San Paro Police Department Group Bylaws & Charter

Table of Contents
1.0 Preamble
2.0 Recruitment & Membership
3.0 Cadets
4.0 Occupations
5.0 Organization Hierarchy
6.0 Special Powers
7.0 Promotions, Assignments and Performance Evaluations
8.0 Code of Conduct
9.0 Disciplinary Process
10.0 Appeals Process
11.0 Governance Council
12.0 Amendments Process

1.0   Preamble

1.1   In the furtherance of forming a group of individuals devoted to professional role-play in as realistic environment possible using a variety of games we, the membership, do hereby form this clan charter with the following goals:

1.1.1         All members shall be equally accountable under the bylaws and code of conduct.  This shall not preclude greater responsibility for members with greater privileges however.

1.1.2         All members shall have reasonable opportunity for redress of grievances and disagreements within the framework set forth by the membership.

1.1.3         All members shall be free from discrimination based on race, gender, sexual orientation, and religion.

2.0   Recruitment & Membership

2.1   In order to gain the privileges of membership within the San Paro Police Department individuals must apply via the General Membership application on the website.

2.1.1         Individuals may be granted an application waiver by the District Commander or Deputy Commander.  Individuals granted an application waiver will not be required to fill out a General Membership application and can be granted Cadet status immediately.

2.1.2         Individuals may only apply once every 2 weeks if rejected.

2.2   Membership Applications will be viewed by designated staff – these designated staff will be granted Application authority by the District Commander or Deputy Commander.  The individuals will be responsible to view applications and determine acceptance the individual.

3.0   Cadets

3.1   Individuals will be granted the rank of Cadet upon acceptance of their application.

3.2   Cadets will be required to remain an Cadet for a period of no less than 1 week.

3.3   During Cadets Training individuals will learn the general rules and responsibilities of membership and learn of the privileges they receive.

3.4   Upon completion of all general training courses the individual will be notified by their trainer that they can apply for the occupation of their choice.

3.5   Once accepted into an occupation they will graduate from Cadet and become full members.

3.6   Cadets who do not complete the Academy and are not accepted into an Occupation path within 6 weeks will be removed from the membership roster.

3.6.1         Cadets removed from the membership roster may reapply immediately for General Membership again.  The individual may apply to the District Commander for a General Membership Application waiver if they wish to use their existing account providing reasoning they were unable to complete their Cadet Training within the allocated six weeks.

4.0   Occupations

4.1   All occupation paths will have their own applications and training processes.  In order to join an occupation path the individual will need to apply to said occupation path via the specific application form.

4.2   Individuals may belong to one occupation path at a time.  If they wish to change occupation paths and are currently a member of another path they will need to resign from their current path and, following the transition period of 2 weeks, apply to the new path.  If the individual does not remain an active member of the previous path for those two weeks they will be ineligible to apply to any path for a period of 90 days.

4.2.1         Individuals may forgo the “2 weeks notice” period by obtaining authorization from their occupation head or a delegate or the District Commander.  The head, delegate, or District Commander/Deputy Commander will remove the “CAREER TRANSITION” flag from their profile allowing them to apply to another career.

4.2.2         At the end of the two week period the Occupation head or delegate will receive notice that the individual’s two-week period has expired and will then remove the “CAREER TRANSITION” flag authorizing the individual to apply to another occupation.  This provides an orderly transition period and allows them to train replacement staff and not lose valuable knowledge.

4.3   Individuals who later desire to return to their previous occupation must reapply and undergo all training and advancement per usual requirements.  There will be no special advancement of individuals outside exceptions provided under the Advancement and Promotion section of these bylaws.

4.4   Individuals who do not have an occupation path but are not Cadets will have the rank of employee.

4.5   The District Commander under advice from their Department Heads will determine criteria for eligibility of individuals for each occupation path.

4.5.1         Individuals who do not meet the criteria may apply to the Department head or the District Commander for a waiver of eligibility.  All waivers will be noted in the individual’s personal career record.

4.6   Once an individual or employee has been accepted to an occupation path they will become the training rank for that occupation.  The individual will take any required training courses and meet eligibility requirements for rank as specified in the occupation path.

5.0   Organizational Hierarchy

5.1   The hierarchy of the organization is set up like that of a corporate organization.  Each occupational path is set up like a department will have its own director/deputy director and job and titles as needed.

5.2   The most senior member of the organization shall be the District Commander.  In all bylaws any reference to the District Commander’s designate shall be referring to the Deputy Commander.

5.3   The official list of titles for each occupational path will be contained within the occupation’s handbook.

5.4   Senior membership shall be designated as any member with the rank of “Sergeant” or higher.

5.4.1         Due to the mechanics of in-game environments certain departments may have more in-game operational requirements than others.  Operational Departments shall be denoted as blue in the organizational chart.    Although exceptions may exist, operational administration shall carry the titles with the theme of governmental organization heads such as “Lead”, “Head”, “Chief”, “Mayor”, etcetera.  This does not preclude section heads such as “Chief of Detectives” from existing as a title however.

5.4.2         Departments with more managerial or administrative “paper-work” requirements shall be denoted as green in the organizational chart.    Although exceptions may exist, management administration shall carry the titles with the theme of corporate organization heads such as “Director”, “Manager”, etcetera.

5.4.3         A member may belong to only one Operational department but may belong to as many Administrative departments as needed.    Although they may have in game responsibilities and privileges associated with their membership in an administrative department the managerial duties and responsibilities are considered more outside of the game than in-game like the operational department responsibilities and privileges.

5.5   Senior Administration shall be classified as anyone of the rank “Lieutenant” or higher.

5.5.1         Senior Administration are exempt from the restrictions on belonging to only one operational department as they may be required to regularly audit, officially and unofficially, the operations of all departments and their heads.

5.6   Operational and Management tasks shall be carried out by their respective departments independent of each other.  Departments are subordinate only to their own command structure (ie: The Chief Paramedic can not order the Police Detectives) excluding cases bound by statute and common law (ie: Police officer ordering individuals to clear an area).

5.7   The Senior Administration shall strive to remain independent of the individual departments day-to-day management.

5.7.1         This does not preclude strategic direction for departments that will be given out at executive meetings or other direction excluded within the organization’s bylaws.

5.7.2         This does not preclude Redress Orders under the Special Powers granted to the District Commander and their delegate.

5.8   The organizational chain of command shall be templated as follows (please note this is only a guide.  Refer to the membership roster for the actual organizational chart):



6.0   Special Powers

6.1   [Executive Orders] The District Commander or his designate may deem it necessary to issue an Executive Order to direct the operations of all departments or specific departments as restricted by this subsection.

6.1.1         These orders shall be issued in written form and be subject to the bylaws of the organization.  These orders shall be visible to all members on the website.

6.1.2         Orders shall consist of a format containing the following:    Unique Order Identifier    Issuing Authority (District Commander, Deputy Commander)    Recipients (All Departments, Specific Department(s))    Issuing Date    Validity Dates (if any)

6.1.3         [Sunset Provision] Any executive orders issued by the District Commander’s designate shall be valid for no more than 30 days from date of issue.    The District Commander may endorse a designate issued Executive Order removing the sunset provision from it.  Said Executive Order shall be updated on the website to include the statement “DISTRICT COMMANDER ENDORSED” and the date of endorsement.

6.2   [Emergency Orders] In times of exceptional circumstance, directly endangering the continued operation of the organization, the District Commander or their designate may deem it necessary to issue an Emergency Order directing actions to be taken in any aspect of the organization.

6.2.1         Emergency Orders may be given via any method necessary.  Said orders should be written down if possible to further any follow up actions and record keeping.    Should an individual be disciplined under any Emergency Order it shall be the responsibility of the administration to show evidence of the exact wording of the order given to said individual.

6.2.2         Emergency Orders are valid for 7 days maximum only.    At the end of the 7 day period the Order must be reviewed and it must be determined if the order should be renewed for an additional 7 days or less.    Emergency Orders may be renewed as many times necessary for the duration that the exceptional circumstance(s) exists.

6.2.3         Emergency Orders carry the implicit risk to the continued functioning and good morale of the organization should they be used too often.  The District Commander and their designate should try their utmost to use them sparingly and only as a last resort to other options.

6.3   [Redress Orders] The Appeals Board and District Commander may, as judgement that unlawful actions taken by individuals have taken place, may issue a Redress Order requiring compliance of action to be taken by involved individuals to redress the situation.

6.3.1   These orders are subject to bylaws set forth in the Appeals section of this charter.

7.0   Promotions, Assignments and Performance Evaluations

7.1   It is the responsibility of each member to ensure a Performance Evaluation Record (PER) is completed monthly for every member who reports to them.

7.1.1         Department heads may delegate responsibility for this only to individuals under themselves.

7.1.2         Members may only complete PERs for individuals who are under them in the organizational chart.  (ie: SWAT chiefs can not complete PERs for Detectives)

7.1.3         PERs will rate an individual using a scale of the following:    [4] Superior – These individuals are the models within the department.  They routinely perform well above and beyond the minimum satisfactory requirements.    [3] Above Satisfactory – These individuals are routinely seen as the “go-to” individuals for the particular area.  They routinely are sought for advice on particular areas.    [2] Satisfactory – The individual meets all minimum requirements for the area.    [1] Needs Improvement – The individual does not quite meet minimum requirements for the area.    [0] Unsatisfactory – The individual does not meet requirements and is at risk of removal from the position or reassignment/demotion if they do not improve by the next PER.

7.1.4         PERs will rate an individual based on the following criteria:    Professionalism – The member shall be rated on their professionalism in dealing with others, the public, and while “on duty” as set forth in the Code of Conduct.  This includes dealing with issues using the chain of command.    Contribution – The member shall be rated on their contribution to their position.  This includes how often they are present, what they do when they are present, and the general quality of their contributions.    Attitude – The member shall be rated on their contribution to morale in the form of their Attitude.  The member is expected to hold an attitude consistent with the Code of Conduct.  A positive attitude is a major portion of this.    Mentorship – The member shall be rated on their mentorship of fellow members within their department.  Members are expected to provide advice and unofficial skill training to others and to non-members as well.    Initiative – The member shall be rated on how often and the quality of their ability to not require supervisory input to carry out tasks and involve others in them.  Quality of the initiative shall be rated based on the expectation that iniative should follow procedures and not be more disruptive than it is helpful.

7.1.5         The above criteria are the minimum required.

7.1.6         Department heads may add to these minimums only if a more senior rank has more evaluated criteria than the ranks junior to it within the same department.

7.1.7         Each member shall have a Promotion Eligibility Score (PES).  A member’s PES is each category of the minimum criteria on a scale of 0-4 with the possibility of +1 for exceptional conduct in any of the categories (ex: Mentorship of Superior with Bonus would be 5 points).

7.1.8         To be eligible for promotion a member requires at least PES score of at least 15.

7.1.9         Promotions are only made if an open position is available within the department.

7.1.10      Promotion will usually require an interview as well although this is at the discretion of the department or section head.

7.2   Individuals that do not meet the minimum requirements or are absent from their duties, without prior authorization, may be removed from their positions by their superior.

7.2.1         Notice of violation of this section shall be given via appropriate written notice and may be given verbally as well by their superior.

7.2.2         Removal shall be completed via one of the following methods:    Individual shall voluntarily step down from the position upon appropriate notice.    Invidual may be involuntarily removed by their superior with appropriate notice.    If the individual meets the requirements of a lower ranked position they shall be informed in person or via appropriate notice and have the opportunity to take the lesser position.

8.0   Code of Conduct

8.1   General Rules

8.1.1         Conduct Prejudicial to Order, Discipline and Good Morale    No individual shall perform any action or post any statement, outside of reasonable roleplay, that would be considered contrary to the order, discipline and good morale of the organization.

8.1.2         Discrimination    No individual shall discriminate against any other individual based on race, gender, sexual orientation, and religion.

8.1.3         Courtesy    All individuals shall, outside of reasonable roleplay, show each other courtesy and assist, wherever possible, with assimilating everyone into the organization.

8.1.4         Professionalism    All individuals shall, outside of reasonable roleplay, conduct themselves professionally, to the best of their abilities.

8.1.5         Respect    All individuals shall, outside of reasonable roleplay, respect one another.    Any disagreements between members should be dealt with privately whenever possible.

8.1.6         Privacy & Security of Information    Individuals shall not disclose private information on anyone else without their express permission.  Information stored in data format may not be disclosed to anyone without express consent by the District Commander or their delegate and the senior most administrator of the computer server the data was stored on.    Individuals shall not exploit any vulnerabilities or disclose said vulnerabilities to anyone outside of a technical need-to know basis.  Should an individual discover a security vulnerability they shall disclose it immediately to technical administrative staff.    Individuals shall not access anyone’s account other than their own.   They also shall not access information outside of that required for them to carry out their responsibilities under these bylaws.

8.2   Chain of Command

8.2.1         All members with authority under these bylaws or delegational authority granted under their departmental policies may issue orders to subordinates.

8.2.2         The chain of command shall grant authority to all members to issue orders to anyone under them the Organizational Hierarchy of these Bylaws.

8.2.3         An order issued by a superior shall be lawful only in such cases that it does not, itself, violate or cause the individual(s) following said order to violate any of the bylaws or delegated policies under departmental policies.

8.2.4         All members shall follow any lawful order issued by a superior under the bylaws and authority set in these bylaws.

8.2.5         Any disagreements with a superior’s lawful order should be privately discussed with the senior member unless time does not permit discussion.    If the disagreement can not be settled privately or time does not permit discussion, the individual should follow the order and make an official complaint via the appeals process.

8.2.6         If a superior issues an unlawful order the individual receiving said order should inform the superior that they can not follow the order under this section.    The superior may relieve the individual failing to follow the order under the charge of insubordination.  The individual shall be charged under the disciplinary rules.  If the order is deemed to be unlawful the individual shall be acquitted and the superior shall be charged for issuing an unlawful order.    The superior may withdraw the order but shall inform their superior that they have done so under this section.  Their superior may choose whether or not to charge the ordering member with issuing an unlawful order.

8.3   General Orders

8.3.1         From time to time the District Commander, their delegate and the Chiefs, Directors and Deputies of departments may issue general orders to all members subordinate to them.  These general orders shall be posted on the site either under General Orders for all departments or the Departmental Policy sections for each department (or both as may be technically possible).

8.3.2         General Orders are for clarifying existing bylaws only or issuing regulations under authority of the bylaws.  Any unlawful General Orders shall follow the same processes as unlawful orders.

8.3.3         A General Order does not take effect until such time as it is officially recorded on the site.  All General Orders shall have an Enacted Date & Time at the top of the order that shall be set automatically by the site upon submission of the order.  No individual shall be charged with failing to follow the order unless the offence is committed after the enactment date/time.

8.3.4         General Orders may be withdrawn but shall be marked such on the site.  They shall remain on the site for archival and disciplinary proceedings.

9.0   Disciplinary Process

9.1   All discipline shall be conducted using the following procedures.  Deviation from said procedures may be grounds for appeal and/or reversal or quashing of disciplinary rulings.

9.1.1         Discipline shall be divided into four categories:    Roleplay – This type of discipline shall be for violating in-character policies and/or rules.  This is the lowest level of discipline and should usually be dealt with in-character with minimal or no effect on an individual’s permanent record although serious roleplay violations could result in the loss of an individual’s in-character job.  The individual would still be entitled to all privilleges of a general member.    Minor – This type of discipline shall be for minor offences or violations of these bylaws.  Should the individual not contest any minor charges they may be ordered by their departmental head or deputy to carry out any.  This type of discipline shall show up as a Minor Disciplinary Action on their permanent record.    Major – This type of discipline shall be for any sort of offence or violation that may result in suspension or removal/ban.  Moderators and/or senior staff of Chief/Director or higher shall provide a private hearing of the charges and issue a decision.          The charged individual may demand a full disciplinary hearing for any of the following reasons:     Impartiality – The individual does not believe their superior can provide an impartial hearing.     Severity of Charge – The invidual believes that the severity of the charge may compromise their reputation or character if it is not dealt with under the procedures of a full disciplinary hearing.     Penalty – The individual believes the penalty issued for a guilty decision by their superior would be more harsh than that imposed by a full disciplinary hearing.    Terminal – Terminal discipline shall be for any sort of offence that risks the continued operation of the organization or is serious enough to warrant law enforcement involvement (hacking, doxing..etc).          The charged individual shall be entitled to either a full disciplinary hearing or, in cases where legal requirements do not allow, shall be summarily removed from the clan and the pertinent information passed along to real-life law enforcement (Violations of real-life laws).          Terminal judgements shall show in the permanent record as a Terminal Disciplinary Action.     No individual who is convicted under a Terminal Disciplinary Action shall be authorized to be promoted to any rank Deputy Chief/Director or higher without an Executive Order waiving said regulation by the District Commander.     Terminal Judgements may only be issued by a full disciplinary hearing.     Until the accused individual’s hearing is heard the accused shall be suspended from all membership privilleges.

9.1.2         Notice of Charge    An accused individual shall be issued a notice of charge via their personal messages on the website.  Said notice of charge shall contain the following information:          Date & Time of Notice being issued (Applied by system)          Name of Individual Charged          Date & Time Offence Occured          Location Offence Occured          Charging Member/Officer          Bylaw/Departmental Handbook Code(s) being charged under          Severity Category of Discipline          Immediate Actions Taken (if any).  Ie: suspension          Individual(s) to speak to regarding a hearing      Summary of incident      Date/Time by which a hearing must be scheduled or summary judgement may be issued.    An accused individual must schedule a hearing should they desire one within 3 days of the Notice of Charge being issued or summary judgement may be issued by the lowest superior allowed.          Should an individual charged be on authorized leave the 3 day period shall begin the first day the individual returns from leave.          Should an individual be unable to attend a hearing they may request an extension of a reasonable period until such time as they may attend.     Whenever possible the extension should be granted except in cases of Terminal severity.     During said extension period the individual shall be suspended from all membership privilleges.     Should said individual be able to attend at an earlier time they may schedule a hearing and the suspension shall be lifted.

9.1.3         Full Disciplinary Hearings    A full disciplinary hearing shall be made up of the following:          Chief Justice or delegates appointed by the Chief Justice     The Chief Justice shall be elected once every 6 months or at a bi-election in the event of any sort of long-term vacancy.          The Chief or Director of the department that the accused individual belongs to.          The Deputy Commander, should they desire.    A full disciplinary hearing shall have its board convened at the beginning of the hearing.  Once convened the board’s membership shall not be changed.  The board may hear verbal arguments or, on mutual agreement, make all arguments in writing.    A full disciplinary hearing shall take place within five (5) days of the notice of charge being issued to the accused individual via written message except in cases of extensions being granted.          Should a hearing not take place within the required period the accused individual may appeal under the right to expedient hearing.    The full disciplinary hearing shall determine guilt or innocence and issue sentence.    Full disciplinary hearings shall be a matter of organizational record.  Should either the accused or a member of the hearing board desire they may request informal transcripts be kept.  An individual may be brought in or one of the board members may keep the transcript as necessary or desired.          Hearing Transcripts may be requested to be sealed.  Should this occur the record will only be visible to Chiefs and Director rank or higher under the privacy code of conduct.          Hearing transcripts shall be stored along with the disciplinary action record on the site.  Should one not be requested a note of “Not Requested” shall be inserted into the record.    It is not necessary for a disciplinary board member to recuse themselves from all hearings they may have potential conflicts in.  Should they desire to they may however.  Failing to do so may be considered acceptable grounds for an appeal however.          Should insufficient members of the disciplinary board be available due to recusal, alternates may be appointed from the Directors from other departments.    If a disciplinary board is unable to come to a majority decision the individual shall be acquited of the charge.          Should the charge be of Terminal Severity the Appeals board may step in and invoke their right to hold the hearing.          The Appeals board may only step in within 72 hours of the hung disciplinary board decision.

10.0           Appeals Process

10.1            Appeals of all decisions may be requested for any of the following reasons:

10.1.1      Impartiality & Conflict of Interest – The individual(s) making the decision was not impartial or had a conflict of interest that directly, and evidently, affected the decision.

10.1.2      Violation of Procedure or Bylaws – The decision or process to make the decision violated the bylaws or documented procedure.

10.1.3      Discrimination – The individual(s) making the decision did so under discriminatory agenda violating section 1.1.3.

10.2            To make an appeal an application must be made to the Appeals Board.  This application shall consist of a statement to the Appeals board of the following:

10.2.1      Individual requesting appeal

10.2.2      Date of Application (set by system)

10.2.3      Section appealing under (10.1.X)

10.2.4      Argument

10.2.5      Any Evidentiary Support of Argument

10.2.6      Requested Decision

10.3            The individual who originally made the decision will not make any arguments on the appeal but may be called upon by the Appeals board to provide statements.

10.4            The Appeals Board shall be made up of the following individuals of who may rule on the appeal:

10.4.1      The District Commander or the Chief Justice

10.4.2      The Deputy Commander

10.4.3      If possible/desired by the District Commander, one other senior administration level individual

10.5            Any appeal shall result in the following outcome:

10.5.1      Appeal Not Heard – Upon examination of the application for appeal, no grounds was found and the original decision stands.

10.5.2      Application Invalid – Upon examination of the application for appeal, the individual failed to apply properly using section 10.2 and the appeal is therefore denied.

10.5.3      Reversal – Upon hearing the arguments of the appeal the board reverses the original decision and any actions (termination, reinstatement..etc).

10.5.4      Quash – Upon hearing the arguments of the appeal the decision is rendered null and void (order no longer in effect, individual acquited..etc).

10.6            Executive Review

10.6.1      The final appeal of any decision within the organization shall rest with the District Commander.  Any decision made by the District Commander shall be considered final.

10.6.2      Upon verbal or written application to the District Commander for examination of a previous appeal’s decision the District Commander may decide to hear the appeal.   Any application must be requested within 24 hours of the appeal board’s decision.

10.6.3      Should an Executive Review take place a venue in-game will be temporarily annexed for a hearing.

10.6.4      Said hearing shall be open to the public and may or may not be announced depending on the District Commander’s choice.

10.6.5      The District Commander may call witnesses, request statements, accept briefs from experts as desired, and carry out the proceedings as they desire.

10.6.6      Upon completion of the Executive Review they shall render a final judgement on the appeal.

10.6.7      In order to limit applications for Executive Review to cases of the utmost consequence and likelihood for success:  Any individual whose Executive Review is unsuccessful shall be suspended for 72 hours.

11.0           Governance Council

11.1            The Governance Council shall be charged with the governance of any San Paro Police Department In-Game properties in the furtherance of efficient operation as well as the bylaws and ordinances of the in-game community and the organization.

11.1.1                  The Governance Council shall be made up of the following individuals:            Chaired by the District Commander, or in their absence the Deputy Commander.            The Deputy Commander.            All Chiefs and Directors of all departments.            The Chief Justice.            The Members’ Representative.      The Members’ Representative shall be elected once every six months.  Should an elected mayor become a position within the community the Mayor shall take the place of the Members’ Representative.

11.1.2      A quorum of the council shall consist of at least one half of all councillors.

12.0 Amendments Process

12.2            Amendments to these bylaws may be made by majority decision of a quorum of the Governance Council.

12.3            Corrections and Clarifications can be made to these bylaws without requiring an amendment vote for the following:

12.3.1      Grammar and spelling corrections

12.3.2      Clarification based on regular precedent set by appeals.

12.4            All amendments shall take effect one (1) week after ratification by the Governance Council.  Proper notice of new amendments shall be made on the site.

12.5            Entrenched Clauses

12.5.1         The following sections shall be unamendable without 2/3rds of all membership voting in favour:      Section 1      Section 10.1 – Except to add new reasons for appeal.      Section 10.3      Section 10.6.1      Section 10.6.6

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