CALEA Executive Director Sylvester Daughtry, Piqua Police Employees Vonda Yackowsky, Lt. Tom Steiner, Dani Davis, Deputy Chief Bruce Jamison, Lt. Joe Speer, Deputy Chief Tom Christy, Chief Wayne Willcox, CALEA Commission Chair James O'Dell at the CALEA Conference in Atlanta, Georgia on
March 15, 2008

The voluntary accreditation program can generally be divided into two parts: the standards and the process. The standards are the building blocks from which everything else evolves. Left to themselves, however, the standards, as with all of the previous law enforcement standard-setting endeavors, would be nothing more than a pile of bricks. The process provides the blueprint and mortar to shape the standards into forms that are sturdy, useful, and lasting for the agency. The process provides order, guidance, and stability to those going through the program and ensures that the Commission can recognize professional achievement in a consistent, uniform manner.

There are five phases in the accreditation process:

Application

Self-Assessment

On-site Assessment

Commission Review

Maintaining Compliance and Reaccreditation.

Application Phase

Agencies usually begin with a simple request for information. Staff will provide a free Information Package to the agency. The contents give descriptive information about the standards and program as well as explain how to get involved and order CALEA manuals and products.

The next step is to purchase an Application Package for $250. This package contains everything necessary to study and enroll in the program. The price of the package will be applied to the agency's accreditation fee if the agency signs an Accreditation Agreement within six months. While not officially working on accreditation, an agency is listed in Commission records as being "in the process" once it purchases an Application Package. Staff is available to answer questions or provide general assistance.

The accreditation process begins formally when an agency executes an Accreditation Agreement, which specifies the obligations of the agency and the Commission. Entry into the program is voluntary but requires the commitment of the agency's Chief Executive Officer, who signs the Agreement on behalf of the agency. Along with its signed Agreement, the agency submits a completed Application Form, Legal Basis and Eligibility Statement, and its accreditation fee, which is based on the agency's size.

After reviewing the agency's application materials, the Commission makes a preliminary determination of its eligibility to participate in the accreditation program. The Commission's Executive Director then signs the Accreditation Agreement, which is returned to the agency with an Agency Profile Questionnaire (APQ). The agency has thirty-six months from the date the Commission's Executive Director signs the Accreditation Agreement to perform its self-assessment.

The agency sends to staff the completed APQ containing agency-specific information to facilitate interaction with the accreditation manager to determine applicability of standards, interpret standards, and provide program-related assistance. The APQ is generally completed by the accreditation manager and is forwarded over the signature of the CEO. The information requested is for staff use only. Answers should be provided as conveniently as possible and "best estimate" may supersede research for precise accuracy in all cases.

Self-Assessment Phase

The return of the APQ triggers the delivery of all necessary materials for the accreditation manager to use in conducting the agency's self-assessment. The manager initiates agency self-assessment, which involves a thorough examination by the agency to determine whether it complies with all applicable standards (see Self -assessment Manual).

The agency prepares forms and develops "proofs of compliance" for applicable standards (including brief explanations for not complying with other standards) and assembles the forms and "proofs" in a manner that will facilitate a review by Commission assessors. The agency also develops plans for accomplishing its public information requirements and on-site assessment, which pertain to activities for the next phase.

When the agency is satisfied that it has completed all compliance, preparation, and planning tasks, it notifies the Commission that it is ready to become a candidate for accreditation. The Commission approves the agency's candidate status, requests public information and on-site plans, and invoices the agency for its estimated on-site costs.

On-site Assessment Phase

The agency pays its on-site fees and submits its public information and on-site plans. The Commission selects a team of trained assessors, free of conflict with the candidate agency, and schedules all activities for the assessment team's travel, accommodations, and on-site review of the agency during a period mutually agreeable to all parties.

During the on-site visit, the assessors, acting as representatives of the Commission, review all standards and, in particular, verify the agency's compliance with all applicable standards. The assessors' relationship with the candidate agency is nonadversarial. Assessors provide the agency with verbal feedback on their progress during, and at the conclusion of, the assessment.

Later, the assessors submit a formal, written report of their on-site activities and findings through staff; a copy is forwarded to the agency. If the final report reflects compliance with all applicable standards and with required on-site activities, the agency is scheduled for a Commission review. If compliance issues remain unresolved, the agency may return to the self-assessment phase to complete unfinished work, or it may choose other options, e.g., appeal or voluntary withdrawal. A final assessment report is forwarded to the Commission when all applicable standards and required activities have been complied with. The Commission schedules a hearing at one of its meetings, usually the meeting immediately following the on-site assessment. The agency and its Chief Executive Officer are invited to attend, although attendance is not required.

Commission Review and Decision Phase

The agency makes plans (optional) to attend the scheduled hearing. At the hearing, the Commission reviews the final report and receives testimony from agency personnel, assessors, staff, or others. If satisfied that the agency has met all compliance requirements, the Commission awards the agency accredited status. Accreditation is for a period of three years. The agency is given an opportunity to critique the entire process following the award of accredited status.

The Commission furnishes the agency with a certificate of accreditation and encourages the agency to make arrangements for a formal presentation ceremony in its community.

Maintaining Compliance and Reaccreditation Phase

To maintain accredited status, the accredited agency must remain in compliance with applicable standards. The agency submits Annual Reports to the Commission attesting to continued compliance and reporting changes or difficulties experienced during the year, including actions taken to resolve noncompliance. If necessary, the Commission reserves the right to schedule interim hearings to consider continuing accredited status if noncompliance becomes a serious issue. At the conclusion of the three-year period, the Commission offers the agency an opportunity to repeat the process and continue accredited status into the future.