SECTION SIX

Communications

600    Communications in General

With the Media

Only the Director of Campus Safety is authorized to act as media spokespersons for the department. Officers are expressly forbidden to give information regarding university business or incidents to reporters, etc. This includes representatives from student media or staff newsletters.

In the event the Director is not available, calls from the media should be referred to the Vice Chancellor for communications. This Vice Chancellor is the official spokesperson for the University of Denver.

With Other Law Enforcement Agencies

It is our intent to cooperate fully with investigations by other agencies. Please verify the identity of officers from these agencies before giving non-public information. If you have any questions or are unsure, please refer the officer to a member of Command Staff. Special note: Please familiarize yourself with the policy regarding the Student Record System (SRS) database, which is included in the SafeCom manual.

With The University Community

Although communication with the university community is desired, officers must be extremely careful not to divulge information regarding specific incidents or persons involved to persons who do not have a need to know. The department handles may situations which are confidential and potentially serious in nature. Divulging identities of persons involved may be an invasion of privacy at best, and dangerous or life-threatening at worst. The identities of any persons involved in incidents should be considered confidential information.

Likewise, specifics regarding criminal cases may hamper investigation or prosecution. Again, such specifics should be considered confidential. If in doubt, refer inquiries to Command Staff.

Identification of Officers

Officers are required upon request to identify themselves to members of the public by last name and badge number. If the officer is involved in handling a situation or in conversation with another person, this may be postponed until appropriate; the request should be honored as soon as possible thereafter.

601      Within The Department

Officers are encouraged to communicate with each other in a cordial, professional manner. Statements between officers which are defamatory, sexist, or racist are not acceptable.

Communication with Command Staff is requested and encouraged. Ideas, recommendations, and criticisms are welcomed when offered in a respectful manner. Please refer to Section 100 of this manual for procedures regarding grievances.

Chain of Command

The department is organized in a hierarchy of responsibilities and authority, as illustrated in the organizational chart in section 8 of this manual. In order to facilitate understanding of this hierarchy and to promote consistency with the law enforcement community, uniformed personnel are assigned a title or rank within the chain of command. Members of the department are expected to follow directives of a higher ranking officer unless such directive is in violation of the law or constitutional rights. Failure to obey such lawful orders is grounds for termination.

Command Staff

Members of the department whose primary responsibilities include development and interpretation of policy are referred to as Command Staff. These individuals have ultimate authority within the department, as well as ultimate responsibility for administration and decisions. Members of the Command Staff include:

• Director of Security

Director of Programs and Preventive Services

• Coordinator, Administrative Services
• Director of Parking Services
• Division Commanders (Lieutenants)

The next command level is Security Supervisor, referred to by rank as Sergeant. A Sergeant reports directly to a Division Commander, and is assigned responsibility for supervising a particular area of operation or function.

A Specialist is a Officer I who has specific duties in a specific area in addition to patrol duties.

An Officer I is an officer who has satisfactorily completed initial probation.

A Probationary Officer is a newly hired officer yet to complete probation.

Officer in Charge (OIC)

In general, the highest ranking officer present on a watch is the Officer in Charge (OIC). Frequently, a Division Commander may designate an officer as OIC on the schedule or by advisement. An officer so designated is to be recognized by other officers working as the ranking officer.

Effect of Campus Assignment

The nature of chain of command is not directly altered by campus assignment; that is, an officer of higher rank carries that rank no matter where assigned. However, an expectation of promotion to higher rank is that the officer will defer in judgment to a lower ranking officer who has better knowledge of a particular campus or situation.

602      Radio and Telephone Communications

Radio Procedures in general

The radio system is an essential tool for conducting our mission, and must be protected by following proper procedures. The frequencies used by the department are licensed by the Federal Communications Commission, and all FCC regulations must be observed. Listed below are a few of the more important regulations and procedures.

1. Profanity, obscenities, or defamatory language are forbidden. In addition to loss of the FCC license and other punitive action, the individual officer may be subject to prosecution for violating this regulation. Any violation of this code by any user of the university radio frequencies should be reported immediately to Command Staff.

2. The call letters assigned to each frequency must be broadcast at least once each hour. It is the responsibility of the Communications Technician to carry out this function with the hourly time check. The time check also provides an opportunity to check the status of each field officer, and to see that radio equipment is functioning properly.

3. The radio system is not a telephone. Information should be relayed in a short, concise manner. Speak clearly and end the transmission as soon as possible. Conversational style ties up the frequency and prevents other officers from relaying important information.

4. Although the frequencies are controlled by the Department of Campus Safety, other university users have access and monitoring capabilities. In addition, transmissions may be overheard by persons standing in proximity to an officer in public places. Officers should keep these factors in mind when choosing the information and language contained in messages transmitted over the air. A professional tone should be kept at all times.

5. Radio and telephone communications are recorded in SafeCom by a date/time recording device. This allows calls to be verified as to time and content, and provides backup information. In addition, recorded calls may serve as evidence in the event of bomb threats and other events in which the department is involved.

Radio Protocol

1. The Communication Technician in SafeCom has primary responsibility for radio communications. Dispatch is always identified on the air as “SafeCom”.

2. The Director of the Department is designated as ‘Delta 1’.

3. Administrators are designated as Adam units.

4. Lieutenants are designated as Lincoln units.

5. Sergeants are designated as Sam units.

6. All other officers are designated by their badge numbers.

7. Parking Services technicians are designated as Tech units

Telephone Communications

Officers frequently are required to conduct business by telephone, often conveying or receiving vital information. To avoid misunderstandings, it is essential that telephone conversations be courteous and businesslike. Some general guidelines for telephone communications are:

1. Always identify yourself by name and rank. Ask caller how you may help them. If you initiated the call, explain why you are calling.

2. If you are using the phone to communicate with SafeCom or another officer, make sure your conversation is secure, or that you are not relaying confidential information.

3. When necessary to use a telephone in another university department, make sure to ask permission first. Using phones in private offices should be avoided except in emergencies.

4. Personal calls should be made from department non-emergency phones or public phones. Private long distance calls from university phones are prohibited unless specifically authorized.

Reporting Information

The department uses various forms for reporting and documenting evens. It is the responsibility of each officer to understand the procedures for using these forms. Falsification of reported information is grounds for immediate termination.

Incident Reports

In any instance where policies or procedures require completion of an incident report, it is the responsibility of the officer assigned to complete the report before ending the watch. Overtime may be granted if necessary to complete the report, but officers should not put off writing the report to gain overtime. In addition, it should be noted that reports are generally better if completed as soon as possible after the incident is over, when details are still clear and fresh.

Exceptions to this rule require permission of a member of Command Staff. Officers should keep in mind that information contained in reports may be needed on short notice, including weekends.

Officers Daily Log

The daily log is an officer’s account of all activities during a watch. In addition to providing valuable information to the department, it is also a tool for protecting the officer. If you are called to testify in court or are falsely accused of improper activity, your log sheet may be the only record of your location at a specific time. Therefore, accuracy and detail are in your best interests.

Interdepartmental Correspondence

A form is provided for communication in writing between members of the department. Examples of such correspondence include vacation requests, grievances, or informal information. It should not take the place of an incident report when required.

Other Forms

Various forms are frequently developed or introduced, accompanied by instructions. It is the responsibility of each officer to remain informed of the procedures for completing these forms and to have any questions answered.

Non-Security University Reports

Officers may be required to complete various other forms and reports relative to their security function or employee status. When such reports or documents are requested, they should be completed accurately in a timely manner.

Police Reports

When Police or other municipal agencies are involved in an incident, officers may be required to complete complaint forms, witness statements, accident reports, or other documents. Failure to cooperate fully with such requests may result in termination of employment, in addition to possible legal action.

Legal Actions and Court Testimony

Officers may be called to give testimony regarding their knowledge or actions relating to certain incidents. In nearly all such cases, the officer will be served a subpoena by the court, ordering such testimony. Failure to appear as ordered is a criminal offense, as well as a serious violation of department regulations.

Command Staff should be notified as soon as possible if such notice is served on an officer, and a photocopy made for files. Every effort will be make to prepare the officer for testimony, including copies of relevant reports, logs, etc.. In addition, the department has several resources advising officers of how to prepare and give testimony.

Officers are expected to provide truthful, accurate, and complete testimony when called. Giving false information under oath is a criminal offense, as well as a violation of department regulations. When court appearances or other subpoenaed appearances result from official actions as a Campus Safety officer, the officer will be paid appropriately for such appearances.

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