatives and provide a phone number to be called. This teletype should be sent to all South Dakota and adjoining states law enforcement agencies, and a copy shall be kept on file. The Emergency Services Communication Center should be provided with the appropriate information to answer questions regarding this teletype. This should be done whether there will be a full law enforcement funeral or not. b. Liaison with a funeral home: Once a funeral home has been selected, the Sheriff should appoint one person as liaison. The liaison will coordinate visitors during calling hours, assist funeral home if needed by providing appropriate uniform for the deceased deputy. Additionally, traffic and parking needs will be handled by the liaison. This deputy shall also be responsible for coordinating the funeral escort, and assuring that appropriate reserve seating is provided for family, fellow employees and other dignitaries. c. Honor Guard Assignment: If requested by the family, the Law Enforcement Commander shall ensure that appropriate honor guard staffing is provided. He shall also advise the family of the services provided by the Honor Guard, i.e. honor guard at the wake, escort of the funeral procession, presenting the flag at grave side services, etc. d. Funeral Procession Coordinator: A deputy should be assigned to coordinate the funeral procession from the funeral home or church to the graveside services. The number and position of cars should be specifically assigned. The lead car is generally a marked vehicle, followed by the hearse, followed by the pall-bearers vehicle. Next is the family vehicle followed by other dignitaries. NOTE: The wishes of the family shall be considered and the order of the vehicles in the funeral procession shall be approved by the family if they indicate an interest. The deputy is also responsible to insure coordination with other law enforcement agencies.

7 7 OF 7 e. Graveside services: Should be coordinated with the funeral director and the honor guard representative (if furnished). Again, traffic and parking must be given consideration. Additionally, a reception for guests should be planned following the services sponsored by either the family, Sheriff s Office or the Peace Officers Association. f. Reception: A deputy should be assigned to coordinate a reception for guests after a funeral service.