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NOT FOR PUBLIC DISSEMINATION
EGG HARBOR TOWNSHIP POLICE
DEPARTMENTAL DIRECTIVE
#
Date Issued:
May 21, 2018
Date Effective:
Immediately
Directive: GENERAL ORDER
Directive #
06-09
Date Created:
03/24/2006
Subject: Guardian Tracking & Early Warning System (EWS)
Revision History: 05/14/2014 (revised directive 14-08)
09/30/2016 (revised, new numbering system)
05/21/2018 (update, new EWS indictors, reporting)
I. Purpose:
The purpose of this policy is to establish consistent practices and procedures for
documenting and managing employee performance and early intervention. This
policy is intended to standardize documentation for both positive and negative
performance indicators and to identify employees who have developed a pattern of
behavior which indicates intervention efforts may be necessary.
II. Policy:
Guardian Tracking is an employee performance documentation software that is
designed to benefit the entire organization by enhancing the supervisor’s ability to
manage and document employee performance and augment the current Performance
Evaluation System. Information maintained by the software will assist with various
organizational processes, such as: performance appraisals, promotions, early
intervention, recognizing training needs, employee recognition, awards and
discipline. The Early Intervention tracking provides for the review of indicators of
increased risk and provide timely, non-punitive intervention consistent with best
practices to augment the performance evaluation system
III. Procedure:
A. Confidentiality
1. All personnel will ensure that all documentation within Guardian Tracking
will remain confidential. Unauthorized sharing of information may result in
disciplinary action.
2. All personnel will ensure that their password remains confidential.
Signing onto the Guardian Tracking software using another’s User Name
and Password is prohibited.
B. Documentation
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1. Data entry in Guardian Tracking is required for all agency personnel,
including sworn and non-sworn personnel.
2. All performance documentation will be tracked and entered using the
Guardian Tracking system.
3. Supervisors are to use the Guardian Tracking software to document
information pertaining to the performance of employees under their
supervision. Members are responsible for working in such a manner that
they provide the best possible level of performance under the
circumstances existing at the time. When facts show that an employee’s
efforts rise above, or fall below, what would have been reasonably
expected, supervisors have a duty to document said performance in
Guardian Tracking in order to promote exemplary performance or obtain
lasting improvement where needed. In addition, documentation of the
following incidents are required:
a. Officers who are involved in a motor vehicle pursuit as defined by the
Attorney General Guidelines.
b. Officers who are involved in a Use of Force incident.
c. Officers who are involved in a Motor Vehicle Collision involving a
vehicle owned/operated by this police department.
d. Officer on-duty injury.
e. Department property damage
f. Sick No Charge- civilian Staff only
g. Officer Safety Issues
h. General Order Violations
i. Cases or arrests by the officer that are rejected or dismissed by a
court.
j. Cases in which evidence obtained by an officer is suppressed by a
court.
k. Insubordination
l. Neglect of duty by the officer.
m. Supervisors are required to document all positive performances by
their employees. Examples of positive performances may include,
but are not limited to exceptional duty, such as a CPR save,
successful resolution of a complex investigation, voluntarily
accepting responsibilities above and beyond the officer’s regular
duties, commendations from internal and external sources, letter of
recognition from a citizen, etc.
C. Entries into Guardian Tracking
1. A supervisor shall discuss performance issues with his/her subordinate
prior to making an entry into the Guardian Tracking system. Supervisors
shall also inform his/her subordinate that the noted issue, and discussion,
will be recorded in Guardian Tracking system. However, the supervisor
may make the entry and “save” it on the system without being distributed.
After the personal discussion, the entry can be “published.”
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2. Entries should be entered on regular basis and contemporaneously with
the event/behavior being documented. Entries should consist of factual
documentation, not opinions.
3. Accurate, fair, and consistent documentation will provide meaningful
feedback in promoting employees’ better judgment, increased insight into
behavior, heightened awareness of organizational goals, and performance
comparisons over time.
4. Supervisory personnel, who wish to make an entry for personnel outside
their chain-of-command, or direct span of control, shall make the entry and
place it on hold. Prior to speaking with the employee, the author shall
consult with the employee’s direct supervisor advising him/her of the
incident and wish to generate a Guardian Entry.
5. Entries in Guardian Tracking software will be viewable by the subject of
the entry and his/her supervisors, police departments command staff, and
other authorized officers who have a legitimate purpose and permission,
such as for the review of MPO credentials.
D. Log-on and Review
1. All personnel will log into Guardian Tracking and review any recently
created or recently updated incidents/entries whenever they receive an
email notification of an entry.
2. Personnel may add appropriate commentary to entries pertaining to
themselves or their subordinates. When such a comment is submitted, the
Guardian Tracking software automatically documents the date, time, and
person submitting the comment. This shall not be used as a forum for
rebuttal.
E. Performance Evaluations
1. Guardian Tracking will assist the personnel performance evaluation
process in a variety of ways, including, but not limited to:
a. Documenting high or low ratings.
b. Tracking recognition, counseling, training, and other measures to
improve employee performance.
c. Setting goals and objectives or performance improvement plans.
F. Discipline
1. Guardian Tracking will assist the disciplinary process in a variety of ways,
including, but not limited to:
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a. Detecting those instances or patterns of behavior when disciplinary
action is warranted (remedial training, counseling, etc.)
b. Informing employees when substandard performance is observed
and giving them opportunities to improve.
c. Maintaining a record of disciplinary action and performance.
G. Awards & Commendations
1. Guardian Tracking will aid the Awards, Recognition and Commendations
process in a variety of ways, including, but not limited to:
a. Documenting instances where officers are recognized through the
Award and Commendation process.
b. Maintaining a record of Awards, Recognition, and Commendations.
c. Award Nominations and Commendation entries shall include the date
of occurrence, case number, all officers involved and a brief
description of the events.
H. Training
1. All personnel may access the Guardian Tracking User Manual and other
training material via the internet on the Guardian Tracking home page
(http://guardiantracking.com). All personnel are to make themselves
familiar with the operation and function of the Guardian Tracking software.
2. If additional training is required, all personnel may consult with their
immediate supervisor or the department’s Guardian Tracking
administrator/ Office of Professional Responsibility.
I. Early Warning System (EWS)
1. The Early Warning System is designed to detect patterns and trends
before the conduct escalates into more serious problems. The primary
intent is to address potential problems through the use of appropriate
management intervention strategies before formal discipline becomes
necessary.
2. All levels of supervision, especially first line supervisors, are expected to
recognize potentially troublesome employees, identify training needs and
provide professional support in a consistent and fair manner. Emphasis
should be placed on anticipating employee problems before it results in
improper performance or conduct.
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3. Performance Indicators and measures of employee performance can be
regularly examined for patterns or practices that may indicate potential
problems that can trigger an Early Warning System Flag. These
performance indicators include, but are not limited to, the following in
accordance with New Jersey Attorney General Guidelines and Directives:
a. Internal affairs complaints against the officer, whether initiated by
another officer or by a member of the public.
b. Civil actions filed against the officer.
c. Criminal investigations of or criminal complaints against the officer.
d. Any use of force by the officer that is formally determined or
adjudicated (for example, by internal affairs or a grand jury) to have
been excessive, unjustified, or unreasonable.
e. Domestic violence investigations in which the officer is an alleged
subject.
f. An arrest of the officer, including on a driving under the influence
charge.
g. Sexual Harassment claims against the officer.
h. Vehicular collisions involving the officer that are formally determined
to have been the fault of the officer.
i. A positive drug test by the officer.
j. Cases or arrests by the officer that are rejected or dismissed by a
court.
k. Cases in which evidence obtained by an officer is suppressed by a
court.
l. Insubordination by the officer.
m. Neglect of duty by the officer.
n. Unexcused absences by the officer.
o. Any other indicators, as determined by the agency's chief executive.
J. Civil actions filed against the officer
1. The Early Warning System is primarily the responsibility of the Office of
Professional Responsibility, but any supervisor may initiate the early
warning process based upon their own observations.
2. An employee’s first line supervisor is usually the first member of the
department to encounter and document specific incidents that affect an
employee. It is essential for the supervisor to speak with the employee,
document these incidents and report findings to the division commander.
The success of this program relies heavily on the first line supervisor’s
participation and involvement.
3. Supervisors will have input on recommendations affecting their employees
such as required remedial training, counseling services through the
Employee Assistance Program and disciplinary action.
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K. Guardian Tracking Flags
1. This department will utilize Guardian Tracking software in order to
manage, track and trigger alerts with respect to the Early Warning System.
Guardian Tracking is an employee behavioral monitoring and early
warning system (EWS). In no way, does it excuse a supervisor or any
other employee from following the procedures mandated in the
department’s Internal Affairs General Order.
L. Role of First‐Line Supervisor
1. Supervisors must become familiar with the EWS. This includes knowing
which data to enter in Guardian Tracking.
2. It is important to note that supervisors must not rely solely on the
Guardian Tracking software to identify potential problems. The EWS does
not relieve supervisors of their responsibility to regularly monitor
performance data and address any potential problems.
a. If a pattern is identified, supervisors should take the appropriate
steps toward an intervention, regardless of whether their concerns
were triggered by the EWS or their own observations.
b. The intervention triggers are not meant to be comprehensive; they
are designed to monitor only certain employee behaviors. An
informed supervisor should always have a much clearer picture of the
performance record for each employee and a better understanding of
the employee’s needs.
3. Proactive supervision is similarly important in identifying employees who
are exceeding expectations in their job performance. Just as supervisors
should be identifying potential problems early on, they should also be
noticing when employees under their command engage in positive
behaviors that may warrant formal recognition, such as a letter in an
employee’s file, or an agency award.
4. When a threshold is met, Guardian Tracking will display an “intervention”
tab. This display will be viewable by all supervisory personnel within the
employee’s chain of command until a response is made. The flag does not
display for the employee involved.
5. When the early “intervention” tab is displayed, the following procedures
a. The Office of Professional Responsibility shall conduct an employee
review to determine if intervention is needed. This review shall
include;
(1) all incidents which activated the intervention,
(2) at least six months of the employee’s performance records,
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(3) the supervisor’s personal knowledge and observations about
the employee,
(4) and, if warranted, an interview with the employee.
b. The Office of Professional Responsibility (OPR) will determine what
action, if any, is needed to reply to the early warning flag. OPR will
meet with the employee’s Bureau Commander and review the plan.
c. The Office of Professional Responsibility will create a response using
the “Early Intervention Response” category, summarizing the action
taken, put it on hold and meet with the employee and supervisor
before publishing.
d. If another related incident occurs within the same period, a new
intervention flag will occur.
M. Post Intervention Monitoring
1. After intervention, the first‐line supervisor will monitor the employee. This
can be done in various ways. Monitoring activity will be documented as a
“sub‐entry” to the original “Early Intervention Response” entry.
2. Supervisors should recommend a different intervention if the first proved
unsuccessful.
3. Command Level supervision will review post‐intervention activity.
N. In general, the following indicators will prompt early intervention:
1. Early Intervention Flag (3 within any Twelve month period)
a. Attendance;
b. Demeanor
c. Corrective Action
d. Complaint- Citizen
e. Crash- Motor Vehicle
f. Counselling
g. Pursuit;
h. Use of Force;
i. Neglect of Duty
j. Insubordination
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k. Cases or arrests by the officer that are rejected or dismissed by a
court.
l. Cases in which evidence obtained by an officer is suppressed by a
court.
m. Any other indicators, as determined by the agency's chief executive.
2. Generally, personnel should expect to remain under intensive monitoring
and supervision for six (6) months.
3. When under early warning system monitoring, the employee’s direct
supervisor shall meet with the employee to discuss the situation in depth
to:
a. Identify problems or potential problems;
b. Determine short and long-term goals for improvement;
c. Come to a consensus commitment on a plan for long-term improved
performance; or
d. Advise of the monitoring process and the repercussions of future
sustained transgressions.
4. All employee-supervisor meetings shall be thoroughly documented in the
Guardian Tracking software, which will automatically be forwarded to the
Chief of Police. The affected employee and supervisor shall meet on a
regular basis, minimally monthly, to discuss progress towards the agreed
upon goals and objectives.
5. All regular monthly progress/status reports shall be submitted via the
Guardian Tracking software.
6. An additional six (6) months of documented monitoring is required
following removal from the early warning system. Monthly monitoring
reports from the direct supervisor are required.
7. All reports shall be forwarded to the Chief of Police through the Guardian
Tracking software for review. These reports have the same confidential
status as Internal Affairs documents and are subject to the same
disclosure and retention regulations and guidelines.
O. Remedial Action
1. The employee’s Bureau Commander and OPR will conduct a review of the
post intervention monitoring. If the review reveals that an employee has
violated department directives, the employee’s Bureau Commander may
recommend an internal investigation. If the review reveals that the
employee has engaged in conduct that indicates a lack of understanding
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or inability to comply with accepted procedures, the Bureau commander
shall determine the appropriate course of remedial action. All action taken
will be documented in the Guardian Tracking software under the
previously created Early Intervention incident category.
2. Remedial intervention may include, but is not limited to:
a. No Additional Action;
b. Counseling by Immediate Supervisor
c. Performance Improvement Plan
d. Training;
e. Retraining;
f. Counseling;
g. Intensive supervision;
h. Fitness for duty examination;
i. Employee Assistance Program;
j. Peer counseling.
3. Internal disciplinary action, remedial action and fitness for duty
examinations are not mutually exclusive and should be jointly pursued if
and when appropriate.
4. When remedial action has been undertaken, the Bureau Commander shall
ensure that such actions are documented in writing. No entry should be
made in the employee's personnel file unless the action results in a
sustained complaint. If the remedial action is a training program,
attendance and successful completion of that program should be noted in
the employee's training record.
5. The Bureau Commander shall cause a review of any individual employee's
history anytime a new complaint is made. Using this information, the
Bureau Commander or designee may be able to identify employees who
may need counseling; training or other remedial action even before such is
indicated by the early warning system's ongoing data review.
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P. Early Warning System Reporting
This agency will follow all reporting procedures in accordance with New Jersey
Attorney General Guidelines and related Atlantic County Prosecutor’s Office
Policies AX-01259-18, and PD-01267-18. The Office of Professional
Responsibility will responsible for completion the Early Warning System
Reporting Form, the notification to the Chief of Police and for the submission of
the form to the appropriate contact at the Atlantic County Prosecutor’s Office.
The completed form, and proof of submission will be scanned and entered
under the electronic flag if applicable. The originals will be maintained in the
Office of Professional Responsibility.
Form: Early Warning System Reporting Form FM-01261-18
Raymond Davis
Chief of Police
Distribution: Police Manuals
Briefing
