Departmental directives are issued by the Chief of Police
or on the Chief’s authority by the Information Technology
Division (ITD) and the Human Resources Division (HRD).
They apply to the entire department.
A. Departmental directives issued by the ITD consist of
policies and notices. See section III below.
B. Departmental directives issued by the HRD consist of
personnel orders and the departmental functional and
organizational charts. See section IV below.
II. Element directives are issued by element commanders and
apply only within the issuing commander’s element.
Element directives consist of manuals of operations and
element notices. See section IX below.
Policies
A. Policies are issued to establish or revise
departmental organization or policy. A policy
remains in effect until rescinded by order of the
Chief of Police.
B. Policies are prepared in final form on white paper
and issued by the ITD. The master file of policies,
including rescinded policies and rescinded parts of
policies, is maintained by the ITD.
C. Requests for copies of departmental policies by the
public and/or media shall be routed to the Office of
the Chief for approval and redaction, if necessary.
Departmental directives are issued by the Chief of
Police or on the Chief’s authority by the Information
Technology Division (ITD) and the Human Resources
Division (HRD). They apply to the entire department.
A. Departmental directives issued by the ITD consist
of policies and notices. See section III below.
B. Departmental directives issued by the HRD consist
of personnel orders and the departmental functional
and organizational charts. See section IV below.
Policies
A. Policies are issued to establish or revise
departmental organization or policy. A policy
remains in effect until rescinded by order of the Chief of Police.
B. Policies are prepared in final form on white
paper and issued by the ITD. The master file
of policies, including rescinded policies and
rescinded parts of policies, is maintained by the ITD.
C. Requests for copies of departmental policies
by the public and/or media shall be routed to
the Office of the Chief for approval and redaction,
if necessary.
Element directives are issued by element commanders
and apply only within the issuing commander’s element.
Element directives consist of manuals of operations
and element notices. See section IX below.
Notices
A. Notices are issued to transmit direction
for a limited period. (Informational material
should be disseminated via other means.) A
notice expires one year from its date of issue,
unless rescinded earlier by order of the Chief
of Police.
B. Notices are prepared in final form on white
paper and issued by the ITD. The master file
of notices is maintained by the ITD.
C. Requests for copies of departmental notices
by the public and/or media shall be routed to
the Office of the Chief for approval and redaction,
if necessary.
Initiation and Amendment of Departmental Directives Issued by the ITD
A. Policies
1. Initiator
a. The element that desires to initiate or
amend a directive shall have the proposed
order or amended portion thereof prepared
in draft form. An electronic copy of the
current directive may be obtained from the ITD.
(1) The draft shall follow the established
format for directives. See Attachment 1.
(2) All material to be deleted shall be marked
with strikeouts; all material to be added shall
be set off by redlining. See Attachment 2.
(3) References to a specific gender (he, she,
his, or her) are to be avoided.
(4) The proposed directive or directive
amendment must not conflict with other
directives. If there is a conflict, the
proposal must include an amendment to the
other directive(s) as well.
b. Justification for the proposal shall be
spelled out on a separate To/From report
which shall be prepared by the initiating
element’s commander.
c. A copy of the draft proposal shall be
attached to the justificatory To/From
report. The report shall be addressed to
the ITD and routed via the initiating
element’s commander and bureau chief and
the Support Services Bureau’s assistant chief.
d. The initiator shall work with the ITD in
resolving questions or problems that arise
during the review process. Upon receiving
the final draft of a directive for ARB review,
the initiator shall obtain approval from
the initiator’s commander and bureau chief.
e. All redrafts are subject to administrative review.
2. ITD
a. When copies of the proposed or amended directive
are received by the ITD, an Administrative Review
Board (ARB) meeting will be scheduled for review
of the proposal.
b. The ITD shall review the proposed or amended
directive for consistency in content, form, and
style with existing directives and shall work
with the initiator to integrate recommendations
received from the ARB.
c. A proposal that affects matters of concern
to the unions is subject to consultation and
shall be submitted to them after it has been
approved in the administrative review process.
Matters that are subject to conferral are:
(1) Pay provisions and practices;
(2) Regulations governing hours of work;
(3) Working conditions;
(4) Employee services and benefits;
(5) Work standards and performance;
(6) Safety practices and equipment; and
(7) Departmental personnel policies.
When necessary, meet-and-confer sessions with
the unions shall be arranged by the Administrative
Bureau’s assistant chief in charge of liaison
with the unions.
d. When a proposal has been approved by the ARB
and has met all union consultation requirements,
it shall be prepared in final form and submitted
to the Chief of Police for signature.
3. ARB
a. The ARB consists of the two deputy chiefs, six
assistant chiefs or their designees, and the senior
police legal advisor. It meets as needed to review
directives.
b. Each meeting shall also be attended by personnel
from the element initiating the directive, other
elements affected by the directive, and the ITD.
c. A deputy chief chairs the ARB.
d. When a directive does not receive unanimous
ARB approval, the ITD analyst shall work with
involved parties to resolve the issues and rewrite
the directive.
e. Administrative reviewers unable to attend a
scheduled board meeting may discuss their
opinions with the chairperson prior to the
meeting. A designated replacement may also be
assigned to attend the meeting.
f. A second administrative review for a directive
may be effected by an ARB meeting or by circulation
of the directive among the ARB members.
B. Notices
1. Notices may be initiated by any element. The
element shall prepare a draft, following the
established format for directives, and route it
to the ITD via the bureau chief(s).
2. The ITD shall review the draft, make any needed
changes, prepare it in final form on the required
white paper, submit it to the Chief of Police for
signature, and distribute copies to all elements.
DEPARTMENTAL DIRECTIVES ISSUED BY THE HRD
A. Personnel Orders
1. Personnel orders are issued to effect and
announce personnel actions. A personnel order
remains in effect until the actions affected
by it are changed by a subsequent order.
2. Personnel orders are typed in final form,
assigned control numbers, and issued by the HRD.
The master file of these directives is maintained
by the HRD.
B. Functional and Organizational Charts
1. The functional and organizational charts
are schematic representations of each element
of the department.
a. The position titles and position numbers
for all authorized positions assigned to each
element are listed.
b. Each element is limited to the positions
that have been authorized; any changes require
formal reorganization of the element.
2. The charts are sent to the Managing Director
for approval on July 1 of each year. Each chart
remains in effect until it is superseded by an
amended chart or by a new chart issued on July 1
of the following year.
a. A proposal to reorganize a departmental
element shall be submitted by the division-
level commander via channels to the Chief
of Police for approval.
b. If approved by the Chief of Police, the
proposed reorganization will be submitted
to the Managing Director for approval.
3. The functional and organizational charts
and amendments thereto are finalized and
disseminated by the HRD.
DISTRIBUTION, POSTING, AND RETENTION OF DEPARTMENTAL DIRECTIVES
A. Departmental directives shall be sent and
a hard copy maintained by the following elements:
1. Information Technology Division;
2. Records and Identification Division;
3. Training Division;
4. District 2 (Wahiawa District Station);
5. District 3 (Pearl City District Station);
6. District 4 (Kaneohe District Station);
7. District 5 (Kalihi District Station); and
8. District 8 (Kapolei District Station).
B. After posting, the policies and notices
shall be filed in numerical order. Separate
files shall be maintained for each type of
directive. A directive that has expired or
been rescinded shall be removed from the file
and destroyed.
C. Elements listed in section V A above shall
maintain at least one set each of the policies
and notices. The set shall be kept in the
receiving desk area, if applicable, so that it
is accessible at all times. Other elements
shall keep the policies and notices in areas so
that it is accessible at all times.
D. All required sets of directives shall be
subject to inspection.
E. All current policies and notices shall also
be posted at the departmental intranet site.
F. When departmental directives are amended,
introduced, or rescinded, an e-mail message
from [email protected] with the subject
“Latest HPD Intranet Updates” shall be sent
to each departmental employee.
KNOWLEDGE OF DEPARTMENTAL DIRECTIVES
All members of the department are responsible
for knowing the contents of all directives in force.
A. Each departmental employee shall read his
or her messages from [email protected]
with the subject “Latest HPD Intranet Updates”
concerning directives at least once every week
(Sunday to Saturday). Reserve officers and
employees who are absent due to vacation or
extended sick leave shall fulfill this requirement
at their earliest opportunity.
B. Upon opening a message that a departmental
directive has been amended or that a new directive
has been enacted, the employee shall review the
directive by opening the link pertaining to the
directive. Employees shall left click on the
directive number link under the heading “PDF/Order”
to view the directive. The system will automatically
track the employees’ acknowledgement of the amended
or new directive. If the link is not accessed, the
directive will not be considered as read.
REVIEW AND RESCISSION OF DEPARTMENTAL DIRECTIVES
A. Departmental directives can only be rescinded
by or upon the authority of the Chief of Police.
B. The review, update, rescission, and reissuance
of policies are accomplished by the ITD.
C. The review, update, and reissuance of the
departmental functional and organizational
charts are accomplished by the HRD. The HRD
will furnish the Managing Director with a
current copy of the departmental functional
and organizational charts, including personnel
numbers, by July 1 of each year.
CITING DEPARTMENTAL DIRECTIVES
Departmental directives cited in other directives
shall be identified by the kind of directive,
number, and title (e.g., Policy X.XX, DIRECTIVE
SYSTEM). A reference to a superseded directive
shall be applicable to the functional successor
of that directive, if any. When the directive
in which the reference appears is amended or
updated, the reference shall be changed to cite
the new directive.
ELEMENT DIRECTIVES
A. General Guidelines
1. Each commander authorized to issue
directives shall maintain a master file
of: (1) all departmental directives in
force; (2) all directives issued by higher
elements in the chain of command and still
in force; and (3) all directives of the
command, including rescinded directives.
Each commander shall also maintain an index
of the command’s directives in force.
2. Element commanders who issue directives
shall ensure that they do not conflict with
those of higher authority.
3. Element directives shall be posted on the
HPD intranet and a “Latest HPD Intranet Updates”
daily message set up and initiated.
B. Manuals of Operations
See Policy 2.20, MANUALS OF OPERATIONS.
C. Element Notices
1. Element notices shall follow the format
for departmental notices and shall be prepared
on white paper. (Information notices are not
considered part of the directive system, as
they merely convey information and are not
directive in nature. See Attachment 3.)
2. The expiration date for element notices
shall be one year from the date of issue.
SEVERABILITY CLAUSE
Whenever a provision of any directive conflicts
with a law, statute, ordinance, governmental
regulation, or union contract, the latter shall
take precedence. When only a part of a directive
is so affected, the remainder of the directive
remains in force.