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FTO INSTRUCTION GUIDE (Rev. July 2016)

Daily Observation Report (DOR) Rules…………………………………………………………………………………………………….2

Creating New DORs…………………………………………………………………………………………………………………………………3

Modify / Update/ Review Existing DORs………………………………………………………………………………………………..11

Creating New Periodic Reports………………………………………………………………………………………………………………17

Modify / Update Existing Periodic Reports…………………………………………………………………………………………….19

Performance Chart………………………………………………………………………………………………………………………………..21

Rook Book……………………………………………………………………………………………………………………………………………..23

Creating New Monthly Evaluations………………………………………………………………………………………………………..25

Modify / Update / Review Existing Monthly Evaluations……………………………………………………………………….28

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DAILY OBSERVATION REPORT (DOR) RULES:A DOR shall be created for every day a probationary enforcement member is scheduled to work during the FTO program. Each scheduled work day will fall into one of three categories: Non-Rated Training Day, Rated Training Day, or Inactive Day. Both non-rated and rated training hours must be recorded on the DOR to keep track of which week/phase in the training program the probationer has reached. No training hours shall be recorded for inactive days.

The number of training hours recorded on the DOR must not exceed the number of working hours for a scheduled shift. (Example: You work 2 hours overtime due to an arrest on a scheduled 10-hour shift – only 10 training hours shall be recorded on the DOR even though you worked a total of 12 hours for that shift.) However, if leave-time is used prior to the completion of a scheduled shift, only the number of actual hours worked shall be recorded on the DOR. (Example: The probationer becomes ill after working 5 hours of a scheduled 8-hour shift and uses 3 hours of sick-leave – only 5 training hours shall be recorded on the DOR.)

Non-Rated Training Day – Non-rated training days are used throughout the FTO program (See Flow Chart) to instruct, demonstrate, learn, and practice the skills necessary to become a solo probationary enforcement member. Non-rated training days are also used as remedial training to correct performance areas in need of improvement. Training hours must be recorded on the DOR when non-rated training hours are utilized.

Rated Training Day – Rated training days are also used throughout the FTO program (See Flow Chart) to instruct, demonstrate, learn, and practice necessary skills, however, performance ratings are given to evaluate the probationer’s performance in each applicable rating category for the scheduled work shift. Training hours must be recorded on the DOR when rated training hours are utilized.

Inactive Day – Occasionally during the FTO program, it may be necessary to utilize an inactive day. Inactive days are utilized when a probationer is assigned to work with an enforcement member who is not a trained FTO, if the probationer uses a sick-day or other form of leave from a scheduled shift, or if the probationer is not actively training to learn the skills of their job (Example: Court, DT/First Aid Refresher, Desk Assignment, etc.) No training hours are recorded on the DOR when an inactive day is used.

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DAILY OBSERVATION REPORTSCreating New DORs:

After logging in to the FTO Software, use the filter to select the district and post the probationer is assigned, then click the “Apply” button:

After the list of personnel populates into the organization chart, select “New DOR - TPR” from the left drop down menu for the appropriate probationer (listed as “Trainee” in FTO software):

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From the new DOR screen, the DOR number will automatically prefill with the next number in sequential order. If the DOR number must be changed, that can be done manually by selecting “Other” from the DOR number dropdown, then typing in a different DOR number and select “OK”:

After the correct DOR number is displayed, select the appropriate week and phase from the dropdown boxes. Be sure to type in the number of training hours for the scheduled shift in the “Training Hours” box. Type in “0” if an inactive day was used:

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Non-Rated Training and Inactive Day DORs:

If the scheduled shift is a non-rated training day or an inactive day, you must select the “Non-Rated DOR” category and indicate in the comments box why the day was non-rated. Click “Save Comments”:

You may also add general comments about the shift in the “Comments/Narrative” category if you wish.

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If a noteworthy event(s) occurs during a non-rated training shift, you may choose record comments about the particular event(s). To enter comments for a rating category during a non-rated training week, select the category for which you wish to add comments, then select “0 – Not Observed” (default selection.) From there, you may add comments for that particular rating category in the comments box and click “Save Comments”.

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Rated Training Day DORs:

When completing a DOR for rated training days, first select the rating category you will be scoring by clicking on it. Then select either a failing score of “1 – Needs Improvement” or a passing score of “4 – Meets Expectations”. The appropriate Standardized Evaluation Guidelines (SEGs) will auto-populate in the “Response Description” box depending on which score you choose:

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After you select the score, locate the appropriate SEG(s) that describes the performance/behavior which justifies the score the probationer was given. After locating the appropriate SEG(s), highlight and copy the SEG(s), then paste them into the “Comments” box. Below the SEG(s) in the comments box, type in specific example(s) to describe the performance/behavior that fits the SEG(s). Click “Save Comments” when finished with each comments box.

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Then click the “Training Comments” button and type in what was done to correct the performance deficiency. Click “Save Comments” when finished. Also record the amount of time (in minutes) used to address/correct the performance issue:

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Repeat this for all performance categories in which the probationer is scored for the work shift. Once the DOR is completed, click the “Complete” button. A pop-up window will confirm if the DOR is complete and will include a reminder to update the Rook Book, if necessary. Click “OK”.

A spell check will automatically run, and the signature page will appear. Type in your password to certify the DOR, then click “Update”:

A pop-up will once again confirm the report is complete and will advise the trainee will now be able to review the DOR.

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MODIFY / UPDATE / REVIEW EXISTING DORSModify / Update Existing DORs:

To modify or update an existing DOR that has not been marked complete, first select “Existing Reports” from the dropdown menu in the right column of the appropriate probationer:

Then highlight the appropriate DOR you wish to modify by clicking on it. After you click on the DOR, the “Modify/Update” button will appear – click that button:

To modify or update a DOR that has been marked complete, a supervisor must first approve the need to modify by clicking “Undo” for the appropriate DOR. This will allow the FTO to go back in and make

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changes to a DOR that was once marked complete, of which the probationer was able to review and sign:

After the DOR has been undone, the DOR can be selected and modified via the “Modify/Update” button.

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From the next screen, you may change the date, phase, week, DOR number, etc , if necessary, then click the “Rapid Entry” button:

The DOR will then be available for modification in the same manner as completing a new DOR, as previously explained:

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Review Existing DOR:

To review a completed DOR, select “Existing Reports” from the dropdown menu in the right column for the appropriate probationer:

To review the completed DOR, click on the appropriate DOR you wish to review and select “View Text Report”:

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A tab will appear, showing who has and has not signed the DOR. Close this tab.

A new tab will appear, displaying the DOR in text format for easy review:

When you have finished reviewing the text DOR, close the tab.

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To sign the DOR as reviewed, click on the red box under “Signatures” for the appropriate DOR:

The signature page will then be available to electronically sign the report, certifying the review. Select your name from the dropdown menu (if not prefilled), type in your password, and click “Update”:

PERIODIC REPORTS

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Periodic reports include the Weekly Summary Report, End of Phase Report, and Significant Incident Report.

Creating New Periodic Reports:

To create a new periodic report, select “New Periodic Report” from the left drop down menu for the appropriate probationer:

From the next screen, select the appropriate periodic report you wish to create from the dropdown menu on the left side of the screen, then click “Enter/Create New Report”:

On the next screen, be certain to type the appropriate report number for the type of periodic report you are creating, so it can be easily identified among the rest of the periodic reports in a list. (Example: Type “Phase 2”, “Week 6”, “Sig. Inc. 2”, etc.)

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Then complete each answer field by typing detailed comments in the appropriate box.

When you are finished completing the report, electronically sign the report by typing in your password.

Modify / Update / Review Existing Periodic Report

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To modify, update, or review an existing periodic report, select “Existing Periodic Report” from the right dropdown menu of the appropriate probationer:

From the next screen, you may click on the “Enter/Modify Past Report” button or the red number circled below to modify or update the periodic report. The red number indicates how many people have yet to sign the report. The view the report in text version for easier review, click the “View Report” button and close out of the tab when you are finished.

When you are finished modifying, updating, or reviewing the report, electronically sign the report and click “Update”.

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PERFORMANCE CHART

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To view the performance chart, select “Performance Chart” from the right dropdown menu for the appropriate probationer:

Wait for the next screen to load (which may take about one minute), then select “DOR” from the Question Group dropdown menu. Also be sure that “Ratings (%Passing)” is selected. Leave the start and end dates blank if you wish to bring up the performance chart for the entire FTO program. You may also select a specific date range by clicking the calendar icons. (This is helpful when determining passing percentage for Shadow Phase, which is score independently).

The performance chart will then be generated. If you hold the pointer over the boxes in each column, the written comments will appear (if applicable):

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ROOK BOOKViewing / Updating the Rook Book:

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To update the Rook Book, select “Rook Book” from the left dropdown menu for the appropriate probationer:

On the next screen, select the Rook Book check-off list you wish to view from the dropdown menu:

To mark an objective complete, click the box for either “Verbilized” or “Performed” or both. If an objective that was initially verbalized is performed by the probationer at a later date, the Rook Book can be updated to reflect that. Once you have finished marking the objectives as complete, electronically sign the bottom of the screen with your password, along with the probationer:

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MONTHLY EVALUATIONSCreating a New Monthly Evaluation (Solo Probation):

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To create a new monthly evaluation report for a solo patrol probationer, select “New Monthly Eval (Solo Probation)” from the left dropdown menu for the appropriate probationer:

The next DOR number in sequential order will prefill in the DOR box. Use the dropdown to choose “Other” and assign a DOR number to differentiate the monthly evaluation DORs from the regular FTO program DORs. (Example: MR – 1, or Month 1):

Complete the monthly evaluation just like you would a regular DOR. If the probationer earns a score of “Needs Improvement”, cite specific examples from the rating period justifying that rating in the comments box.

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Select “Complete” when the evaluation is complete:

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If marked complete, you will then electronically sign with your password:

Modify / Update / Review Existing Monthly Evaluations (Solo Probation):

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If the monthly evaluation was marked not complete, and/or you need to modify/update it at a later time, select “Existing Reports” from the right dropdown menu. If the report was marked complete, you must first “Undo” the report before changes can be made.

Highlight the evaluation you wish to modify, then select “Modify/Update”:

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Select “Rapid Entry” to gain access to the DOR screen:

Finish completing the evaluation as previously instructed:

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To review a completed monthly evaluation, select “Existing Reports” from the right dropdown menu:

Click on the report you wish to review and select “View Text Report”:

The signature tab will appear – close out of the tab:

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The report will appear in a new tab, displayed in text format. Close the tab when finished reviewing:

Click on the appropriate review box to electronically sign the report:

Electronically sign by typing in your password, then click “Update”.

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