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Newport News Police Department
D. Committee members must attend at least one meeting each calendar year. A quorum of seven voting
members is needed for the committee to make recommendations to the Chief of Police.
V. PROCEDURE
A. Nomination Process
1. All employees can submit nominations by completing the appropriate application and submitting it
to the nominee’s chain of command:
2. The nominator will draft a To/From letter to the awards committee, which includes the following:
a. Identify which award the committee should consider for the employee(s).
b. If the nomination is for a single event, include the date, time, location and a description of the
event and the employee(s) actions. If the nomination is for overall performance, include the
employee’s assignment.
c. Include information or examples that demonstrate the employee(s) meet the criteria for the
specific award nomination.
d. Supporting documentation may be attached to the nomination.
3. The nominee’s chain of command, through the division/precinct commander, will review the
nomination and recommend whether it meets the criteria identified in this policy. For events
involving officers from different units, the nomination form should go to primary responder’s chain
of command.
4. The precinct/division commander will forward all nominations to the Awards Committee
chairperson.
5. At the quarterly meeting, the Awards Committee reviews all new nominations and, taking into
consideration the recommendations from the employee’s chain of command, makes a final
recommendation:
a. Recognition is not recommended because the information in the nomination was insufficient, or
the circumstances/performance did not meet the appropriate criteria.
b. Recognition as nominated is not recommended; however, if the circumstances/performance
meet the criteria for a different type of recognition, update the nomination for the appropriate
award.
c. Recognition is recommended.
6. After the meeting, recommendations for letters of commendation are submitted directly to the Office
of the Chief of Police.
7. All other recommendations are held until the third quarter. Following the deadline provided by the
Public Information Office (PIO), the committee will hold a pre-awards meeting to review all the
recommendations.
8. The chair will present a summary of the nominations and recommendation forms to the Office of the
Chief of Police. The executive command staff will review the recommendations and make the final
decisions.
9. The Office of the Chief of Police will forward the summary form and nomination documents for those
employees approved for recognition by the Chief of Police to the PIO.
B. Awards Ceremony
1. The department will hold an award ceremony, typically during the third quarter of each calendar
year. The ceremony date depends on staff and venue availability.
2. The PIO is responsible for coordinating the ceremony, including reserving venues, coordinating
speakers, preparing award materials and ordering awards. Once the ceremony date is confirmed, the
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