Purpose of SPOCS -

Sep 09 2010

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	Purpose of SPOCS

Solution QUESTION: Can you explain the purpose of SPOC's?

ANSWER: The SPOC's (Suggested Proofs of Compliance) is a publication of the Virginia Law Enforcement Accreditation Coalition (VALEAC) and not VLEPSC/VAC. This document is a guideline only for Accreditation Managers and Assessors to utilize when determining what can or may constitute proof for each standard. The suggested proofs listed in this document are only suggestions! It is impossible to list the multitude of proofs that could be used by an agency for compliance; which is why it is crucial to remember these suggested proofs are not and cannot be all-inclusive. It is also not necessary to have each and every proof listed in this document included in the standard folder.

Also, it is not necessary to have multiple amounts of each proof in the compliance folder. Common sense should dictate. If the standard calls for an annual report, then an annual report for each year (on re-accreditation) should be in the folder.

Documents listed under each standard number refer to copies of originals. It is not necessary (or advised) that original documents be placed in standard folders. It is not necessary to overfill the folders. Agencies seeking reaccreditation are required to have one proof per standard/bullet per year, at a minimum, to meet compliance (unless otherwise stated by VLEPSC Policy). (See VLEPSC Directive 2009-02)

Agencies seeking initial accreditation are required to have two proofs per standard/bullet, per year; one proof cannot be older than twenty-four months prior to the on-site date, and one proof must be within twelve months prior to the on-site date. Accreditation Managers of agencies seeking initial accreditation should follow guidelines set out in the Virginia Law Enforcement Professional Standards Commission (VLEPSC) Implementation Guide
First Edition, September 2007) as it pertains to compliance.

A written directive is not a proof of compliance. A written directive includes: an agency’s directives, general orders, policy and procedures, standard operating procedures (SOPs); city and county code and ordinances, state codes, etc. A documented proof is a document that shows your agency is doing/performing what is written.

All standard folders should speak for themselves. This means each standard folder should contain proper documentation for each standard/bullet that shows or demonstrates that what is written in the standard/bullet is being performed or completed (or is being “done”). The specific portion of the document that contains the information the assessors should review should be highlighted to aid the assessors in locating the information. Highlighting this information helps to draw the reviewing assessor’s attention directly to the specific information that proves the standard/bullet. Bullets should be separated by tabs so it is clear where each bullet, and related information, begins and ends.

Reports, forms, etc., that are used as proofs in a standard folder should be completed forms. Blank forms should not be used unless the form is so new that it has not been used yet.

Information that may be gathered through interviews, during the Walk Through, and during the Static Display should be listed on the Standard Compliance form and should support the proof of compliance documentation in the standard folder.

(Updated: 08/24/09)

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May 12 2009 02:58 PM

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