Draft 25 April 2005

SAPS STATION MONITORING QUESTIONNAIRE
Purpose

The purpose of this questionnaire is to:

Facilitate effective oversight by the various parliamentary committees responsible for Safety and Security over policing at station level.

Provide these committees with useful independent data with which to make recommendations to improve the functioning of policing.

Compare successes and problems between stations and provinces.

Measure progress at police stations over time.

Ensure more effective collaboration in oversight functions between the Portfolio Committee on Safety and Security of the National Assembly, the Select Committee on Security and Constitutional Affairs of the National Council of Provinces and the Standing Committees within the various provincial legislatures.

Who should use the questionnaire?

The questionnaire should be used by:

Members of the Portfolio Committee on Safety and Security when undertaking station visits as part of their constituency work.

The Portfolio Committee on Safety and Security when undertaking station visits as part of the committee programme.

In addition, the questionnaire may be used by:

Members of the Select Committee on Security and Constitutional Affairs when undertaking station visits as part of constituency or committee work.

Members of the Standing Committees of the Provincial Legislatures when undertaking station visits as part of constituency or committee work.

Any Member of Parliament when undertaking station visits as part of constituency work.

Format of the questionnaire

The questionnaire is divided into 2 separate sections.

Section 1:

Section 1 consists of subsections 1-5.

This section must be completed by the Member of Parliament (or MPL) while visiting the police station.

Some of the questions in this section can be completed by observing what you see around you at the station. To answer other questions you will need to ask the Station Commissioner, the CPF chairperson, union officials, clients in the Service Centre or other identified persons for information.

The Member must only fill in Section 1 of the questionnaire.

Section 2:

Section 2 consists of subsection 6-14.

This section must be completed by the Station Commissioner and other identified persons (such as the Detective Commander) at the police station.

It is not necessary for the Member to be present when this section is completed.

How to use the questionnaire

Decide on whether you intend doing an announced or unannounced visit.

Announced Visit:

If you are doing an announced visit, then send a copy of Section 2 of the questionnaire to the Station Commander at least a week before the visit will take place.

Ask the Station Commander to complete Section 2 of the Questionnaire and to return it to you at least 2 days before the visit is scheduled to take place.

Check that the CPF Chairperson will be present during your visit to the station or make an arrangement to see him or her at a suitable time. If the CPF Chairperson is unavailable then this information must be completed by the SAPS CPF representative at the station while you are at the station.

Read through Section 1 of the questionnaire so that you know what you are looking for before the visit.

Read through the completed Section 2 of the questionnaire so that you can identify any problems that need to be followed up during your visit.

Complete Section 1 of the questionnaire during your visit by means of observation and by talking to the relevant persons.

Give your completed questionnaire (both sections 1 and 2) to the Committee Secretary of the Portfolio Committee on Safety and Security after your visit.

Unannounced Visit:

Read through Section 1 of the questionnaire so that you know what you are looking for before the visit.

Take both Sections 1 and 2 of the questionnaire to the station.

Complete Section 1 of the questionnaire during your visit by means of observation and by talking to the relevant persons.

Give Section 2 to the Station Commissioner and ask him or her to complete it and return it within 2 days to you.

Give your completed questionnaire (both sections 1 and 2) to the Committee Secretary of the Portfolio Committee on Safety and Security after your visit.

Contact Details

All completed questionnaires should be returned to:

Jeremy Michaels

Committee Secretary: Portfolio Committee on Safety and Security

Parliament of South Africa

Tel: (021): 403 3806

Fax: (021) 403 2808

Email: [email protected]

Postal Address:

Jeremy Michaels

Committee Section

Box 15

Cape Town

8000

Physical Address:

Workstation 025

Third Floor

90 Plein Street

Parliament of South Africa

Station Questionnaire: Section 1

To be completed by Member of Parliament

Circle the appropriate box/answer

Announced Visit

Unannounced Visit

Date and Time of Visit:

Delegation: 1)

Station Details

Name of Station:

Area:

Province:

Name and Rank of Station Commissioner:

Name of CPF Chair:

Station Address:

Telephone:

Fax:

Email:

1. Station Building and Infrastructure

Note: You should complete this section based mainly on what you see around you at the station. Where required you may need to ask the Station Commissioner or other persons for the relevant information.

1.1. Signage and Accessibility

Are the following well marked, prominently displayed or in existence?

	YES	NO	COMMENTS
Station i.e. lights, clear signs on the building
Direction markers to the station
New emblems and photos
South African flag
Disability access
Proximity to public transport
Satellite Stations
Are there plans to build a new station?
Are there plans to renovate the station?

If satellite police stations exist in the area, how many are there?

1.2. Physical Condition of the Station

Cleanliness	Good	Average	Poor
State of Repair	Good	Average	Poor

1.3. Community Service Centre

Is information on the station, crime problems in the area and personnel displayed on the walls?

YES

Is the National Complaints Hotline for laying a complaint against police officers displayed?

YES

Do members of the Community Service Centre wear nametags?

YES

Do the following facilities exist?

	YES	NO	COMMENTS
Private Statement Facilities
Victim Support Rooms
Victim Support Centre
Trained volunteers to deal with abuse and rape cases
Trained SAPS members to deal with abuse and rape cases
A female member on duty at all times.
Adequate seating for public in service centre

1.4. Detective Offices

Are there interview/meeting rooms?

YES

Is an identification room with one-way mirrors available?

YES

What is the proximity of the detective offices to the station?

Same Location

Different Location

If in a different location, how far away are the detective offices from the station?

1.5. Infrastructure

Does the following infrastructure exist at the station and is it in good working order?

	Yes	No	Number (where relevant)	Number in working order
Electricity
Water
Telephone
Fax machine
Photocopiers
Computers
Intranet access
Bathroom and toilet facilities
Locker facilities

1.6. Cells

Note: Check the condition of cells. For additional information you may want to speak to the person/s in custody.

Does the station have its own holding cells?

YES

Number of Cells

If there are no cells, why are there no cells and what arrangements are made to hold detainees?

What is the occupancy of cells?

Ideal capacity	Current occupancy on date of visit

Are men and women kept separately?	YES	NO
Are children kept separately from adults?	YES	NO
Are male and female children kept separately?	YES	NO

Number of juveniles in the cells at time of visit

Has a probation officer been informed that children are at the station?

YES

What is the general condition of the cells?

Good

Average

Poor

Toilet and ablution facilities in working order	YES	NO
Locks in good order	YES	NO
Is warm bedding provided?	YES	NO
Are detainees provided with three meals daily?	YES	NO
Are medical response service available if needed?	YES	NO

What is the number of deaths in the cells in the past 12 months?

How many of these cases were investigated by the ICD?

How many of these cases resulted in criminal procedures instituted against the SAPS members?

What is the number of incidents of escapes and individuals who have escaped from the cells in the past 12 months?

Number of incidents	Number of individuals

2. Stakeholder Interaction

2.1. Community Police Forum (CPF)

Note: These questions on the CPF need to be answered by CPF chairperson or community representative, where possible and not by the Station Commissioner.

Is there a functional CPF?

YES

How often does it meet?

On average, how many people attend meetings?

Are minutes kept and accessible? (Note: Ask to see minute book)

YES

Do minutes record attendance?

YES

When was the last Annual General Meeting?

Is the CPF representative of the community served by the Station?

YES

If no, please elaborate.

What is the current activity plans of the CPF? (Note: Attach if available)

Rate the relationship between the CPF and the station?

Good

Average

Poor

What training has been offered to the CPF members in the past year?

How many members of the CPF underwent training?

Has the CPF established a Neighbourhood Watch in the area?

YES

What are the key problems faced by the CPF which hinder effective functioning?

Who assisted you to completed this section?

1. CPF chairperson

2. Other community representative on the CPF

3. Station Commissioner

4. SAPS representative on the CPF

5. Other (identify)

2.2. Sector Policing

How many policing sectors have been established?

How many policing sector forums have been established?

Are all the sectors on Phase 5 of implementation, i.e. holding monthly sector forum meetings?

YES

If not, by when is it envisaged that monthly sector forum meetings will be held?

2.3. Metropolitan/Municipal Policing

Is there metro/municipal policing in the area?

YES

Do metro/municipal police attend the CPF meetings?

YES

Do metro/municipal police attend the station crime combating forum briefings?

YES

2.4. Private Security Contracts

Are there private security operators in the area with whom the station has a contractual relationship of any kind?

YES

What kinds of services are contracted out to the private security company or companies?

2.5. Interaction with Other Departments

What joint initiatives have been undertaken with other departments in the past year?

Who carried out an official visit in the past year?

SAPS National Office	YES	NO
SAPS Area Office	YES	NO
Secretariat for Safety and Security	YES	NO
Independent Complaints Directorate	YES	NO
National Prosecuting Authority	YES	NO
Magistrates	YES	NO
Correctional Services	YES	NO
Local Government	YES	NO
Standing Committee of the Provincial Legislature	YES	NO
Portfolio Committee/Select Committee of the National Parliament	YES	NO
Member of Parliament or Member of the Provincial Legislature	YES	NO
Other (identify)

2.6. Public Complaints against Police

How are public complaints at the station recorded?

What is the number of public complaints received over the past year?

How many disciplinary actions have been taken as a result of these complaints?

2.7. Relationship with Unions

Note: These question needs to be asked of both management and union representatives.

Are unions represented at the Station and if so, which are represented?

POPCRU

SAPU

OTHER

What is the quality of the relationship with management?

POPCRU	Good	Average	Poor
SAPU	Good	Average	Poor
Other	Good	Average	Poor

Is there a workplace labour forum?

YES

3. Implementation of Policy

Note: The Domestic Violence Act and Firearm Control Act are highlighted. Should any other policy issue be of interest to you in the particular area please include this information.
3.1. Domestic Violence

Is there a Domestic Violence Register at the station?

YES

Is it properly completed?

YES

What is the date of the last entry in the DVA register?

How many officers at the station have been trained in terms of the Domestic Violence Act?

Has the list of organisations who can offer counseling and other support services to complainants of domestic violence been compiled by the Station Commissioner and is it regularly updated?

YES

Is the following documentation available at all times at the Community Service Centre and is a copy available to each police vehicle that is used to attend complaints?

The Domestic Violence Act	YES	NO
The Regulations	YES	NO
The National Instruction	YES	NO
Station Orders	YES	NO
The list of organisations and services	YES	NO

What is the number of domestic violence incidents reported at the station during the first quarter of this year?

What is the number of complaints received against members in respect of failure to comply with the Act or instructions for the first quarter of this year.

What is the number of applications made to the ICD in terms of the requirements of the DVA in relation to exemptions?

Has the ICD made any recommendations with regard to these incidents?

YES

Have these been implemented?

YES

3.2. Firearms

Does the station have a Designated Police Officer (DPO)?	YES	NO
Does the DPO have access to the DVA register?	YES	NO
Does the DPO have his/her own vehicle?	YES	NO
Has other members of the station been trained in the Firearms Control Act?	YES	NO
Are there accredited firearm training institutions in near proximity?	YES	NO
Are there accredited shooting ranges in near proximity?	YES	NO
Are in locum inspections conducted (home visits)?	YES	NO

How many applications are there for firearm licence renewals?

What is the average waiting time for completion of the process of renewals?

How many applications are there for new firearm licences?

What is the average waiting time for completion of the process for new licences?

What number of applications for new licences has been processed during the 1^st quarter of this year and how many of these were successful or rejected?

Processed	Successful	Rejected

What number of applications for renewal of licences has been processed during the 1^st quarter of this year and how many of these were successful or rejected?

Processed	Successful	Rejected

4. Section 13 Stores

Note: Section 13 stores hold exhibits and confiscated items. Members should ask to see the inventory and the register. They should ask for access to the storeroom.

Does the station have a store?

YES

How many incidents of theft from the store have occurred in the past year?

Can the station provide an inventory/Register (SAP 13)?

YES

What is the last date of entry on the Register?

YES

Are all exhibits properly labeled?

YES

5. Client Survey

Note: Record the impressions of persons at the station, by asking these and any other relevant questions that you may want to ask them. People should participate voluntarily.

Number of people interviewed

Person 1:

Were you served promptly?	Yes	No
Was the officer on duty able to take your statement efficiently?	Yes	No
Were you able to give the statement in your own language?	Yes	No
Was the officer polite?	Yes	No
Was there a private space to give your statement?	Yes	No

Person 2:

Were you served promptly?	Yes	No
Was the officer on duty able to take your statement efficiently?	Yes	No
Were you able to give the statement in your own language?	Yes	No
Was the officer polite?	Yes	No
Was there a private space to give your statement?	Yes	No

Person 3:

Were you served promptly?	Yes	No
Was the officer on duty able to take your statement efficiently?	Yes	No
Were you able to give the statement in your own language?	Yes	No
Was the officer polite?	Yes	No
Was there a private space to give your statement?	Yes	No

Additional General Comments:

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Station Questionnaire: Section 2

To be completed by Station Commissioner

Circle the appropriate block/answer

Announced Visit

Unannounced Visit

Date and Time of Visit:

Delegation: 1)

Station Details

Name of Station:

Area:

Province:

Name and Rank of Station Commissioner:

Name of CPF Chair:

Station Address:

Telephone:

Fax:

Email:

6. Demographics

What is the estimated population size of the community served by the station?

What are the predominant languages spoken by communities in the station area?

7. Crime Profile

Note: Attach the crime statistics of the station for the first quarter of this year compared to the first quarter of the previous year.

What are the priority crimes specific for the station? Rate them in their order of priority.

Crime	Rating
Murder
Rape
Housebreaking/Business
Housebreaking/Residence
Robbery Aggravating
Robbery Common
Theft from motor vehicle
Theft of motor vehicle
Theft Assault serious
Assault Common
Assault GBH
Other

8. Staffing

Note: Please attach the organisational chart of the station.

8.1. Profile

What is the Resource Establishment Plan (REP) allocation of human resources to the station?

Please complete the following chart indicating the current staff breakdown in terms of race and gender.

	WM	WF	BM	BF	CM	CF	IM	IF	Total
Service Centre
Crime Prevention
Intelligence
Support Services
Detectives
Civilians
TOTAL
Reservists

How many personnel are used per week for court duty?

How many person hours are taken up in court duty functions?

8.2. Vacancies and leave

What is the current number of vacancies at the station?

What position has been vacant longest and how long has this position been vacant?

How many members were off sick in the last quarter?

	Month--------------	Month----------------	Month---------------
Sick

What was the average number of sick days taken in the last quarter?

8.3. Performance Rewards

How many members received performance rewards in the last financial year?

8.4. Reservists

What is the average length of service of the reservists at the station?

What is the average service hours offered by the reservists per week?

Have any members of the Commandos been incorporated into the reservists?

YES

If yes, how many?

9. Disciplinary and Grievance Procedures

9.1. Grievances

What number of grievances have been lodged the past year?

What number of these grievances have been resolved?

What is the average time for finalisation of cases?

9.2. Discipline

What number of disciplinary procedures were instituted over the past year?

Are any members currently suspended without pay?

YES

If yes, how many are suspended without pay?

For what period have each of these members been suspended without pay?

What is the average time for finalisation of cases?

10. Training

Is there a mentoring system in place at the station?

YES

How many of your detectives have completed the detective training?

How many of your management staff have completed the necessary management courses and what proportion is this of the management component?

Has the Station Commissioner completed the necessary management courses?

11. Vehicles

What is the number of vehicles allocated to the station and is this sufficient?

Actual (Number in existence)	Optimal (Number required)	Type required

How many vehicles have been boarded in the last financial year?

How many new vehicles have been allocated to the station in the last financial year?

What are the number currently being repaired?

What is the average mileage of the vehicles?

What is the number of detectives allocated per vehicle?

How many vehicles are taken home after hours?

How many vehicles are utilized for responding to calls for assistance from the community per shift during the week?

How many vehicles are utilized for responding to calls for assistance from the community per shift on the weekends?

12. Operational Equipment

Is each member issued with his or her own bulletproof vest?

YES

If no, how many additional vests are required?

Are sufficient plates available?

YES

What other shortages of operational equipment can you identify at the station?

13. Performance

Note: This section should be completed by the Head of Detectives at the station.

13.1. Crime Prevention

Number of search and seizures held:

13.2. Detectives

What is the total number of cases/dockets at the detective unit presently?

What is the average number of cases per detective?

What is your the detection rate for the 1^st ¼ of this year?

What is your disposal rate for the 1^st ¼ of this year?

What was the conviction rate per crime category for the 1^st ¼ of this year?

Rape	Murder	Property Crime	Assault/GBH

How many dockets have gone missing in the past year?

What corrective measures have been taken to address the problem of missing dockets?

Have any members been charged as a result of missing dockets?

What is the percentage of dockets older than 1 year?

Record the date of the oldest docket in the system.

Are there adequate facilities for safekeeping of dockets?

YES

Which of the following are available to ensure safekeeping of dockets?

Lock up filing cabinets	YES	NO
Safe	YES	NO
Docket register	YES	NO
Strong room	YES	NO
Office locks	YES	NO

14. Special Units

Note: To be completed by the Commander of the Specialised Units where these are based at the police station.

What specialised units are based at the station?

Name

What is the staff complement of this unit and what is the required staff complement?

Actual	Required

Identify any critical resource shortage i.e. vehicles

What is the average caseload per detective in the specialised unit?

	Number of cases	Reported	Carried Forward	Closed undetected	Withdrawn before court	Forwarded to court	Conviction rate
1^st ¼ last year
1^st ¼ this year

Additional General Comments: