200.00 Management Rules and Regulations

The Saint Paul Police Department has published this online policy manual as part of our commitment to transparency.

The online manual should be used for informational purposes only. Certain not public data have been redacted according to the Minnesota Government Data Practices Act, including sections 13.82 and 13.37. The Saint Paul Police Department manual is a living document that is updated and amended as needed, and the online manual will be updated to reflect current official policy. If there are differences between the online and official versions of department policies, the official version will take priority. Please contact the department for official versions of department policies. Thank you for viewing.

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200.00 Management Rules and Regulations

This general order contains the elements of existing rules and regulations necessary to the administration and managerial functions of the department.

Orders of the chief of police shall be titled general orders, special orders, and emergency orders. They may issue other orders, written or oral, which are lawful and do not fall within the definitions herein stated.
Orders issued by the division deputy chief, section or unit heads shall be titled division orders, section orders and unit orders.
A division deputy chief, section or unit head may issue a directive on their command level as long as it does not conflict with department directives. Ordinarily, when more than one division is affected, directives should be issued by the chief of police.
Revised May 30, 2019
General Order:
A written order of the chief of police applicable to all department personnel establishing policies, procedures, rules, and regulations which continues in effect until revoked by a subsequent revision. The department manual is a compilation of the general orders. The form is the equivalent to the signature of the chief of police.
Special Order:
A written order signed by the chief of police, applicable to all department personnel, establishing a policy or procedure on a single subject, which continue in effect for a specific period of time, and are temporary in nature. When the length of time is not specified, it becomes inoperative with the passing of the situation or incident which caused its issuance.
Emergency Order:
An urgent order of the chief of police or their named designee, necessary to meet an emergency situation. Such order may be transmitted orally, by telephone or radio, provided that it is written as soon as practicable. In any case, it will not have force and effect for more than 72 hours from the time issued.
Division Order:
A written order, signed by a division assistant chief who may issue orders to personnel within her/his command, provided such orders do not conflict with rules and regulations, manuals or orders of the chief of police and do not affect members of the department outside her/his command.
Unit Order:
A written order signed by the unit head which is not in conflict with rules and regulations, manuals, orders of the chief of police, or the division commander and do not affect members of the department outside of her/his immediate command.
Revised May 22, 2019

General orders are described in the department manual. Special orders and emergency orders shall bear a title, number, date of issuance, and effective date.

Special order forms shall have an expiration date. They shall also show references to rules and regulations, or previous orders which are to be amended, supplemented, canceled or otherwise affected.

The number identification will contain the year, type designation, and order number. (Example: 08-S-14). This would indicate that this is a special order, the 14th issued in 2008. General orders are published under different format and procedures.

See General Orders 020.00 through 053.00:

020.00	Department Manual Established
030.00	Organization of the Department Manual
040.00	Numbering System Used in the Department Manual
041.00	Indexing and Format
051.00	Department Manual Copies Issued To
052.00	Department Manual -- Control Unit
053.00	Department Manual -- Revisions or Additions

Authority:
The chief of police is empowered to issue, modify or approve department directives. division, section and unit heads are authorized to issue directives on their command level which affect only personnel subordinate to the issuing authority and which are not in conflict with department level general orders unless otherwise directed by the chief of police.
Request of Chief of Police:
The Research and Development unit shall research and prepare in suitable form all general orders to be issued by the chief of police, issue a title and order number and prepare a list of conflicting orders which should be rescinded.
Publication of Orders:
Copies of approved general orders shall be distributed by the Research and Development unit. All orders shall be distributed on email and no order shall be published as an order of the chief of police unless signed by her/him or a named designee.
Distribution and Filing of Orders:
Copies of all general orders shall be distributed to all department personnel. (See General Order 053.00: Department Manual – Revisions or Additions)
Special and emergency orders are available to all personnel.
Division and unit orders shall be issued to members of the command and maintained at the discretion of the commanders.
Revised April 20, 2018
The daily bulletin, email, and intranet shall contain announcements, notices, and other material of general interest to the department. The records unit manages the daily bulletin while research and development, technology and the Public Information Officer are in charge of the intranet. Approval of items for inclusion in the bulletin and intranet is the responsibility of the chief of police, or their designee.
Revised May 30, 2019
The department utilizes an information instrument identified as ‘Here’s the Story.’ This format will be utilized only by the chief of police and only in instances where the information to be conveyed is not a training issue. Here’s the Story’ will be issued to all sworn personnel and affected civilian personnel through department email according to Training Bulletin 08-1: Electronic Distribution of Policy Changes, News, and Other Department Materials to Employees. All are responsible for acceptance, knowing and following information forwarded in a ‘Here’s the Story.’ Distribution will be the responsibility of research and development.
The process for recommendation of a Here’s the Story will follow the same order as a policy change recommendation as described in G.O. 53.
All Here’s the Story will be published on the Intranet.
Memorandum: Memos may be issued by any department supervisor and are generally published to transmit information and does not reflect policy. In some instances, however, the nature of the information may constitute an order and, as such, are official and binding. These official orders must be lawful and comply with existing policy and procedure. All such memorandums are to be initialed by the writer.
Revised April 20, 2018
Training bulletins will be issued to all sworn personnel and affected civilian personnel by the research and development unit. Bulletins are issued by email. Personnel will be responsible for the contents of the information.
The process for recommendation of a Training Bulletin will follow the same order as a policy change recommendation as described in G.O. 53.
The Research and Development unit shall maintain a file of all training bulletins. All Training Bulletins will be posted on the Intranet.
Revised April 20, 2018
It is the responsibility of all department personnel to assist in the maintenance of department orders and training bulletins. Suggestions for updating, cancellations, revisions or new orders or bulletins should be made whenever an employee notes a change that will affect the standing orders and bulletins. Procedural changes, policy adjustments or new information received by employees should be directed via the appropriate chain of command to the chief of police for inclusion in new or revised orders and bulletins. The process for such recommendations is described under G.O.53.
Revised April 24, 2018
The control unit for all department forms is the Saint Paul Police Department Research and Development Unit, with the assistance of the technology unit, which will:
- Assist personnel in the preparation of new forms and revision of current forms.
- Assist in establishing and drafting procedures for the use of all departmental forms.
- Assign PM numbers to new forms.
- Assist units in evaluating the format and use of forms affecting their operation, so that the fullest potential is realized from the forms in current use.
- Expunge forms when they become obsolete.
Any request for the printing of forms will be approved by the research and development commander prior to printing. To obtain approval, forward a copy of the proposed form to research and development unit with an explanation of the proposed form. Research and Development will assign the form a PM number, if appropriate.
When a current form is revised the same process applies.
The research and development unit will evaluate the form submitted and consult with personnel from all units who will be affected by the new or revised form. The research and development unit will submit a recommendation to the appropriate deputy chief for final approval. All forms that are approved for use within the department will be controlled by the research and development unit which will periodically reevaluate all department forms.
PM Numbers: All forms originating within the department will be assigned a PM number.
Revised April 24, 2018
(See Training Bulletin 08-1: Electronic Distribution of Policy Changes, News, and Other Department Materials to All Employees)
All employees of the police department, sworn and civilian are required to maintain an email account for various communications. All employees are required to check their email account daily when working and having access to a department computer to be informed of new policies, procedures, bulletins, or other information relevant to the operation of the department.
Changes to the department’s manual, here’s the story, training bulletins and other related materials will be distributed department personnel electronically using email. This information will be sent to all employees through the email system and it will be required that the employee to read all such the documents. The opening of said email is an official agreement that the employee has read the attached materials, understands, and will abide by the information they have been given.
The mandatory business card contains email information and it is likely employees will receive email messages from those with whom they have provided police service. All employees are required to review such email messages and respond/reply within 24hrs of the review of the message.
Revised March 27, 2018
202.00 Personal Appearance, Uniforms and Equipment
Effective November 17, 2023
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Policy:
The safety of all personnel employed by the department of police is of paramount importance to the department administration. One area of concern is the ready identification of non-uniformed officers by fellow uniformed officers in event of a major police action. A second area of concern is the safety of in-building personnel in that there is a need for identification of all non-uniformed police personnel (sworn and non-sworn) within the building.
Procedures:
Authorized identification badges in the police building shall consist of the following:
- Police badge - sworn personnel.
- ID card - all department personnel and authorized vendors.
- Visitors tag - all others.
Clips have been issued with each ID card to enable plainclothes employees to properly display the card on their outer garment.
- All sworn and non-sworn personnel will display their ID cards or badge as described above, during that time they are within the department of police building, whether on or off-duty.
- Unless specifically directed otherwise by the chief of police or an assistant chief, non-uniformed officers will display their ID cards or badge as described above whenever engaged in any major police action.
- Unless specifically directed otherwise by the chief of police or an assistant chief, uniformed permanent custodial staff are not required to display their ID cards as described above, but must have their ID card on their person at all times while on-duty.
- Whenever a police ID card is lost or destroyed, a general report explaining the details of the loss or destruction must be submitted before a new card will be issued.
- Whenever a police ID card is stolen, such fact should be mentioned in the body of the report submitted. If taken in an out of city offense, a general report explaining the details and the fact that the offense was reported to the police of jurisdiction must be submitted.
- Non-access IDs can be produced for sworn employees when they complete the Non-Access ID Form. A fee will be deducted from the employees uniform allowance for the card.
- Worn or mutilated police ID cards must be surrendered to the Saint Paul Police Department Human Resources Unit employees for replacement.
- New police ID cards will be issued by the human resources unit in the event of a title change, name change or if a new chief of police is appointed.
- All requests for new IDs will be accompanied by a completed identification card information form.
- The human resources unit will photograph and issue ID cards to all personnel including newly hired or promoted employees. Any copies of the photos will be retained by the human resources unit. Access will be provided to department personnel on a need to know basis.
- Police ID cards are the property of the Saint Paul Police Department. All old ID cards are to be turned in to the human resources unit for destruction. When a police employee retires, the employee will be issued a new ID marked with retiree. Non-sworn employees that retire from the police department will be eligible for a retiree card.
Police ID cards will be turned in to the human resources unit by employees granted leaves of absence of 30 days or more and upon separation of employment.
All ID cards issued to contractors, other city employees (e.g., city attorney) and all others must be returned to the human resources unit at the end of their assignment.
Revised July 1, 2011
Saint Paul Police Department policies provide for the use of two types of business cards by its employees. All Saint Paul Police Department sworn personnel must obtain and use the mandatory business cards.
Use of Mandatory Traffic/CN:
The Saint Paul Police Department is committed to having all of its officers identify themselves by name to the people they serve. To provide this identification, the Saint Paul Police Department will facilitate the use of traffic/CN cards by every officer. All officers must obtain and carry city-approved and printed cards. The primary response officer on scene, and any other officer as requested, will be required to provide their mandatory card during any of the following situations:
- When anyone asks for the officer's name, badge number or card.
- At all traffic stops.
- To any identified victim or complainant at all calls for service.
The only exception to honoring a citizen’s request for an officer’s business card is as follows:
- SPPD officers deployed as a part of a formal Mobile Field Force (MFF) operation are exempt from producing a business card when asked. This exemption will only be granted when the incident Commander has deployed officers in a MFF capacity. This exemption is granted not to conceal an officer’s identity but because officers are trained as a part of a MFF not to individually interact with the public during a MFF detail. However, the department requires all MFF personnel be identified by their badge number on the rear of their helmets.
It is the responsibility of all supervisory personnel to ensure that officers acquire, carry, and employ the cards while performing duties of a police officer. The back of the card shall contain the following statement, "If you have a comment or concern about the service you have received, you may report it to the Saint Paul Police Department, the Police and Civilian Internal Affairs Review Commission or one of the organizations listed below: Organizations on this list have agreed to function as community complaint centers for the Saint Paul Police Department."
Each officer may be issued 1,000 mandatory traffic/CN cards per year. Officers who need additional cards during the year will request them through the office of the assistant chief. Mandatory cards will be provided at the city's expense.
Optional Personalized Business Cards:
In addition to the mandatory traffic/CN cards described above, all employees have the option of having personalized business cards. This card does not replace the mandatory card. Only the mandatory card must be used in the situations described above. Officers may use only the card printed by the city and authorized by the chief of police.
The purpose of the personalized card is to provide an easy means of identification for a person who will have a need to reach department personnel at some future time. The card bears the Saint Paul Police badge logo with department identification and information regarding name, rank, telephone number, unit, etc., preprinted on the card. Sworn officer’s cards will be charged to the officer’s clothing allowance. All other employee’s cards will be charged to the unit’s budget with approval by the unit commander. Orders for personalized cards are taken through the office of the assistant chief.
There are separate forms for traffic/CN cards and for personalized business cards. Both can be found on the department intranet web site.
Only cards described above may be used by department personnel unless authorized by the chief of police.
Revised January 19, 2022
An event will be designated as a special event under the following conditions:
- The event is expected to draw 1,000 people or more.
- 10 or more officers will be working at the event at any one time.
- The event is designated as a special event by the Chief of Police or their designee.
The department has a responsibility to ensure the safety of special events within the city. To do so, the department may assign or mandate overtime for special events as authorized by the chief of police or their designee.
Except where otherwise indicated, as used in this policy the term “officer” includes sworn personnel of all ranks.
Posting
Officers who wish to request access to the overtime scheduling program should send an email to SPPD-COT@ci.stpaul.mn.us.
The department will make every attempt to pre-post overtime opportunities for special events in the overtime schedule program, so that officers can volunteer for assignment.
Sworn personnel may need to meet specific qualifications determined by the chief or their designee to be considered for an overtime special event position. These qualifications will be noted on the overtime posting.
Notification
As events are identified, the events will be posted in the overtime scheduling system, normally a month prior to the event.
When events are posted, officers registered in the overtime scheduling program will receive a program notification as selected by the employee.
Volunteering for Shifts and Assignment
Officers who are registered in the overtime scheduling system may volunteer for any posted overtime shifts for which they are qualified. Qualification may be based on rank, specific training or qualification needs of the assignment, or previous service to a same or similar assignment.
Officers are not eligible to volunteer if the following circumstances exist:
- While on administrative leave, suspension, sick leave, paid parental leave, light duty, injured on-duty status, during mandatory leave following a critical incident or when job duties are restricted due to an order of a physician.
- While attending the Saint Paul Police Department Recruit Academy.
- While on military leave, executive loan or leave of absence.
- Employees who use more than 100 hours of sick leave in any calendar year, commencing on January first of each year (not including FMLA, an accommodation from human resources, birth of a child, or absence due to major medical reasons).
- Employees who failed to attend mandatory department training without an excused absence. Eligibility for a assignments through the overtime scheduling program will not resume until the employee completes the missed training session.
- Other just or reasonable cause as determined by an employee's division deputy chief, the chief of police or their designee.
The Inspection Unit will schedule overtime shifts for special events according to the department’s established procedure using the overtime scheduling program.
Individual employees are responsible for maintaining a running total of their own hours worked to ensure they are in compliance with overtime hour limitations, per G.O. 207.00 and 207.01.
Squad Car Use
Officers must follow the established unit/district squad sign-out protocol. Squad cars from a unit or district’s primary operational fleet shall be used only when secondary cars are not available.
Employees who used squad cars for assignments must follow department policies related to idling of department vehicles (see G.O. 442.13).
Mandated Overtime for Special Events
If special event overtime shifts are not filled by officers or supervisors who have volunteered for the event, sworn personnel will be mandated to fill the positions.
Mandated officers will come from one of two sources: (1) on-duty personnel who are mandated to start early or held over after shift, and (2) officers on RDO who are mandated for shifts based on reverse seniority (lowest senior officer not previously mandated).
Officers who have been required to work mandated overtime will not be assigned another mandated overtime shift until all officers of the same rank have been assigned to a mandated overtime shift.
Officers skipped due to on-duty status will be the first up for the next instance of mandated event overtime.
The reverse seniority mandate will reset on January 1 of each calendar year.
Mandated overtime will be compensated according to general order 207.00.
Paid Leave
Officers will not be ordered to work mandated special event overtime assignments while they are on paid leave.
- Regularly scheduled days off are not considered paid leave unless paid leave is taken before and after those days (bracketed).
- If an officer takes a minimum of seven days off in a row (including regular scheduled days off) the regular days off are considered part of a paid leave bracket and the officer will not be forced to work mandated special event overtime.
Officers cannot take paid leave to work overtime assignments.
Failure to Report
If an officer cannot work an assigned special event, they must notify the Inspection Unit. Officers who fail to report for a special event or are late will be considered absent without leave and are subject to disciplinary action.
Supervision for Special Events
The Inspection Unit will assign an Incident Commander (IC) for special events. The assigned IC will draft an Event Action Plan (“EAP / Ops Plan”), in consultation with the Special Operations Unit (SOU). The IC will submit the final Ops Plan to SOU for approval.
The chief of police or their designee retains the authority to declare any event a special event and assign an IC to lead the event when in the best interests of the City, department, or workforce.
The IC is responsible for all special event activities, including the development of strategies, tactics and the order and release of resources. The IC has overall authority and responsibility for conducting incident operations and is responsible for the management and incident operations at a special event site.
The contact person for a special event is usually the person in charge of the event and is aware of any special needs or concerns regarding the event. The event organizer will be responsible to run the event according to the city permits granted and city policy/procedures. The officer(s) are there to assist staff persons to run a safe and orderly event and enforce violations of law; officers should not get involved in enforcing event rules or values.
Special Event Start and End Procedures
The IC for the special event will determine the end of tour (EOT) time.
Effective July 28, 2023
Employees who work overtime will be compensated by being paid or by receiving time off in compliance with their collective bargaining agreement. All overtime must be approved by a supervisor.
Overtime requests must be submitted as soon as possible after the hours have been worked, but no later than the last day of the pay period. Employees are responsible to submit their own overtime requests in TASS, unless they have been directed otherwise by the Inspection Unit (some overtime assignments will have overtime hours added directly to timecards by the Inspection Unit).  In unusual circumstances (illness, injury, etc.), the supervisor may complete an overtime request for the employee.
Officers are responsible for maintaining a personal record of their earned overtime and ensuring that overtime requests are accurate. Submitting inaccurate overtime requests that result in an employee being paid for hours they did not work is a violation of policy and may result in discipline.
Overtime for sworn personnel may be authorized for the following reasons:
As an Extension of Regular Working Hours:
·     When a direct supervisor determines that an extension of regular working hours is necessary for an employee. When an overtime request is submitted for this reason, there must be specific details of the reason for overtime (including case number when applicable), along with the name of the supervisor who authorized the extension.
Call-Back:
·     When a direct supervisor authorizes a call-back of employees. When an overtime request is submitted for this reason, there must be specific details of the reason for the call-back (including case number when applicable), along with the name of the supervisor who authorized the call-back.
Emergency Recall:
·     When an emergency recall is authorized (see general order 438.21).
Special Events:
·     When officers are assigned to a special event (see general order 206.00).
Contractual Overtime:
·     When employees are assigned to contractual overtime through the Inspection Unit (see general order 207.01)
Court:
(See General Order 453.00: Court Notification Procedures)
Sworn Personnel: Overtime for court appearances/callback is accumulated under the following circumstances at the following rates:
·         Four Hours -- Court Time/Call Back:
Employees required to appear during scheduled off-duty time will be compensated at the rate of 1.5 times the employee's normal hourly rate for hours worked, with a minimum of four hours at the employee's normal hourly rate. The minimum of four hours shall not apply when such court time is an extension of or an early report to a scheduled shift. Overtime activities (court, meetings, etc.) that are continuous, or overlap, shall be considered as one callback with overtime computed from the start of the first activity to the end of the last. Overtime requests are to be submitted to the immediate supervisor for approval. If an employee uses the TASS clock for punching, the time will automatically be submitted on their timecard, and they do not need to complete an overtime request.
·         Two Hours -- Standby:
An employee required to be on standby for a court appearance during scheduled off-duty time will be compensated for a minimum of two hours, based on the employee's normal hourly rate for such day they are required to standby, but such compensation shall not apply where the employee is called to court for an appearance, virtually or in person, on the case subject to the standby request or for any other case. The two-hour minimum compensation for standby shall not apply if notification is given that the standby is canceled prior to 1800 hours of the preceding day. Unless notified to the contrary, standby status shall continue for a maximum of two consecutive days, at which time the employee shall contact the appropriate assistant city or county attorney by 1600 hours the day following initiation of standby status to determine whether the attorney will continue or cancel the standby status. Standby will not be granted on a day when an employee is compensated for any court appearance. An employee shall not submit more than one overtime request per day for “standby” regardless of how many cases the employee is   on standby for. An employee shall not submit an overtime request for “standby” on a day when the employee is earning overtime because of a court appearance or is being paid by the department in any other manner during the standby hours.
Standby must be requested by a prosecuting attorney or representative of the city or county attorney’s office. Standby is not permitted by request from a plaintiff’s attorney, defense attorney, or the public defender. If an employee receives a request for standby from one of these individuals, the employee should notify the assistant city or county attorney assigned to the case. Officers may not place themselves or any other officer into the standby status.
When submitting an overtime request for court, employees must include the name of the attorney and case number related to the request.
Compensation Time:
Employees are limited by union contract to the number of hours they may bank and will be paid for hours worked after the limit has been achieved.  Compensation time off can be taken with the approval of the employee’s supervisor.
Limitations on Number of Hours Worked:
Officers must not work in any official police capacity more than sixteen (16) hours total in any twenty-four-hour period (this includes ALL primary assignment on-duty work and all overtime work).
Officers must not work more than thirty-two (32) hours of overtime within seven (7) consecutive days, as calculated in a Saturday to Friday pay period week (0000 hours Saturday to 2359 hours the following Friday). This limitation applies to ALL overtime hours, including overtime for primary assignments, patrol backfill/shortage, grant-related overtime, administrative overtime, call-backs, contractual overtime, and special events. This limitation also applies to hours worked in any official police capacity outside an officer’s normal assignment, such as hours worked by those officers authorized as part-time employees of the Metro Transit Police Department.
These hour limitations will not apply during an emergency recall.
If there is a need to work more than what these limitations allow, outside of an emergency recall (specialized unit call-backs and hold-over, emergency hold-over, etc.), the additional hours must be approved by the employee’s unit Commander (or one rank above in the case of command staff) and an email must be sent to the Inspection Unit to document the reason for approval.
Individual employees are responsible for maintaining a running total of their own hours worked to ensure that they are in compliance with this policy.
Limitations on Change of Hours for Overtime Assignments:
Supervisors shall not grant a change in hours to accommodate a contractual overtime assignment, unless the change in hours is for a special event/stadium event and is a benefit to department staffing needs (such as for events that may be difficult to staff and result in mandatory overtime for employees). A change in hours under these circumstances must be approved by the employee’s unit Commander (or one rank above in the case of command staff). A change in hours for contractual overtime circumstances other than a special event/stadium event must be approved by the Deputy Chief of the employee’s division.
Employees are prohibited from working in an overtime capacity during hours that are part of their regularly scheduled primary assignment. An employee may not complete a change of hours or day trade in TASS to circumvent this rule. This rule does not apply to employees who are required to trade a primary assignment shift for a different day of the week and/or different hours for a hold book or watch commander assignment, or when directed by a Unit Commander (in those cases, the employee may work overtime during the day & hours that were required to trade for the hold book/watch commander assignment).
Effective July 28, 2023
The Inspection Unit schedules all contractual overtime (COT) services for employees of the Saint Paul Police Department. Organizations, private businesses, or individuals requesting contractual overtime police services should be referred to the Inspection Unit for assessment of suitability for contractual overtime.
1. The rules and regulations of the department govern conduct during contractual overtime assignments.
2. This policy applies to all sworn personnel. For the remainder of this general order the word “officer” refers to all sworn titles unless otherwise noted.
Span and Control:
1. The rank structure of the department will remain intact for contractual overtime assignments.
2. If a COT assignment involves one to four officers working at the same time, no supervisor is required. If a COT assignment or event includes five to nine officers working at the same time, a Sergeant will be scheduled to supervise the assignment/event.
3. If an event includes ten or more officers working at the same time, the event will be designated a “special event” (see policy 206.00).
Posting of Assignments:
As COT events are identified, they will be posted in the overtime scheduling program.
1. Officers who wish to request access to the overtime scheduling program should send an email to SPPD-COT@ci.stpaul.mn.us
2. Officers registered in the overtime scheduling program may volunteer for posted contractual overtime shifts for which they are qualified.
Sworn personnel may need to meet specific qualifications determined by the chief or their designee for a specific contractual overtime assignment. These qualifications will be noted on the overtime posting. Only those meeting the qualifications will receive the assignment. Qualification may be based on rank, specific training, or qualification needs of the assignment.
Notification of Assignments and Reporting for Duty
1. Officers will receive notification through the scheduling program when events are assigned.
2. Officers working contractual overtime will be in the patrol uniform class of the day and follow the equipment policies outlined in the manual. Exceptions to wearing the uniform of the day are at the discretion of the chief or their designee (reference General Order 202.00).
3. While working contractual overtime, department personal appearance standards apply to all officers, regardless of the officer’s primary duty assignment (reference General Order 202.01: Personal Appearance, Uniforms, and Equipment).
4. Officers working contractual overtime will be subject to inspection.
5. If an officer determines they will be unable to report for a contractual overtime assignment, they should use the overtime scheduling program to indicate the cancelation of their assignment.
  If the change is less than a week from the date of the assignment, the officer should also email the Inspection Unit, at SPPD-COT@ci.stpaul.mn.us.
  Three (3) or more instances of canceling assignments within a year may result in an officer being prohibited from working contractual overtime assignments unless extenuating circumstances, such as illness or emergency contributed to the absence.
Any requests to change an already scheduled contractual overtime assignment must be made to the Inspection Unit via email (SPPD-COT@ci.stpaul.mn.us ). Officers are prohibited from self-initiating any changes such as adjusting the hours or reassigning their shift.
Squad Car Use
The overtime scheduling system will note whether a squad car is authorized or required for an assignment.
1. If a squad car is authorized or required for an assignment
  Officers should use pool COT squads first.
  If a pool COT squad is unavailable, officers must follow the established unit/district squad sign-out protocol.
  Squad cars from a unit or district’s primary operational fleet shall be used only when pool COT squads or secondary squad cars are not available.
Employees who use squad cars for COT assignments must follow department policies related to the idling of department vehicles (see G.O. 442.13).
Notifications of Ramsey County Emergency Communications Center:
All officers working contractual overtime must notify the Ramsey County Emergency Communications Center (RCECC) of their status prior to starting the job and generate a case number for contractual overtime (COT). The notification should be made by phone or computer, and must include the following information:
1. Employee long number.
2. Employee call number (generally the badge number).
3. Employee contact phone number.
4. Location of job site.
5. Squad car number if a squad is being used.
6. Hours of work.
At the completion of the contractual overtime assignment, the officer will notify the RCECC that they are end of tour. The CN generated will then be closed and the squad/officer logged off CAD.
Failure to Report for an Assignment
An employee who fails to report for a contractual overtime assignment will be considered in violation of the department policy regarding reporting for duty (230.20 Department Rules of Conduct), and depending on the circumstances, may be prohibited from working contractual overtime assignments for a specified period of time, or subject to discipline.
Prohibitions on Employees Working Contractual Overtime
Officers are not eligible to volunteer for contractual overtime if the following circumstances exist:
1. While on administrative leave, suspension, sick leave, paid parental leave, light duty, injured on-duty status, during mandatory leave following a critical incident, or when job duties are restricted due to an order of a physician.
2. While attending the Saint Paul Police Department recruit academy.
3. Officers who have not yet completed their probationary employment period after graduating from the recruit academy.
5. Employees who use more than 100 hours of sick leave within a consecutive 12-month period.
  This does not include an FMLA or an accommodation approved by Human Resources.
6. Failure to attend or complete mandatory department training without an excused absence.
7. Other just or reasonable causes to prohibit discretionary overtime work as determined by an employee’s division deputy chief, the chief of police, or their designee.
8. Employees who fail to provide quality service to the contractual overtime requestor.
a. Examples of quality service include but are not limited to:
1. Arrive on time and stay until the scheduled end time.
  Greet people you encounter in a friendly and courteous manner.
  Attending to the client, guests, and property without distraction. Minimal use of electronic devices for communication purposes only, not entertainment.
iv) Maintaining a presence on foot and only using the assigned squad when necessary.
1. Being friendly and courteous.
  Following reasonable instructions or requests from the client or their employees and notes in the scheduling program for additional duties.
Limitations on Number of Hours Worked
16-Hour Restriction: Officers may not work in any official police capacity more than sixteen (16) hours total in any twenty-four-hour period. This includes ALL primary assignment on-duty work and all overtime work, combined.
32-Hour Restriction: Officers may not work more than thirty-two (32) hours of overtime within seven (7) consecutive days
1. This is calculated in a Saturday-to-Friday pay period week (0000 hours Saturday to 2359 hours the following Friday).
2. This limitation applies to ALL overtime hours, including overtime for primary assignments, patrol backfill/shortage, grant-related overtime, administrative overtime, callbacks, contractual overtime, and special events.
3. This limitation also applies to hours worked in any official police capacity outside an officer’s normal assignment, such as hours worked by those officers authorized as part-time employees of the Metro Transit Police Department. These hour limitations will not apply during an emergency recall.
If there is a need to work more than what these limitations allow, outside of an emergency recall (specialized unit call-backs and hold-over, emergency hold-over, etc), the additional hours must be approved by the employee’s unit Commander (or one rank above in the case of command staff). The approving supervisor must send an email to the Inspection Unit (SPPD-COT@ci.stpaul.mn.us ) to document their reason for approval.
Individual employees are responsible for maintaining a running total of their own hours worked to ensure compliance with this policy.
Change of Hours to Accommodate Contractual Overtime Assignment
Employees are prohibited from working Contract Overtime during hours that are part of their regularly scheduled primary assignment. Supervisors shall not grant a change in hours to accommodate a contractual overtime assignment. An employee may not complete a change of hours or day trade in TASS to circumvent this rule. This rule does not apply to employees who are required to trade a primary assignment shift for a different day of the week and/or different hours for a hold book or watch commander assignment, or when directed by a Unit Commander (in those cases, the employee may work overtime during the day and hours that were required to trade for the hold book/watch commander assignment).
Body Worn Camera and In-Car Camera
Officers will categorize any BWC and ICC recordings under the case number assigned to that COT event. Officers will exercise special care to ensure recordings for arrests or while assisting other officers on a different incident are categorized under the proper case number. Officers will comply with the BWC policies. (See 442.18 Body Worn Camera Policy.)
Arrests / Assistance Provided to On-Duty Squads
Officers making arrests during contractual overtime shifts should generally remain the primary officer for reporting purposes. An officer may also ask for assistance from an on-duty patrol officer with transport and booking. If the arrest takes the contractual overtime officer over the scheduled hours for their shift, the officer should email the Inspection Unit to notify them of the additional time worked. The officer should include the case number in the email.
Overtime Requests
TASS overtime requests for contractual overtime assignments will generally be filled out and submitted by the Inspection Unit. All contractual overtime will be taken as overtime. Comp time will not be allowed for contractual overtime.
Effective November 22, 2024
Vacation will be granted according to the employee’s collective bargaining agreement. All time off requires the approval of the unit commander to ensure sufficient staffing and facilitate equitable access to vacation days for all personnel.
Civilian Employees:
Effective December 17, 2011, civilian employees will no longer be able to borrow vacation time against future accruals. Only vacation already earned maybe used.
Vacation Time Carry-Over:
The amount of vacation time an employee is allowed to transfer to the subsequent year is covered by their collective bargaining agreement. Transfers of any hours over the amount specified by the employee’s collective bargaining agreement must have the prior approval of the chief of police or his or her designee. Any carried-over vacation hours must be used by March 31 of the subsequent year.
Revised July 27, 2017
Employees will be given time off and/or overtime pay each year for holidays according to their collective bargaining agreement. The eleven holidays are:

•    New Year’s Day
•    Martin Luther King Day
•    President’s Day
•    Memorial Day
•    Juneteenth
•    Independence Day
•    Labor Day
•    Veteran’s Day
•    Thanksgiving Day
•    Day after Thanksgiving
•    Christmas Day
When an employee is scheduled to work on a holiday, but the employee is ill or injured, holiday time will be used.
Effective January 1st, 2023, all employees that are members of the police federation will be given a bank of 88 hours of holiday time on January 1st each year.

Utilization of Holidays by federation members:

•    All “non-essential” employees are expected to be off and marked holiday on their timecard for all paid holidays. In order for a “non-essential” employee to work on a holiday they must have prior approval from their Unit Commander.
•    All employees considered essential and required to work on a holiday (ex. Patrol) will utilize their holiday time as needed.
•    Employees are expected to know when the 88 hours of holiday time they are allotted during a given year has been reached.
•    Supervisors are expected to monitor the employees they supervise to make sure they are not exceeding their holiday usage.
Revised June 2, 2023
The City of Saint Paul is self-insured for worker's compensation insurance as set forth under the State of Minnesota's Department of Labor and Industry. If you are injured in the course and scope of your employment, as defined by statute, you will receive benefits as defined by state law. Workers' compensation claims are handled by staff from the Risk management division in the City of Saint Paul Office of Human Resources.
All injuries must be reported, however minor in scope, regardless of whether medical attention was received.
The Injured Employee Must:
- Complete the Employee's Safety Report within 24 hours of the injury, or before the end of your shift, whichever comes first. This completed form is to be submitted to the employee’s supervisor.
- Obtain a CorVel managed care ID card from your supervisor if you are seeking medical attention. This card has the billing address where all workers compensation medical bills should be mailed. You may also contact CorVel at 612-436-2500 or 877-703-4241.
- The preferred clinic for workers compensation injuries is:
Health Partners Saint Paul Clinic
205 South Wabasha Street
Saint Paul, MN 55107
Appointment line 952-883-6999 or Clinic Number 651-293-8100
Regular Hours are Monday to Friday 8 a.m. to 5 p.m.
Urgent Care Hours: Monday to Friday 5pm to 9pm
Saturday: 9 a.m. to 5 p.m.
Sunday: 12 p.m. to 5 p.m.
- If an emergency or regular clinic/urgent care after hours, report to:
  Regions Hospital – Emergency Room
  640 Jackson Street
  651-254-3456
  24 hours a day / 7 days a week
- An employee may choose to not use Health Partners Urgent Care. A complete list of all CorVel providers is available from Risk Management at 651-266-6500, or you can call CorVel. You may use your own doctor only if you have seen that doctor twice within the past two years.
  General Reminders:
- You must seek medical attention and obtain work ability / off work slip for the first day of lost time in order to have any lost time considered for workers compensation payments.
- All medical documentation needs to be submitted to the Saint Paul Police Department Human Resources Unit, or your claim and/or days off from work may be denied.
- All tests or procedures must be pre-approved by CorVel at 612-436-2500.
- If you receive a medical bill sent to your home, do not ignore it – it means that your medical provider has not billed workers compensation – and the bill has not been processed. Bring it to Police Human Resources Unit, or send it to Risk Management or mail it to CorVel immediately. Failure to do so could result in non-payment and have adverse effects on your credit rating
- If you have any questions concerning a claim, payment, or medical bills related to your injury, contact risk management/worker's compensation, Room 300 City Hall Annex; Call 651-266-6500 or fax 651-266-8886.
  The Injured Employee's Supervisor Must:
- Complete the State of Minnesota Workers Compensation Form titled “First Report of Injury” within 24 hours after the injury or by the end of shift. Submit this form to the Police Human Resources Unit. It is very important to complete this form promptly so the department avoids being fined.
- Complete a City’s supervisor’s report titled “Supervisor’s Safety Report” within 24 hours after the injury or aggravation or by the end of shift. Submit this form to the Police Human Resources Unit.
- Maintain communications with the injured employee while they are off of work.
- Ensure the employee’s reports are filled out and submitted promptly to the Police Human Resources Unit along with any medical documentation from the injury.
- Ensure that the employee provides updated medical documentation on their work status/restrictions.
- If the employee returns from their injury with restrictions, an Employee Accommodation request form should be completed. The Commander/Unit Head should sign off under internal use only unless there are questions/concerns about the request.
- The following must be reported to OSHA:
- Fatalities within 8 hours of knowledge of death
- Inpatient Hospitalizations within 24 hours of learning about them. The numbers to call are 651-284-5050 during the business day; after hours is 1-800-321-6742.
  NOTE: Please also notify police human resources if there is a fatality or overnight hospitalization.
Failure to follow these procedures will result in monetary fines to the department and may result in denial of your claim.
Revised May 30, 2019
Purpose:
The purpose of this general order is to establish procedures that will ensure the proper support and emotional care for an officer’s family following a line of duty death (LODD). Furthermore, this general order takes into account the wellness of department personnel and operation of department functions.
Policy:
It is the policy of the Saint Paul Police Department to provide liaison assistance to the immediate survivors of any member who dies in the line of duty. This assistance will be when a line of duty death occurs while the officer was performing a police-related function, either on or off duty, and while the officer was an active member of the department. The chief of police may institute certain parts of this order for cases of an officer’s natural death. The department will also provide a clarification and comprehensive study of survivor benefits as well as other tangible and intangible emotional support during this traumatic period of readjustment for the surviving family. Funeral arrangements of the deceased officer are to be decided by the family, with their wishes taking precedence over the department.
Discussion:
Coordination of events following the line of duty death of a police officer is an extremely important and complex responsibility. Professionalism and compassion must be exhibited at all times as an obligation to the officer’s survivors and to the law enforcement community. In order to provide the best possible services and support for the officer’s family, specific tasks may be assigned to selected members of the department. These positions are:
1. Deputy Chief assigned to LODD operations.
2. Incident Commander assigned for LODD operations.
3. Hospital Team to immediately liaison with hospital/M.E. staff.
4. Notification Team to coordinate survivor notification.
5. Public Information Officer (PIO) to coordinate LODD communications.
6. Protection Coordinator to establish security for surviving family and involved officers.
7. Funeral Planning Team to liaison with the MN Law Enforcement Memorial Association (LEMA).
8. HR/Legal Team to coordinate benefit summaries and legal concerns.
9. Family Support Team to act as department and family liaisons during the planning process.
10. Employee Assistance Program (EAP).
11. Service Coordinator to liaison with LEMA for service-related operations.
12. Procession Coordinator to liaison with LEMA for procession-related operations.
13. Gravesite Coordinator to liaison with LEMA for honors and gravesite operations.
14. Funeral Security Coordinator.
15. Logistics and Support Coordinator to liaison with LEMA and other support agencies.
An explanation of each of these responsibilities is contained in the Line of Duty Death Protocol Manual.
Revised September 9, 2022
If you are called upon or volunteer to serve in the nation’s armed forces, you will be given military leave. This means that you will be reinstated to your job if you apply for reinstatement within 90 days after your military service is terminated. You must apply for this leave with the Saint Paul Police Department Human Resources Unit at least five days prior to such leave.
The time that you spend in service will be counted the same as though spent in city employment in determining seniority, promotion rights, or salary increases.
Military Training Leave: If you belong to the National Guard or to the Reserve Unit of the Armed Forces, you will be permitted to take a leave of absence not to exceed 15 days, with pay during the ordered annual training period. This will not affect your vacation benefits for the year. You must contact city payroll with a copy of signed orders and notify your supervisor no less than five days prior to taking the military training leave.
Military differential may apply if deployed. Contact City Payroll for more information.
(See Minnesota Statute 352.27, Credit for Break in Service to Provide Uniformed Service and Article 13 of the Saint Paul Police Federation Collective Bargaining Agreement and General Order 252.10: Military Deployment)
Revised August 3, 2017
Leave of absence from duty shall in no case be granted to an officer or employee who has been in the service of the city for less than three months immediately preceding their time or leave, except in case of absence on the grounds of sickness, disability or urgent necessity, in which case application for leave shall be accompanied by such proof of the same as the City of Saint Paul Office of Human Resources Director may require.
The head of the department may grant leave of absence from regular duty to an officer or employee who has been in the service of the city more than three months provided, however, that no leave of absence, whether granted, extended or continued, shall exceed one year.
Leaves of absence without pay are granted primarily for the benefit of the City of Saint Paul and its several departments, and not for the mere convenience of the employee.
The head of the department shall grant leave of absence without pay to enable an officer or employee to take in the city service an elective or appointed position exempt from the classified service. Such leave may be granted for a period extending over the time of actual and continuous service in such position or positions. At the termination of the elective or exempt service, such officer or employee shall be reinstated to the classified service in their former position or in a position in the same class and grade as the position held by her/him at the time of appointment or elective to the exempt office subject to the existence of a vacancy; and provided further, that such reinstatement shall be without loss of seniority.
The head of the department shall grant leave of absence because of disability or injury received in the performance of duty not due to the negligence of the officer or employee for the period they are receiving compensation payments from the city for temporary partial disability or temporary total disability.
A parental leave of absence without pay shall be granted for up to one year for employees who request such leave in conjunction with the birth or adoption date of a child. Such leave may be extended an additional 12 months by mutual agreement between the employee and the employer.
Employees granted leaves of absence of 30 days or more shall turn the following property in to the Saint Paul Police Department Human Resources and Inspection units prior to taking leave: badge and wreath; handgun, and ID card.
The following will be the process for approval/denial involving leave of absence requests:
1. The employee shall obtain a Request for Leave Of Absence Form from the police human resources unit.
2. The employee shall forward the completed form(s) to the chief of police for action.
3. The Chief, as appointing officer, may/shall grant the leave of absence in accordance with Civil Service Rule 19, and shall report all such approval requests to the City of Saint Paul Office of Human Resources by signing the Leave of Absence Form.
4. The affected employee shall be notified of the approval/denial by the Chief or their designee.
  Revised May 22, 2019
Family and Medical Leave Policy:
In accordance with the Family and Medical Leave Act (FMLA), the City of Saint Paul will grant job protected unpaid family and medical leave to eligible male or female employees for up to 12 weeks per 12 month period for any one or more of the following reasons:
- Birth, adoption or foster placement.
- To care for an immediate family member (spouse, child, or parent) of the employee if such immediate family member has a serious health condition.
- Employee’s own serious health condition which makes the employee unable to perform the functions of her/his job.
  Coverage and Eligibility:
  To be eligible for family/medical leave an employee must have worked for the City of Saint Paul for at least 12 months, and must have worked at least 1,250 hours over the previous 12 month period.
  Intermittent or reduced Leave:
  If “medically necessary,” due to the serious medical condition of the employee, or that of the employee’s spouse, child, or parent, leave may be taken on an intermittent schedule. If leave is requested on this basis, however, the employee may be required to transfer temporarily to an alternative position with equivalent pay and benefits which better accommodates recurring periods of absence or a part-time schedule.
  “Medically necessary” means there must be a medical need for the leave and that the leave can best be accomplished through an intermittent or reduced leave schedule.
  For part-time employees and those who work variable hours, the family and medical leave entitlement is calculated on a pro rata basis. A weekly average of the hours worked over the 12 weeks prior to be used for calculating the employee’s normal workweek.
  Other Leave Time Must Be Used First:
  FMLA does not provide employees with pay during leave. Employees using FMLA for the birth, adoption or placement in foster care of a child will receive paid parental leave in accordance with the Paid Parental Leave Policy. Employees may use short term disability (if eligible). Employees are required to use accrued sick, compensatory time and vacation in the following order:
1. Sick leave (as allowed by applicable bargaining unit agreement and/or applicable policies) until the available accrued sick leave balance is depleted to 40 hours,
2. Compensatory time,
3. Vacation time until the available accrued vacation balance is depleted to 40 hours.
All time in excess of 5 days of sick and/or vacation, including all compensatory time must be used in the order stated above.
If an employee is enrolled in short term disability their pay will be coordinated with the short term disability vendor so that it does not exceed 100% of their gross pay.
An employee may request unpaid leave provided it does not exceed the maximum FMLA entitlement period.
It is the employee’s responsibility to communicate with his or her supervisor and payroll how they would like to use paid time available to them while on FMLA leave.
All types of leave, whether paid or unpaid, taken for a reason covered by FMLA will run concurrent with FMLA leave
Employees should confer with either city employee benefits or police human resources to coordinate their time, benefits and documentation.
Job Protection:
If the employee returns to work following the approved family/medical leave period, s/he will be reinstated to her/his former position or equivalent position with equivalent pay, benefits, status and authority.
The employee’s restoration rights are the same as they would have been had the employee not been on leave thus, if the employee’s position would have been eliminated or the employee would have been terminated but for the leave, the employee would not have the right to be reinstated upon return from leave.
If the employee fails to return within 12 weeks following a family/medical leave, the employee will be reinstated to her/his same or similar position, only if available, in accordance with applicable laws. If the employee’s same or similar position is not available, the employee may be terminated.
Benefits Coverage:
An employee granted a leave under this policy will continue to be covered under the City’s group health insurance plan, life insurance plan and long-term disability plan under the same conditions as coverage would have been provided if the employee had been continuously employed during the leave period.
Employee contributions will continue to be deducted from their paycheck as long as they are receiving pay through sick, vacation, compensatory time and/or paid parental leave. Should an employee exhaust all paid time off the employee will be billed by the benefits administrator. Employee contribution amounts are subject to any change in rates that occurs while the employee is on leave. If an employee’s contribution is not paid by the due date on the bill the employee’s coverage will lapse.
An employee is not entitled to seniority or benefit accrual (such as vacation and sick leave) during periods of unpaid leave, but will not lose anything accrued prior to leave.
Revised August 3, 2017
The City of Saint Paul offers paid parental leave to eligible employees due to the birth of an employee’s child or placement within an employee’s home of an adopted child. This leave will run concurrently with leave under the Family and Medical Leave Act (FMLA).
To be eligible for paid parental leave, an employee must be employed for at least 12 months and have worked a minimum of 1250 hours during the 12-month period prior to the leave.
An eligible employee who is the birthing mother may use up to 6 weeks of family sick time (8 for C-section), followed by an additional 4 continuous weeks of paid parental leave. They can be off for a total period of up to one year, but once their vac/hol/comp time is exhausted, any additional time off would be no pay.
Non-birthing parents may use 1 week of family sick time, followed by 4 continuous weeks of paid parental leave. They can be off for a total period of up to one year, but once their vac/hol/comp time is exhausted, any additional time off would be no pay.
Vacation and sick leave benefits will continue to accrue during the period of paid parental leave. The City will continue to pay its share of the cost of an eligible employee’s group health insurance during a paid parental leave. The eligible employee’s share of the premium will be deducted from the eligible employee’s pay in accordance with normal practices.
Paid parental leave must be utilized within twelve weeks following the birth or adoption of a child.
Employees should confer with police human resources to coordinate time, benefits and documentation for this type of leave.
October 21, 2022
All employees will be required to use the SPPD Sick Call Smartsheet Form to notify their supervisor of an absence. Access to the Smartsheet form is web based.  All employees will be provided a link that can be saved to their personal devices or any computer with access to the internet. Employees unable to report for duty due to being sick will complete the Sick Call Smartsheet Form as soon as possible before their shift or within ½ hour after their scheduled work time. In the case of an emergency, a supervisor may complete the Sick Call Form on behalf of the employee.
Definitions and Rules
Any employee who has accumulated sick leave time shall be granted leave with pay by the head of the department in accordance with their collective bargaining contract. The department will not substitute vacation hours for persons without any sick leave, unless they have vacation time accrued.
An employee or their supervisor must submit a Smartsheet Sick Call Form whenever they call in sick and when they return to duty.  This link is located on the front page of the department intranet.
In no case will leave with pay be granted in anticipation of any future sick leave accumulation. An employee shall be paid under the provisions of this paragraph only for the number of hours for which they are scheduled.
The word “sickness”, as it occurs in this section means bodily disease or illness. Sickness does not include any ailment or condition due in whole or in part to chemical dependency.
Chemical dependency may be recognized as sickness while the employee is under medical care and treatment for such addiction. No employee shall be granted sick leave with pay for chemical dependency addiction more than twice in their career.
Mental health and wellness conditions may be recognized as sickness when diagnosed by a medical professional and the employee is under medical care and treatment.
The employee’s Deputy Chief will consult with the department Human Resources Liaison before determining whether sick time may be used during the treatment of chemical dependency, or mental health and wellness conditions.
Use of Sick Time
If an employee is sick due to their own illness or injury for more than seven consecutive working days, they must submit a sick note from their attending medical provider. It is the supervisor’s responsibility to see that this note is obtained and submitted to Police Human Resources when the employee returns to work.
An employee who uses three or more consecutive sick days for a child, family, or household member must submit a sick note from their medical provider. It is the supervisor’s responsibility to see that this note is obtained and submitted to Police Human Resources when the employee returns to work.
Notwithstanding the previous requirements, the department may require a sick note from an employee’s medical provider at any time during an employee’s illness. All medical provider sick notes shall be forwarded to Police Human Resources.
Return to Duty
If an employee is unable to work for a period of 30 or more calendar days, they may be required to submit a note from their medical provider attesting to their recovery and mental and physical ability to return to full duty.
Family and Medical Leave Act (FMLA)
Employees should confer with Police Human Resources to coordinate their time and benefits when sick for three or more days due to a serious medical condition.  This includes circumstances when the employee or their child, spouse or parent has a serious medical condition. Please refer to City policy on the Family and Medical Leave Act.
Parental Leave, Women’s Economic Security, and Earned Sick and Safe Leave
Parental Leave runs concurrent with FMLA leave and will be granted in accordance with the collective bargaining agreement and City Civil Service Rules.
Employees may use their employer-provided sick time for “an illness of or injury to the employee’s child, adult child, spouse, sibling, parent, grandparent, or stepparent.” Under the law, employers may limit personal sick leave usage for relatives to 160 hours in any 12-month period. However, this does not apply to absences due to the sickness or injury of a minor child.
The Women’s Economic Security Act permits employees to use their employer-provided sick time for an illness or injury to the employee’s mother-in-law, father-in-law, and grandchild. The City may limit personal sick leave usage for relatives to160 hours in any 12-month period. However, this does not apply to absences due to the sickness or injury of a minor child.
The City of Saint Paul implemented an Earned Sick and Safe leave policy. The first 48 hours of sick time that someone uses in a calendar year is considered earned safe and sick time, regardless of the reason why the sick time was used. After 48 hours are used, the rules revert back to regular sick time usage. Earned sick and safe time can be used for the following reasons:
- Care for oneself
- Care for a family member (family member is much broader than other policies; basically, it can be used for anyone in the family or anyone who is “close” like family)
- Domestic violence or personal safety issues
- Care for a family member whose school or place of care is closed by a public official due to toxins, hazards, etc.
- Care for a family member whose school or place of care has been closed due to inclement weather (snow days) or other unexpected closure (day care provider is sick)
Extended Leave – Injured on Duty
The City Council may, by resolution, authorize a leave of absence with pay when an employee is unable to work because of a compensable injury arising out of and in the course of their employment with the city, and has used all accumulated sick leave to which they are entitled. This leave of absence may not exceed 65 working days during any 12-month period.
Sick Leave Without Pay
Sick leave without pay may be granted for a period up to but not to exceed two years. A leave of absence form must be completed for approval by the chief of police.
Effective November 17, 2023
Absence from duty without leave, or failure to report after leave has expired or has been disapproved or revoked and canceled by the chief of police, shall be deemed a resignation of the employee on such leave, or cause for their discharge, provided, however, that if the officer or employee so charged shall show to the satisfaction of the chief of police that such absence or failure to report was excusable, the chief of police may then permit their reinstatement.
Revised May 22, 2019
Employees must be allowed time off, with pay, to vote. State law allows for time to travel to the polling place, cast a vote and return to work. Employees are required to notify their supervisor, in advance of Election Day, of their request for paid time off to vote. The employee will work with the supervisor to find a mutually acceptable time during the day to afford the employee this right. The request for time off should reasonably allow for an employee to get to their designated polling place, vote and return to work. If an employee chooses to vote on their way to work, travel time prior to voting will not be paid, but voting time and travel to work will be paid. If an employee does not return to work after voting, travel time after voting will not be paid.
(See Minnesota Statute 204C.04: Employees; time off to vote)
Revised August 10, 2017
A Policy against Discrimination, Violence, Harassment, and Offensive Behavior in the Workplace:
It is the policy of the City of Saint Paul to maintain a respectful work and public service environment. The City of Saint Paul will maintain a work and public service environment free from discrimination, violence, harassment, and offensive behavior. The City of Saint Paul will not tolerate retaliation or intimidation directed toward anyone who makes a complaint or participates in an investigation under this policy. The City of Saint Paul will not tolerate such behavior by or toward any employee or officer. Any employee or officer of the City of Saint Paul who engages in such behavior is subject to consequences, up to an including termination.
DEFINITIONS
Discriminatory behavior includes inappropriate remarks about or conduct related to an employee’s race, color, creed, religion, national origin, disability, sex, marital status, age, sexual orientation, gender identity, status with regard to public assistance, Veteran’s status, or any other reason protected by local, state, or federal law, ordinance or regulation.
Violent behavior includes the use of physical force, harassment, intimidation, or abuse of power or authority when the impact is used to control by causing pain, fear or hurt. Violent behavior also includes verbal abuse and/or acts, words, comments, or conditions that would lead a person to reasonably believe a violent act could occur.
Harassing behavior includes words or conduct that is severe or pervasive, and that a reasonable person would find abusive.
Offensive behavior includes words or conduct that a reasonable person would find reprehensible, although the conduct is neither severe nor pervasive.
Other behavior prohibited by this policy also includes requests to engage in illegal, immoral or unethical conduct.
Conduct includes acts and the dissemination or display of discriminatory, violent, harassing or offensive material at work, at work-related functions, or in work vehicles, computers, lockers, cubicles, emails, other written or electronic documents, and other work locations or functions. It also includes the dissemination or display of such material if it is located on an employee’s personal equipment, like PDAs and cellphones, if that material is displayed or disseminated at work. Words and conduct prohibited by this policy can include discriminatory, harassing or offensive:
- Remarks, slurs, epithets, or jokes;
- Material displayed or disseminated in pictures, posters, cartoons or written or electronic communications, including emails, websites, social media posts, texts, and all other forms of communication; or
- Impeding movement, blocking, or intimidating conduct and acts.
  Sexual Harassment. One specific kind of discriminatory and offensive behavior is sexual harassment. Sexual harassment, which can consist of a wide range of unwanted and unwelcome sexually-directed behavior, is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:
  Submitting to the conduct is made either explicitly or implicitly a term or condition of an individual’s employment or of obtaining public services;
- Submitting to or rejecting the conduct is used as the basis for an employment decision affecting an individual’s employment or the delivery of public services; or
- Such conduct has the purpose or results of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work or public service environment.
  Behavior prohibited by this policy can include unwanted or unwelcome:
- Sexual remarks, jokes, slurs or compliments;
- Sexual innuendo or propositions;
- Sexually-suggestive facial expressions, leering or ogling;
- Display or dissemination of sexually oriented material in pictures, posters, cartoons or written or electronic communications, including emails, websites, social media posts, texts, and all other forms of communication;
- Kissing, touching, or other sexual physical contact; or
- Impeding movement, blocking, or intimidating conduct and acts.
  All sexually harassing behaviors prohibited by this policy have not been explicitly covered herein. The examples used are for illustrative purposes and are not meant to be all-inclusive.
  Retaliation is the commission of an adverse action towards an employee who has either filed a complaint against or participated in an investigation of a complaint by one against whom a complaint was filed. Retaliation can be blatant or it can be subtle.
  Intimidation is behavior that induces fear in another person through threats, insults, badgering, bullying or aggressive behavior.
  (All behaviors prohibited by this policy have not been explicitly covered herein. The definitions used are for illustrative purposes and are not meant to be all inclusive.)
  Any person who feels he or she is being subjected to discriminatory, violent or offensive behavior of any kind may feel free to object to the behavior and shall report the behavior to their supervisor or to the Human Resources Director as soon as possible. In the case of violent behavior the incident must be reported immediately after the incident. An employee that feels they have been subjected to such conduct by a non-employee third-party, such as a vendor or members of the general public, should report the conduct in the same manner.
Any supervisor who receives a discriminatory, violent or offensive behavior complaint or who has reason to believe that such behavior is occurring shall report these concerns to their department or office director or to the Human Resources Director.
A supervisor should not make an independent determination as to the validity of a complaint. A supervisor who fails to report the concerns as provided for in this paragraph is subject to consequences, up to and including termination of employment.
NOTE: For employees of the Police Department, Internal Affairs will investigate the claim and may require assistance from the City Human Resources Director (see General Order 219.00)
It is a violation of this policy to report a malicious or knowingly false claim.
All complaints of discriminatory, violent, harassing, or offensive behavior, retaliation, intimidation, or filing a false or malicious claim will be investigated promptly, fairly and completely. The facts shall determine the response to each complaint. Each situation will be handled as discreetly as possible consistent with applicable law.
The City of St. Paul will take prompt and effective remedial action to resolve complaints under this policy. The City of St. Paul may take immediate steps, at its discretion, to protect the complainant, other employees, or members of the public pending the completion of the investigation. Resolution of complaints can include, but is not limited to, an apology, transfer, direction to stop the offensive behavior, counseling or training, verbal or written warning, suspension with or without pay or termination of employment. In the event that offensive behavior recurs, it should immediately be reported to their department or office director or to the director and progressive discipline should be applied.
Employees should understand that this policy applies to each and every employee and official of the City of Saint Paul, including the Mayor, City Council, and members of boards and commissions. The City of Saint Paul will not tolerate retaliation or intimidation directed towards anyone who makes a complaint.
The foregoing is a statement of policy and is not intended by the City of Saint Paul to create a contract. The City of Saint Paul reserves the unilateral right to amend, rescind, and otherwise modify the foregoing policy.
Revised September 1, 2017
EPIC (Ethical Policing Is Courageous) is a peer intervention project undertaken by the Saint Paul Police Department. All officers, regardless of rank, will be trained with the ideals and tools of EPIC.
DEFINITIONS:
Intervention refers to an officer taking action to prevent another officer, regardless of rank, from actions of misconduct, or from exercising poor judgment that is likely to lead to misconduct or threaten the wellness of that officer, the community or the reputation of the Saint Paul Police Department.
Officer refers to any sworn member of the Saint Paul Police Department, regardless of rank.
Retaliation is the commission of an adverse action towards an employee who has been a participant in an EPIC intervention. Retaliation can be blatant or subtle.
EPIC has been adopted and implemented with the purpose of promoting a department-wide culture of high-quality and ethical policing. EPIC educates, empowers and supports the officers to play a meaningful role in “policing” one another. EPIC is a peer intervention program that teaches officers how to intervene to stop a wrongful action before it occurs. EPIC also educates officers to recognize these situations and intercede, regardless of whether or not the incident is already in progress.
The development, implementation and training of this program is a crucial component of the department’s continued commitment to provide legitimate and lawful constitutional policing to the public and promote just and ethical behavior. The EPIC program promotes officer wellness and seeks to foster and build upon the trust between the public and the Saint Paul Police Department. The Saint Paul Police Department strongly believes in the power of the EPIC program to effect positive change within our department. As such, the department recognizes the importance of providing a workplace free of retaliation as a result of good faith EPIC intervention.
The program serves to support officers who intervene or take action to prevent misconduct or instances of officers exercising poor judgment. EPIC intervention promotes active bystandership, and may include action to prevent or mitigate any of the following conduct or behavior:
•   Unsafe behavior and/or bad tactics;
•   Signs of stress, fatigue, or declining officer wellness;
•   Cutting corners;
•   Adverse encounters;
•   Actions that could discredit the department;
•   Policy or law violations.
An intervention may include, but is not limited to:
•   Taking a primary role at a scene;
•   Redirection of an officer to other tasks;
•   Assuming custodial responsibility of a person in custody;
•   Addressing a personal or professional issue with an officer.
RETALIATION IS PROHIBITED. No member of the Saint Paul Police Department shall take any negative action against an officer who upholds the ideals of EPIC by intervening where appropriate, regardless of the rank of involved officers. It is against department policy to retaliate against a good faith intervention by an officer. Supervisors will be held accountable for providing a working atmosphere free from retaliation.

Nothing in this policy is intended to circumvent SPPD G.O. 246.01 Response to Resistance or Aggression Procedure, Duty to Intervene , Responding to Persons in Crisis, and De-Escalation. An intervention does not change the reporting obligation of any member of the department. If an incident is not reportable under 246.01, it does not become reportable after the implementation of EPIC. EPIC is not intended as a means to increase or lessen an officer’s reporting obligation.
An attempted and/or accepted intervention shall be considered as a mitigating factor in any consequent discipline proceedings.
October 30, 2020
Reporting Procedures:
1. Any Workplace Conduct Violation of an Employee: The City is dedicated to making its work environment free from discrimination, violence, harassment, and offensive behavior. The City’s ability to act promptly and effectively is dependent on timely reports of alleged incidents. Any person who believes they have been subjected to conduct or behavior as defined in General Order 218, or has knowledge of conduct constituting a violation has a responsibility to do one of the following:
  Take action to stop the violation. While you are not obligated to confront the person, you may choose to speak privately with the person initiating the offending conduct and they may be unaware of its impact upon you. If the conduct stops, you may decide not to report the incident to your supervisor.
  If you do not wish to speak privately with the individual or if the conduct continues after you have communicated your concerns to the person initiating the conduct, immediately contact your supervisor or your supervisor’s immediate supervisor, as appropriate, or the Deputy Chief of your division, or a member of the staff in the City of Saint Paul Office of Human Resources, or the City Attorney. Relate to them the nature of the conduct; this can be done orally or in written form.
2. Any Workplace Conduct Violation by a Service Provider: Services on behalf of the public that are provided through a service provider under contract with the City are to remain free from discrimination, violence, harassment, and offensive behavior. Any person who believes they have been subjected to harassment or has knowledge of conduct constituting harassment has a responsibility to do one or both of the following:
  Take action to stop the violation. While you are not obligated to confront the person, you may choose to speak privately with the person initiating the offending conduct and ask her/him to stop. It is helpful to provide the person with the reasons why you are offended by the conduct, as they may be unaware of its impact upon you. If the conduct stops, you may decide not to report the incident to your supervisor.
  Any person receiving a service from the City through a service provider under contract with the City who believes they have been subject to a Workplace Conduct Violation can file a complaint of harassment with the City of Saint Paul Human Rights and Equal Economic Opportunity Department.
3. Other Reporting Options: If you do not wish to use the procedures previously set forth in this section, following is a list of alternative resources:
Your appropriate bargaining unit’s union representative at the work site.
Human Rights and Equal Economic Opportunity Department
15 West Kellogg Boulevard
280 City Hall / Court House
Saint Paul, Minnesota 55102
651-266-8900
Minnesota Department of Human Rights
625 Robert St N
Saint Paul, MN 55155
651-296-5663
United States Equal Employment Opportunity Commission
330 2nd Ave S., Suite 720
Minneapolis, Minnesota 55401
612-335-4044
POLICE DEPARTMENT COMPLAINT PROCEDURES
The Police Department will investigate workplace conduct complaints for both sworn and non-sworn staff within the Police Department according to the City of Saint Paul Workplace Conduct Policy. City human resources staff may act as a consultant to the assigned investigator. The Police Department will submit a copy of the Incident Form, Investigation Results to HR Director and Three-Month Follow-up Report to City Human Resources.
Revised May 22, 2019
If you are called for jury duty, you will be given a leave of absence with pay for the time you serve. However, you will be expected to come to work during any period of time that you are not assigned to a case. If you are working on a night shift, necessary changes in shift arrangements will be made so that you may serve.
Daily fees that have been paid to you for serving shall be signed over to the City of Saint Paul and sent to the police fiscal affairs unit. The employee may keep the mileage fee they are paid, provided they did not use a department vehicle for travel between home and court.
Revised July 1, 2011
New civilian hires, police trainees, police graduates, and promotional employees shall be on probation for a period of one year, with the exception of employees covered by the Operating Engineers Collective Bargaining Agreement who serve a six-month probationary period. Police trainees will be on probation during the academy, and then will start a one-year probationary period upon assignment to patrol.
An employee may be terminated at any time during the probationary period. Employment will automatically continue unless the chief of police certifies, before the end of the probationary period, that the employee has not performed satisfactorily. Therefore, it is vitally important that supervisors be aware of the deadlines involving a probationary employee who does not perform satisfactorily. If employment is terminated at the end of the probationary period, and if the probationer is entitled to veteran’s preference in accordance with the Veteran’s Preference Act of the State of Minnesota, they shall be entitled to a hearing as required by law.
(See Saint Paul Civil Service Rules, 10: Probation)
Revised May 22, 2019
Emergency Suspension:
Any commander or supervisor has the authority to impose emergency suspension until the next business day against a member or employee when it appears that such action is in the best interest of the department. Any person so suspended shall be instructed to report to the office of their division deputy chief, assistant chief or the chief at 0900 hours on the next business day unless circumstances dictate a different course of action. The commanding officer recommending or imposing the suspension will report at the same time. The final department authority and responsibility rests with the chief of police. This procedure provides for immediate disciplinary action against those members who fail to comply with department policies where it is appropriate to take immediate action. Such action shall be imposed by the immediate supervisor or the highest-ranking officer of the unit or member acting in such capacity.
Procedures:
The emergency suspension of an employee is limited to suspending the member for that one day without pay.
Discretion will be exercised in the application of this authority and suspension will normally be resorted to only when the offending member has failed to respond to less drastic methods. Care must always be taken to ensure that critical assignments are not left uncovered as result of a suspension action.
Progressive disciplinary action would suggest the following measures (greater penalty may be justified, either because of the circumstances or because of the offender’s accumulative record):
First Instance Supervisory Counseling
Second Instance Oral Reprimand
Third Instance Written Reprimand
Fourth Instance Emergency Suspension
In all of the above instances, a regressive calendar will be used.
Example:
If an employee reports late to work (unexcused tardiness) on this date (6/21/10), the key element would be how many times were they late over the past year using the current date as the starting point. If it was the first time, they would receive a supervisory counseling. If it was the fourth occurrence, they would receive an emergency suspension and be instructed to report to the deputy chief’s office at 0900 hours on the next business day unless circumstances dictate a different course of action.
Action under this subdivision will not bar recommendation for a more severe penalty by higher authority when it is felt that such discipline is being used to cover a transgression warranting a more severe penalty or dismissal. If a greater penalty results, any preliminary discipline served will be taken into account in fixing the larger penalty.
When the highest-ranking officer of the unit imposes emergency suspension under the provisions of this order, they will notify their commander, but they need not notify internal affairs nor obtain a control number. No statement need be taken from the offender.
When action is taken under this subdivision, a report will be immediately forwarded to the personnel officer.
Nothing in this subdivision is meant to take away from a supervisor the prerogative of correcting, admonishing or reprimanding a subordinate whenever suspension is not warranted by the nature or circumstances of the incident.
If a supervisor determines that they will impose discipline, they should contact the Internal Affairs Unit to obtain a control number. All discipline letters must bear the initials of the Deputy Chief of the employee’s division, and the Chief of Police, prior to discipline being imposed.
Revised May 18, 2021
The reporting of misconduct and prevention of the escalation of misconduct are areas that demand an employee to exercise courage, integrity, and decisiveness. When an employee who is not a supervisor becomes aware of possible misconduct by another member of this department, the employee shall immediately notify a supervisor. Furthermore, an employee who observes serious misconduct shall take appropriate action to cause the misconduct to immediately cease. The fact that a supervisor is present and not taking appropriate action to stop the misconduct does not relieve other employees present from this obligation.
An employee’s obligation to report and prevent misconduct begins the moment the employee becomes a member of the Saint Paul Police Department. Police officers, because of their status as peace officers, have an even greater responsibility to report and prevent misconduct. Experience, rank, or tenure are not factors in knowing the difference between right and wrong, and they do not provide an excuse for failing to take appropriate action. Although supervisors are responsible for investigating allegations of misconduct, all department employees are responsible for preventing and reporting misconduct.
Any employee present and observing an officer(s) using excessive force, or engaging in unlawful conduct, or in violation of the Saint Paul Police Department Rules of Conduct has an affirmative duty to intercede and report. Failure to intercede and report will result in disciplinary action.
The public of The City of Saint Paul expect and deserve employees who possess a high degree of integrity. Any employee who is perceived justifiably or not, to be condoning or concealing misconduct impairs the trust of the public.
Employees must respect and be aware of their responsibility to freely and truthfully report all acts of misconduct and to act, if necessary, to prevent the escalation of those acts. This is essential if the department is to maintain the trust of the public.
Updated January 14, 2019
(See General Order 304.00: Internal Affairs Unit)
The Police Civilian Internal Affairs Review Commission (P.C.I.A.R.C.), created under Saint Paul Administrative Code 102, Section 01, is charged with reviewing completed investigations involving allegations of excessive force, inappropriate use of firearms, discrimination as defined in Chapter 183.02 of this code, racial profiling, poor public relations and any other complaints referred to it by the mayor, chief of police or the director of the Department of Human Rights and Equal Economic Opportunity (HREEO).
The commission has a civilian review coordinator to assist in receiving complaints from the public. This person is employed by the HREEO for the specific purpose of serving as staff to the commission, managing the complaint process and preparing minutes of commission meetings.
At the conclusion of an investigation, the internal affairs unit submits the completed case file to the P.C.I.A.R.C. for review. The commission makes a recommendation for disposition and discipline to the chief of police following their review. The chief may agree with the commission and take the recommended action. If the chief disagrees with the commission’s action recommendations, the chief shall notify the review coordinator, in writing, of the action they intend to impose. The review coordinator shall notify the commission chair who shall have five (5) working days to discuss any concerns they may have before any action is finalized. This provision does not prohibit the chief of police from taking immediate action in any case. In all matters, the chief of police is the final decision-making authority.
Once the final disposition has been determined, the internal affairs unit commander will advise the complainant of the case disposition in a written letter.
Updated February 1, 2019
Employees rights as it relates to discipline, hearings, etc., shall be in conformance with employee contracts, civil service rules and regulations, and Minnesota Statute 626.89, Peace Officer Discipline Procedures Act.
Dismissal Action:
If an investigation of officer misconduct results in dismissal, the officer will be provided the following information in the dismissal notice.
- A statement citing the reason for dismissal.
- The effective date of the dismissal.
- A statement of the status of fringe and retirement benefits after dismissal.
- A statement as to the conduct of the officers employment record relating to the dismissal.
Revised October 21, 1994
Suspension:
An employee may be suspended without pay for a period not exceeding thirty days. An employee who has been suspended may ask for a review of their suspension by the civil service commission.
Reduction, Suspension or Discharge:
An employee may be suspended, reduced in rank or may be discharged for cause. An employee who has civil service status and has completed their probationary period has the right of appeal and a hearing if they are disciplined. If an employee wishes to appeal, they must make a request in writing within five days after they have been notified of the action to the City of Saint Paul Office of Human Resources.
Cause for Discharge, Reduction, and Suspension Under City of Saint Paul Civil Service Rules Section 16.B:
The following shall be cause for an employee's discharge, reduction, or suspension from the employee's position:
1. Conviction for a criminal offense or for a misdemeanor involving immoral conduct; or
2. Commission of an immoral or criminal act; but if such act is, at the time of the charge being considered, involved in a criminal proceeding before a grand jury or the courts, the employee so charged may request that the investigation be postponed or continued until such time as the criminal proceedings are terminated, and such request shall be granted; provided the employee shall be suspended from duty and provided the employee shall execute a waiver of all right to pay during said postponement; and provided further that the employee may have the hearing or investigation proceed at any time on ten day notice in writing; or
3. Willful, wanton or culpably negligent brutality or cruelty to a prisoner or a person in custody; provided the act committed was not necessarily or lawfully done in self-defense, or to protect the lives of others or to prevent the escape of a person lawfully in custody accused of felony or gross misdemeanor; or
4. Willful violation of any of the Civil Service Rules; or
5. Conduct unbecoming a city employee; or
6. Violation of any lawful and reasonable official regulation or order or failure to obey any lawful and reasonable direction made and given by the employee's supervisor, where such violation or failure amounts to an act of insubordination or a serious breach of proper discipline resulted, or might be reasonably expected to result in, loss or injury to the city or to the public or prisoners or wards of the city; or
7. Intoxication on duty; or
8. Contraction of some infectious disease or ailment or defect which permanently incapacitates the employee for the proper performance of the duties of their position; or
9. Commission of an act which amounts to an act of insubordination, or to disgraceful conduct, whether such acts were committed while on duty or off duty; or
10. Wanton offensiveness in language or conduct toward the public or toward city employees; or
11. Incompetent or inefficient performance of the duties of the employee's position (specific instances to be charged); or
12. Carelessness or negligence of city property; or
13. Failure to pay or make reasonable provision for future payment of the employee's debts; or
14. Use of threat or attempt to use political influence in securing promotion, leave of absence, transfer, change of grade, pay or character of work; or
15. Direct or indirect solicitation or receipt of any assessment, subscription, or contribution for any political party or political purpose whatsoever; or
16. Inducement or attempt to induce a city employee to commit an unlawful act or to act in violation of any lawful and reasonable regulation or order; or acceptance of any fee, gift or other valuable in the course of the employee's work or in connection with it, for the employee's personal use from any person, when such fee, gift or other valuable thing is given in the hope or expectation of receiving a favor or better treatment than that accorded other persons; or
17. Absence from duty without leave contrary to the Civil Service Rules or failure to report after leave of absence has expired or after such leave of absence has been disapproved or revoked or canceled; however, if such absence or failure to report is excusable, the appointing officer and the Civil Service Commission may ignore the charges; or
18. Any false statements or fraudulent conduct or deception, or connivance with any person in making any false statement, engaging in any fraudulent conduct, or in attempting any deception in any official city business; or
19. Absence from duty and fraudulent request for leave with pay; or
20. Any false statement or fraudulent conduct in order to obtain compensation from the city; or assistance of any employee in fraudulently obtaining compensation from the city; or
21. Any other failure to comply with the provisions of the collective bargaining agreement for the group which includes the employee's title.
22. Any violation of Minnesota Statute 181.932 which prohibits discharge, discipline, threatening, acts of discrimination, or penalization of an employee regarding the employee's compensation, terms, conditions, location or privileges of employment because:
23. The employee, or a person acting on behalf of an employee, in good faith, reported a violation or suspected violation of any federal, state, or local law, rules or regulation to an employer, governmental body or law enforcement official;
  The employee is requested by a public body or office to participate in an investigation, hearing or inquiry; or
  The employee refuses an order to perform an action they have an objective basis in fact to believe violates any federal, state, or local law, rule or regulation, after the employee informs the employer that is their basis for refusal.
  Revised May 22, 2019

This policy is established and implemented in compliance with the Minnesota Peace Officer Standards and Training (POST) Board. This policy defines conduct unbecoming a peace officer and supplements the ethical standards contained in the Saint Paul Police department manual, cites of which have been included for your reference.

Policy:

Law enforcement effectiveness depends upon community respect and confidence. Conduct which detracts from this respect and confidence is detrimental to the public interest and should be prohibited. The policy of this department is to investigate circumstances suggesting an officer has engaged in unbecoming conduct, and impose disciplinary action when appropriate.

Scope:

This policy applies to all officers of this agency engaged in official duties, whether within or outside of the territorial jurisdiction of this agency. Unless otherwise noted, this policy also applies to off duty conduct as well. Conduct not mentioned under a specific general order, but which violates a general principle is prohibited.

This policy is organized into eight principles governing conduct unbecoming an officer. Each principle is followed by the rationale explaining the principle and cites where related ethical standards are located in the Saint Paul Police department manual.

Principle One:

Peace officers shall conduct themselves, whether on or off duty, in accordance with the Constitution of the United States, the Minnesota Constitution, and all applicable laws, ordinances and rules enacted or established pursuant to legal authority.

Rationale: Peace officers conduct their duties pursuant to a grant of limited authority from the community. Therefore, officers must understand the laws defining the scope of their enforcement powers. Peace officers may only act in accordance with the powers granted to them. (General Orders: 120.00, 121.00, 150.02, 150.03, 170.01, 408.01, 409.00, 409.08, 418.00, 439.16)

120.00	Law Enforcement Code of Ethics
121.00	Oath of Office
150.02	Conduct Unbecoming an Officer
150.03	Respect for Constitutional Rights
170.01	Police Action Based on Legal Justification
408.01	Arrest Defined
409.00	Arrest Procedures
409.08	Physical Searches
418.00	Informants
439.16	Investigations -- Constitutional Compliance

Principle Two:

Peace officers shall refrain from any conduct in an official capacity that detracts from the publics faith in the integrity of the criminal justice system.

Rationale: Community cooperation with the police is a product of its trust that officers will act honestly and with impartiality. The peace officer, as the publics initial contact with the criminal justice system, must act in a manner that instills such trust. (General Orders: 120.00, 150.03, 150.05, 150.07, 160.01, 160.04, 230.07, 230.09, 230.12 (6), 230.12 (18))

120.00	Law Enforcement Code of Ethics
150.03	Respect for Constitutional Rights
150.05	Integrity
150.07	Compliance with Lawful Orders
160.01	General Provisions
160.04	Equality of Enforcement
230.07	Immediate Disciplinary Procedures
230.09	Employees Duty to Report Misconduct
230.12 (6)	Civil Service Rules -- Discipline
230.12 (18)	Civil Service Rules -- Discipline

Principle Three:

Peace officers shall perform their duties and apply the law impartially and without prejudice or discrimination. Peace officers shall not engage in bias profiling as part of the decision-making process while engaged in the course of their duties. An officer's decision to apply the law shall not be based upon race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation or age.

Rationale: Law enforcement effectiveness requires public trust and confidence. Diverse communities must have faith in the fairness and impartiality of their police. Peace officers must refrain from fostering disharmony in their communities based upon diversity, and perform their duties without regard to race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation or age. (General Orders: 160.01; 160.02; 160.03; 160.04; 230.20 (3))

160.01	General Provisions
160.02	Individual Dignity
160.03	Role of the Individual Officer
160.04	Equality of Enforcement
230.20 (3)	Department Rules of Conduct

Principle Four:

Peace officers shall not, whether on or off duty, exhibit any conduct which discredits themselves or their department or otherwise impairs their ability or that of other officers or the department to provide law enforcement services to the community.

Rationale: A peace officers ability to perform his or her duties is dependent upon the respect and confidence communities have for the officer and law enforcement officers in general. Peace officers must conduct themselves in a manner consistent with the integrity and trustworthiness expected of them by the public. (120.00; 121.00; 150.02; 150.08; 218.00; 219.00; 230.12; 230.20; 230.30; 307.00; 376.00)

120.00	Law Enforcement Code of Ethics
121.00	Oath of Office
150.02	Conduct Unbecoming an Officer
150.08	Use of Intoxicants
218.00	Workplace Conduct Policy (Harassment)
219.00	Harassment Reporting
230.12	Civil Service Rules -- Discipline
230.20	Department Rules of Conduct
230.30	Drug and Alcohol Screening
307.00	Special Investigations Unit (S.I.U.)
376.00	Automated Pawn System (APS)

Principle Five:

Peace officers shall treat all members of the public courteously and with respect.

Rationale: Peace officers are the most visible form of local government. Therefore, peace officers must make a positive impression when interacting with the public and each other. (150.06; 160.02; 160.07; 190.02; 230.12 (5), 230.12 (16), 230.12 (20); 304.00)

150.06	Courtesy
160.02	Individual Dignity
160.07	Interpersonal Communication
190.02	Violator Contact
230.12 (5)	Civil Service Rules -- Discipline
230.12 (16)	Civil Service Rules -- Discipline
230.12 (20)	Civil Service Rules -- Discipline
304.00	Internal Affairs Unit

Principle Six:

Peace officers shall not compromise their integrity, or that of their department or profession, by accepting, giving or soliciting any gratuity which could be reasonably interpreted as capable of influencing their official acts or judgments, or by using their status as a peace officer for personal, commercial, or political gain.

Rationale: For a community to have faith in its peace officers, officers must avoid conduct that does or could cast doubt upon the impartiality of the individual officer or the department. (120.00; 150.02; 150.05; 203.00; 216.00; 230.12 (6), 230.12 (9); 230.12 (16); 230.20 (1), 230.20 (23), 230.20 (26), 230.20 (29); 438.16)

120.00	Law Enforcement Code of Ethics
150.02	Conduct Unbecoming an Officer
150.05	Integrity
203.00	Police Department ID Cards
230.12 (6)	Civil Service Rules -- Discipline
230.12 (9)	Civil Service Rules -- Discipline
230.12 (16)	Civil Service Rules -- Discipline
230.20 (1)	Department Rules of Conduct
230.20 (23)	Department Rules of Conduct
230.20 (26)	Department Rules of Conduct
230.20 (29)	Department Rules of Conduct
438.16	Labor Relations

This section does not prohibit officers from expressing their views on existing, proposed or pending criminal justice legislation in their official capacity.

None of these rules shall prevent officers from engaging in the free expression of political speech in their capacitates as private citizens, or the rights of police fraternal or labor organizations to endorse political candidates or express views on political issues or other matters of public concern.

Principle Seven:

Peace officers shall not compromise their integrity, or that of their department or profession, by taking or attempting to influence actions when a conflict of interest exists.

Rationale: For the public to maintain its faith in the integrity and impartiality of peace officers and their departments, officers must avoid taking or influencing official actions where the officers actions would or could conflict with the officers appropriate responsibilities. (120.00; 150.05; 150.11; 180.12; 180.20; 180.21; 230.12 (16); 231.00)

120.00	Law Enforcement Code of Ethics
150.05	Integrity
150.11	Outside Employment
180.12	On-Duty, Outside of City, Fully Responsible
180.20	Off-Duty, Within City, Fully Responsible
180.21	Off-Duty, Outside of City, Limited Police Authority
230.12 (16)	Civil Service Rules -- Discipline
231.00	Off-Duty Employment

Principle Eight:

Peace officers shall observe the confidentiality of information available to them due to their status as peace officers.

Rationale: Peace officers are entrusted with vast amounts of private and personal information, or access thereto. Peace officers must maintain the confidentiality of such information to protect the privacy of the subjects of that information, and to maintain public faith in the officers and departments commitment to preserving such confidences. (230.20 (16); 230.20 (17); 230.20 (18); 235.00; 418.00)

230.20 (16)	Department Rules of Conduct
230.20 (17)	Department Rules of Conduct
230.20 (18)	Department Rules of Conduct
235.00	Data Practices
418.00	Informants

Application: Any disciplinary actions arising from violations of this policy shall be investigated in accordance with Minnesota Statute 626.89, Peace Officer Discipline Procedures Act and the law enforcement agency's policy on allegations of misconduct as required by POST Board Rules, Minnesota . Rules pt. 6700.2000 to 6700.2600.

Revised April 13, 2012

(See General Orders 150.01 through 150.14)

150.01	Loyalty
150.02	Conduct Unbecoming an Officer
150.03	Respect for Constitutional Rights
150.05	Integrity
150.06	Courtesy
150.07	Compliance With Lawful Orders
150.08	Use of Intoxicants
150.09	Attention to Duty
150.10	Financial Obligations
150.11	Outside Employment
150.12	Employee Grievances
150.13	Commendations
150.14	Discipline

Rules of Conduct:

A member will be held responsible for any act or omission specifically required or prohibited in these and/or other applicable rules or regulations, which in any way is prejudicial to good order or discipline or reflects upon the good name or reputation of the police department, or adversely affects its interests.

A member is further charged with the duty to conduct themselves at all times in keeping with the code of ethics, and the policy statements of the chief of police; all activity contrary to this concept, whether or not specifically mentioned or prohibited in these rules, may subject a member to disciplinary action.

Members shall maintain a loyalty to the department and their associates as is consistent with the law and department rules and regulations.

Members are strictly charged with establishing and maintaining a high spirit of cooperation within the department.

The following are acts which are prohibited by members of the Saint Paul Police Department:

Any conduct or action taken to use the official position for personal gain or influence.
Failure to perform a duty imposed by law, Saint Paul City Charter, civil service rules or department of police orders.
Disrespect to or willful maltreatment of any person.
Making a false report, either written or oral.
Drinking or purchasing alcoholic beverages while on duty or in uniform except when authorized by the chief of police for a specific official assignment or consuming an amount of alcoholic beverage before going on duty that would render the employee unfit for duty or be detectable on the breath of those employees in contact with the public.
While on duty or in uniform, enter any tavern or bar, except in the performance of police duties, transport, cause or permit to be transported any alcoholic beverages in a police department vehicle or bring, cause to be brought or permit alcoholic beverages into the police buildings, except in the performance of police duties.
Failure to promptly notify their immediate supervisor with knowledge that any employee, including oneself, is under investigation by another law enforcement agency.

a. In accordance with the Violent Crime Control and Law Enforcement Act of 1994, 18 U.S.C.S.922 (g)(8), officers who learn they are the subject of a restraining, harassment, or protective order, regardless of jurisdiction, shall immediately notify their supervisor and provide the department a current and complete copy of the order. The supervisor will forward the information to the Internal Affairs Unit. (See General Orders 438.12: Restraining Orders, 438.15: Domestic Abuse Protocol).

Failure to promptly report to an immediate supervisor any information concerning involvement in any criminal activity or other unlawful acts.
Failure to notify an immediate supervisor of loss of driving privileges. (City of Saint Paul Policy: Loss of Driving Privileges for Non-CDL Holders.)
Failure to obey department orders concerning other employment, occupation, or profession. (See General Orders 150.11: Outside Employment and 231.00 Outside Employment)
Failure to follow civil service and department rules and procedures on sick leave and injured on duty.
Failure to provide the department with a current address (house number and street name) and telephone number.
Failure to be prompt for duty assignment, including roll call and court appearance. Employee must promptly report any anticipated absence or tardiness from duty to their immediate supervisor.
Being absent from duty without proper authorization, or leaving duty assignment without proper relief, unless so authorized by employee’s supervisor.
Engage in any public statements, interview, activity, deliberation, or discussion pertaining to the department which reasonably can be foreseen to impair the successful apprehension of criminals or the successful solution or prosecution of any criminal cases.
Disseminating, releasing, altering, defacing, removing, or personal use of any government data, department record, or information concerning police matters except as provided by department orders.
Communicate or cause to be communicated directly or indirectly, any information which may enable a person suspected or charged with a crime to escape from arrest or punishment, or that may enable them to dispose of, hide, or move any property or evidence unlawfully obtained.
Recommend any specific professional or commercial service such as funeral homes, attorneys, bail or bondsmen, or towing companies; except as set forth in General Order 445.00: Towing and Storage Procedures/Authority.
Accept or agree to accept anything as payment for personal injury incurred in the line of duty without first notifying the chief of police in writing of the intent to settle the claim.
Sleeping on duty.
Failure to wear the uniform as prescribed in General Orders 202.00 Personal Appearance, Uniforms, and Equipment. Deputy Chiefs and unit commanders will issue specific orders for the wearing of uniforms by non-sworn personnel assigned to their division.
Engaging directly or indirectly in the ownership, maintenance, or operation of a taxicab, tavern, or retail liquor establishment, except as authorized by the chief of police.
Acting as a peace officer of the City of Saint Paul outside the State of Minnesota, except as provided for in the Uniform Act of Fresh Pursuit only after consideration of the tactical situation, when engaging in extradition proceedings, or while conducting criminal investigation follow-up as authorized by the Chief of Police or their designee.
Unlawful or unnecessary use or display of a weapon.
Failure to immediately make a written report of the circumstances whenever force is used or a firearm is discharged, except as set forth in General Order 246.00: Response to Resistance or Aggression.
Failure to inventory and process recovered property in conformance with department orders.
Failure to give evidence before the grand jury, in court, or before any internal police disciplinary or police review board, when properly called upon to do so.
Smoking on duty when in view of, or in direct contact with the public, or smoking in the headquarters building, district offices, other off-site department facilities and buildings, or the department’s motor vehicle fleet. Smoking is permitted in other locations on the employee’s break time if permitted by law.
Except in the performance of police duty, visit any place wherein the employee knows or suspects that any statute or ordinance is being violated (of that jurisdiction).
Undertake self-assigned investigations without notifying their immediate supervisor within 24 hours of the beginning of the investigation, except that in unusual cases notification may be made to the internal affairs unit or the chief of police. Self-assigned means action initiated by any member of the department without the request, direction, or instruction of a superior officer.
Failure to respond without delay to all calls for police assistance from the community. Emergency calls take precedence; however, all calls shall be answered as soon as possible consistent with Ramsey County ECC procedures, normal safety precautions, and vehicle laws. Except under the most extraordinary circumstances, or when otherwise directed by a supervisor, no member shall fail to answer any communication, verbal, electronic, or radio call directed to them. When leaving the air and returning to duty status, officers must inform the Ramsey County ECC, either by radio traffic or CAD updates.
Engage in any conduct which constitutes conduct unbecoming an officer or neglect of duty. Assistance: All members are required to take appropriate police action toward aiding a fellow peace officer exposed to danger or in a situation where danger might be impending.
Fail as a sworn member of the Saint Paul Department of Police to take appropriate action to protect life and property, preserve the peace, prevent crime, detect, and arrest violators of the law, or enforce all federal, state, and local laws and ordinances coming within departmental jurisdiction.
Giving legal advice to suspects as to what fine or penalty they should receive for an offense.
Failure, upon request from a community member, to provide a department-issued business card when requested as set forth is General Order 204.00 Traffic, Case Number, and Business Cards.
The badge and cap wreath, including issued police patches, are the property of the department and City of Saint Paul as set forth in General Order 202.00: Personal Appearance, Uniforms, and Equipment. No department employee shall display, publish, recreate in any manner, or advertise the use of an official department badge and/or police patch for usage outside the scope of duty unless authorized by the Chief of Police or their designee. Officers shall not reproduce these items for “non-authorized” personal ventures.

Effective November 15, 2024

1. Policy
This policy is adopted as authorized by Minnesota Statutes section 181.950-.957.
The results of all testing shall remain an administrative (i.e., non-criminal) matter. Unless otherwise noted results shall be documented only on an interoffice memo and retained by the inspection unit and/or part of the internal affairs unit file and handled consistent with such files. The recording of the test by BWC is required and should be noted in the memo to inspections.
- The members of the following units, as a condition of their assignment to the unit, are subject to drug and alcohol screening as outlined in Section II B. The units are:
- Crisis negotiators
  Special weapons and tactics (S.W.A.T.) team
  Bomb squad
Any member who refuses to submit to this form of testing for judgment, fitness and readiness for duty shall be immediately removed from assignment to the special unit. Such removal shall not affect any other assignment the officer may have.
- Any sworn officer of this department who is directly involved in a serious police incident as defined below shall be required to participate in an alcohol screening test immediately following the event, or as soon as the tactical situation allows. The supervisor in charge shall monitor the events to ensure that appropriate officer(s) participate in an alcohol screening test.
Officers involved in the following events shall submit to testing:
- Discharge of a firearm at a human being or a vehicle in which human beings are contained.
  Discharge of a firearm for the purpose of issuing a warning shot.
  Crashes involving a police vehicle which injury is sustained by any involved employee or community member requiring immediate medical attention by hospital personnel. Note: This provision applies to all members of the department.
  Police pursuit in which the driver of a motor vehicle flees or attempts to flee a peace officer who is acting in the lawful discharge of an official duty, and such chase involves or is a contributing factor to an automobile crash by either the fleeing vehicle or pursuing police vehicle.
- An officer shall be required to submit to a drug and alcohol screening test whenever there is a reasonable basis to believe that the officer is improperly using or under the influence of drugs or alcohol. Such reasonable basis testing shall be determined to be appropriate and conducted pursuant to procedure Section II.C.
  Any officer, who is, via a valid doctor’s prescription, using medication that will, after drug screening, test positive, is required to notify the department personnel unit of said fact. The officer shall also provide the personnel unit with a certificate by the prescribing physician that the type and/or prescribed dosage of said medication usage should not significantly interfere or affect the officer’s police performance. If the type and/or dosage of prescribed medication do not allow the prescribing physician to so certify the officer’s performance, said officer may request the physician to list any limitations to normal police duties on said certificate. In the event the prescribing physician is unwilling or unable to provide such certification or description of limitations, the officer shall nevertheless advise the police personnel unit that they have been provided with a prescription which may result in a positive testing. Upon receipt of information limiting an officer’s normal police duties, the personnel unit shall immediately notify the chief of police of said limitation(s) and request a light duty assignment consistent with said limitation(s). The department shall take all legal and reasonable steps to provide appropriate light duty assignments and preserve the confidentiality of the medical information provided.
Information received, pursuant to the above, need not specify what illness or injury is being treated, nor need the certificate specify what medication is being taken except as required to alert the department to positive drug screening results.
1. Procedure
A. All testing, pursuant to this policy, shall be conducted by Regions Hospital staff under the auspices of the Occupation Health Services Office. Collection shall be done in such a manner as to preserve the dignity of the officer tested, ensure the integrity of the sample, and provide the highest possible accuracy of the clinical results.
When an officer has, pursuant to Section I, been requested or ordered to submit to drug testing, the officer will be given an acknowledgement form stating that the officer has seen this “Drug and Alcohol Screening Policy”. The acknowledgement form can be found on the intranet under department forms in the “other” section. The officer shall be transported to the testing site.
The officer will next be asked to provide a urine sample. Each officer will be accompanied to a rest room by a supervisory officer or hospital staff member of the same sex to ensure that no contamination or dilution to the sample occurs.
Once obtained, the sample bottle will be capped and a tamper-proof seal placed over the cap. The officer will initial the paper label on the bottle and sign a Chain of Custody Form indicating that the urine sample is their own and that the bottle was sealed in their presence. The supervisory officer will then certify on the Chain of Custody Form the date that the urine sample was collected, that the sample was duly sealed and that the sample bottle bears the initials of the officer submitting the sample. The sealed sample bottle will immediately be placed under refrigeration pending actual laboratory analysis.
If an initial screen of an officer’s urine sample tests negative for alcohol or drugs, the results will be reported back to the department and the urine sample will be discarded. If the sample tests positive for alcohol or drugs, the urine sample will be immediately subject to confirmation testing. The specific confirmation test(s) will be determined by the specific drug that tested positive in the initial screen. The department will inform the officer of test results within three working days after receipt of the test result report form the laboratory. An officer may also request a copy of the test result report.
In those cases where the second test confirms the presence of an alcohol or drug in the sample, an officer may request a confirmatory retest of the original sample at the officer’s own expense. The sample will be retained in a locked freezer for six months to allow for further testing by the officer in case of a dispute. An officer has the right to explain a positive test result. The department may request that the officer indicate any over-the-counter or prescription medication that the individual is currently taking or has recently taken and any other information relevant to the reliability of, or explanation for, a positive test result.
Nothing in this policy shall be interpreted or construed to mean that an officer subject to testing may not obtain independent or alternative testing at their own expense and initiative.
The following chemical substances will be tested for:
- Alcohol - Ethyl
  Cocaine
  Marijuana (THC - Metabolite)
  Amphetamines
  Opiates
B. For the purpose of testing officer judgment, fitness and readiness for duty, the inspection unit shall be responsible for selecting a date, twice each calendar year, in which members of the inspection unit will visit a S.W.A.T., bomb squad, or crisis negotiators training site, and/or conduct a call-up of the units identified in Section I. A. of this general order. During this time, members of the units will be asked to submit to a drug and alcohol screening test.
C. If an officer has a reasonable basis to believe that another officer is illegally using drugs or on duty under the influence of drugs or alcohol, the officer shall notify the suspect officer’s supervisor or watch commander immediately and furnish the name and current assignment of the suspected member, along with all of the facts and circumstances which led to the belief.
- In all cases in which the belief that an officer is on duty under the influence of drugs or alcohol is based upon observations of the suspected officer, two supervisory rank personnel are required to observe the suspected officer and concur that a reasonable basis exists to believe the officer is under the influence of alcohol or drugs.
- Any supervisor or watch commander who is so informed of suspected illegal or improper drug or alcohol use shall notify the division commander or, in their absence, the on-call assistant chief and advise the assistant chief or on-call assistant chief of all facts and circumstances which led to the belief that the suspected officer is illegally using drugs or under the influence of drugs or alcohol.
- If the information is that the officer is currently on duty and under the influence of drugs or alcohol and the assistant chief agrees that the facts and circumstances reported to them are sufficient to provide a reasonable basis to believe that the officer is under the influence of drugs or alcohol, testing shall immediately be ordered and conducted.
- The employee may request that testing may initially consist of a “Preliminary Breath Test” (PBT) that will be conducted at either the district or a suitable location in the workplace, or an intoxilyzer test for alcohol at the Ramsey County Law Enforcement Center.
- The employee may request a union representative at the PBT as long as it is requested within a reasonable amount of time and does not interfere with the timing of the test.
- Prior to being transported to the testing site, the officer’s firearms, holster, magazines, duty belt and other weapons shall be secured.
- If a PBT shows a positive result, the employee may request an intoxilyzer test for alcohol at the Law Enforcement Center.
- The employee may request a union representative at the intoxilyzer test as long as it is requested within a reasonable amount of time and does not significantly interfere with the timing of the test.
- If alcohol testing is conducted with immediate negative results, the officer’s equipment may be returned as soon as feasible.
- If there is to be a delay of drug testing results, the return of the equipment belt shall be determined by the assistant chief of the employee’s division or on-call assistant chief.
- If a PBT, or intoxilyzer test if requested by the employee shows a positive result, the employee will be directed to submit to laboratory testing as outlined in paragraph II.A. above.
- If the information is that the officer is not currently under the influence of alcohol or drugs, but that the officer is illegally involved in drugs or drug usage, an investigation to verify the facts or circumstance shall begin. Testing may or may not be included, dependent upon the course of the investigation, provided, however, that if testing is ordered, it shall occur only if there is a reasonable basis to believe that the officer is involved in the usage of illegal drugs.
- All personnel shall immediately document any and all information received, observations, and actions taken. All reports shall be forwarded to the internal affairs unit. No copies shall be retained by any other person or unit, unless directed by an assistant chief.
D. Any officer who, as part of their police duties or through off-duty social contact, ingests either directly or indirectly any drug or narcotic substance that would or may test positive after drug screening, is required to document, as soon as possible thereafter, such contact. Documentation should occur if the contact occurred in an on-duty setting. Contact occurring through off-duty social activity should be documented on an internal memo to the employee assistance program.
- An improper positive drug or alcohol screening, obtained pursuant to any portion of the above referenced policy, shall be considered a violation of General Order 230.20: Department Rules of Conduct, number 5 and/or other appropriate sections.
Revised February 1, 2019
In order to maintain a safe and secure working environment, efficient and proper operation of the workplace, as well as ensuring department policies and procedures are adhered to, inspections of the department shall be performed periodically. Employees should be aware that they are public employees, using public facilities and equipment for the purpose of facilitating their work including but not limited to phones, computers, PDAs, electronic external data storage devices, department vehicles, desks, etc. Pursuant to OConnor v. Ortega and Ontario v. Quon, there is no reasonable expectation of privacy in the workplace related to work itself or specific work related misconduct.
Revised July 1, 2011
The nature of the law enforcement requires department employees to have the ability to work irregular duty schedules which are subject to change in meeting deployment needs. Additionally, it is necessary that employees have adequate rest to be alert during their tours of duty. For these reasons, and because certain occupations inherently conflict with an employee’s primary responsibility to the department, the department may impose conditions on outside employment or may prohibit it altogether. Determination of the degree of limitation will be based upon the interests of the department in supporting employee health and wellness, ensuring that officers are able to perform the duties of their primary job assignments, and promoting the professionalism of the department.
Employees are prohibited from the following employment, whether or not they are using a department uniform, department-issued equipment or city-owned vehicle, unless they have received written permission from the chief of police:
- Employment as a bail bond agent or at a bail bond agency.
- Employment as a private security guard or employment in any capacity with a private security company, to include ownership of a private security company.
- Employment as a law enforcement officer or to perform law enforcement/police/corrections duties for any department, agency or business other than the Saint Paul Police Department.
- Employment with taxicab or rideshare services within the City of Saint Paul.
- Employment at union assemblies where union business is being conducted.
- Employment at an establishment where a labor dispute is occurring.
- Employment at any movie or commercial productions.
- Employment at on-sale liquor establishments or the entire property to which an on-sale license has been issued.
- Employment in paid professional sports or athletics.
- Employment that interferes with alert performance of police duties.
- Employment at an establishment which would tend to lower the dignity of the police service in any manner or where a conflict of interest with employment as a law enforcement officer is seen to exist.
Participation on boards and commissions is permitted following consultation with, and at the discretion of the Chief of Police. Requests should be submitted in writing to the Inspection Unit.
If an employee chooses to work in any capacity outside of their employment with the Saint Paul Police Department, they are prohibited from acting in a manner to suggest that they are performing City of Saint Paul police business or services, or that they are vested with the City of Saint Paul police authority while engaged in the independent employment.
Revised February 25, 2022
All employees below the director level will be given an annual performance appraisal.
Objectives of the Performance Appraisal Program:
- To allow fair and impartial personnel decisions.
- To maintain and improve performance.
- To provide a medium for personnel counseling.
- To facilitate appropriate decisions regarding probationary employees.
- To provide an objective and fair method for recognition and measurement of individual performance according to prescribed guidelines.
- To identify training needs.
Use of Appraisal Reports:
- Appraisal reports serve as an important resource for actions taken by management. An employee’s performance, as defined in the appraisal reports, gives information concerning suitability for assignment or reassignment, training and/or retraining needs, readiness for assuming added responsibilities, promotional candidacy status, and identification of career development potential.
- Management will utilize the completed appraisal report as a resource in the personnel reward, development and decision processes. It is essential that the performance appraisal program produce accurate and reliable assessments of individual performance.
Other uses intended are:
- To let employees know what is expected of them and how well they are performing.
- To help determine whether a merit increase is warranted.
- To provide a continuing record of an employee’s performance history.
Procedures:
General Guidelines:
- Raters/supervisors shall receive on-the-job training in the performance appraisal function and procedures including use of the forms upon promotion and/or at the in-service first line supervisor’s school conducted by the Saint Paul Police Department Training Unit or the City of Saint Paul Office of Human Resources.
- Performance appraisals will be based only on behavior observed or identified during the period of the evaluation.
- The performance of all employees will be evaluated annually based on the employee’s last name. Performance appraisal due dates are as follows:
  Employees with last name beginning with A-F, March 31
  Employees with last name beginning with G-L, June 30
  Employees with last name beginning with M-R, September 30
  Employees with last name beginning with S-Z, December 31
- Probationary employees, whose probation is for one year, will be evaluated at least every 4 months. Those with a 6-month probation period will be evaluated at least every 2 months. The period of the appraisal is shown on the face of each performance report.
- Employees will be evaluated by their immediate supervisor.
- Raters will be evaluated by their immediate supervisor regarding the accuracy, fairness and impartiality of the performance appraisal as well as the uniformity of ratings.
- Section/unit commanding officers will ensure the completion of each appraisal form by the appropriate supervisor.
Evaluating supervisors will:
1. Utilize established job descriptions and classifications, applicable general orders and other directives to discuss job expectations with the employee. They will ensure that each employee being evaluated is aware of:
  Their required duties and tasks.
  The standards of quality and productivity they are expected to meet.
  Criteria by which they will be evaluated must be specific to the position occupied.
  This discussion will be repeated at the beginning of each assessment period. Employees upon transfer or promotion to new positions shall also be indoctrinated on new requirements.
2. Follow the pertinent established performance appraisal manual and guidelines in completing performance appraisals.
3. Submit explanatory comments whenever performance ratings are unsatisfactory or outstanding.
4. Discuss the performance appraisal with each employee they have rated.
5. Allow the employee to make verbal and written comments regarding their appraisal.
6. Meet with an employee when an unsatisfactory pattern of performance is identified. This meeting should take place at least 90 days prior to the end of the ratings period. This will be documented in writing with a copy to the employee.
Each performance assessment will be reviewed and signed by the immediate supervisor of the person evaluating the employee.
Employees being rated will read and sign their assessments (indicating only that they have read it) and may make written responses which will be attached to the original appraisal document.
Review Process for Contested Appraisals:
Employees who are dissatisfied or disagree with their performance appraisal may seek a review of their ratings by following the procedures prescribed in Saint Paul Civil Service Rule 26.
Distribution and Retention of Forms:
Distribution of completed employee performance appraisal reports shall be as follows:
1. One copy to police human resources for inclusion in the employee’s personnel file.
2. The original overall evaluation grade is entered in the City of Saint Paul Office of Human Resources computer system for inclusion in the employee’s personnel file.
Appraisal Terms:
The appraisal of each employee’s performance shall be documented, and all assigned ratings of employees returned to police human resources.
The overall rating must be consistent with the major areas of accountability ratings. The following should be considered in choosing the overall rating:
- Did the employee achieve the results expected during the rating period?
- Which major areas of accountability are the most important in the work done by the employee? Was performance satisfactory for these areas?
- What is the rating that is most consistent with the overall picture presented by the major areas of accountability ratings?
Change of Performance Appraisal Rating:
The chief has the authority to change the overall rating of an employee. The chief will inform the employee’s deputy chief who will inform the employee’s immediate supervisor that a change is being made and the reasons for the change. This will allow the supervisor to take action to correct the problems which resulted in the change of rating. All changes will be initialed and dated by the chief of police.
Revised May 22, 2019
The Saint Paul Police Department Commendation Program is coordinated by the Support Services and Administration division. The Support Services and Administration executive officer will serve as the review board chairperson and will maintain such files as are necessary to this function.
Commendation Review Board (C.R.B.):
The C.R.B. will be made up of 10 members (including the chairperson), the chairperson being an executive officer assigned to the Support Services and Administration division. A cross section of personnel (both professional and sworn) from the department’s divisions will serve as members. The C.R.B. will be made up of the C.R.B. chairperson, one district commander, three patrol officers, two sergeants, two professional employees and one representative from the chief’s office. The C.R.B. chairperson (with the approval of the chief or designee) will select the C.R.B. members. Members and alternates will serve three-year appointments to the board. If a member changes rank during their term, the member will serve until their replacement is named. C.R.B. meeting deliberations are private, and members are not to disclose deliberations with anyone outside the meeting unless directed by the chief of police.
The C.R.B. will review the incident and submit its recommendation to the administrative team. The chief of police will conduct the final review of all recommendations.
Initiating Recommendations:
Any member may recommend any other member for consideration for a commendation but must do so in writing on the recommendation form. The recommendation should include documentation such as police reports, witnesses’ names, statements, case number, evidence, or any other information that will assist the C.R.B. in reviewing the recommendation. All C.R.B. recommendations will be submitted directly to Police Human Resources Unit.
C.R.B. meetings are normally held on the last Thursday of each month. All matters submitted during the previous month are brought to the board for consideration. Decisions may be held over for a future meeting if more information or witnesses are required to make an informed decision.
Criteria:
The C.R.B. will consider the appropriate award criteria in its review. If the action incident does not meet the criteria, a “Line of Duty” (L.O.D.) letter will be sent.
- Medal of Valor: For extraordinary valor above and beyond the call of duty that exhibits exceptional courage, extraordinary decisiveness and presence of mind, and unusual swiftness of action. This award is given for action taken understanding the risk to the officer’s personal safety in an attempt to save or protect the life of another in furtherance of the guardian values of sanctity of life.
- Chief’s Shield: Awarded to an officer seriously or critically injured in the line of duty.
- Distinguished Service Award: Awarded for an act of courage and bravery involving an unusual situation or sudden occurrence of a serious and urgent nature that demands immediate action, the utilization of exceptional tactics, and demonstrates good judgment over and above what is normally demanded and expected.
- Life Saving Award: Awarded to officer who goes above and beyond the call of duty, and whose extreme and unusual actions save another’s life.
- Medal of Merit: Awarded to an officer for a highly creditable and unusual police accomplishment. This event or action(s) is unique and specialized in nature and would be considered an outstanding act or achievement not seen or performed frequently.
- Medal of Commendation: Awarded to an officer for exemplary work that is an extraordinary achievement above and beyond the normal scope of duties. This work may be self-initiated but is seen as a performance or action that displayed superior intelligence and effort.
- Unit Citation: Awarded to a unit for exceptional performance of their duty, above and beyond what would be expected from that unit.
- Chief's Award for Valor or Merit: Awarded to an individual or group of individuals by the chief of police in recognition of exceptional actions or activities taken on behalf of the department and/or the City of Saint Paul.
- Letter of Recognition (L.O.R.): Recognition of intelligent and excellent performance of regular duties. Recognition to a member who deals with a citizen or citizens in crisis situations to prevent harm to themselves or others, not considered at high personal risk.
- Unit Letter of Recognition: Awarded to a unit when the accomplishments of that unit are noteworthy and commendable but not of such stature as to merit a unit citation.
Officers and professional who are awarded will receive a certificate recognizing their award, any corresponding medals and ribbons, and a notation of the date of award in their personnel file.
Effective December 1, 2023
The Saint Paul Police Department Labor Management Safety Committee (SPPD L.M.S.C.) is coordinated by the executive officer of the support services and administration division. They serve as the labor management safety committee chairperson and will maintain such files as are necessary to this function.
The SPPD L.M.S.C. will be made up of eight members (including the chairperson); Irrespective of rank/title, the remaining members will represent the following units/labor unions:
- One representative from A.F.S.C.M.E.
- One representative from the manual & maintenance supervisor’s association
- One representative from the office of the chief, one representative from the federation
- One representative from training
- One representative from human resources
- One representative from the operations division.
The committee will meet quarterly, on the third Thursday of March, June, September and December. Additional meetings may be held should the need arise.
The SPPD L.M.S.C. is a sub-committee of the City of Saint Paul L.M.S.C. (City of Saint Paul, MN - Official Website - Labor-Management Safety Committee) and the executive officer from support services and administration will also serve as a member of the City of Saint Paul L.M.S.C.. The SPPD L.M.S.C. chairperson is responsible for forwarding all minutes from the SPPD L.M.S.C. to the City of Saint Paul L.M.S.C..
In accordance with a 2009 Mayoral directive, the SPPD L.M.S.C. shall:
- Review and analyze the level of effectiveness of the department’s safety programs and training and make recommendations to the department.
- Review and ensure department safety policies, procedures and practices are in compliance with applicable laws and make recommendations to the department.
- Review injury reports within the department to identify and analyze hazards and trends.
- Review the results of department work place safety inspections to identify and analyze hazards.
- Review, analyze and provide feedback to complaints and suggestions by employees.
- Conduct safety inspections as required or by request of the department or City of Saint Paul L.M.S.C..
- Promote safety awareness and communicate specific safety and health related needs and improvements to managers, supervisors and employees.
Effective May 22, 2019
(See Minnesota Statute 299C.40)
Purpose:
The Comprehensive Incident Based Reporting System (CIBRS) is a repository of incident information submitted by law enforcement agencies in Minnesota. This electronic data-sharing program is designed to provide law enforcement access to data submitted by outside agencies on a statewide level.
The intent is to point law enforcement personnel to information gathered by other agencies to further investigations. Data provided by CIBRS is not meant to become part of the official investigative case file. For official use, the officer should obtain the information from the submitting agency.
Access:
Only department members who have met the certification requirements will be allowed to access the CIBRS database. The Special Investigation Unit and Technology Unit personnel are authorized to access the CIBRS data base. If a unit commander identifies a need for such access they need to make a written request directly to the TAC. Upon TAC approval access may be granted. This access is solely for the purposes to:
- Further or prepare a criminal case.
- Serve process in a criminal case.
- Inform law enforcement of possible safety issues before service of process.
- Enforce no contact orders.
- Locate missing persons.
- Conduct a pre-employment background check on a candidate for a sworn officer position.
  Any employee of this department determined to have misused the CIBRS system will be subject to criminal and internal investigations, and the privilege to access the CIBRS system may be revoked. The strict adherence to Data Practices is paramount and in keeping with the departments intent to maintain public trust. The commanders of the units will audit and reviewed their personnel queries to ensure use is ethical and transparent.
  Classification of CIBRS Data:
  All data in the CIBRS system is classified as private or confidential. No data contained within the CIBRS system is public. All data gathered from the CIBRS database will be properly disposed of after its intended purpose.
  Original documents obtained from the submitting agency will be handled as usual in accordance with General Orders 235.10: Dissemination of Criminal Data, 235.30: Case File Maintenance and 338.00: Background Unit.
  Access of CIBRS Data by the Data Subject:
  Individuals requesting CIBRS data on themselves must specifically ask for data contained within the CIBRS system. The subject will be referred to the records unit for assistance. No employee may release data to the subject except for the records unit manager or data compliance officer.
  An individual may file a data challenge questioning the accuracy and/or completeness of the CIBRS data. An individual who wants to make a data challenge should be referred to the records unit manager or data compliance officer. The following requirements must be met and actions taken:
- The request must be made in writing by the subject of the data and their identity must be verified through a government issued photo ID. The request must describe the nature of the inaccuracies.
- The responsible authority will then ensure that the record(s) in question is flagged within the CIBRS database when the challenge request is initiated.
- Within 30 days, the record challenge will be addressed, and a determination will be made by the chief of police or designee.
  Sustained challenges will be corrected or deleted upon determination. A letter will be sent to the data subject informing them of the results of their challenge. The responsible authority will then update the CIBRS database marking the record(s) in question as having been sustained. CIBRS will then automatically notify the responsible authorities of all agencies that have viewed the record(s) in question within the last year.
  If a challenge is not sustained, and the data will not be altered, a letter will be sent to the data subject informing them of the results of their challenge. They will also be informed that any appeal to this decision must be made to the Minnesota Department of Administration in Saint Paul. The responsible authority will then ensure the flag previously placed on the data is changed to decline.
  If a data challenge correction is received from another agency in regards to information that this agency has obtained from the CIBRS database, the correction will be forwarded to the employee who originally obtained the data. The employee will then properly dispose of the original data and replace it with the updated data.
Certification:
Prior to accessing, all authorized law enforcement personnel authorized access will complete the BCA training program and pass the certification test. Employees must re-certify every two years. The technology commander shall coordinate training and certification.
Revised April 27, 2018
Where and When the United States Flag is Displayed:
The flag of the United States shall be displayed prominently outside of each facility of the department daily, weather permitting, from sunrise to sunset. Display of the flag of the United States at facilities of the department and by individuals representing the department shall be in accordance with provisions of the National Flag Law.
Flying the National Flag at Half-Staff:
The flag of the United States shall be flown at the half-staff position at a facility of the department only as follows:
- At the discretion of the President of the United States.
- On Memorial Day, from sunrise to noon.
- When authorized in those instances when an officer has been killed in the line of duty or has died as the direct result of injuries incurred while in the performance of her/his official duties. The flag shall be flown at half-staff until sunset of the day of the funeral.
- On other occasions at the direction of the chief of police.
Saluting at a Parade:
A uniformed officer at a parade need salute only the massed national colors at the head of the parade. When the flag is six paces from the officer, s/he shall face it and render a hand salute until the flag is six paces beyond her/him. Other groups of colors that follow may be saluted if the officers immediate attention to duty is not necessary.
Saluting During Playing of the National Anthem:
When the National Anthem is played at any ceremony, an officer in full uniform including cap, shall assume the position of attention, face the national colors, if present, and render the appropriate hand salute. If there are no national colors present, s/he shall face the band and render the salute. Officers who are in uniform, except for a cap, shall stand at attention; officers who are in civilian dress shall remove their hats and stand at attention.
Saluting During Flag Ceremonies:
During the ceremony of raising or lowering the United States flag, those officers present and in uniform shall render the appropriate hand salute.
The Minnesota Data Practices Act imposes on an employee a criminal (misdemeanor) and civil penalty (suspension/termination) for willful violations of the law. This penalty may be for either a wrongful dissemination or withholding of information. Every member of the department must be aware of the significance of this Act and the procedures established to assure proper compliance.
All Saint Paul Police Department policies and practices respecting data collection (Minnesota Statute 13.02 Subd. 7) and dissemination are based on the Minnesota Data Practices Act, Minnesota Statute 13.82. Due to the dynamic nature of laws and legislation, this statute is incorporated by reference into this policy manual. It is impractical to attempt to list in this policy all data practices affecting law enforcement. Any questions maybe directed to the departments data compliance officer or records manager. The city attorney is also available to respond to difficult questions regarding data practices.
Government Data:
"Government data" means all data collected, created, received, maintained or disseminated by the department regardless of its physical form, storage media or conditions of use.
It is the policy of this department that all private, confidential or non-public government data, shall be accessed for official purposes only. Internal requests for such information shall be made only by members whose official police business necessitates having access to such information. Under no circumstances will this information be disseminated outside the agency, other than through approved procedures and in accordance with the Minnesota Data Practices Act.
Access Procedures:
Requests for information can typically be classified into two types:
1. Requests from the media.
2. Requests for information from the general public (citizens, victims, witnesses, attorneys, etc.)
Media Requests:
The public information officer (PIO) who works out of the chiefs office is the point of first contact for all media requests. In the event that the PIO is unavailable, an inspector or the watch commander may handle the request in accordance with General Order: 235.60 News Media.
General Public:
The general intake point for all requests, except media, will be handled by the records unit. Due to the varied circumstances that can occur concerning dissemination of information, it is the intent of this policy that the data compliance officer and the records manager work closely to ensure an appropriate response to requests within the policies, federal and state laws.
Police Data for Private Use:
- No employee will view or obtain data for private use while on duty. All information obtained while on duty status must be for official departmental use.
- Employees seeking information for private use shall conduct their business at the public counter of the records unit, on their own time, and shall pay all fees, as any other private citizen.
- Obtaining copies of information intended for private use without paying the normal fees constitutes theft.
Confidential Criminal Data:
All criminal data gathered as part of an ongoing investigation is confidential while the investigation is active and/or the case is pending in the court system.
An investigation becomes inactive upon the occurrence of any of the following events:
1. A decision by the department to close the investigation and no longer pursue the case.
2. The statute of limitations has run.
3. The prosecution has declined to prosecute.
4. The case is dismissed, or the defendant is found not guilty in court.
5. Exhaustion of or expiration of all rights of appeal by an individual convicted on the basis of the investigative data.
(See General Order 235.50: Uniform Evidence Retention)
Cases determined to be inactive will become active and confidential upon a departmental determination to reopen the investigation.
The data compliance officer, public information officer and records manager in responding to requests for criminal data, must be able to rely on the present information in the record units files. The department policy of all reports being processed, cataloged and stored within the records unit, is essential.
Revised July 1, 2011
Communications referred to in this order are inter-agency requests, oral or written, for records, photos, electronic media, video, images, non-public offense/incident, supplemental, investigative reports and other memoranda relating to criminal activity.
Purpose:
- More effective control of inter-agency communications relating to criminal activity.
- To assure accuracy and completeness of inter-agency communication.
- Assure release of data will not compromise an investigation.
- Active investigative data is released to only those with a “right to know.”
Procedures:
For all private or confidential criminal data, all inquiries, written or oral shall be referred to the investigator to whom the case has been assigned.
If circumstances exist that necessitate the immediate release of criminal data in a manner other than defined in the preceding paragraph, the employee providing the information shall to the unit commander to whom the case has been assigned, outlining the source, nature of the request, and information provided.
Exceptions in these situations are subject to approval by the deputy chief of the division, assistant chief, or chief of police involved (see General Order 235.00 Data Practices).
Revised May 22, 2019
The ability to access some department investigative data may be restricted from department personnel.
Investigative data that can be locked down may include RMS/eForms (police reports), media vault (pictures, audio recordings), Laserfiche, video (In squad camera, CCTV, body camera) and other evidence.
Procedure
Those holding the rank of commander (or higher) may request an investigative data lockdown. The review officer should be contacted to initiate the lockdown for RMS, eForms, and Laserfiche. The commander requesting a lockdown will also contact the technology commander to have ICC/BWC video and the media vault locked down. All requests must be in writing via email. If a matter is urgent, a verbal request shall be honored but must be followed by a written request.
Access
Personnel or agencies needing access to or copies of locked information must submit their request in writing to the commander of the unit that initiated the lockdown.
Unlocking Information
Units will be responsible for their locked down data. Units responsible for data being locked down shall maintain an up-to-date list of files on administrative lockdown status. Units will send a summary of cases on administrative lockdown status to the Deputy Chief of their division on a quarterly basis. Unit commanders should unlock cases as soon as it is prudent to do so. Unit commanders must contact the review officer and technology unit commander to unlock a case.
The review officer will manage a master list showing the status of all RMS cases in a locked status.
Revised July 16^th, 2020
Case files are maintained in the case management system within Record Management System (RMS). Upon completion of the investigation, investigators shall provide a final disposition within case management and submit the case to their unit commander or her/his designee electronically for review. Unit commanders will either accept or reject the disposition. Accepted dispositions are automatically stored within RMS. Rejected dispositions will automatically be sent back to the investigator with the commander’s notes for correction. It is the responsibility of the investigator to complete corrections and submit their case in a timely manner back to the commander so that the case can achieve a disposition. Submission of cases timely creates transparency with the public and ensures accountability.
Exception: At the discretion of the unit commander, a duplicate case file may be retained for a longer period of time when it is prudent to do so because of continuing victim inquiries or because of the seriousness of the crime, the monetary loss involved or its potential use as a future investigative tool. This override should be an exception and normal procedures should adhere to data privacy.
Additionally, the district force units, narcotics/vice unit, homicide unit and special investigations unit may retain selected closed case files within their respective units. Only those closed files which contain information which may jeopardize ongoing or future investigations may be retained in these units. These records shall be stored in a secure manner with access limited to selected personnel. It is the responsibility of the commander of those units to justify any inquiry on why a record would not be submitted in a timely manner.
All investigative units shall be allowed to maintain files of information within their units that are needed to accomplish the objectives of the unit. Each unit commander shall furnish the records unit manager, and their Deputy Chief a list of the routine records and files kept within the unit, that are not submitted in RMS or the usual processes. The compliance requirements set by state and city data laws, in particular, the Uniform Evidence Retention Policy (Here’s the Story: Uniform Evidence Retention Policy, 9/7/2010, General Order 235.50: Uniform Evidence Retention), a copy of which is maintained in the records unit.
Revised April 24, 2018
Laserfiche is used by the SPPD to electronically store paper documents. The paper documents are scanned into Laserfiche by Saint Paul Police Department records personnel. The documents are then able to be stored electronically and linked to a case number. [Redacted]. The documents are available to authenticated authorized users of the Laserfiche system, both here at the police department and also at the city attorney’s office. Access to the system must be approved by the technology unit and a complete audit log is stored relating to the documents and user’s access by the Records Unit Commander.
In order for the department to be compliant with the Criminal Justice Information Services (CJIS) security policy, FBI and BCA Criminal Justice Information (CJI) shall not be scanned into the Laserfiche system.
CJI is the term used to describe the FBI data provided for law enforcement and civil agencies to perform their missions including, but not limited to biometric, identity history, biographic, property, and case/incident history data.
The following categories of CJI describe the various data sets housed by the FBI CJIS architecture:
- Biometric data: data derived from one or more intrinsic physical or behavioral traits of humans typically for the purpose of uniquely identifying individuals from within a population. is used to identify individuals, to include: fingerprints, palm prints, iris scans, and facial recognition data.
- Identity history data: textual data that corresponds with an individual’s biometric data, providing a history of criminal and/or civil events for the identified individual.
- Biographic data: information about individuals associated with a unique case, and not necessarily connected to identity data. Biographic data does not provide a history of an individual, only information related to a unique case.
- Property data: information about vehicles and property associated with crime.
- Case/Incident history: information about the history of criminal incidents.
No SPPD employees, sworn or civilian, shall permit the scanning and or entry of FBI CJI into the Laserfiche system. If employees need clarification on what can and cannot be scanned they should get advice from the records unit manager before scanning any items. The Records Unit has specific training in best practices related to documents and data. These practices are verified and maintained by the Records manager.
Revised April 24, 2018
(See Here’s the Story: Uniform Evidence Retention Policy and Ramsey County Uniform Evidence Retention Policy- Updated 8/3/2012)
The Ramsey County Attorney’s Office, Saint Paul City Attorney’s Office and Saint Paul Police Department have entered into a Uniform Evidence Retention Policy (RCERP) designed to apply to all Ramsey County law enforcement agencies. This policy should be used as a guide for determining evidentiary dispositions.
Evidence will be retained for pending civil litigation against the city. In such a case, the chief and/or assistant chiefs, deputy chiefs, (or his/her designee) of the division involved in the civil litigation will notify commander of the technology unit who will in turn cause the notification to the property room, technology, forensic services unit etc. regarding the need for evidence retention. Any directive from the chief and/or assistant chief deputy chief, will over-ride any property disposition provided by an investigative unit.
The retention of records shall be in compliance with all state and city data laws, in particular, the “Uniform Retention Schedule” and “General Retention Schedule for the Minnesota cities,” a copy of which is maintained in the data compliance official.
General Orders 439.01: Property and Evidence Procedures, 439.11: Investigative Unit Procedures – Property/Evidence and 439.12: Property Room Unit Procedures explain department policy as it relates to evidence storage, retention, release and disposal.
Revised May 22, 2019
Policy Statement:
It is the policy of the Saint Paul Police Department to work with legitimate members of the news media to release public information to all media outlets, in a fair and timely manner at all times. Since a free press is guaranteed by the U.S. Constitution, no department personnel will obstruct the news media from reporting on police activities, as long as reporters obey the law in carrying out their mission. The news media is essential to a free society, and police personnel will maintain a courteous, professional demeanor when dealing with media personnel.
Official Information Sources:
News media information on department activities is available from the following sources:
- Public information officer
- Office of the chief
- Watch commander
- Records unit (via police reports)
All department sworn and civilian personnel are prohibited from voicing opinions to the news media on department matters without the permission of the chief, the public information officer or one of their designees.
Responsibility for the Release of Information:
1. The Office of the chief will approve all written news releases. Such releases must be forwarded to all news media outlets that regularly cover department activities.
2. The chief of police, the public information officer or an officially designated person will handle media interviews relating to incidents. A spokesperson, chosen by the chief or police or the public information officer, will brief the media, prepare and distribute news releases, and provide updates when possible.
3. Only the chief of police or a designee will comment on ongoing investigations.
4. The public information officer, the office of the chief, the watch commander or the records unit, will distribute routine incident information. The Minnesota Data Practices Act (Minnesota Statute Chapter 13 and Minnesota Statutes 13.43, 13.82, General Order 235.00: Data Practices) will be followed when distributing data.
5. Arrest data is released by the PIO, the watch commander, a designee from the office of the chief or the records unit.
6. Ramsey County Sheriffs Identification Unit handles the release of booking photos and criminal histories. Booking photos are to be released after a suspect has been charged, or with the consent of the investigator working on the case, their supervisor or at the discretion of the chief of police.
7. Department policy questions will be answered at the discretion of the chief of police or designee. Sworn or civilian personnel may be asked to respond to such inquiries by the chief of police, his designee or the public information officer. Responses will be factually based and free from personal points of view. If a response has the potential to adversely reflect upon the department, the office of the chief will be notified and a response will be crafted by the chief of police and the public information officer.
8. With input from relevant sources, including assistant chief, deputy chiefs, senior commanders, commanders and the public information officer, the chief of police will make all decisions on what information to release, when to release it and how to release it during on-going incidents and investigations, particularly ones that are recurring in the news media. The chief of police will also make similar decisions when the department proactively announces information to the media.
9. All department sworn and civilian personnel must obtain approval from the communications director, the chief of police or his designee prior to conducting interviews with the news media.
10. Senior commanders, watch commander and unit commanders are expected to inform the chief of police, their deputy chief and the public information officer in a timely manner about any incident or investigation that will likely draw attention from the media. This sharing of information includes developments in on-going cases, such as the imminent arrest of a suspect or the filing of a search warrant.
11. As long as it does not interfere substantially with their day-today duties, it is the responsibility of sworn and civilian personnel to conduct interviews with the media when requested to by the chief of police, the public information officer or a designee from the chief of police.
Media Ride Along:
News media reporters requesting a ride along with a squad car should put their request in writing to the chief of police. The ride along can only be approved by the chief and/or a designee.
Updated January 14, 2019
Officers shall not talk or provide a formal statement about a case that is or maybe part of civil litigation. All private attorneys and investigators who seek an interview with police personnel shall be instructed that a subpoena to appear at a deposition or at trial will be required.
These subpoenas will be accepted in the chiefs office during regular business hours.
(See Here's the Story: Civil Suit Interviews by Officers, 2/9/2011)
Revised July 1, 2011
This policy applies to all computer and electronic devices used by police department employees to access data, files, software, etc.
The department recognizes the responsibility for safeguarding confidential data stored in electronic files and the need to systematically enhance protection as technology advances.
To prevent unauthorized access, the technology unit commander will review and approve all permissions and authorizations for access to electronic files, databases, and websites. The technology unit commander will allow only “minimum necessary” access to authorized individuals according to applicable federal and state laws and regulations.
Each unit commander/supervisor is responsible to review and manage activation, de-activation, and restrictions for individuals under their command, and to notify the technology unit commander of personnel changes that affect user authorizations. The unit commander/supervisor is also responsible for ensuring submission of appropriate one-time and annual paperwork, including authorizations and agreements required for DVS, city email and Internet, CJIS, MNCIS, CIBRS, and access and use.
Saint Paul Police Department (SPPD) has a Terminal Agency Coordinator (TAC) which serves as a point of contact for matters relating to CJIS information access. The TAC administers CJIS system programs within the agency and oversees the compliance with CJIS policies. All issues and questions related to CJIS should be directed to our TAC.
All employees are responsible to use department computers and devices with access to protected or not public data (e.g., DVS, city and police networks, CJIS/MNCIS) only as authorized by Criminal Justice Information Services Security Policy and the Minnesota Government Data Practices Act. This includes complying with standards pertaining to device security, passwords, session locks, authentication, and minimum necessary access.
Passwords and Credentials
[Redacted].
[Redacted].
[Redacted].
[Redacted].
[Redacted].
[Redacted].
All Saint Paul Police Department staff accessing city devices [redacted], authorized by the technology unit commander, City of Saint Paul’s Office of Technology and Communications (OTC), or external access administrator, as applicable. Employees must change their passwords as prompted and within the time frame set forth in the prompt or access may be shut off.
Employees may not share their unique login credentials with others.
[Redacted]
[Redacted]
Access
All employees are required to provide the computer system with true information when gaining access to data, including name, employee number, or any access code. Using another’s name, login, access codes, passwords, or other credentials to access applications or data is a violation of this policy and may result in discipline up to and including termination. The sharing of your login, password, access codes or other credentials is prohibited.
All department computers and devices with access to protected, or nonpublic, data (e.g., DVS, city and police networks, CJIS/MNCIS) must be secured in a squad car or used only in secure locations, unless the technology unit commander has authorized access from an alternate location. Examples of secure locations are headquarters or district buildings. Examples of unsecure [redacted]. Employees must obtain authorization from the technology unit commander to access data from an alternate location or to access data from a mobile device. Authorization to access data from an alternate location or mobile device will only be granted if the access and device are deemed to be appropriately secured and in CJIS compliance. To request such access the remote access form must be completed and approved by the unit commander/manager and technology commander. All laptop and mobile devices must be [redacted] CJIS requirements [redacted].
The Saint Paul Police Department will when feasible deploy smart technology that is designed to prevent the tampering and manipulating of evidence, to include automated audit trails.
All data is subject to the controls detailed in General Order 235.00: Data Practices and the Minnesota Data Practices Act. In addition, criminal justice data are subject to controls detailed in General Order 238: Criminal Justice Data Policy and CJIS standards.
Remote Access
[Redacted]
[Redacted]
Data Ports/USB
No employee may attach any personal device(s) to a city-owned data/ port without OTC’s prior written approval. This includes any private/personnel devices that contain files mixed with city and personal data. See city policy for further details. USB memory devices are available from the property room. Proper virus protection and/or encryption are needed for employees using these devices.
Hardware and Software
The technology unit is responsible for installing, maintaining, and upgrading computer systems, software, and hardware in partnership with OTC. All new software and hardware, project proposals, including test products, must be approved by the technology unit commander. No hardware or software may be used by SPPD staff unless and until all applicable agreements and forms are accepted through proper channels. All new requests for software or hardware must be initiated with the technology unit commander.
Software is copyrighted material and protected by copyright laws. As such, duplication of any application for use on more than one device is prohibited.
It is the responsibility of all SPPD employees to adhere to the data privacy policies. Employees may only access and use private data as allowed by SPPD policy and applicable laws and regulations. Employees must take all reasonable steps to ensure data security.
See the following policies for further information: 235.00 to 241.00, 440.00, 442.17.
Revised April 24, 2018
This policy sets out parameters for using social media for official police business, as well as appropriate personal use for department employees. Nothing in this policy is intended to prohibit or infringe upon any communication, speech, or expression that is protected or privileged under law.
Definitions:
Matter of Public Concern- A current issue that “relates to any matter of political, social, or other concern to the community.” Connick v. Myers, 461 U.S. 138 (1983)
Post- Content shared by an individual on a social media site, or any published content on a site.
Profile- All information, whether true or false, a user provides about himself or herself on a social networking site.
Social Media-Any electronic or internet based form of communication that allows users to create a platform to share information, ideas, personal messages, photographs, videos, email, and other content. Examples of social media include, but are not limited to, Facebook, MySpace, Google+, Twitter, LinkedIn, Nixle, Flickr, YouTube, SnapChat, and Instagram.
Social Network-An internet based platform or other application that allows users to create profiles, share information, communicate, and socialize with others.
Speech-Expression or communication of thoughts or opinions through spoken words, in writing, expressive conduct, symbolism, photographs, video, or related communication.
Departmental Use of Social Media:
- All department social media sites or pages must be approved by the chief of police or his or her designee.
- Social media content must adhere to applicable laws, regulations, and polices, including all information technology and records management policies of the Saint Paul Police Department.
- Posted content is subject to public records laws, and content must be managed, stored, and retrieved to comply with open records laws and e-discovery.
- Where possible, social media pages should state that the opinions expressed by visitors to the page(s) do not reflect the opinions of the department.
- Pages must clearly indicate that posted comments will be monitored, and the department reserves the right to remove obscenities, illegal content, and personal attacks.
- Pages shall clearly indicate that posted content is subject to public disclosure.
- All department approved social media sites and pages must be administered and managed by police department personnel designated by the chief of police. The department goal should be to inform and create an environment of transparency in our messaging.
- Any representative tasked with maintaining and updating department approved social media sites and pages must conduct themselves online as a representative of the Saint Paul Police Department at all times.
- Incidental and occasional personal use of social media is tolerated subject to the same policies, procedures and legal considerations that apply to business-related email and internet use. Incidental and occasional personal use of social media must be done on employee time such as during lunch or breaks.
- Department personnel must abide by and conduct themselves within the regulations outlined in the city of Saint Paul’s internet access policy, when accessing social media sites.
Use of Social Media for Investigative Purposes:
- Social media sites can be used to commit crimes and victimize others. The Saint Paul Police Department recognizes the value of using social media sites to further criminal investigations, gather evidence, and prevent crimes. [Redacted].
  Personal Use of Social Media:
- Employees should be mindful that words and actions taken by members of the Saint Paul Police Department on or off- duty can impact the entire department.
- No employee may post or otherwise disseminate photographs or other information to which they have access as a result of their employment without the express authorization of the chief of police
- Social media posts maybe subject to department policies, including but not limited to: General 218.00 Workplace Conduct Policy (Harassment)Order 218.00 pertaining to workplace conduct (harassment) and General Order 230.13 (conduct unbecoming).
Any employee who is aware of or has knowledge of a social media posting or webpage that violates the above policy must notify his or her supervisor immediately.
Revised April 24, 2018
The State of Minnesota provides government agencies access to the Minnesota Court Information System (MNCIS). This access is offered by the State to assist government agencies in the efficient performance of duties as required by law and court rules. The Saint Paul police department encourages shared services between agencies.
MNCIS Master Nondisclosure Agreement:
The Saint Paul Police Department has entered into a Master Nondisclosure Agreement with the State of Minnesota for MNCIS Government Login Accounts.
The Agreement defines obligations of police department employees who have been given access to MNCIS public and or confidential case records. All department employees will comply with terms of the Master Nondisclosure Agreement. Users will access MNCIS records only to the extent available in the approved MNCIS government login account that pertains to their current assigned unit.
The chief of police will approve amendments to the agreement.
MNCIS Access Requests and Changes:
The department uses the Odyssey Assistant (OA) version of MNCIS. The state offers OA login accounts for each separate business unit within a government agency. [Redacted]. To initially obtain a login account, unit commanders must complete a “Request for MNCIS Login Account” and forward it to their division assistant chief for approval. If multiple login accounts are needed within a unit each separate sub-unit must submit a login account application. [Redacted].
Public Case Records:
Units at SPPD with OA access to MNCIS public case records will be able to query statewide public cases in the Minnesota District Courts. Case search by party, MNCIS case number, warrant number as well as case information, calendar and full financial information are available.
Authorized department staff accessing public case records in MNCIS should understand those records are provided to aid staff in the efficient performance of their duties as required by law and court rules. The records will help staff update themselves on the status and disposition of cases in the court system. Staff may disclose the public records as needed in the course of their duties. Saint Paul Police Department staff will refer public requests for MNCIS records not immediately related to staff duties to Second Judicial District Court.
Confidential Case Records:
Units that have an additional business need to access certain groups of confidential case records from Ramsey County must complete either a Request for MNCIS Login Account, if the unit has no previous login account or a change request
Form for MNCIS Login Account for this access. The request form must be approved by an assistant chief of police and then the Second Judicial District Court Chief Judge.
Unit commander requests to access confidential Minnesota court records outside of Ramsey County will also need the approval of their assistant chief. This access may require a State Supreme Court order.
Unit commanders requesting confidential case records must review the section of Policies and Notices for MNCIS Government Login Accounts that pertains to the type of confidential records access requested.
Unit commanders requesting access to confidential case records will handle the approval process and notify the records unit manager if the access is approved.
The Master Nondisclosure Agreement regulates disclosing State confidential information. Units with access to confidential case records must adhere to state court requirements on the use of those records. These requirements are described in the Master Nondisclosure Agreement, Policies and Notices for MNCIS Government Access Login Accounts and Table of Limits on Public Access to Case Records.
Requests for New Accounts or Account Changes on Public Case Records:
Once approved by an assistant chief, requests for MNCIS login accounts or changes to login accounts must be forwarded to the records unit manager. The records unit manager will note the requested change and will forward the requests to the State Access Representative for the Second Judicial District Court.
Contact Person for MNCIS and Records Unit Duties:
The records unit manager will act as the agency contact person for MNCIS. The Records Unit will maintain a list of all units with access to MNCIS. The Records Unit will stay apprised of State policy changes for access to MNCIS, Policies and Notices for Government Access Login Accounts, and Table of Public Access. The records unit will provide updated versions of changes to the above to the chief, assistant chiefs and unit commanders with access to MNCIS. The records unit manager will update the department policy on MNCIS access as needed.
Unit Commander Duties:
Unit commanders will authorize MNCIS users within their unit and maintain a record of their staff with a MNCIS password and the date staff were given access to MNCIS. The list is subject to audit at the request of the State.
Unit commanders will maintain in the unit and make available to all users a copy of Master Nondisclosure Agreement, Policies and Notices for MNCIS Government Login Accounts and a Table of Limits Public Access to Case Records.
Commanders of units with confidential case records access to MNCIS records must obtain from staff with access to the confidential records a written acknowledgment that such staff have read the Master Nondisclosure agreement.
Unit commanders requesting to have their unit’s existing account removed must forward a completed change request form to their deputy chief for approval.
Unit commanders may authorize a Change Request Form for MNCIS Login Account for password changes as needed to maintain security with access to MNCIS account(s) in their units.
Technology Unit Duties:
The technology unit will designate a staff person as technical support person who will act as a contact for State technical support and who will assist with the support for department units with access to MNCIS. This designated staff person may initiate and authorize changes to static IP addresses.
MNCIS Minnesota Public Access:
The state also makes available to government agencies and the general public a web based version of a MNCIS login account called Minnesota Public Access (MPA) Courthouse View. Records in MPA are not official records, should not be used for background checks and name checks may be unreliable.
Web Sites (forms, information, policies):
- Minnesota Courts information site on MNCIS: Electronic copies of forms, Master Nondisclosure Agreement, Policies and Notices for MNCIS Government Login Accounts and Table of Limits, etc.
- MNCIS Odyssey Assistant Tutorial
Revised April 27, 2018
This policy applies to all employees of the department who are authorized access, directly or indirectly, to the Criminal Justice Data Communications Network (CJDN). This is to ensure proper usage of the system and adherence to all local, state, and federal regulations. CJDN is the Minnesota Bureau of Criminal Apprehension (BCA) network that provides criminal justice agencies access to data in state and federal systems. The network consists of several systems including Minnesota Justice Information Services, Criminal Justice Information System and National Crime Information Center, Integrated Search Service (ISS), comprehensive Incident Based Reporting System (CIBRS), Minnesota Repository of Arrest Photos (MRAP), Criminal History System, Hot files, Predatory Offender Registration Search (POR), and DVS.
Information derived from the CJDN is sensitive. Improper access, use, and dissemination of CJDN data may result in disciplinary action, counseling and retraining, reprimands, suspensions, and termination. (See Data Practices General Orders 235.00 through 238.00 & Discipline Procedures 230.00).
Access and Security of CJDN System
CJDN terminals are located [redacted]. Individual access to the network is limited to employees who have been certified by the BCA to operate CDJN terminals. All other department personnel must make their criminal justice inquiries through CJDN operators. Unauthorized access to or routine viewing of CJDN terminals or CJDN data is not allowed.
All personnel and contractors with unescorted access to terminal areas must meet the following requirements:
- Successfully pass a state and national fingerprint based background check.
- Complete basic security awareness training within six months of employment or assignment and biennially thereafter, provided by the BCA. New accounts will be arranged by the technology unit.
- All visitors to computer centers or terminal areas must be escorted at all times, unless they are approved OTC personnel and/or SPPD maintenance personnel repairing equipment.
Staff having direct access to the CJDN must meet the following requirements:
- Be an employee of the Saint Paul Police Department, or approved OTC personnel.
- Pass the appropriate CJDN certification access based on your access level as determined by the TAC.
The background unit will:
- Conduct pre-employment background or assignment checks (including fingerprints sent to the BCA and FBI).
- Submit fingerprint cards of department personnel to the BCA within 30 days of employment or assignment.
- Complete fingerprint based record checks for contractors and vendors before such individuals are granted access to criminal justice information or restricted areas that have CJDN data.
- Use the appropriate purpose code when conducting pre-employment background checks for the department. (Codes can be found on the BCA website and a list will be available in the Saint Paul Police Technology Unit).
- Maintain a signed copy of the subject’s background release form.
- The Records Unit manager will maintain and ensure training, audits, and certification records of all CDJN users.
- The Records Unit manager will ensure the public trust is not violated through a breach of privacy, and they will conduct annual audits of the system.
Terminal Agency Coordinator
The terminal agency coordinator (TAC) manages the operation of the CJDN terminals on a local agency level and is responsible for ensuring that all state and local policies are enforced. The technology unit commander is the TAC for the department.
The TAC will issue a unique username and password to authorized users with access to the CJDN and BCA networks. Authorized users will be given a unique password to have access to criminal histories. The criminal history password will be changed at least every [redacted].
Inquiries and Entries
Inquiries into the motor vehicle registration, driver license, criminal history or any other data through the CJDN must be performed for criminal justice purpose only. When performing any file inquiries or making any entries into any system it is important to remember that all data stored in the system is documented criminal justice information that must be protected to ensure correct, legal and efficient dissemination and use. All persons receiving data from a system accessed through the CJDN must be authorized and have a valid need to know.
Criminal history responses as well as all other CJDN printouts will be destroyed when they are no longer needed. These documents will be shredded.
Sensitivity of Data
The stored data in the network is sensitive and should be treated accordingly. Any unauthorized request, receipt, misuse or dissemination of it may result in disciplinary and/or criminal proceedings. The BCA will be informed of serious violations.
Revised April 27, 2018
The Ramsey County Emergency Communication Center (RCECC) sends and receives all administrative messages (teletypes) and is responsible to ensure all system guidelines for administrative messages are adhered to.
An administrative message is a free form message enabling users of the Criminal Justice Data Communications Network (CJDN) to communicate with one another. This type of message may be used to ask for information, assistance, or to respond to requests from other agencies. Administrative messages are used to transmit virtually any type of official criminal justice information not associated with a specific message type. An administrative message may be sent to any criminal justice agency within the United States, Canada, and Puerto Rico.
An administrative message may also be used to request a statewide, regional, or all points message. The regional broadcast allows an agency to send an administrative message to a regional area or areas of the United States. Each state within the region(s) addressed will decide whether or not the message will be broadcast statewide.
Since much of the success of the system depends upon the quality of information exchanged between user agencies, guidelines have been developed that define “appropriate” administrative messages and will be adhered to when transmitting any type of administrative message.
Messages can be sent in a variety of formats to include statewide and/or national broadcasts, regional broadcasts, point to point, and agency to agency messages.
Administrative messages will be referred to as “teletypes”. If an officer would like RCECC personnel to send a teletype they will contact “data” by phone or send a message via fax or e-mail and provide the following information:
- Where to send it (i.e. specific agency, metro area, regional, statewide, etc.).
- Purpose of the teletype (i.e. check an address).
- Officer’s name and contact information.
- What the officer would like the receiving agency or agencies to do in the event they locate the subject of the teletype.
- In the event the teletype is in reference to a temporary situation (i.e. pick-up and hold) the officer must indicate in the body of the message the date/time the request expires.
In the event a teletype request fits guidelines for Keeping Our Police Safe (KOPS) messaging, the tele-communicator will send a KOPS message in lieu of a teletype.
The content of the administrative message is the responsibility of the officer making the request to the RCECC. The officer should verify the information is sent and removed when they ask the RCECC assistance on administrative messages.
Revised April 27, 2018
Telephone Communications with the Public:
The telephone is the primary method by which the services of the department are requested. All incoming calls must be answered as promptly as possible to determine if a need for police service exists and, if so, to provide the required service.
Priority of Handling Calls for Service:
It is not always possible for the department to respond to every call for service; therefore, the department must organize available resources to give the highest level of efficient service possible. Priority of call assignment depends on many factors, and it is normally the responsibility of the Ramsey County Emergency Communications Center (RCECC) personnel to make such assignments; however, an officer in the field may be required to decide whether to continue on an assigned call or handle a complaint or other observed event and cause the call to be reassigned. Such determination should be based upon the comparative urgency and the risk to life and property of the assigned call and the intervening incident. When it is impossible for an officer to handle a complaint or an observed event, they should, if circumstances permit, either give directions for obtaining such assistance or initiate the necessary notifications.
Telephone Courtesy:
In answering telephone calls, employees will courteously greet the caller, identify their units and themselves by name, and ask to be of assistance. Employees will make every reasonable attempt to either supply requested information and assistance or to promptly refer the party to the proper department unit or other public or private agency for assistance.
All department employees have been provided either a Skype phone with voicemail or a department issued cellphone with voicemail. In keeping with our pledge of trusted service with respect employees shall check their voicemails daily while working. If follow up is requested by anyone leaving a message, employees shall respond to said request within two days.
It is the responsibly of the employee to ensure that they have working voicemails and that they are not full. Employees must also ensure they have a working and updated message on their voicemail.
Updated January 14, 2019
The Telephone Consumer Protection Act of 1991 makes it unlawful for any person to send electronic information by computer fax or telephone fax unless the following information is printed in the margin on at least one page of the transmission:
- Date and time sent.
- Identification of business, entity, or individual sending transmission.
- Telephone number of sending machine or such business, entity, or individual.
All police department fax machines are for the purpose of sending and receiving information necessary to the daily operations of the police department. No employee shall send or receive any facsimiles from department equipment that are not specifically police department business without permission from their unit head. Unit heads will be responsible for reviewing the content of any non-department business documents that an employee requests permission to send. The unit head will ascertain the appropriateness of the document being sent, keeping in mind that the recipients copy will identify that the document was sent from a police department fax machine. Under no circumstances shall a department fax machine be used to send anything of a political nature without permission from the chief.
Revised July 1, 2011
Purpose and Scope
This policy establishes guidelines for the use of cellular telephone devices (device) issued by the Saint Paul Police Department (department) to Police Department personnel (personnel).
This policy is applicable to the Police Department and its personnel only. This policy supersedes the City-wide Cell Phone and Cell Phone Procurement policies to the extent they conflict with this policy as applied to department personnel.
Device use includes, but is not limited to, placement and receipt of calls, text messaging, blogging and microblogging, placement and receipt of e-mail, use of audio, video or camera capabilities, use of applications and internet or data access to sites or services on the Internet.
Policy
The Saint Paul Police Department authorizes its personnel to use department-issued devices subject to limitations detailed in this policy. Any department-issued device used while on-duty or off-duty in any manner is subject to monitoring and inspection consistent with the standards set forth in this policy. Any questions regarding the application of this policy or the guidelines contained herein should be directed to a supervisor.
Devices are provided for official department business use. Devices are made available to personnel in positions where use of an issued device will facilitate improved service and responsiveness to citizens, improve efficiency or effectiveness of responses to calls or service or investigative needs, or as otherwise required for the performance of job functions.
Use of Devices
Device use is intended to supplement communication and enhance the capability of personnel to conduct investigative and other department authorized duties. Inappropriate use of a device while on-duty may impair personnel safety.
1. Devices should only be used for legitimate department business. Extended or frequent use of department-issued devices for non-department purposes while on duty, including but not limited to, extended personal phone calls, personal text messaging and non-department related emails is prohibited. Personnel will be responsible for reimbursing the department for any charges incurred as a result of personal use.
2. All use of devices must comply with City-wide policies regulating Internet and email usage and department General Orders 243.00 Communications, 236.05 Social Media, 440.00 Digital Evidence, 235.00: Data Practices and 235.50: Uniform Evidence Retention or other department policies related to telephone and internet usage.
3. The department, or a contractor on behalf of the department, will review and monitor all monthly billing statements. Incidental personal use of devices for non-city related business should be limited to a minimum duration and frequency. In the event personal use results in additional charges to the department, personnel responsible for the additional charges will be required to reimburse the department for costs associated with additional charges or overages.
4. Except when directed by competent authority or as otherwise reasonable under the circumstances, a device must only be used by the person to whom it is assigned.
5. Devices must not be used in place of radio communications designated to be received, coordinated and dispatched through the Ramsey County Emergency Communications Center (RCECC) unless radio communications are impractical or not feasible.
6. Personnel are expected to operate vehicles in compliance with state and federal laws and with a heightened level of awareness and responsibility to ensure public safety. Use of a device while driving during non-emergency situations is limited to situations where the device is configured to allow a hands-free application for listening and talking. Use of a hand-held device is permissible during an emergency response when necessary to communicate with other law enforcement officials or other emergency services where radio communication is impractical or not feasible.
Issuance of Devices
All devices issued by the department will be documented and properly recorded pursuant to department procedures for issuing equipment.
Care of Property
Personnel who are issued a device are responsible for the safekeeping and the proper care and use of department-issued devices.
1. Personnel must at the earliest opportunity report any loss, damage or other condition that renders the device unserviceable through their chain of command and document the incident in an Incident Report. Command staff may review any loss, damage, or other unserviceable condition that results from intentional or negligent misuse or abuse of department devices.
2. Devices must not be thrown away, sold, traded, donated, destroyed or otherwise disposed of without proper authority.
3. A supervisor’s approval is required before any attempt is made to repair a damaged or unserviceable device.
Privacy and Data Practices
1. Any personnel utilizing a device provided by the department expressly acknowledges and agrees that the use of such device, whether for business or personal use, removes any expectation of privacy any personnel, sender and recipient of any communication utilizing such device might otherwise have, including without limitation the time, purpose and content of any such communication.
2. Device usage is subject to audits. The department expressly reserves the right to access, audit and disclose any communications including without limitation, voicemail, text messages, call logs, email, audio or video recordings, photographs or other content or information accessed, transmitted, received, reviewed and/or stored through use of department-issued devices, in accordance with the Minnesota Government Data Practices Act, Minnesota Statutes chapter 13, and General Order 235.00: Data Practices.
3. Any evidence recorded on a device is subject to applicable data privacy laws and regulations and the policies of this department and all applicable criminal or civil discovery obligations. Department personnel are advised and cautioned that the use of a device on-duty or after duty hours for business-related purposes may subject the device records to civil or criminal discovery or disclosure under the Minnesota Government Data Practices Act; Minnesota Statute chapter 13, City data policies, and department General Orders including without limitation, 440.00 Digital Evidence, 235.00: Data Practices to 235.50: Uniform Evidence Retention and any other applicable public record or evidentiary laws, rules or regulations.
Revised December 21, 2018
The Saint Paul Police Department Human Resources Unit is charged with maintaining a correct listing of internal telephone numbers and extension numbers.
Employee Telephone Directory:
The Saint Paul Police Department Human Resources unit is charged with and responsible for the control of the employee telephone directory, which is available solely on the intranet.
All employees are required to fill out the change of address and/or phone number form whenever, but no later than 1 business day following a change in the employee’s telephone number(s) and/or street address (house number and street name). Compliance with this procedure will ensure the directory, the payroll, etc., are updated.
Employee’s personal telephone numbers will not be given out over the phone unless for business purposes and the requestor provide their employee number.
Revised April 27, 2018
The purpose of this policy is to establish clear guidelines, responsibilities, and consistency for posting onto the Saint Paul Police Department (SPPD) Internet Site photos of persons arrested in the City of Saint Paul and booked into the Ramsey County Jail for prostitution related crimes.
Posting Procedures:
Persons arrested in Saint Paul and booked into the Ramsey County Jail for prostitution related offenses, will have the following public information posted onto the SPPD Internet within thirty (30) days of arrest:
- Booking photo
- Name
- Age
- City of residence
- Date and location of arrest
- Other arrest/incident data
The content of the webpage shall be maintained by the vice unit. The unit commander shall ensure that the following protocol is followed:
1. The vice unit officer will obtain, compile, and verify the information to be posted.
2. The data will be turned over to the vice unit sergeant who will independently verify the information and forward onto a third member of vice unit for another verification of accuracy.
3. Only after three personnel have verified the accuracy of the information will it be approved for placement onto the Internet by a person designated by the unit.
The photos and incident information will be removed at or before 90 days have elapsed after the arrest. Photos may be removed prior to the 90 days if a formal written request is received in the vice unit from the arrestee for situations where the City of Saint Paul Attorneys Office declines prosecution of their case.
A copy of the photos, arrest information, date of posting, date of removal, and accuracy sign-off sheet will be kept in the vice unit for a minimum of one (1) year from date of posting.
Effective May 8, 2012
The records unit must forward copies of reports that identify or describe an officer’s response to resistance or aggression to the internal affairs unit for analysis. These reports will include all incidents involving any intermediate or higher level of control, including the use of strikes, kicks, takedowns, baton, K9, less-lethal, aerosol subject restraint, electronic control device, firearms, or weapons of opportunity. The internal affairs unit will review the reports to ensure that the actions taken in the incident conform to department policies and procedures. If the review indicates a violation of any department policies, procedures, or training, an investigation will be undertaken by the internal affairs unit with the commander of the unit named as the complainant. This investigation will follow the procedures and policies as if a formal complaint had been received except that the chief of police will receive a copy of the final report of the findings in each such case.
Copies of reports will also be sent to the training unit for a review of training needs.
April 13, 2018
All sworn personnel who are issued a department handgun or are utilizing a department rifle will be responsible for routine cleaning of the weapon. The firearm must be cleaned and lubricated while an officer is on-duty.
At the end of each scheduled qualification or training exercise, officers will safely break disassemble the firearm at the designated clearing area and perform routine cleaning before returning to service.
All repairs to department firearms will be conducted by the target range staff or an authorized department armorer.
The target range staff will maintain inventory control of all department weapons, which allows an accurate record of the location of the weapon and maintenance history.
Revised May 1, 2018
Target range safety rules will be posted at the target range and all personnel will strictly adhere to the safety rules. While participating in firearms training and qualification, all officers are subject to orders and instructions of the training staff without regard to rank. Violation of any of the target range rules or instructions will result in disciplinary action.
Revised April 24, 2018
Officers will be notified of target range hours and schedules.
All unit heads will ensure that their personnel comply with target range general orders. Scheduling and makeup arrangements will be made between the appropriate unit head and the target range staff and those requiring extra training arrangements.
A compliance report showing officer attendance records will be submitted for each training and qualification to the training commander.
Revised May 1, 2018
Special Weapons Platforms:
- 40mm less-lethal and chemical-agent launchers
- Department-owned or controlled AR15 rifles
- [Redacted]
- [Redacted]
- [Redacted]
- [Redacted]
Maintenance and custody:
- The target range staff will control the inventory of all department-owned weapons.
- Weapons will be assigned to the physical control of special weapons and tactics (S.W.A.T.) team or target range.
- Routine maintenance will be performed by the target range staff and S.W.A.T. team.
- All repairs and modifications will be approved by the range master and performed by a range staff member.
Training:
- All S.W.A.T. personnel will be trained in the use of all weapons authorized to be deployed by that officer.
- Precision-scoped rifle operators will successfully complete a basic sniper course.
- Records or training and qualifications by S.W.A.T. team members will be maintained by the S.W.A.T. coordinator.
Use of agency-authorized firearms and/or special weapons:
- No person(s) may carry or use any firearm or special weapon owned or controlled by the department until they have demonstrated proficiency in the use of the weapon and have been authorized to use the weapon.
- Only S.W.A.T. personnel who have successfully completed a basic sniper course and maintained proficiency at quarterly qualifications are permitted to deploy with precision-scoped rifles.
- [Redacted].
- [Redacted].
Revised November 11, 2022
Department vehicles are equipped with a shotgun and rack. [Redacted]. [Redacted].
[Redacted].
The target range staff will maintain inventory control of all shotguns which allows an accurate record of location of the gun and maintenance history.
District and unit commanders are responsible for the shotguns and ammunition assigned to their units. A periodic inventory will be conducted by the district/unit commander to assure that all shotguns and ammunition assigned to their unit are accounted for. If a discrepancy occurs between the items inventoried and the items listed on the district/unit inventory sheet, a report will be sent to the inspection unit and target range staff. Upon change of command, outgoing and incoming commanders will conduct a joint inspection of all inventory items listed on the district/unit inventory sheet.
[Redacted]. [Redacted].
Officers checking out or returning shotguns at the target range will load and/or clear the weapon outside any police facility. The shotgun chamber must be open when carried inside any police facilities.
Revised May 1, 2018
I. Purpose
The Saint Paul Police Department has recognized that there is a need for officers to have access to AR15-type patrol rifles (“patrol rifle”) to increase officer and public safety. This policy defines the issuing, storage, and deployment of department-owned and personally owned patrol rifles. No part of this policy restricts the issuing, training, and deployment of department-owned patrol rifles by members of S.W.A.T. when authorized by the S.W.A.T. commander. (See Section VIII)
II. Authorization to Use
No person(s) may carry or use any patrol rifle until they have successfully completed an AR operator’s course conducted by this department and has the authorization of their unit/district commander. Officers will be required to attend all department qualifications and maintain proficiency with the patrol rifle. The Range staff shall maintain the AR operators’ list of those officers who have met the requirements and are authorized to carry and deploy patrol rifles. The Training Unit commander has the authority to remove any officer from the AR operators’ list who has violated any part of the AR15-Type Patrol Rifles policy or failed to maintain proficiency with the weapon.
III. Qualifications and Training
The Range staff shall conduct regular patrol rifle qualifications and training to ensure that officers maintain proficiency with the weapon. Any officer who misses a mandatory qualification or training without previous Range approval will be subject to removal from the AR operator list.
[Redacted].
V. Department-Owned AR-Type Patrol Rifles
The Range will issue department-owned patrol rifles to the districts and any other unit authorized by the training unit commander. District and unit commanders are responsible for the patrol rifles and ammunition assigned to their units. A quarterly inventory will be conducted by the district/unit commander to assure that all department-owned patrol rifles and ammunition assigned to their unit are accounted for.
[Redacted].
VI. Personally Owned AR-Type Patrol Rifles
All officers approved to carry and use a department-owned patrol rifle may choose to carry their personally owned patrol rifle on-duty. The personally owned rifle must use parts approved by Range staff and meet the requirements of this policy. The minimum requirements for a personally owned patrol rifle are:
1. [Redacted]
2. [Redacted]
3. [Redacted]
4. [Redacted]
5. [Redacted]
6. [Redacted]
7. [Redacted]
8. [Redacted]
9. [Redacted]
10. [Redacted]
Officers wishing to use their personally owned patrol rifle must have their rifles approved by the range master or authorized range staff. The Range will maintain a record of the condition and all equipment on the rifle when it was approved. Officers may add optional approved equipment (optics etc.) to their patrol rifle. The patrol rifle must be reinspected and approved by the Range prior to using it on-duty. Any officers carrying a patrol rifle that has not been approved by the Range will be subject to disciplinary action and will be removed from the AR operators’ program.
Personally owned patrol rifles will be inspected by the Range on an annual basis. Officers are responsible for the costs of replacing or repairing items that need repair.
The Range will supply duty and practice ammunition for department qualifications and authorized duty use. Officers will qualify with only one rifle; for example, if you qualify and train with your personally owned patrol rifle you will not be authorized to carry the department patrol rifles.
In the event that an officer is involved in a shooting with their personally owned patrol rifle, the rifle will be taken as evidence and will remain in department custody until it is released by the city and county attorney’s office. If possible, the department will attempt to provide the officer with a department-owned patrol rifle for on-duty use while the officer’s rifle is being held.
[Redacted].
VII. Securing Patrol Rifles in Squads
[Redacted].
VIII. Deployment
Officers who have met the requirements of this policy may deploy the patrol rifle they are carrying as they see necessary in accordance with the General Order 246.00. Officers should only deploy the patrol rifle when the incident is of such a nature that the deployment would be reasonable. Examples of the reasonable deployment of the rifle would be an active shooter call, a shooting in which the suspect may still be on scene, or other weapon-related incidents.
On-duty supervisors may override the officer’s use of a patrol rifle by instructing the officer or asking the dispatcher to instruct the officer to secure the patrol rifle and return the rifle to storage per this policy.
IX. S.W.A.T.
The S.W.A.T. commander will be responsible for determining the policy for the issuing, training, and deployment of department-owned patrol rifles for the members of S.W.A.T. S.W.A.T. officers may not carry personally-owned patrol rifles unless they adhere to General Order 249.00: AR15 Type Patrol Rifles.
Revised November 25, 2022
Handgun purchase permits are obtained from the police department of the municipality in which the applicant lives. An applicant must apply in person. An applicant must complete the Minnesota State Permit to Acquire Handgun Form.
There is no charge for the request. Permits are reviewed by the manager of the records unit.
The Saint Paul Police Department Records Unit will complete:
- FBI, BCA, warrant and local criminal record checks.
- Checks with the Minnesota Department of Human Services to determine if the applicant is eligible for a permit.
Minnesota Statute 624.713 lists the reasons an applicant may be denied a permit.
Permits are valid for one year. They are valid statewide, and there is no limit on the number of handguns that may be purchased with a permit.
Revised July 1, 2011
Attention to personal health and wellness is every employee’s responsibility as they remain fit for duty and contribute to a high-functioning workplace. All police department employees must meet work expectations and seek resolution, intervention, and/or therapeutic treatment for any mental or emotional condition that adversely affects the exercise of their assigned duty.
Purpose and Function:
The Saint Paul Police Department Employee Assistance Program (EAP) is designed to actively promote the mental and emotional wellbeing of all Saint Paul Police Department employees (sworn and civilian) and their families. The EAP follows strict confidentiality standards and the services provided are available to all employees and their household family members.
EAP Services include:
•        Private coaching from the EAP Director
•        Counseling sessions with contracted licensed mental health professionals/therapist
•        Critical Incident response
•        Support and/or referral to other resources as appropriate by the EAP Director or Peer Support Team members
Note: EAP does not conduct Fitness for Duty assessments
Location:
The Saint Paul Police EAP is located “off-site” at a location that is intended to be both convenient and private.
EAP Director Duties include:
- Administrative management of the EAP Unit and assuring quality EAP Services.
- Intake of distressed employees who voluntarily seek EAP assistance, or those who are mandated to the EAP, to include listening and assessing; with the goal of connecting these employees and family members with the appropriate resources.
- Monitor the recovery of those who suffer a behavioral health crisis.
- Outreach and education to promote EAP Services and the ideals of officer wellness.
- Direction and oversight of the Peer Support Team.
- Collaborate with other units, public safety agencies, and healthcare providers to advance EAP Services and initiatives.
The EAP Director can be a resource to command and supervisory staff regarding employee problems and concerns. The EAP is not a substitute for, and works best in conjunction with, informed and effective supervision when managing employee concerns. The EAP Director, designee, or contracted mental health professionals are available 24 hours a day to deal with urgent needs requiring an immediate response. Requests for urgent EAP Services can be made by contacting the EAP Director by phone.
The EAP Director coordinates access to brief therapeutic interventions and counseling sessions with contracted licensed mental health professionals/therapist. Commons concerns include:
- Anxiety and depression
- Feelings of hopelessness or helplessness
- Sleep problems
- Loss and grief
- Family and relationship conflicts
- Work stress and frustration
- Psychological trauma
- Injury, illness and chronic pain
- Substance misuse and addictions
- Financial and legal concerns
The EAP Director, or designee, and a mental health professional meet one-on-one and in private with officers involved in Critical Incidents (See General Order 246.09: Investigations). Traumatic Events are managed as identified and on a case-by-case basis.
An employee may be referred to the EAP in one of a number of ways: self-referral, supervisor-referral, or mandated-referral by a supervisor or command staff.
- Self-referral: Any employee may seek EAP Services by simply contacting the EAP Director. This EAP contact and all information provided by the employee shall be held in confidence within the strictest of professional standards.
- Supervisor-referral: An employee may be referred to the EAP by a supervisor who believes the employee is having problems with which the EAP might be of assistance. The employee is under no obligation to contact the EAP based upon this suggestion. Any EAP contact and all information provided to the EAP by the employee shall be held in confidence within the strictest of professional standards.
- Mandated-referral: An employee may be formally ordered to the EAP if a supervisor believes there are work-related problems with which the EAP might be of assistance. The mandated-referral process shall include the completion of the SPPD-EAP Referral and Release Form (PM 1001-14) by the referring supervisor and the form authorizes only the communication of attendance information back to the referring supervisor.
(see above under EAP Director duties)
Direct Services Provided by the EAP:
- Impartial and confidential consultation to all employees.
- Individual counseling referrals and group support as needed to all employees.
- Critical incident stress management for employees who are determined to be involved in Critical Incidents. (See General Order 246.09: Investigations).
- Consultation with other city agencies.
- Health education and information on EAP resources and programs.
- Assistance to employees before, during and after military deployments (See General Order 252.10: Military Deployment).
- Specialized group services for employees.
- Participation in specialized group activities with outside agencies.
- Support to employees on sick leave.
- Peer Support Team.
  Revised September 25 2017
Policy:
The Saint Paul Police Department shall provide administrative, supervisory and employee assistance support to all military employees who receive orders to report for a military active duty deployment.
Procedures:
Whenever a military employee of the Saint Paul Police Department receives official military orders for a U.S military deployment the following shall be implemented:
1. Roles and Responsibilities Pre-Deployment:
  The chief of police, assistant chief, or a deputy chief will contact the veteran employee and his or her family prior to deployment to express appreciation for their service.
  The Employees Assistance Program (EAP) director or designee will offer to meet with the veteran employee and his or her family to establish a relationship and provide contact information and clarification on the pre-deployment process. The EAP director will provide a primary contact person for pre-deployment, deployment, and post-deployment who will be responsible for monthly outreach to the family during the deployment. This may include:
  Child care
  Family assistance with grocery shopping, snow removal, home maintenance, etc.
  Establishing an email account for the veteran employee during deployment.
  Assistance with on-going concerns for the veteran employee with payroll, open enrollment, etc.
  The personnel unit shall assist in setting up payroll to pay monthly bills for veteran employees prior to deploying to military active duty status. Personnel shall notify the chief, training unit, EAP, and the technology unit of a veteran employee deployment within 24 hours of receiving deployment notification.
2. Roles and Responsibilities Post-Deployment
  The chief of police, assistant chief, or a deputy chief will contact the veteran employee and his or her family upon return from military active duty. The unit commander or designee shall provide veteran employees the following upon return from military active duty:
  Information regarding their assignment.
  Packet with cheat sheets, partner information, dates of range qualification, etc.
  Allow for flexible schedule/assignment/days off.
  Assign with a partner for two weeks to a month.
  The personnel unit shall coordinate with the unit/district commander to make sure a post-deployment procedure is in place. Personnel shall notify the chief, training unit, EAP, and the technology unit of a veteran employee’s return from military active duty within 24 hours of receiving estimated date of return notification.
  The training unit shall provide training in arrest procedures, equipment function, range training and qualification, computer operation, geography, search and seizure, etc. for veteran employees upon return from military active duty and prior to returning to his or her work assignment.
  The technology unit shall restore all accounts, RMS, DVS, Mobile Office, etc. and provide a cheat sheet with log-on procedures, identification and passwords for veteran employees upon return from military active duty and prior to returning to his or her work assignment.
  The EAP director or her/his designee will offer to meet with the veteran employee upon return from military active duty and prior to returning to his or her work assignment. Veterans will be offered the opportunity to meet individually and in person, with an EAP licensed professional mental health professional within 72 hours prior to returning to work assignments.
  (See General Order 213.00: Military Leave)
  Effective August 25, 2017
The department, during initial testing and training, dedicates time and resources to ensure that officers are capable of meeting and dealing with the general physical and psychological stresses of police work. To continue this capability, a physical development program exists to maintain the conditioning of the recently trained officers and improve the overall health and wellness of all officers and professional staff.

Objectives:
It is the specific intent of the physical fitness program to:
1.      Ensure the physiological readiness of our officers for the physical demands of the job.
2.      Improve performance on the job.

Implementation:
The Saint Paul Police Department physical fitness program has been developed into a four-part program, which is explained below.

Fitness Assessment:
This includes an annual, in-house fitness assessment to determine the present state of physical fitness of each officer. It is administered yearly to all officers.  It will be scheduled during the officer’s birth month. Officers have 60 days to complete their assessment. Anyone not completing their test during that time period will be marked unsatisfactory on their yearly performance evaluation.
1.   Any officer who is pregnant during the month of their birthday will be exempt from physical fitness testing.
2.   Any officer who has given birth or within the six months prior to the month of their birthday will be exempt from testing.
3.   Any officer who is injured during the month of their birthday will complete a Physical Fitness Assessment Accommodation Request and reschedule their fitness testing with the fitness coordinator.
4. The officer’s most recent PT test results will remain valid until they are due for their next fitness testing.
This is designed to develop the data needed to plan an appropriate individual fitness program for each officer and will serve as a basis for comparison for future tests to determine participant development. Officers will be allowed to select from two fitness testing options. The options are as follows:

Testing Option #1
o   Waist Measurement (<40inches for males;< 35 inches for females) or Body Fat Percentage test
o   Explosive Power - Vertical Jump
o   Muscle Strength - Pushups or 1 Repetition Max Bench Press
o   Aerobic Fitness Assessment
§ 1.5-mile run
§ 1 mile walk
§ 12-minute NAVY bike

Testing Option #2
o   Waist Measurement (<40inches for males;< 35 inches for females) or Body Fat Percentage test
o   2000 Meter Row Test on a Concept 2 Indoor Row Machine

Upon completion of their physical fitness assessment, each officer will be rated and given an individualized physical development program based upon this rating.

Fitness test scores will be noted on sworn employee performance evaluations Tests may be retaken any time during the year to obtain an improved score before the employee’s next performance evaluation.

Only officers who have completed “Saint Paul Police Physical Fitness Exemption” (PM 631-92) which has been signed by the officer and the officer’s personal doctor will be exempt from testing.

On-Duty Exercise Participation:
Upon completion of their assessment, all officers will be allowed participation in the exercise routines prescribed. Each officer can participate in a maximum of three, one-hour, on-duty exercise periods per week. Only one hour of exercise time, to include changing and cleanup may be used at one time. The exercise periods are not accumulative.

Scheduling:
An officer’s immediate supervisor will be responsible for scheduling the exercise periods. Supervisors should use discretion in scheduling these periods to minimize the impact on overall operations and responsibilities. If the emergency communication center supervisor deems that the call load will not allow officers to exercise, the supervisor shall not release officers to exercise.

Authorized Activities:
Activities that are authorized for inclusion in the program based on an individual’s fitness level and capabilities:
·         Swimming
·         Cycling
·         Cross country skiing
·         Rope skipping
·         Aerobics
·         Calisthenics
·         Walk/run/jog
·         Rowing
·         Stair Stepper
·         Circuit training
·         Racquetball/handball
·         Basketball
·         Volleyball
·         Weight training
·         Yoga

On-duty fitness training time may not be utilized for activities not included above without the written approval of the physical fitness coordinator.
Team Events:
The department may authorize teams in various sports as representatives of the department. Participation on such teams is wholly voluntary on the part of participants. The department, at its discretion, may allow on-duty status for travel time for events conducted out of the city. Actual participation in such athletic events will be in an off-duty status. Participants in those events will not be eligible for on-duty injury benefits such as worker’s compensation, in the event of injury.

Heart Health Screening:
Officers are encouraged to work with the Physical Fitness Coordinator and learn more about improving and sustaining cardiometabolic health and wellness.
Starting at the age of 40, officers are recommended to complete a heart health screening.  This consists of a coronary calcium scan (commonly known as a heart scan) and a cardiometabolic blood panel to screen for heart disease, stroke, and type 2 diabetes. A heart health screening is recommended as officers turn 40, 45, 50, 52, 54, 56, 58, and 60 years of age and every year after the age of 60.
The Physical Fitness Coordinator will notify them about the program and help assist officers register for a heart health screening appointment. Heart health screenings are not limited to recommended testing ages. An officer may request a test if a medical issue develops or if they did not complete an earlier test.
The coronary calcium scan, cardiometabolic blood draw and related heart health screenings will be completed during on-duty hours and paid for by the department. Any additional testing beyond these two tests will not be paid for by the department. Officers will have to seek out their own medical care for additional treatment.
Results of a heart health screening is protected under The Health Insurance Portability and Accountability Act of 1996 (HIPAA) and will not be shared with the department.

Other Testing:
Officers who are members of the target range unit, ordnance disposal unit, Canine, and special weapons and tactics (S.W.A.T.) team will have their hearing tested annually.

The Target Range unit will schedule annual tests for their staff to check for excessive lead levels.

Fit testing for department issued gas masks will be conducted during an employee’s annual fitness screening.

Injuries:
Any physical injury which occurs while engaged in on-duty exercise will be immediately reported and documented to the gymnasium staff. (See also General Orders 180.50: Injured on Duty and 211.00: Injured On Duty).

Effective March 8, 2024
This department recognizes that our most important and valuable resources is the men and women it employs. The department realizes also that the better trained and better educated they are the more valuable they become to the department, the community they serve and to themselves and their families. It is incumbent therefore, upon the department and its employees alike to develop and seek opportunities to enhance individual growth by the furtherance and achievement of career and personal goals.
To promote these ends the department has initiated a program of career development designed to assist employees with improving their ability to perform their current job and prepare for movement upward or laterally in the organization. This process will help prepare employees to achieve their desired career objectives such as promotion and/or specialization and will provide opportunities for individual growth and stimulation at all levels.
Program Components:
In-service training -- two forms: In-service training is an important component of the departments career development program. The department will hold regular in-service training in which members take classes in work-related topics.
1. Proficiency training is intended to keep the employee up-to-date on the duties and responsibilities of the job presently being performed and to enhance the employees skills beyond the minimum level and thereby increase the potential for upward mobility.
2. Specialty training is designed to stimulate employees to prepare for new areas of interest and specialization, to maintain and enhance the skills of members already assigned to specialized units and to increase the overall potential of the employee to advance in the department.
Included in the above is specialty training in management and supervision offered by both the department and the City of Saint Paul Office of Human Resources which is designed to assist our personnel in continued advancement in these positions.
Higher education: Higher education is perhaps the most satisfying component of the career development program as it allows department personnel to gain a more insightful understanding of society, to communicate more effectively and to engage in the exploration of new ideas and concepts. All personnel are encouraged to receive a bachelors degree from an accredited college or university and are urged to make use of the city's tuition and reimbursement plan in the pursuit thereof.
Objectives of Career Development:
- To improve the departments utilization of each employees skills, knowledge and abilities.
- To encourage all employees to further their education and training in the skills, knowledge and abilities of their current position and in areas of expressed interest.
- To assist employees in preparing themselves for accepting positions of greater or differing responsibility.
- To guide each employees self-assessment relative to her/his career goals (such as promotion, specialization, etc.)
- To identify the potential number of personnel benefiting from the utilization of the career development program.
- To ensure that the department is providing career development opportunities consistent with the objectives set forth for equal employment opportunity and affirmative action objectives as promulgated in the affirmative action and equal employment opportunity program adopted by the city.
o The Saint Paul Police Department actively encourages minority and female persons to apply for positions within the organization.
o Minority and female employees are afforded equal opportunity for self-development and advancement within the organization.
Program Administration:
Authority and responsibility for the administration of the career development program is vested in the commander of the training unit. The commander is authorized to manage both the programs operation and direction and shall provide for the following.
- To establish requirements for and provide the necessary training for all personnel assigned to conduct career development activities. This training should provide increased knowledge and skills in at least the following areas:
     o   General counseling techniques.
     o   Assessment techniques for determining skills, knowledge and abilities.
     o   Salary, benefits and training opportunities of the department.
     o   Educational opportunities and incentive programs.
     o   Awareness of cultural backgrounds of ethnic groups in the program.
     o   Record keeping techniques.
     o   Career development programs of other jurisdictions.
     o   Availability of outside resources.
- Maintenance of an annual inventory of the skills, knowledge and abilities of each employee. The individual inventories shall be completed during the annual career development/employee evaluation interview.
- Establish and maintain on file an inventory of career specialties within the department including the skills, knowledge and abilities (SKAs) needed for each specialty. Career specialty in-service training shall be based on these SKAs. This inventory shall be made available to all program participants.
- Maintenance of an annual inventory of resources used to develop in-service training requirements of the career development program. This inventory shall list the external and internal resources of the training classes and should include a brief description of the training offered by the resources.
- Maintenance and distribution of information regarding requirements, procedures and opportunities for promotion and/or transfer.
- Administration and implementation of the mandatory and career development in-service training programs to consist of proficiency and specialty training.
o All sworn employees of the department shall be required to attend in-service training on an annual basis. The in-service training module which should contain both required and elective courses of study are designed to test the employees proficiency in previously acquired skills, knowledge and abilities as well as to impart new skills, knowledge and abilities. An additional dimension of the in-service training module should focus on imparting knowledge about specialized assignments to employees currently considered generalists. An interested employee should be provided the opportunity to obtain knowledge necessary for her/him to pursue a specialized assignment.
o Career specialty training courses are provided by in-house training staff or through the utilization of outside resources. Specialty training in management techniques and supervision, which is designed to assist our personnel to improve and advance in these positions, is offered by both the Saint Paul Police Human Resources Unit and the City of Saint Paul Office of Human Resources department and shall be required of all supervisory level employees. Additionally, attendance at skill development courses is required of all sworn personnel upon promotion. Attendance at appropriate courses in the management development program offered by the office of human resources will satisfy the supervisor aspects of this requirement but operational specialty courses may also be required, e.g., investigative techniques, Drug Enforcement Administration course, etc.
- Maintain written records of all proficiency and career specialty in-service training of personnel. These records will be made available to supervisors/counselors for use in conducting the career counseling and performance evaluation interview. Supervisors are encouraged to make recommendations to training staff for improvements and specific needs in the departments training programs based on the counseling sessions.
- Liaison with administration to implement, where practical, the temporary assignment of personnel to specialized work units as a career development training assignment.
- To conduct a continuous monitoring and review of the career development program and to provide administration and employees with up-to-date information regarding requirements for achieving program goals. To conduct an annual evaluation of the career development program plan and submit a written report including any proposed revisions to the management team prior to the annual budget process.
Advanced Training and Higher Education:
Educational leave is established and authorized when absence from duty or employment is granted to an employee to undertake academic or vocational instruction as part of in-service training. Paid leave or absence from duty may be authorized to attend outside workshops, seminars or formal academic programs in the furtherance of departmental excellence. Procedures governing these activities are governed by General Order 336.10: Outside Schools Travel / Training Guidelines.
Tuition Reimbursement Program:
The City of Saint Paul has made available to all city employees a tuition reimbursement program. The policies and procedures regulating this program can be found on the city's intranet site.
All police department employees are strongly encouraged to utilize this educational opportunity in the pursuit of their career and personal enhancement.
Higher Education:
All personnel are encouraged to achieve a bachelors degree from an accredited college or university. In order to enhance academic study, department administration, within reason and whenever practical, will accommodate modification of employee shift assignments where otherwise irresolvable conflicts occur and when to do so is not in conflict with established labor contracts.
Revised July 1, 2011

First Instance	Supervisory Counseling
Second Instance	Oral Reprimand
Third Instance	Written Reprimand
Fourth Instance	Emergency Suspension

200.00 Management Rules and Regulations

The Saint Paul Police Department has published this online policy manual as part of our commitment to transparency.

200.00 Management Rules and Regulations

201.00 Departmental Orders

201.01 Title of Orders

201.02 Definition of Orders

201.03 Form and Content of Orders

201.04 Request for Orders

201.05 Preparation of Orders

201.06 Other Types of Communications

201.08 Here's the Story

201.09 Training Bulletin

201.11 General

201.12 Department Forms

201.13 Mandatory Email and Distribution of Department Notices

202.00 Personal Appearance, Uniforms and Equipment

202.02 RESCINDED

202.03 RESCINDED

202.04 RESCINDED

202.05 RESCINDED

202.06 RESCINDED

202.08 RESCINDED

202.09 RESCINDED

202.10 RESCINDED

202.12 RESCINDED

203.00 Police Department ID Cards

203.01 Retired Officer Identification and Law Enforcement Officer Safety Act (LEOSA)

204.00 Traffic, Case Number and Business Cards

205.00 Employee Working Day Regulations

206.00 Special Event Staffing

207.00 Overtime Compensation

207.01 Contractual Overtime

208.00 Vacation

209.00 Holidays

211.00 Injured on Duty

212.00 Line-of-Duty Death

213.00 Military Leave

214.00 Leave of Absence

214.01 Family and Medical Leave Act (FMLA)

214.02 Parental Leave

215.00 Sick Leave

215.10 Bereavement Leave

215.20 Absence Without Leave

216.10 Employees, Time Off to Vote

217.00 Grievances

218.00 Workplace Conduct Policy (Harassment)

218.10 EPIC Peer Intervention Program

219.00 Discrimination, Violence, Harassment and Offensive Behavior Reporting

220.00 Jury Duty

221.00 Residence

222.00 Resignations

223.00 Severance Pay

225.00 Probation

230.00 Disciplinary Procedures

230.07 Immediate Disciplinary Procedures

230.09 Employee's Duty to Report Misconduct

230.10 Police-Civilian Internal Affairs Review Commission (P.C.I.A.R.C)

230.11 Employee's Rights

230.12 Civil Service Rules - Discipline

230.13 Conduct Unbecoming a Peace Officer

230.20 Department Rules of Conduct

230.30 Drug and Alcohol Screening

230.40 Employee Privacy

231.00 Outside Employment

232.00 Performance Appraisal

233.00 Commendation Review Board

233.50 Labor Management Safety Committee

239.00 Comprehensive Incident Based Reporting System

234.00 Flag Etiquette

235.00 Data Practices

235.10 Dissemination of Criminal Data

235.20 Administrative Lockdown

235.30 Case File Maintenance

235.40 Laserfiche Document Storage

235.50 Uniform Evidence Retention

235.60 News Media

235.70 Civil Suit Interviews by Officers

236.00 Computer Security

236.02 Internet Access and E-mail Policy

236.05 Social Media