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SOP-5 EPAS Revised April 28 2010Revised: April 28, 2010 Police Services Division SOP-5 September 24, 2009 SUBJECT: Electronic Presumptive Alcohol Screening/Sample (EPAS) Machines Use, Maintenance and Record Keeping PURPOSE: To establish a standard procedure for the use, maintenance and record keeping for the department’s EPAS machines. The Rohnert Park Department of Public Safety has several Electronic Presumptive Alcohol Screening/Sample (EPAS) machines for use by patrol personnel in their enforcement of driving under the influence violations. These EPAS machines require regular, recorded accuracy checks and calibrations, as well as thorough recordkeeping of their use in the field. The following procedures outline the use, the maintenance, and the recordkeeping of the EPAS units: I. EPAS USE A. The field EPAS units are stored in the equipment closet in the patrol briefing room. There is an additional EPAS which is stored in the pre-booking processing room. With the exception of the unit in the pre-booking processing room which is to remain there, the remaining units are available for patrol officers to check out on their own on a first come, first serve basis. To assist with inventory control and tracking, officers who check out an EPAS shall add it to their unit’s MDC equipment list during sign-on, or during a sign-on update. In the event an officer is not in an MDC equipped unit, the officer shall notify dispatch that they have an EPAS. B. Officers using an EPAS must be properly trained and certified by DOJ, pursuant to Title 17 of the California Code of Regulations, Section 1221.4(a)(3) C. To check out an EPAS, officers must first disconnect the charging source from the outer case. Next, officers should open the case and verify battery charge and device operation of the actual EPAS unit, the Cassiopeia Pocket PC, and the portable printer. Officers should also ensure that the Operations and Accuracy log is present in the case, as well as sufficient mouthpieces, printer paper and printer ink ribbons. D. Officers returning an EPAS to the equipment closet shall first insure that it is restocked if needed and then plug the device back in to the charging source. Revised: April 28, 2010 E. Any deficiencies shall be immediately reported to one of the traffic safety officers and the traffic safety sergeant. Notification can be by e-mail, voicemail or in person. II. EPAS MAINTENANCE A. Each EAPS unit must be checked for accuracy every 10 days or every 150 field tests, whichever comes first. If the accuracy check is not completed within the 10 days or before 150 subjects are tested, the instrument will lock until a successful accuracy test is performed. B. The person performing the accuracy check must be properly trained and certified by DOJ pursuant to Title 17 of the California Code of Regulations, Section 1221.4(a)(3). This accuracy check will normally be performed by the Property and Evidence Technician, or in the unavailability or absence of that position, one of the Traffic Safety Officers or the Traffic Safety Sergeant. However, any person properly trained may perform the accuracy check when needed. The Traffic Safety Sergeant is the EPAS Coordinator and agency liaison for the DOJ Lab regarding EPAS issues. C. Devices should be dialed into DOJ during the accuracy check so that the District Attorney’s Office has access to the test results. This dial-in procedure must occur at least weekly and shall be noted on the respective unit’s Operations and Accuracy Testing Log sheet. D. The accuracy testing gas cylinder and telephone cord are in the locker in the Booking Area labeled as “EPAS.” The telephone cord gets plugged into the “Intoxilizer” phone jack located in the interview room in the Booking Area. The gas cylinder has an expiration date which should be noted during the accuracy checks. DOJ has record of the cylinders in the field and will replace them upon approach of the expiration date. E. Any officer performing an Accuracy Test and/or DOJ upload shall follow the procedure outlined in the EPAS Coordinators Handbook document, kept in the EPAS Control Binder in the Records Supervisor Office. A copy is also kept in the EPAS locker in the Booking Area. F. EPAS repairs are coordinated through the Santa Rosa DOJ Lab, 410 Russell Avenue (next to the Sonoma County Sheriff’s Department). G. The current contact for EPAS devices at the Santa Rosa DOJ Lab is Vesna Kraushaar, Phone (707)570-4000, E-Mail vesna.kraushaar@doj.ca.gov Revised: April 28, 2010 H. Mouthpieces, printer paper, and printer ribbons can all be obtained by going to the DOJ lab. I. Replacement EPAS user cards are acquired through the Santa Rosa DOJ Lab. Provide Vesna Kraushaar with the name and ID number of the person who needs the replacement and she will mail the completed card to the department. J. For new user training, the Santa Rosa DOJ Lab holds training sessions throughout the year. Contact Vesna Kraushaar for the latest schedule. III. EPAS RECORDS EPAS Operations and Accuracy Testing Logs must be kept for a minimum of 7 (seven) years. The logs will be kept in the EPAS Control Binder in the Records Supervisor Office. From time to time, the Records Division will be requested to produce certified copies of EPAS Operations and Accuracy Testing Logs. The Records Supervisor will research the EPAS Control Binder or the respective EPAS unit for the necessary Operations and Accuracy Testing Log. Generally, the log for the testing of the defendant in question will be copied and all of the names except the defendant’s, and the officer(s) performing Accuracy Tests before and after the date the defendant was tested, shall be redacted. This redacted copy will then be certified and provided to the requesting entity. In the event there is a request for an “in person” appearance of the EPAS Coordinator, this shall mean the officer(s) performing the Accuracy Test before and after the date the defendant in question was tested. The Records Supervisor will research the EPAS Control Binder to determine which officer(s) need to respond to the request. Such officer(s) shall secure a certified redacted copy of the appropriate Operations and Accuracy Testing Log as described above.