Policy updated: February 2017
Policy Issue Designation
When complainants raise concerns that do not describe alleged misconduct against an individual
sworn member of the PPB, IPR will attempt to describe each and all of the community member’s
concerns. IPR’s goal is to reflect back to community members that they have been heard, to track
policy issues so that IPR can be responsive to concerning patterns, and to provide
recommendations to the Chief of Police when a policy or practice of the Portland Police Bureau
could be improved. Individually naming and tracking policy issues also allows IPR to address any
gap in perception between police practice and community perception and expectation of what
constitutes police work. Many of these policy issues can be identified at the Intake Investigation
stage, without any value added from a full administrative investigation.
IPR Investigators will:
1. Conduct a preliminary interview by phone – or review a written submission – to identify the
potential complainant’s concerns.
2. Identify potential allegations of misconduct against PPB members.
3. Identify potential policy issues raised by complainants.
4. Consult with an IPR Director before designating a concern as a policy issue, to assure that
no potential misconduct issues skip IPR’s intake investigation process.
5. Send an email to IPR Management Analyst, describing (1) the concern, (2) whether a
Director has approved an action such as a letter to the potential complainant, and (3)
whether there are further actions pending.
6. Fill out the “Allegation” tab in AIM, linking each allegation to the involved officer
7. Add in AIM, under the “Employee” tab, the employee named “PPB All”
8. Fill out the “Allegation” tab in AIM, linking each policy issue to the Employee “PPB All”
9. List each policy issue as a separate entry in the “Allegation” tab. Instead of a category such
as “Conduct” or “Force”, put “Policy Issue”.
10. Investigators will continue to add categories of policy issues to the database, as similar
types of concerns are entered and can be grouped together.
IPR Management Analyst will:
1. Maintain a policy issue log and action tracking sheet.
2. Regularly present items awaiting action, at the weekly Investigator Meetings.
3. Work with the IPR Management Assistant to use letter templates and/or AIM tracking for
letters sent to potential complainants who brought a policy issue to IPR’s attention.
4. Use a monthly report from AIM to identify ongoing and new policy issues.
5. Provide to IPR Directors a monthly report and briefing on new policy issues, as well as
policy issues that recur and show cumulative concern over time.
6. Provide to CRC, at the regular monthly CRC meeting, a list of new and recurring policy
7. Use a schedule – maintained by the Management Analyst or other office designee – to
prioritize which issues to review each year, and include community input along the way.
IPR Directors will:
1. Make themselves available for consults regarding the classification of a potential
complainant’s concern as a policy issue vs. a potential misconduct allegation.
2. Create or amend templates to inform a potential complainant that a concern will be
tracked as a policy issue.
3. Communicate decisions back to the IPR Investigator, regarding classification of concerns.
4. Communicate with IPR Management Analyst if a decision is made, and communicate with
IPR Management Assistant if a letter should be addressed or recorded via AIM.
5. When case handling decisions are made after an intake investigation, include a letter to the
complainant, with the language identifying that a concern will be tracked as a policy issue.
The letter will provide the complainant with information about IPR policy reviews.
6. In the IPR Director’s discretion, write a memo to the Chief of Police about policy concerns.
7. Schedule, assign, and supervise policy reviews to address patterns of concern.