Authors of this publication from the Dublin Police Agency have granted Ohio Concerns of Police Survivors permission to reprint and distribute this document for the purpose of sharing their Line of Duty Death Manual and Line of Duty Death Confidentiality Form. Every police agency needs to be prepared for law enforcement's greatest tragedy. For more information, please contact:

Ohio COPS
P.O. Box 55
Harrison, Ohio 45030-0055
linda@ohiocops.com

Dublin Division of Police
General Order
Line of Duty Death Policy

Purpose:

The Dublin Division of Police recognizes the fact that when a line of duty death, or serious injury occurs the agency must be prepared. The way in which the agency responds to the family and co-workers at the time of the death and in subsequent weeks is vitally important. The agency can either assist in the recovery or add to the emotional and psychological trauma that they are experiencing by their actions, or lack of action. This policy will attempt to specifically address vitally important issues that must be planned for in advance of a line of duty death.

Policy:

It shall be the responsibility of the Dublin Division of Police to provide assistance to the immediate family of an employee who dies in the line-of-duty. This assistance is applicable whether the employee was killed feloniously or accidentally, while an active member of the department. We view our responsibilities to include the clarification and comprehensive study of survivor benefits, to provide tangible and intangible emotional support during this traumatic period, and continuation of contact and care after the funeral, until so indicated by the survivors. Complete implementation of this policy is predicated on the wishes of the affected member of the agency, if known by the agency. (See LOD Information Form). In order to provide support for shift personnel and/or personnel involved in the same function or with the same duties, the agency will require those members to participate in a debriefing at the end of the tour of duty and will make continuing support available. The agency will coordinate CISD activities for any family members who may wish to access this service. The first line supervisor and/or the Communications Center shall, as soon as practical, begin notifications as follow.

Position Descriptions:

The following positions must be activated immediately upon a death or serious injury of an agency member. Each of these positions must be trained on their specific areas of responsibility. While each of these is outlined individually, it is also recognized that several positions may be combined and assigned to one person. Each individual assuming a functional responsibility will be responsible for maintaining resources and information for his/her function and have those resources readily available.

Family Liaison Representative: - This individual will be responsible for attending to the needs of the family of the agency member killed or seriously injured. This position will be the coordinating point for planning of any visitation at the funeral home, the actual funeral and follow-up care for the family. Personnel assigned to this task will be accessible to the family at all times from the time they are notified through the end of the funeral, and following, as necessary. This assignment is responsible for assuring that the wishes of the family are followed closely throughout the funeral planning process and funeral. The family liaison representative will work closely with the department liaison representative during the process to obtain necessary approval for any expenditures.

Department Liaison Representative: - This individual must be a command level officer with the authority to allow the family liaison representative to make financial obligations and purchases. The department liaison representative will keep all agency personnel up to date on the plans and arrangements as he receives that information from the family liaison representative. The department liaison representative is the contact for any media representatives who may contact the department for information regarding the injury or death. Media releases, reports, etc., which are to be released regarding the death of any personnel shall be provided to the family of the employee prior to when they are released to the public. Additionally, absolutely no information regarding the death of an employee shall be released prior to the deceased personnel's family being notified.

Logistical Officer: - This individual will have the responsibility for contacting and arranging honor guard, color guard, bagpipe players, buglers, etc. The logistical officer will work in very close contact with the family liaison representative to make sure the family wishes are carried out exactly.

Benefits Officer: - This assignment is responsible for compiling all death benefits due to the survivors. These benefits will be maintained in handbook that will be reviewed and updated on an annual basis. The benefit explanation booklet available through Ohio Concerns of Police Survivors shall be a part of this handbook. The benefits officer will work in conjunction with the Director of Personnel and Purchasing to assemble this information as soon as possible upon the death of a member and coordinate with the family liaison representative to provide this information to the survivors. The benefits officer will also prepare and file the necessary paperwork for these benefits on behalf of the family, as well as check the status of the claims until the benefits are paid to the survivor.

Survivor: - For the purposes of this policy the term survivor will apply first to the immediate family members of the deceased agency member. The surviving spouse will be the decision-maker regarding arrangements, and the person from whom the family liaison representative will take direction. Should an agency member be single, the family liaison representative will work directly with the surviving parents and adult children, if any.

Notification of Death:

1. Immediately upon a serious injury or death the family liaison representative will be notified so that he/she can retrieve the agency member's emergency information.

2. The name of the deceased employee will NEVER be released to the media before immediate survivors living in the area are notified. The name of the involved employee shall never be transmitted over the radio system.

3. If there is knowledge of a medical problem with an immediate survivor, medical personnel will be dispatched to the residence to coincide with the death notification.

4. Notification WILL ALWAYS be made in person and will never be made alone. The Chief of Police (or designee), the assigned family liaison representative, the Department Chaplain (or the family's pastor) and/or the member's requested representative, as designated in the LOD Information form, will act as the informing representatives.

5. If the above-suggested persons are not readily accessible, notification should not be delayed until these people can assemble. If the agency member has not yet died, all attempts will be made to get the family to the hospital prior to the member's death.

6. When most public safety families see an agency representative at the home or place of work, they will know something is wrong. Ask to be admitted to the home or place of work. NEVER make a death notification on the doorstep. Gather everyone in the home and ask them to sit down. Inform them slowly and clearly of the information you have on the incident. Make sure you use the employee's first name during the notification.

7. If the employee has already died, relay that information. NEVER give the family a false sense of hope. Use words like "dead" and "died" rather than "gone away" or "passed away."

8. If the family wants to go to the hospital, they should be transported via non-marked department vehicle. It is highly recommended that the family NOT drive themselves to the hospital. Should there be serious resistance and the family insists on driving, have an officer accompany them in the car.

9. The department should find out if there are any young children in the home. Notification representatives will be responsible for arranging immediate baby-sitting needs.

10. Because of the nature of possible radio transmissions, the officer transporting the family should notify the police personnel or hospital liaison at the hospital by phone that the family is enroute.

11. Surviving parents will also be afforded the courtesy of personal notification if they live in the same geographic area. If the employee was married, notification will be at the request of the deceased employee's spouse. In this case, the parents' notification team will be a department representative designated by the Chief of Police, another Department employee who knows the family well, and one of the other Department Chaplains (or the parents' Pastor).

12. If immediate survivors live out of town, request PERSONAL death notification from the public safety agency in that area. Logistical arrangements should enable simultaneous telephone contact with our agency.

Assisting the Family at the Hospital

1. The family liaison representative will be responsible for acting as the liaison for information between hospital staff and the family. Additional information regarding the member's condition will be transmitted from the family liaison to the departmental liaison for release to the rest of the agency.

2. The family of the employee will be afforded the opportunity to see the employee as soon as they wish and as soon as is practical. If it is possible for the family to be with and see the employee prior to death, immediate arrangements should be made. In the event of death prior to the family's arrival, the survivors should be allowed to see the deceased employee if they wish. While the family liaison representative should try to prepare the survivors for the condition of the employee's body, the family should not be overly protected from reality.

3. In addition to the family liaison representative, there will be at least one Dublin officer and chaplain present at the hospital at all times until the family departs. The primary responsibility of these personnel will be to shield the family from media representatives, unless the family wishes to speak with them. Should the employee not be deceased, there will be at least one Dublin officer posted at the hospital at all times. This officer will have the responsibility of assisting the liaison officer, family and any other relatives who may congregate.

4. The departmental representative will make arrangements with the hospital for all worker's compensation related bills to be sent directly to the City of Dublin - Attention Ron Whittington, and make hospital personnel aware of the fact this is a worker's compensation claim. Bills received at the departmental representative's office will be processed by the agency, relieving the family of dealing with these details. Some medical bills must still be initially received by the injured officer, or if deceased, surviving spouse/family member.

Funeral:

1. As soon as practical, the family liaison representative will discuss arrangements with the survivor. The survivor must be made aware of the potential magnitude of the police funeral. All options for the service will be presented to the family. The survivor will make all decisions, and these decisions will be final even if not the wishes of the agency.

2. Members killed in the line of duty are eligible for certain ceremonial rituals at their showing hours and funeral. It must be reiterated that the survivor has the final say regarding funeral planning. If any of the following services are desired, the following guidelines should be utilized.

   Casket Guard: Two officers from the Dublin Division of Police to stand guard at the casket during showing hours. This detail will include at least four officers, with two standing guard at periodic intervals.

   Residence Guard: A marked cruiser and officer will be posted outside the incapacitated or deceased employee's home from the time of the fatality or injury through the end of the funeral day or stay at the hospital. The duty of this detail is to discourage any visits from media or others, unless the family liaison representative indicates the family wishes to speak with the media. This guard will only be provided to those officer's residences within the corporate limits of the City of Dublin.

   Honor Guard: An honor guard contingent will be formed of Dublin officers to participate in the funeral service. They may act as pallbearers should the survivor wish to have them act in that capacity. The casket will be draped with an American casket flag that will be removed, folded and presented by the honor guard commander to the Chief of Police. The Chief of Police will then present the flag to the survivor at the gravesite. If there are parents of the deceased employee in attendance, a flag will also be presented to them.

   Twenty-One Gun Salute: This is to be arranged with The Columbus Police Department firing detail if the family wishes to have this tribute.

   Bagpipes: A bagpipe detail should be arranged for the service. This can also be done through the Columbus Police Department Honor Guard. The bagpipes can be played at the funeral service site as well as the gravesite.

   Taps: Taps should be arranged for playing at the gravesite.

 Confidential Line of Duty Death Notification Form