Operational partnerships - Special Constabulary: standards, duties and deployment SOP (O39b)

1. Summary of changes

The following amendments have been made to this standard operating procedure (SOP) in November 2023:

• final paragraph added to section 3.5.7. 

2. What this procedure is about

2.1. This standard operating procedure details the procedures for:

• the standards and duties of a special constable
• the deployment of special constables

Compliance with this SOP and any governing policy is mandatory.

3. Detail the procedure

3.1 The standards and duties of a special constable

3.1.1 Special constables are subject to the standards of professional behaviour. Policy P02 details the procedure for dealing with breaches in them.

3.1.2 Trainee special constables who are undertaking their initial training at Kent Police Training School are not warranted officers. However, they are subject to the standards of professional behaviour. They are not subject to the same procedures as for attested warranted special constables and officers. Where a trainee special constable has breached the standards of professional behaviour, they can be withdrawn from training and may be required to resign as a training special constable. Where it is a serious incident, the breach may be liable to criminal proceedings. 

3.1.3 Special constables will maintain a smart appearance at all times and comply with policy P06.

3.1.4 Trainee and special constables have access to duty-sheet. All duties must be recorded on this system for audit purposes.

3.1.5 Special constables must ensure all contact details are recorded on duty-sheet. Where special constables are not accessing duty-sheet for announcements, duty recording or other communications, they will be contacted by their supervisor.

3.2 Complaints

3.2.1. Where a complaint is received concerning a special constable, the complaint will be investigated by the division or command that the special constable is based. The Divisional Special Constabulary Co-ordinator can assist the investigating officer where needed.

3.2.2. Where a Special Constabulary supervisor discovers that a special constable may have breached the standard of professional behaviour, they should notify a regular supervisor immediately, prior to completing any investigation. If necessary, they should seek guidance from the Professional Standards Department.

3.3. Failure to attend duty

3.3.1. Where a special constable fails to complete 16 hours in a month and additional monthly training, a supervisor will arrange a meeting and establish the reasons. Unless there are exceptional circumstances the special constable will be put on an action plan. 

3.3.2. If after three months the special constable has not achieved the action plan, the supervisor will commence UPP procedures or the officer concerned offered the opportunity to resign.

3.4 Leave of absence/maternity leave

3.4.1. A special constable requesting a leave of absence will send the request to their supervisor who will endorse the request and send to the divisional Special Constabulary coordinator (DSCC). The DSCC will ensure duty-sheet is updated.

3.4.2. A leave of absence will only be granted for up to three months. Only in exceptional circumstances will a leave of absence be granted for greater than three months.

3.4.3. Where a special constable is going on maternity leave, duty-sheet must be updated.

3.4.4. During any leave of absence a nominated contact officer should be appointed whose responsibility it is to maintain contact with the special constable on leave. This contact should be regular and can be conducted by telephone, in a social setting or by visiting the officer at home. The contact officer should update duty-sheet with a record of all contact.

3.4.5. Upon returning from a leave of absence, the specials co-ordinator should review the training requirements of the officer to ensure that they are up to date with legislation and procedure and instigate a suitable action plan.

3.4.6.Leave of absences are granted by special constable’s chief inspectors or by the divisional Special Constabulary co-ordinator.

3.5 The deployment of special constables

3.5.1. Special constables provide a valuable resource supporting the policing of Kent. Subject to authorisation by the specials co-ordinator, special constables may volunteer for any type of duty with the exception of the carrying of firearms.

3.5.2. Booking on and off duty

Special constables will record their duties and activities via the duty-sheet, all duties will be recorded on duty-sheet prior to the start of the duty. Special constables must ensure that their duties are recorded accurately prior to going off duty.

Individual officers are responsible for ensuring that they are booked on and off STORM at the beginning and end of a tour of duty.

3.5.3. Emergency duty

Where there is a major or critical incident that requires mobilisation of the Special Constabulary, the force incident manager and/or critical incident commander will request the force resource unit (FRU) to call out the Special Constabulary. FRU to contact the regular SLT for the Special Constabulary to facilitate the contact.

It is the responsibility of individual special constable to ensure that all contact details are correct and up to date. Supervisors of special constables should ensure details are correct during one-to-one.

3.5.4. Plain clothes

Only in exceptional circumstances and with prior approval of the Special Constabulary manager or in his/her absence a sergeant/divisional Special Constabulary coordinator, should special constables be permitted to perform duty in plain clothes.

3.5.5. Force mobilisation

In the absence of a national special constable mobilisation plan, any requests for significant special constable resources countywide or nationally, which is beyond the scope or authority of the divisional co-ordinators to authorise and plan, must be made via the Special Constabulary chief officer.

3.5.6. Operational time

Duties deemed to be operational are any operational policing duties and can include Special Events Policing, Response Policing, Parish and Neighbourhood Community Policing, Roads Policing and Marine Unit duties and participation in Special Constabulary recruitment initiatives and assessment processes. A further exception to what can be deemed operational policing is the requirement to undertake courses that will add benefit to the effectiveness of the Special Constabulary. Any course can be considered appropriate if it requires the officer to attend a minimum of five days consecutively.

Special constables may use some of their minimum 16 hours each month to carry out duties as a police cadet leader. However, the SC must carry out some operational policing duties each month to maintain their skills and knowledge. Any SC who wishes solely to carry out cadet leader duties should resign as an SC and become a cadet leader.

3.5.7. Equipment

All equipment issued to a special constable will be the responsibility of that officer. If any item is lost or damaged, they should report it to a line manager. If the officer has lost their warrant or access card, they should follow SOP U01g.

In certain circumstances, special constables will be allowed to store their uniform at home. This may include Airwaves terminal and, where an approved storage device, pava spray. Where an Airwaves terminal is taken home, head of department must approve this and the relevant forms completed.

If no police vehicle is available, SC may transport their personal safety equipment, including PAVA and TASER, in their own vehicle when attending duty at a location other than their normal reporting station. In the case of TASER, SC must inform their CIP co-ordinator or SDO that they are going to take TASER in their own car and obtain acknowledgement before doing so. SC travelling to duty at another location in their own vehicle must ensure they are not identifiable as a police officer (eg by covering their uniform) and they must secure their PPE in the boot of the vehicle. No personal safety equipment is to be left unattended in personal vehicles at any time.

3.5.8. Skills

Unless trained to PIP (professionalising the investigation process) level one, special constables cannot conduct suspect interviews or take suspect statements into any volume or priority crime (theft/criminal damage, assault etc) and anything of a serious and complex nature. If however the special constable feels they have the pre-requisite skills or have received the additional training required, they can notify their supervisor to offer their support in taking witness statements only.

Some special constables have particular skills from their normal occupation. These include, languages, HGV driving and teaching as examples. They will be listed on duty-sheet.

3.5.9. It is recognised that not all roles within the Special Constabulary require officer safety training (OST) and the deployment of personal protection equipment when conducted. These would include, and not exhaustive, attendance at fetes and fairs, recruitment events and attendance at schools. For confirmation of each role requirement, a determination will be made by the Special Constabulary chief officer on every occasion as to its requirements.

3.6 Ranks and responsibilities of a special constable

3.6.1. With the introduction of the new rank sliders into Kent Special Constabulary, a minimum level of training and experience is required from September 2019 to ensure consistency of approach to investigations and incidents attended.

3.6.2. The rank sliders for SC, S/Sgt and S/Insp will have the letters ‘SC’ on them to reduce confusion at incidents where regular officers may seek the support of the SC, S/Sgt or S/Insp resulting in actions being taken outside of legislation or force policy by them.

3.6.3. The rank of S/Ch/Insp and S/Supt will be similar in design to a regular Ch/Insp and Supt with no additional letters identifying them as special constables.

3.6.4 In addition, a new minimum length of time will be required to be completed before SC’s can be promoted as follows:

• to achieve the rank of S/Sgt will require a minimum of three years operational service
• to achieve the rank of S/Insp will require a minimum of eight years operational service
• to achieve the rank of S/Ch/Insp will require a minimum of 15 years operational service
• to achieve the rank of S/Supt will require a minimum of 20 years operational service

3.6.5. All new officers will be required to complete phase 2 of the SCLP as part of the mandated training programme for Kent Police Special Constabulary.

3.6.6. Officers of S/Sgt rank and above may be required to complete leadership training relevant to rank.

3.6.7. Those wishing to be considered for the rank of S/Ch/Insp and S/Supt may be required to attend the College of Policing approved programme for senior leaders in the Special Constabulary.

4. Equality Impact Assessment (EIA)

4.1. This policy has been assessed with regard to its relevance to race and diversity equality. As a result of this assessment the policy has been graded as having a high potential impact.

5. Risk assessment

5.1. This policy has been assessed as medium risk.

6. Consultation

• Special Constabulary Chief Officer
• Special Superintendent
• Force Resource Manager
• Human Resources
• Finance
• Health and Safety
• Legal
• Freedom of Information
• IT Security
• Equality and Diversity

7. Monitoring and review

7.1. This policy will be monitored by the Citizens in Policing Board, Chaired by ACC LP. It will be reviewed every two years or when new legislation or guidance amends current policy. The next scheduled review is August 2024.

8. Related force policy

• P02 Complaints and standards of professional behaviour
• P06 Uniform and appearance
• U01g - Warrant and identity access cards

9. Security

9.1. Kent Police have measures in place to protect the security of your data in accordance with our Information Management policy.

10. Retention and disposal of records

10.1. Kent Police will hold data in accordance with our Records Review, Retention and Disposal policy.