13.5 Loss of & Damage to Department Equipment

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Centreville Police Department
Title: Loss of & Damage to Department Equipment Directive #: 13.5
Issued: 10.1.2016 Revised: 10.1.2016
Approved by: Charles M. Rhodes, Jr.
Chief of Police
A. Definitions
1. Department Equipment - All equipment or parts thereof owned and/or issued by the Centreville Police
Department, except that equipment which is commonly considered to be expendable.
2. Loss - The accidental loss and/or theft of Department equipment or parts thereof.
3. Damage - Any physical damage to Department equipment or parts thereof. It will not include the need for
replacement or repair of such equipment or parts thereof as a result of normal wear or malfunction.
B. Scope
The procedures and reports required hereunder will apply in all cases involving the loss/damage of
Department equipment, except in the case of damage to a Department vehicle as a result of a motor vehicle
accident, which falls within the scope of Directive #13.9, dealing with Department vehicle accidents.
C. Initial Notification
In the event of any loss/damage of Department equipment, which falls within the scope of this Section, the
employee assigned such equipment or the first employee having knowledge of such loss/damage will report
same without delay to his immediate supervisor.
D. Required Reports
1. In all cases of loss/damage of Department equipment as covered in this Directive, the original Equipment
Loss/Damage Report will be prepared by the employee making initial notification of the event or by
another employee designated by the supervisor involved.
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2. An Equipment Loss/Damage Report is required for damage to vehicle glass in the following cases:
a. If the damage is reported on an Offense Report.
b. If the Department is seeking third party reimbursement.
3. If the incident involves the loss of capital equipment, non-capital equipment that can be identified by
number, or any other equipment of significance, a Equipment Loss/Damage Report will be completed and
appropriate reporting procedures will be initiated. Equipment that can be identified by number will be
entered into MILES.
E. Supervisory Review
Upon receipt of an Equipment Loss/Damage Report, the employee's immediate supervisor or another
supervisor designated by command staff will initiate an appropriate investigation into the incident. The
supervisor will report the facts and his recommendations concerning the incident in the Supervisory Review
section of the Equipment Loss/Damage Report.
F. Administrative Review and Distribution of Reports
1. Upon completion of the supervisory review, the original and all copies of the Equipment Loss/Damage
Report will be submitted to the Lieutenant for initial administrative review.
2. If it is determined that disciplinary action will be instituted as a result of the involved employee's actions
in connection with the loss/damage of Department equipment, the original of the Equipment
Loss/Damage Report will be retained and treated as a document relating to such disciplinary action and
will be processed as prescribed in Directive 5.8 (Disciplinary Procedures). Copies of the Equipment
Loss/Damage Report will be distributed as follows:
a. One copy will be retained for appropriate local filing.
(1) A report involving any type of damage to a motor vehicle will be filed in the appropriate motor
vehicle history file.
(2) A report involving loss/damage to capital equipment will be filed in the appropriate capital
equipment file.
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(3) A report involving loss/damage to other issued equipment will be filed under the appropriate
category pertaining to that particular type of equipment (e.g. CPD radio antenna or camera - filed
in motor vehicle history file).
3. If it is determined that no disciplinary action will be involved, the original and two copies will be
forwarded without delay to the appropriate supervisor. The Lieutenant, upon review and approval, will
provide for the distribution of copies as follows:
a. If there is no disciplinary action involved, but negligence is indicated, and the Chief of Police concurs,
he will return all copies of the report to the employee's supervisor for processing in conformance with
Directive 4.7. In those cases absent negligence, the original report will be filled as follows:
(1) A report involving any type of damage to a motor vehicle will be filed in the appropriate motor
vehicle history file.
(2) A report involving loss/damage to capital equipment will be filed in the appropriate capital
equipment file.
(3) A report involving loss/damage to other issued equipment will be filed under the appropriate
category pertaining to that particular type of equipment (e.g. CPD radio antenna or camera - filed
in motor vehicle history file).
b. If the report involves loss/damage to personal issue equipment, one copy will be forwarded to the
Chief of Police.
G. Restitution to Centreville Police Department
If the report involves the theft, loss or damage of Department property with motor vehicle or criminal charges
having been placed against a third party, the involved officer will be responsible for monitoring the case. If
the judge orders restitution to be made to the Centreville Police Department, the Chief of Police will be
responsible for making all necessary arrangements with the court as it relates to the restitution.
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