Chapter 1. Initial Steps

The Chief, Sheriff or agency chief executive makes the decision to pursue accredited status.

The Chief, Sheriff or agency chief executive (hereafter referred to as Chief/Sheriff) may decide to proceed with the accreditation process for several reasons. It is important that the Chief/Sheriff is aware of the complexity of the process and willing to be supportive of the agency's Accreditation Manager. Without the Chief/Sheriff making it clear to all members of the organization that accreditation is a priority, it will be extremely difficult for the Accreditation Manager to get the job done. The Chief/Sheriff should review all of the program materials, prepare for routine update meetings with the Accreditation Manager, and think about space and time accommodations.

Designate an Accreditation Manager

Initially the Chief/Sheriff needs to designate an Accreditation Manager. There are several factors to consider when choosing one. The Chief/Sheriff should appoint an individual who:

• Has an interest in doing the job
• Is computer literate
• Is organized and efficient in their present job tasks
• Is capable of writing clearly and concisely
• Is capable of formulating drafts of agency policy statements
• Is capable of dealing effectively with all levels of agency management
• Is willing to work the long hours that accreditation activities demand
• Is innovative and willing to change

Expect Agency Change

Let there be no doubt: accreditation will change your agency. The Accreditation Manager is a key change agent. The Chief/Sheriff should also be aware that accreditation is a task in which the entire agency participates. The Chief/Sheriff and command staff will need to participate in the process regularly.

Accreditation Manager Training

The Accreditation Manager will receive training or technical assistance from staff or Commission members. Formal training classes will be offered on a regular basis. To prepare, it is recommended that the Accreditation Manager review and study the materials provided. The MSLEAC staff is available by phone and email to answer any questions as they arise.

A presentation by MSLEAC members or staff will be available to agency command staff and other personnel. This presentation is a great way to clearly present the program details and allow an opportunity for questions to be asked and answered.

Submit a Letter of Intent

Complete the Letter of Intent. This is simply a formal notice to the Commission that the agency has clearly reviewed the program process, requirements, and goals with appropriate agency personnel and jurisdictional authorities, and is now requesting Commission consideration — both man hours and financial — to further the accreditation endeavor. This is not binding, and the agency is free to discontinue the process at any time.

Formal notice. The Letter of Intent is not a binding contract and can be abandoned at any time by either party.

The Letter of Intent should be signed by both the Chief/Sheriff and the appropriate governmental or jurisdictional representative. Agencies may want to consider using a public meeting to sign and recognize this step. By doing so, the public can be made aware of the commitment by the agency, as well as receive positive publicity.

Upon receipt, the Letter of Intent is forwarded for review to the Commission for consideration at their next meeting.

Formal Application for Accreditation

Part of the introductory kit, shipped to the applying agency after the Letter of Intent is received and reviewed, is a formal application with questionnaire. Agencies wishing to participate must complete the application and questionnaire and return the executed documents, along with full payment of the accreditation fee, to the Commission.

Accreditation Fees

The accreditation fees are based on the cost of printing applications, manuals, standards, and the Accredited Agency Certificate. Full payment of the fee must be received with the completed accreditation application. The following fee has been established for both accreditation and re-accreditation:

Accreditation / re-accreditation fee: $300.00. Payable in full with the completed application.

Notify Agency Personnel

A memo to the staff from the Chief/Sheriff is a "must do" step in the initial accreditation process. The Chief/Sheriff should advise all agency personnel what accreditation means to the agency, generate enthusiasm for the process, and advise of the steps needed to complete the process. In addition, the Accreditation Manager's authority when dealing with accreditation issues and timelines should be addressed and recognized.

Designate Clerical Support Staff

Accreditation is information intensive. Creation and dissemination of agency policy lies at the heart of the process. The level of clerical support for the Accreditation Manager is dependent on his or her own clerical and organizational abilities, in addition to the resources available within the agency. Of course, some Accreditation Managers prefer to produce the documents themselves.

Schedule Personnel Briefings

Hold regular briefings on accreditation status. The Accreditation Manager will also serve as an information liaison. As part of the initial process, it is recommended that the Accreditation Manager coordinate with the Chief/Sheriff to hold regular briefings on accreditation activities. The Chief/Sheriff may also want to schedule time at regular command staff meetings for the Accreditation Manager to bring staff personnel up to date on progress and address problem areas. Agencies may find it useful to use the staff briefings to formalize the process of assigning agency command staff policy review areas and other duties designed to assist the Accreditation Manager.

CALEA Accreditation

The MSLEAC accreditation program is not in competition with the national accreditation body, the Commission on Accreditation for Law Enforcement Agencies, Incorporated (CALEA). We are merely offering an affordable method of professionalizing police departments and sheriff's departments that is tailored to meet the needs of their jurisdiction and to help them better serve and protect their constituents.

Mississippi agencies that are currently accredited by CALEA will not be required to build a separate set of files for the Mississippi program.