Communication Systems / ITS Resources

Policy: Communication Systems / ITS Resources

Author: Chief Joseph M. Hallman

WILEAG Standard: 9.1.4, 9.1.10

Issue Date: July 1, 1998

Reviewed Date: March 24, 2026

Revised Date: March 24, 2026

Purpose:

The purpose of this policy is for the UW-Platteville Police Department to:

• Establish standard procedures for radio and emergency telephone communications and set forth rules governing the use of radio and emergency telephone equipment.
• Define the responsibility of police units, supervisory personnel, and personnel assigned to duties as call takers as related to the operation of the police radio and telephone communications systems.
• Define UW-System “Acceptable Use of Information Technology Resources” polices referenced in UW-System Policy 25-3. 

Policy:

It is the policy of the UW-Platteville Police Department that all employees conduct themselves in a professional and courteous manner when communicating with each other, other agencies or businesses, and the general public when using the radio system or telephone system.  University of Wisconsin-Platteville Police Officers will also follow and enforce the policies written by the University of Wisconsin System in reference to Information Technology Resources.  Please reference UW-System Policy 25-3.

Definitions:

1. Information technology resources- include computers, software, e-mail accounts, Internet access and similar computing tools.

Procedures:

1. UW-Platteville Police Department Communication and Information Systems
   1. The following are a list of communication systems provided to members of the University of Wisconsin-Platteville Police Department:
      1. Voice of Internet Protocol (Microsoft Teams)
      2. Multi-Function Printer/Scanner/Fax
      3. Office & Squad computers
      4. UW-Platteville Email System
      5. Vehicle Police Radios (Campus, City, & County Frequencies) (9.1.4, 9.1.10)
      6. Handheld Police Radios (Campus, City, & County Frequencies) (9.1.4, 9.1.10)
      7. Officer’s mailbox & file drawer
      8. Patrol Officer Cell Phone
      9. Internal & External Mail Delivery Systems
   2. Prohibited Actions
      1. It is a violation of UW-Platteville Police Department policy for any employee to engage in the following conduct on the information or communication systems:
         1. To seek personal gain, including but not limited to solicitations, junk mail or “for profit” messages.
         2. To engage in unlawful activities.
         3. To use abusive or obscene language in any messages including any internal or external e-mail messages and Internet communication.
         4. To engage in behavior that is a violation of any UW-Platteville Police Department policy or procedure, including but not limited to harassment.
         5. To engage in conduct that could cause unnecessary congestion or disruption of the system.
         6. To threaten or intimidate a person.
         7. To send images that contain nudity or to send images or words of a lewd or sexually suggestive nature, even if the recipient has consented to or requested such material.
         8. To send jokes or comments that tend to disparage a person or group because of race, color, ethnic ancestry, national origin, religion, gender, sexual orientation, marital or parental status, age, verbal accent, source of income, physical appearance or agility, mental or physical disability or occupation.
         9. To disseminate classified, confidential, sensitive, proprietary or private information to unauthorized persons or organizations.
         10. For any unauthorized access to remote systems, having or receiving of password information, copying of system files or copyrighted materials.
         11. For unauthorized attempts to access secured files or to delete, examine or modify files or work product belonging to others.
         12. Ordinarily department members should not access communications intended solely for another member of the department unless requested to do so by the recipient or a supervisor.  Department members should realize that in the event of an absence, mail may have to be opened and handled accordingly.
   3. Classified, confidential, sensitive, proprietary or private information or data must not be disseminated to unauthorized persons or organizations.  Department members have access to information provided by various university departments that fall under the protection of Family Educational Rights and Privacy Act (FERPA).  All members shall ensure that those records remain protected. 
2. Dispatch Services
   1. UW-Platteville Police Department provides dispatching services, for non 911 related calls, Monday through Friday 8AM-4PM, excluding holidays, by the Administrative Assistant. 
      1. When the Administrative Assistant has to step away from the telephone, the system will automatically forward calls to a menu of options, one of which is to speak to the “On-Duty” officer. When callers press that option, they will be forwarded to the City of Platteville Police Department Dispatch Center.
   2. The City of Platteville Police Department Dispatch Center provides dispatching services at all other times, except described above. 
      1. The presence of persons not assigned to the dispatch area creates unneeded distraction and noise and detracts from the overall quality of the dispatching.
         1. Department employees shall limit their time in the dispatching area. 
         2. Officers directed to pick up paperwork shall limit their stay at the Dispatch Center to a length of time reasonably necessary to complete their assignment.
3. Telephone Systems
   1. Telephone demeanor
      1. Any employee receiving an outside telephone call shall answer in a clearly understood, calm, decisive, and courteous voice.
      2. Those employees assigned to answering phone calls shall answer incoming telephone calls by saying “UW-Platteville Police Department, this is (name)?”
      3. If the caller describes a situation for which a minor incident report may be left, the call taker may take the report over the telephone.
      4. If the caller needs to be transferred to an individual or another office in the Department, the call taker shall transfer the call. If the employee’s location is unknown in the station, a page will be made to advise the employee of the call.
      5. If the transferred call is not answered, transfer the caller to voice mail of the employee.
      6. If the caller needs to be transferred to another Department and the call taker knows which Department, the phone number of that Department will be provided to the caller.

2. Telephone Security
   1. Under no circumstances will the personal telephone number of any Department employee be given to the public. Numbers may be given to other members of the Department if the identity of the person making the request is known.
   2. No confidential information will be given to the public or press by Department employees using the telephone or by other means. Special reports designated for press release by the Chief or designee will be the only exception to this rule.

4. Radio Communications System Rules
   1. Police Officers, at all times, will carry an issued handheld radio while on duty (in unform and/or plain clothes) to ensure continuous communications with other department members and other local law enforcement agencies in the area.  A repeater device has been installed on campus to assist in strengthening the signal for the campus police channel. (9.1.4, 9.1.10)
   2. All messages transmitted over Dispatch Center radio frequencies will be direct and concise and will conform to Departmental regulations as well as those regulations set forth by the Federal Communications Commission. This includes those messages that are sent via the mobile data computer.
   3. Unidentified transmissions, superfluous communications, obscene or profane language, wise cracking and smart remarks, clicking the mike button, or any violations of FCC rules are strictly prohibited.
   4. Officers, when calling the City of Platteville Police Department Dispatch Center, shall state their assigned unit number followed by their badge number”, i.e. “601”. The officer shall then wait for a response from a Center Telecommunicator. Once acknowledged by a Telecommunicator, the officer may continue with his/her traffic.
   5. Vehicle registration checks, stolen vehicle checks, driver’s license checks, and wanted person checks may be sent over the MDC when they can be accomplished with reasonable safety. If the officer believes, in a given situation, that his/her attention is best not removed from the situation at hand, the check may be run over the radio through the City of Platteville Dispatch Center. Likewise, if the officer is in a situation where he/she is a distance away from the squad car, and circumstances dictate, the check can be run through the Center. In most cases this information should be aired.
   6. When making a vehicle stop the officer shall call in the traffic stop giving location of the stop and plate number and operator, over the police radio frequency, to the Dispatch Center. This is done so other officers are aware of the stop.
   7. Officers shall advise the Dispatch Center when they are going to be out on foot. Upon returning to their squads, officers shall notify the Dispatch Center that they are back in service and receive confirmation from a Telecommunicator.
   8. Officers shall advise the Dispatch Center of their intent to leave the City and the reason for doing so.
   9. Officers should not request the identity of a complainant over the radio if the complainant wishes to remain anonymous. The MDC is a more appropriate device for receiving this type of information.
5. Radio Security
   1. Because citizens monitor police radio channels, certain information must not be transmitted over the radio. Such information may be relayed by the mobile data computer or on the secure frequency.
   2. UW- Platteville Police Department employees’ personal telephone numbers will not be given out over the radio.
   3. Death message calls will be communicated by MDC, telephone, or in person.
   4. The names of operators or passengers of vehicles involved in serious accidents will not be transmitted over the radio. The names of victims in death investigations will not be transmitted over the radio.
   5. Entire criminal history and other criminal records must not be communicated over the radio, although in some instances a summary may be given. The MDC is the better device to receive such information.
   6. Names of police officers/fire fighters who are killed or injured in the line of duty will not be communicated over the radio.
6. Inter-Jurisdictional Communications (9.1.10)
   1. When the UW- Platteville Police Department becomes involved in an emergency situation and it is evident that assistance must be obtained from other law enforcement jurisdiction(s) within Grant County, this agency shall immediately contact the other agencies and advise them of the circumstances and reason for the request. It shall be requested that the responding assisting officers change to a common designated radio channel. This initial contact with other law enforcement jurisdiction(s) may be made by the on-duty officer and/or the City of Platteville Police Department Dispatch Center.  The preferred radio channel will be the primary channel, “Campus Police”, with the alternate being “GTSO”
   2. Whenever an emergency situation arises, such as a high-speed pursuit, or other incident where the squads are likely to be moving constantly throughout various jurisdictions or such is imminent, involved units should, whenever possible, switch radio frequencies to an emergency channel most accessible by the participating agencies.
   3. When UW- Platteville Police Department Officers are requested to assist another law enforcement agency and their municipal channel is utilized, all transmissions shall go through the dispatch point of that requesting agency, until the emergency has ceased or UW- Platteville Police Department Officers are released from duty in that jurisdiction.

4. Available emergency radio frequencies (9.1.10):