RANDOLPH COUNTY SHERIFF'S OFFICE

1.2.1 Purpose

The purpose of this policy is to establish a standardized system for the development, approval, issuance, revision, and review of all policies and procedures governing the Randolph County Detention Center. This ensures that all operational directives remain current, legally compliant, and consistent with recognized correctional standards.

1.2.2 Policy Authority and Control

All policies and procedures for the Randolph County Detention Center shall be issued under the authority of the Sheriff or the Chief Jail Administrator.

No individual employee or subordinate supervisor may create, modify, or implement facility-wide policy without proper authorization.

1.2.3 Policy Development

Policies shall be developed when necessary to address, but not limited to:

• Changes in federal, state, or local law;

• Court rulings or consent decrees affecting detention center operations;

• Identified operational deficiencies or safety concerns;

• Changes in accreditation or state detention center standards;

• Administrative direction from the Sheriff’s Office;

• Emerging security risks or operational needs;

Draft policies shall:

• Be written in clear, directive language;

• Define scope, responsibilities, and procedures;

• Identify compliance requirements and enforcement expectations;

• Be reviewed for legal sufficiency and operational impact prior to approval;

1.2.4 Review and Approval Process

All new or revised policies shall follow a structured review process:

1. Drafting Phase – Prepared by designated command staff or assigned policy administrator;

2. Operational Review – Evaluated by supervisory staff for practicality and enforceability;

3. Legal Review (if applicable) – Reviewed for compliance with applicable law and liability considerations;

4. Final Approval – Approved and signed by the Sheriff or Chief Jail Administrator;

5. Distribution – Issued to all affected personnel and documented as received;

No policy shall be considered effective until formally approved and distributed.

1.2.5 Policy Revision and Version Control

All policies shall include a revision tracking system to ensure accountability and clarity.

Each policy shall contain:

• Effective date;

• Revision number;

• Date of last review;

• Approval authority;

When a policy is revised:

• The prior version shall be archived;

• Staff shall be notified of updates prior to implementation when feasible;

• Training shall be provided when revisions materially affect job duties;

1.2.6 Scheduled Policy Review

All policies shall be reviewed on a scheduled basis to ensure continued relevance and compliance.

• Minimum review cycle: annually;

• High-risk operational policies (e.g., Use of Force, Emergency Response): every 6–12 months;

Immediate review required when triggered by:

• • Critical incidents;

• • Litigation or legal updates;

• • Operational failures or audit findings;

1.2.7 Interim and Emergency Policy Changes

The Sheriff or Chief Jail Administrator may issue temporary or emergency directives when immediate action is required to maintain safety, security, or compliance.

• Emergency policies may take effect immediately upon issuance;

• Such directives shall be documented and later incorporated into the formal policy manual;

• Emergency directives shall be reviewed and either formalized or rescinded within a reasonable timeframe;

1.2.8 Staff Responsibility

All employees are responsible for:

• Remaining familiar with current policies;

• Acknowledging receipt of policy updates when required;

• Complying with all directives in effect;

• Reporting inconsistencies, conflicts, or outdated procedures through the chain of command;

Failure to comply with current policy may result in corrective or disciplinary action.