INTRODUCTION

Volume I of the Standing Orders is published in terms of Section 93 [4] of the Constitution.

The purpose of these Standing Orders is to provide guidelines for all members, particularly Officers/
Members-Charge for the adequacy and proper control of the Force Organisation, Personnel, Finance
and conduct of Stations

These Standing Orders have the same force and effect as Standing Orders, Volume II which relate to
the material resources of the force.

COMMISSIONER GENERAL OF POLICE

Zimbabwe Republic Police General Headquarters

HARARE

Date:

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TABLE OF CONTENTS
DEFINITIONS PAGE

PART I

Organisation of the Force I

PART 2

Discipline 49

PART 3

Recruiting 84

PART 4

Training 97

PART 5

Transfer 114

PART 6

Promotion 128

PART 7

Discharge 149

PART 8

Conditions of Service 156

PART 9

Health 164

PART 10

Welfare 186

PART F.I.

Finance 250

PART C.I.

Crime: Prisoners, Witnesses, Court, Immunities and Privileges. 278

PARTC. 2.

Beats, Patrols and Intelligence Records 308

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DEFINITIONS PAGE

PART C.3.

Police Books and Records 327

PART C.4.

Crime and Aids to Investigation 359

PART C.5.

Miscellaneous and Extraneous duties 368

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TABLE OF CONTENTS

DEFINITIONS PAGE

PART I

Organisation of the Force Page

PART 2

Discipline Page

PART 3

Recruiting Page

PART 4

Training Page

PART 5

Transfer Page

PART 6

Promotion Page

PART 7

Discharge Page

PART 8

Conditions of Service Page

PART 9

Health Page

PART 10

Welfare Page

PART F.I.

Finance

PART C.1.

Crime : Prisoners, Witnesses, Court, Immunities Page

and Privileges.

PART C.2.

Beats, Patrols and Intelligence Records

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PART C.3
Police Books and Records

PART C.4
Crime and Aids to Investigation

PART C.5
Miscellaneous and Extraneous duties

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DEFINITIONS

In these standing Orders, unless clearly inconsistent with the context :-

“Camp” means any Police establishment consisting of or containing buildings solely or primarily
used as living accommodation for members;

“Base camp” means any Police establishment of either a permanent or temporary nature from which
Police operate from time to time but which is not permanently manned;

“Commissioner General” means the Commissioner General of the Z.R. Police appointed in terms
of section 93 (2) of the Constitution;

“District Headquarters” means the office of an Officer Commanding District;

“Government” means the Government of Zimbabwe;

“Member” means any member by whatever rank or title designated who has been appointed to and
is serving in the Force;

“Officer/Member In Charge, station” means any member of or below the rank of superintendent who
is in command of a Police station or post-,

“Officer Commanding District” means an Officer who is in command of a Police District and
includes a District Criminal Investigation Officer.

“Officer Commanding Province” means an officer who is in command of a Police Province and
includes the Commandant Depot and the Officer Commanding Criminal Investigation Department.

“Post” means any Police establishment which is permanently manned but which does not maintain its
own Crime Register but does not include Headquarters station, a C.I.D. station or a Police camp;

“Provincial Headquarters” means the office of an Officer Commanding, Province;

“Station” means a Police establishment which is permanently manned and which maintains its own
Crime Register, any Headquarters station and C.I.D. station.

“Officer” means a member of or above the rank of Inspector.

“Senior Officer” means a member of or above the rank of Superintendent.

“Special qualifications” means rare technical skills found in few individuals not ordinarily found in
the organisation e.g. Ballistics, Farriers, Forensic science, Medicine.

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PART 1

ORGANISATION OF THE FORCE

TABLE OF CONTENTS

1.0. Organisation of the Force

2.0. The Commissioner General and Deputy Commissioner Generals.

3.0. Staff Officers to the Commissioner General

4.0. Police Provinces

5.0. Police Districts

6.0. Police station areas

7.0. The Criminal Investigation Department

8.0. The Z.R. Police Training depot

9.0. The Support Unit

10.0 Police Protection Unit

11.0. The Police Band

12.0. Police Dog Sections

13.0. The Police Dog Training School

14.0. Sub-Aqua Section

15.0. Police Reaction Group

16.0 Special Constabulary

17.0. The Z.R. Police Central Planning Committee

18.0. The Z.R. Police Association

19.0. The Technicians Branch

APPENDIX I
(OF 1. 1)
ORGANOGRAM

APPENDIX 2
(OF 1. 2)
VARIOUS BRANCHES

APPENDIX 3
(OF 3 . 2)
DUTIES AND RESPONSIBILITIES

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PART I

1.0. ORGANISATION OF THE FORCE

1.1 The organisation of the Force showing the chain of responsibilities to the Commissioner
General appears in appendix 1.

1.2. The various branches and sections of the Force set out in Appendix 2 of this part. Various
Branches
2.0. The COMMISSIONER GENERAL AND DEPUTY COMMISSIONER
GENERALS

2.1. The Commissioner General in terms of Section 9.3 (2) of the Constitution has the Command Commissioner
of the Police Force for the efficient policing of Zimbabwe. General

2.2. There will be four Deputy Commissioner Generals who shall be responsible to the Deputy
Commissioner General, for such duties as may be assigned to them by the Commissioner Commissioner
General from time. Generals

2.3. The Commissioner General’s personal aide is known as the Staff Officer (Commissioner Staff Officer
General) (Commissioner
General)
3.0. STAFF OFFICERS TO THE COMMISSIONER GENERAL
Staff Officers
3.1. The following are Staff to the Commissioner General at Police General Headquarters

3.1.1. Chief Staff Officer (Administration)

3.1.2. Chief Staff Officer (Crime)

3.1.3. Director (Legal Services)

3.1.4. Director (Finance)

3.1.5. Chief Staff Officer (Operations)

Director Medical

3.1.6. Chief Staff Officer (Human Resources)

3.1.7. Director (I.C.T)

3.1.8. Senior Staff Officer (Crime)

3.1.9. Deputy Director (Finance)

3.1.10. Senior Staff Officer (Manpower and Career Planning)

3.1.11. Senior Staff Officer (Operations)

3.1.12. Senior Staff Officer (Personnel)

3.1.13. Senior Staff Officer (Planning and Development)

3.1.14. Deputy Director (I.C.T)

3.1.15. Senior Staff Officer (Quartermaster)

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3.1.16. Senior Staff Officer (Training)

3.1.17. Senior Staff Officer (Internal Investigations)

3.1.18. Staff Officer (Armaments)

3.1.19. Staff Officer (Finance)

3.1.20. Staff Officer (Quartermaster)

3.1.2 1. Staff Officer (Personnel)

3.1.22. Staff Officer (P.I.S.I.)

3.1.23. “Left Blank”

3.1.24. Staff Officer (Promotions)

3.1.25. Staff Officer (Security)

3.1.26. Staff Officer (Training)

3.1.27. Staff Officer (Transport)

3.1.28. Staff Officer (Signals)

3.1.29. Staff Officer (Medical Services)

3.1.30. Staff Officer (Construction)

3.1.3 1. Staff Officer (Commissioner General)

3.1.32. Staff Officer (Pay and Records)

3.1.33. Staff Officer (Establishments)

3.1.34. Staff Officer (Press and Public Relations)

3.1.35. Staff Officer (Printers)

3.1.36. Staff Officer (Publications)

3.1.37. Staff Officer (Recruiting)

3.1.38. Staff Officer (Research)

3.1.39. Left Blank

3.1.40. Staff Officer (Transfers)

3.1.41. Staff Officer (Administration)

3.1.42. Staff Officer (Police Reserve)

3.1.43. Staff Officer (Welfare and Sports)

3.1.44. Staff Officer (Ordnance)

3.1.45. Staff Officer (Computers)

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3.2. DUTIES AND CORRESPONDENCE

The Staff Officers to the Commissioner General shall perform duties as are assigned
to them by the Commissioner General and shall serve on such Boards and Committees
as may be directed by the Commissioner General from time to time. Correspondence
should be addressed to the Commissioner General of Police. Responsibilities and duties
of supervision and Coordination shall be as outlined in Appendix 3 of this part.

4.0. POLICE PROVINCES

4.1. For the purpose of Police Administration, the country is divided into Provinces the Provinces
boundaries of which are determined by the Commissioner General.

4.2. Officers Commanding Provinces are responsible to the Commissioner General for: - Responsibilities
of Officers
4.2.1. The co-ordination and direction of all Police resources under their command, with a Commanding
view to maintaining law and order and the prevention and detection of crime within the
provinces in co-operation with the Criminal Investigation department:

4.2.2. The discipline, general efficiency and welfare of all members under their command:

4.2.3. The proper maintenance and efficiency of all Police animals, vehicles, arms, ammunition,
stores and equipment within their Provinces.

4.3. Officers Commanding Provinces, shall:-

4.3.1. Keep themselves informed of the abilities and failings of members under their command

4.3.2. Avoid undue reference to headquarters and, as far as possible, deal with all matters arising
from criminal investigation, complaints, discipline, administration and training on their
own initiative.

4.3.3. Make suitable arrangements so that the Commissioner General is able to contact them
or their second in command at all times, bearing in mind that when the Commissioner
General wishes to contact them out of working hours, he will telephone their residence
and if no reply is received, will then enquire at the charge office or information room for
their whereabouts

4.3.4. Make suitable arrangements so that those officers under their command, whom it may be
necessary to contact during or after working hours without delay or difficulty, may be so
contacted.

5.0. POLICE DISTRICTS

5.1. Provinces may be divided into such districts as the Commissioner General may Division of
determine. districts

5.2. Subject to the provisions of this part, the duties of the Officer Commanding District, in Duties and
respect of his district, and his responsibility to the Officer Commanding Province, are responsibilities
the same as the latters’ duties in respect of his province and his responsibility to the of Officers
Commissioner General. Commanding
Districts
6.0. POLICE STATION AREAS

6.1. Districts may be divided into such Station areas as the Commissioner General may Station areas
determine. Station area boundaries within any province shall be as defined by the Officer and boundaries.
Commanding Province.

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6.2. Subject to the provisions of this part, the duties of the Officer/Member in charge, station, Officer/Member
in respect of his area and his responsibility to the Officer Commanding District, are the in Charge
same as the latter’s duties and his responsibility to the Officer Commanding Province. station...

7.0. THE CRIMINAL INVESTIGATION DEPARTMENT

7.1. The Criminal Investigation Department of the Force shall come under the control and Responsibility:
direction of an Officer who shall be styled the Officer Commanding Criminal Investigation Officers
department, who shall be responsible to the Commissioner General for: - Commanding
C.I.D
7.1.1. The efficiency and interior economy of the Criminal Investigation Department, the
training, efficiency, welfare and discipline of all members thereof;

7.1.2. The efficient operation and management of all departments and bureaux under his
command and the proper maintenance of criminal records;

7.1.3. The preparation of such information relating to crime prevention and detection thereof as
may be required by the Commissioner General;

7.1.4. The proper investigation of all serious and professional crime throughout the country;

7.1.5. All matters relating to deportation, restrictions, extraditions, the surveillance of suspects
and the supervision of criminals;

7.1.6. Ensuring the closest co-operation between members of the Criminal Investigation
Department and other branches of the Force, in order to achieve a maximum co-ordination
of Police resources, with a view to maintaining law and order and the detection and
prevention of crime throughout the country;

7.1.7. Keeping the Commissioner General fully informed on the incidence and occurrence of
serious crime and crime trends throughout the country.

7.2. Such other Officers as the Commissioner General may direct, shall be stationed at C.I.D.
Criminal Investigation Department Headquarters and shall be responsible to the Officer Headquarters
Commanding, Criminal Investigation Department, for such duties as he may allocate to Officers
them.

7.3. There shall be appointed to each Province an Officer who shall be styled Provincial the Provincial
Provincial Criminal Investigation Officer Province. Provided that for the purposes of Criminal
this paragraph Mashonaland East, Central. West, Provinces and Harare Province may be Investigation
regarded as one Province. Matebeleland North and South may also be regarded as one Officers.
province.

7.3.1. Subject to the provisions of this part, the duties of a Provincial Criminal Investigation
Officer in respect of his Province, and his responsibility to the Officer Commanding,
Criminal Investigation Department, shall be the same as the latter’s duties in respect of
the whole country and his responsibility to the Commissioner General.

7.3.2. The Provincial Criminal Investigation Officer in each Province shall maintain the closest
liaison with the Officer Commanding, Province, and shall keep him informed on all
matters relating to crime or of general Police interest within the Province.

7.4. There shall be appointed in each Province such number of Officers to assist the Provincial Other Officers
Criminal Investigation Officer as the Commissioner General may direct. These Officers
shall be responsible to the Provincial Criminal Investigation Officer for such matters as
the latter may allocate to them.

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7.5. In each Province there shall be established such number of Criminal Investigation C.I.D. The
Department stations as the Commissioner General may direct area of responsibility for each Stations
station shall be laid down by the Provincial Criminal Investigation Officer and approved by
the Officer Commanding, Criminal Investigation Department.

7.6. The duties of an Officer/Member in Charge, Criminal Investigation Department Station Duties and
in respect of his area and his responsibility to the P.C.I.O. shall be the same as the latter’s responsibilities
duties in respect of his Province and his responsibility to the Officer Commanding Criminal
Investigation Department.

7.7. At larger Criminal Investigation Department stations there may be established such number Specialised
of Specialised sections as the Provincial Investigating Officer may determine. C.I.D. sections

8.0. Z.R. POLICE TRAINING DEPOT

8.1. The Z.R. Police Training Depot shall come under the command of an Officer who shall be Training Depot
styled the Commandant Depot. and Command

8.2. The Commandant, Depot, is responsible to the Commissioner General for the discipline,
efficiency orders, cleanliness and interior economy of the Training Depot and for all aspects
of the training of members of the Force in co-operation with the Senior Staff Officer
(Training), and in particular for the training at the Depot of all recruits and for the further
training at the Depot of all members of or above that rank

9.0. THE SUPPORT UNIT

9.1. The Support Unit shall consist of such number of troops as the Commissioner General may Composition
direct and each troop shall consist of one Chief Inspector, one Inspector, four Assistant Troop
Inspectors between thirteen and twenty Sergeants and one hundred Constables.

9.2. The Support Unit shall have its Provincial Headquarters at Chikurubi Camp in Harare and Location
District Headquarters at Fairbridge Camp in Bulawayo, Buchwa Mine and Changadzi.
More District Headquarters may be established as the Commissioner General deems fit.

9.3. The Support Unit shall be available for duty in support of other branches of the Force Responsibilities
anywhere in the country.

9.4. The Support Unit shall come under the command of an Officer who shall be styled the Command
Officer Commanding Support Unit, who shall be responsible to the Commissioner General
of Police through the Chief Staff Officer (Operations) for the discipline and efficient
performance of such duties as may be assigned to Support Unit by the Commissioner
General.

9.5. Application for the services of the Support Unit should be made direct by the Officer Availability of
Commanding Province to the Chief Staff Officer (Operations) stating the number of troops troops
required, nature of duties to be performed, the area of operation and the duration of the
operation. When performing duties away from their Provincial Headquarters or District
Headquarters, Support Unit personnel shall come under the control and direction of the
Officer Commanding of the Province in which they are operating.

9.6. There shall be Officers responsible to the Officer Commanding for operations and Command
administration.

9.7. The Support Unit shall be self-contained when operating in the field and no provision Administration.
shall be made by Officers in Charge, stations, for accommodation or Messing unless
specifically requested by the Officer Commanding Support Unit, in liaison with the Officer
Commanding Province.

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9.8. Officers in Charge stations where the Support Unit is to operate must Operations ensure Operations
that sufficient maps of the area are available for use by the Support Unit. A troop of the
Support Unit is made up of three sections and must not, if possible, be used below section
strength.

10.0 POLICE PROTECTION UNIT

10.1 The Police Protection Unit shall come under the command of an Officer who shall be Command
styled the Officer Commanding Police Protection Unit who shall be responsible to the
Commissioner General of Police for the discipline and efficient performance of such duties
and functions as may be assigned to the Police Protection Unit by the Commissioner
General.

10.2 The Police Protection Unit shall have its Provincial and District Headquarters at Tomlison Location
Depot, Harare. More District Headquarters may be established as the Commissioner
General deems fit.
Responsibilities
10.3 Over and above their duties as members of the Force as provided for in section 93 (1) of
the Constitution of Zimbabwe, the Police Protection Unit shall be responsible for:

10.3.1 The protection of VIPs i.e. His Excellency the President of the Republic of Zimbabwe,
his Deputies, Government Ministers, members of the Judiciary and members of the
Diplomatic Corps:

10.3.2 The guarding of key installations; and

10.3.3 The manning of mobile escorts.

Administration
10.4 The Police Protection Unit shall be self-contained in its operations and no provision shall
be made by Officers in-Charge, stations for accommodation, messing or provision of
equipment unless specifically requested by the Officer Commanding Police Protection
Unit, in liaison with the Officer Commanding of that Province.

11.0. THE POLICE BAND

Location
11.1. The Police Band shall be based at the Training Depot and Support Unit Headquarters,
Chikurubi, but shall be available for duty anywhere in the country.

11.2. The Band shall come under the command of a member who shall be styled the Director Staff Officer
of Music. Such member shall be responsible to the Commandant depot for the discipline Command
of band personnel while in depot, but shall be responsible direct to the Commissioner Duties and
General for the efficient performance of such duties in connection with music as may be Responsibilities
assigned to him by the Commissioner General.
Directors
11.3. The Directors of Music will in turn be responsible for the day to day running of their
Command
respective bands and will be answerable to the Staff Officer for implementing of policy on Duties and
music issues. They will be deputised by Officers in Charge of their respective bands. Responsibilities

11.4. The arrangement of performance, fees, etc shall be as determined by the Band Committee The Police
which shall consist of the Commandant Depot the Deputy Commandant, and the Director Band
of Music or Bandmaster as the case may be. A Treasurer and a Secretary shall be appointed Committee
by the Director of Music.

11.5. Applications for Band performance shall be addressed to the Secretary, Z.R. Police Band Application for
Committee, P.O. Box CY 34 Causeway, Harare and shall state the name and office at which Performance
the performance is required and the place, date and time of the performance. Subject to the
availability of the band, the secretary shall complete a band performance application form

13
 (Z.R.P. form 25) on behalf of the applicant and shall submit it to the band Committee for
consideration.

11.6. Minutes of all meetings of the Band Committee shall be recorded and copies of all such Band
minutes will be forwarded to Police General Headquarters for the information of the Committee
Deputy Commissioner General (Administration) and the management sub-committee of meetings
the Board of Trustees. Should the Band Committee seek a policy directive or approval
expenditure in excess of $400, a separate letter in this connection is to be submitted to
Police General Headquarters.

11.7. The Police Band shall operate as follows Operation of the

Police Band
11.7. 1. A Band Fund shall be maintained and all the revenue accruing from Band engagement
donations, etc, shall be credited to the Fund.

11.7.2. The Band personnel will be on Police strength and pay. The cost of clothing and equipment
will be borne by the Government.

11.7.3. The transport of the Band for official functions and gratuitous performances will be borne
from public funds, but transport to fulfil paid engagements will be made from Band funds,
it being understood that the general charges for such performances will be fixed at such a
rate as will enable this expense to be met from the Band Funds.

11.7.4. Government is responsible for the provision of instruments for the Military and
Dance Bands and training purposes connected therewith. Band Equipment to the
value of $400 may be purchased from the Band fund. Purchases in excess of this
amount are to have approval from the Board of Trustees. Instrument repairs for Military
and Dance Bands are to be met from the Band Fund if funds are available. When there are
no funds in the Band fund, cost of repairs are to be borne by the Government.

11.8. In September each year, the Director of Music shall submit estimates Band estimates of Band estimates
instruments and equipment required for both Military and Dance bands and the training
thereof, for the following Financial year.

12.0. POLICE DOG SECTIONS

12. 1. Dog Sections are established in each province, under the control and direction of the Dog Sections
Officer Commanding of that Province.

Provided that :-

12.1.1. All policy matters concerning the training of personnel and dogs, and the use of dogs in
the prevention and detection of Crime shall be the responsibility of the Senior Staff Officer
(TRAINING) who shall also have responsibility in conjunction with Senior Staff Officer
(Quartermaster) for the acquisition of Police Dogs within the limitation of available
finance, and

12.1.2. Regular inspection of all Dog Sections shall be carried out by the Officer in Charge
Police Dog Training School, who shall submit inspection reports to the Commissioner
General via the Senior Staff Officer (Training) covering the technical efficiency and state
of personnel, training and after care, kennelling and the use of dogs. Copies of all such
inspection reports will be forwarded to the Officer Commanding Province concerned.

12.2. Officers Commanding Provinces shall each nominate an officer who shall be known as the Officer
Officer Commanding Police Dogs ................ Commanding
(NAME OF PROVINCE) ............................. Province, and who shall be responsible for Police Dog
the day to day supervision of all Police Dog Sections within the Province. ‘Me following Provinces

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 Officers are to be in Command of the Dog Sections as listed below.

DOG SECTION OFFICER COMMANDING

Harare Superintendent C.P.U. Harare
Bulawayo Superintendent C.P.U. Bulawayo
Masvingo O.C. Masvingo District
Gweru Superintendent Gweru urban
Kadoma O.C. Kadoma District
Kwekwe O.C. Kwekwe District
Mutare O.C. Mutare District

12.3. An Officer Commanding, Police dog sections, shall be responsible to the Officer Responsibility:
Commanding Province, for: - Officers
Commanding
Police Dog
Sections.
12.3. 1. The efficiency, discipline and further training of members of the Dog Section within the
Province;

12.3.2. Ensuring that all Police Dogs within the Province are being regularly exercised and are
given regular periods of- further under the supervision of the Officer in Charge Dog
Section, in accordance with prescribed training programmes and

12.3.3. Ensuring that Police Dogs within the Province are being used to the best possible advantage
in the prevention and detection of crime

12.4. The Officer In Charge of a Dog Section shall be a trained handler and shall be responsible Responsibility
for :- Officer in
Charge
12.4. 1. The kennelling, feeding and veterinary attention of Police Dogs in his Section;

12.4.2. The discipline of the members of his Section

12.4.3. The supervision of the daily training of all personnel and dogs in his section, and for
further training of the Dog he handles.

12.4.4. Ensuring by means of regular practical tests of his personnel and that progress is being
made by all dogs in all exercises laid down in programme:

12 4.5. Reporting to the Officer Commanding, Police dogs, any serious lessening of ability, any
physical disability and any other matter which might seriously influence the work of dogs
in his section, and

12.4.6. The allocation of duties to the members of his section to the best prevention and detection
of crime in his area.

With regard to 12.4.6. above the Officer in Charge of a dog must keep the Officer
Commanding Police Dog section fully informed on all matters relating to the use of dogs.
The aim should be to visit all scenes where dogs may prove to be of any value, however
remote the chances of success, and to allocate patrol dogs in those areas and at those
times of the day or night where they may most effectively assist in crime prevention and
detection. Where demands made on the section at any one any one time are too heavy
for the strength of dogs and handlers, the Officer Commanding Police Dogs, will decide
priorities.

13.0. THE POLICE DOG TRAINING SCHOOL

Police Dog
13.1. Police Dog Training school is under the control and direction of to the Senior Staff Officer Training school

15
 (Training) who, in this regard, is responsible to the Commissioner General for:-

13.1.1 The acquisition of Police dogs;

13.1.2 The training of Police dogs and the personnel required to handle them.

13.2. The Officer in Charge, Police dog Training School is responsible to the Senior Staff Officer Responsibility:
(Training) for :- Officer in Charge

13.2.1. The testing and the acceptance or rejection for Police duties, of all dogs acquired

13.2.2. The breeding of all dogs under Police control and the rearing of all puppies acquired

13.2.3. Ensuring that Police puppies reared in private homes, are reared by suitable persons and
returned to the Police Dog training school for training when they attain a suitable age.

13.2.4. The training of all handlers and dogs for Police duties and for the conducting of refresher
courses for handlers as and when required.

13.2.5. The technical inspection and testing of all handlers and dogs throughout the to ensure that
a sufficiently high standard is being maintained.

13.2.6. Keeping the Senior Staff Officer (Training) advised on all matters relating to the correct
training and use of dogs.

13.2.7. Applying, wherever possible, most up to date training methods to ensure the highest
efficiency in the use and training of dogs, and

13.2.8. The allocation of duties and responsibilities of his instructors.

14.0. SUB-AQUA SECTION

14.1. The Z.R. Police Sub-Aqua section is based at Support Unit Headquarters, Chikurubi Location of the
barracks, Harare. Section

14.2. The Administration of the Z.R. Police Sub Aqua section shall be the responsibility of the Administration
Officer Commanding Support Unit, who in this regard be responsible to the Commissioner
General for all matters concerning equipment, safety precautions, training programmes
and the use of Sub-Aqua section in crime detection.

14.3. The Sub-Aqua section falls under the control of the Support Unit Special tactics troop and Control
is responsible for all Police Sub-Aqua duties through out Zimbabwe.

14.4. The troop Commander of the Special tactics troop shall be responsible for the training and
day to day supervision of the Sub-Aqua section. This Officer shall satisfy himself that
the training exercise and those set down in manual as may be approved by Commissioner
General from time to time.

14.5. The Sub-Aqua section is available to react to scenes throughout Zimbabwe and any Availability of the
station requiring the services of the Sub-Aqua section should, in liaison with the Officer section.
Commanding District, contact Support Unit Headquarters and request the attendance of
the section. In urgent cases, the troop Commander of the Special tactics troop should be
contacted on Harare telephone number 47906

14.6. The Sub-Aqua section is available to carry out searches of dams, rivers, flooded mines, etc Duties of the Sub-
Aqua section
for bodies, stolen property or other exhibits.

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14.7. The Officer/Member in Charge of the Sub-Aqua section shall be a trained diver and shall
be responsible for :-

14.7.1. The care and maintenance of diving equipment on Charge to the section. This will include Responsibilities
the maintenance of logs for aqua lung demand valve and compressor units, ensuring of Officer/
that safety and maintenance tests are carried out within the limits as set down by the Member in
manufactures. Charge

15.0. POLICE REACTION GROUP

Duties
15. 1. The role of the Police Reaction group is as follows : -

15.1.1. To fulfil to the maximum possible extent, obligations imposed upon the force to maintain
law and order within urban areas with particular responsibilities for the apprehension
or elimination of armed criminals, or bandits. Larger urban areas have additional
responsibilities for incidents throughout Zimbabwe in the event of hostage or hijacking
situations
Urban centres
15.2. The larger urban areas should each have an authorised Police Reaction Urban group
composed of such number of teams as may be approved by the Commissioner General and
which the situation to be dealt with may demand these urban centres will be as follows:
Harare, Bulawayo, Gweru and Mutare.
Smaller urban
15.3. Other smaller urban centres may form teams of selected men for such duties but no centres
equipment weaponry or transport additional to that already held within Provinces will be
supplied.
Working team
15.4. A working team consists of such number of details as the Crime prevention Officer deems
lit.
Normal
15.5. A working team shall have provision for additional manpower to allow for casualties casualties

16.0 SPECIAL CONSTABULARY

16.1 The Police Special Constabulary is established in terms of selection 27 of the Police Act,
Chapter 11.10.

16.2 The duties of the Police Special Constabulary shall be as provided in the Special
Constabulary Standing Orders.

16.2 The duties of the Police Special Constabulary shall be as provided in the Special
Constabulary Standing Orders.

17.0 THE Z.R. POLICE CENTRAL PLANNING COMMITTEE

Purpose of the
17.1. The purpose of the Central Planning Committee established at Police General Headquarters Committee
is to :-

17.1.1. Plan and co-ordinate establishments and estimates of the force

17.1.2. Resolve problems of organisation and development of the force

17.1.3. Deal with the best distribution of resources;

17.1.4. Stimulate and maintain efficiency;

17.1.5. Initiate and encourage new research projects and ideas.

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17.2. The committee shall be constituted as shown below:- Commissioner General and all
Deputy Commissioner Generals.

17.3. The Central Planning Committee at its discretion, consults Officers Commanding Central Planning
Provinces and other Officers as need be and may form sub-committees to deal with specific Committee
discretion
projects.

17.4. The Committee meets as and when required.

17.5. The provisions of this part shall not prevent the submission by a member to the Z.R. Police Meetings Z.R.
Association of suggestions that are most properly dealt with by that body. Police Association

18. 0. THE POLICE ASSOCIATION

18. 1. Membership of the Zimbabwe Republic Police Association is automatic for all Z.R. Police Membership
Personnel.

18.2. The purpose of the Association is to enable members of the Force to take an active part Purpose of
in the discussion of matters concerning their welfare and efficiency and to advise the
Commissioner General on how these can improve.

18.3. The Z. R. Police Association functions for the benefit of all members, It exists so that Functions of the
the Commissioner General can understand the members’ problems and take measures to Association.
solve them. If the Association is to be truly representative of every member of the Force, it
requires the active support and participation of all policemen and women in Zimbabwe.

18.4. The Association operates through three branches:- Organisation

18.4. 1. ‘A’ branch for Superintendents and above:

18.4.2. ‘B’ branch for Assistant Inspectors, Inspectors and Chief Inspectors.

18.4.3. ‘C’ branch for Constables and Sergeants.

18.5. Provincial Committees are elected annually. Nomination forms are distributed by Provincial
Provincial Headquarters and members of each branch nominate details of at least two Committees
years service who they believe will serve their interests in the Association.

18.6.The nomination forms are returned to an election Officer and the names of nominees are Election Officers
put onto ballot forms which Provincial Headquarters again distributes to all stations.

18.7 Members of each rank then elect nominees from their respective branches, and the Secretary.
completed ballot forms are returned to the election Officer. The Secretary of the Association
then informs Police General Headquarters of the election results, which are published in
the Force Orders.

18.8. Delegates from each of the Provincial committees are elected to serve on the Force Force Executive
Executive Committee which is the main governing body of the Association. Committee

18.9. All committees hold conferences every three months discus any matters raised by members Conferences
of the Association. Topics regularly covered include salary reviews, incentive, medical
aid, leave, transport allowance and acting rank allowance.

18.10. For example, if a member of the force believes that the colour of lanyards should be
changed, he should submit the matter in writing, giving full details of his reason, to his
delegate and the matter will be brought up at a meeting of the provincial Committee of his
Province

18
18.11. Should the. Provincial Committee agree with the proposal, it will be passed on to the
Force Executive Committee that lanyards should be changed, the resolution is passed to
the Commissioner General for his approval.

18.12. If the Force Executive Committee is not satisfied with the action taken by the Commissioner
General the matter may be referred to the Police Service Commission for consideration.

19.0. THE TECHNICIAN BRANCH

19.1. The Technicians branch of the force shall consist of the following sections :- Sections

19.2. Armourers Printers Tailors

Bandsmen Teachers Radio Technicians
Farriers Medical Radio Operators
Saddlers Caterers Transport Technicians
Construction

19
PART I APPENDIX 2
(of 1.2.)

BRANCHES AND SECTIONS OF THE FORCE

1.0. UNIFORM BRANCH

1.1. Duty Uniform Branch (Including traffic Section)

1.2. Police Protection Unit

1.3. Support Unit Branch

2.0. CRIMINAL INVESTIGATION DEPARTMENT

3.0. STAFF BRANCH

3.1. Administrative Staff

3.2. Instructional Staff

4.0. TECHNICIANS BRANCH WHICH CONSISTS OF THE FOLLOWING SECTIONS:-

4.1. Armourers

4.2. Band

4.3. Medical

4.4. Printers

4,5. Construction

4.6. Radio Operators

4.7. Radio Technicians

4.8. Saddlers

4.9. Tailors

4.10. Transport Technicians

4.11. Teachers

20
PART 1 APPENDIX 3
(of 3.2.)

DUTIES AND RESPONSIBILITIES OF STAFF OFFICERS TO THE COMMISSIONER

General AT POLICE GENERAL HEADQUARTERS

1.0. Chief Staff Officer (Administration)

2.0. Chief Staff Officer (Crime)

3.0. Director (Legal Services)

4.0. Director (Finance)

5.0~ Chief Staff Officer (Operations)

6.0. Chief Stiff Officer (Human Resources)

7.0. Director (I.C.T.)

8.0. Senior Staff Officer (Administration)

9.0. Senior Staff Officer (Crime)

10.0. Senior Staff Officer (Finance)

11.0. Senior Staff Officer (Manpower and Career Planning)

12.0. Senior Staff Officer (Operations)

13.0. Senior Staff Officer (Personnel)

14.0. Senior Staff Officer (Planning and Development)

15.0. Senior Staff Officer (Signals)

16.0. Senior Staff Officer (Quartermaster)

17.0. Senior Staff Officer (Training)

18.0. Senior Staff Officer (Internal Investigations)

19.0. Staff Officer (Armaments)

20.0. Staff Officer (Finance)

21.0. Staff Officer (Quartermaster)

22.0. Staff Officer (Personnel)

23.0. Staff Officer (Police Internal Security Intelligence)

24.0. Staff Officer (Organisation and Work Study)

25.0. Staff Officer (Promotions)

26.0. Stiff Officer (Security)

21
27.0. Staff Officer (Training)

28.0. Staff Officer (Transport)

29.0. Staff Officer (Signals Technical)

30.0. Staff Officer Signals (Administration)

31.0. Staff Officer (Medical Services)

32.0. Staff Officer (Buildings)

33.0. Staff Officer (Commissioner General)

34.0. Staff Officer (Pay and Records)

35.0. Staff Officer (Establishment)

36.0. Staff Officer (Press and Public Relations)

37.0. Staff Officer (Printers)

38.0. Staff Officer (Publications)

39.0. Staff Officer (Recruiting)

40.0. Staff Officer (Research)

41.0. Staff Officer (Transfers)

42.0. Staff Officer (Administration)

43.0. Staff Officer (Special Constabulary)

44.0. Staff Officer (Welfare)

45.0. Staff Officer (Computers)

46.0. Staff Officer (Ordnance)

22
PART I APPENDIX 3
(of 3.2.)

1.0. DUTIES AND RESPONSIBILITIES OF THE CHIEF STAFF OFFICER

(ADMINISTRATION)

1. 1. The Chief Staff Officer (Administration) is responsible to the Deputy Commissioner

General (Administration) for supervising and co-ordinating the duties of :-

a) the Senior Staff Officer (Administration)

b) the Senior Staff Officer (Quartermaster)
c) Left Blank
d) Left Blank
e) Left Blank
f) the Senior Staff Officer (transport)
g) the Staff Officer (Administration)
h) the Staff Officer (Printers)

The Chief Staff Officer (Administration) shall also hold the following offices: -

1.2. Member of the Zimbabwe Republic Police Board of Trustees

1.3. Member of the Benevolent Fund Committee

1.4. Chairman of the “OUTPOST” Committee;

1.5. Chairman of the Standing Orders Committee and

1.6. Chairman of the Policy Committee

2.0. DUTIES AND RESPONSIBILITIES OF THE CHIEF STAFF OFFICER (CRIME)

2.1. The Chief Staff Officer (Crime) is responsible to the Deputy Commissioner General
(Crime) for

a) supervising and co-ordinating the duties of the Senior Staff Officer (Crime)

2.2. Police duties including extraneous duties.

2.3. Police dockets submitted for directions.

2.4. Review of circulars on Police duties.

2.5. Complaints by the public.

2.6. Applications for legal aid on behalf of members.

2.7. Policy matters other than those concerned with administration.

2.8. Licenses and permits other than those in respect of Police institutions

2.9. Enquiries received from other Government departments and Police Force in so far as these
relate to Police duties.

2. 10. Enquiries regarding the whereabouts of persons e.g. from persons who desire to trace
relatives. etc.

23
2.11. Parliamentary speeches reported in Hansards where these relate to Police duties.

2.12. Provincial monthly reports

2.13. Inspection reports.

2.14. Monthly meetings with the Director of Public Prosecutions on the administration of Justice
in Zimbabwe.

2.15. Weekly crime briefings to the Commissioner General of Police.

2.16. Co-ordination of crime reports with Provincial Police Commanders and the Public in
general.

3.0. DUTIES AND RESPONSIBILITIES OF THE CHIEF STAFF OFFICER (LEGAL

SERVICES)

3. 1. The Chief Staff Officer (Legal services is responsible to the Deputy Commissioner
General (Crime) for:-

3.2. All legal matters concerning the Police Force;

3.3. The maintenance of a Law Library:

3.4. The maintenance and amendment of all statutes and subsidiary legislation:

3.5. The drafting of legislation to be enacted in terms of the Police Act and other laws, more
especially, pertaining to the conditions of service relative to members, the investigation of
crime and security legislation

3.6. Examination of and advice on various boards of inquiry convened in terms of the Police
Act, and Regulations.

3.7. Examination of and comment on trial proceedings before a single officer terms of the
Police Act for the purpose of either review or appeal, as the case may be;

3.8. Liaison with the Registrar of the High Court and or supreme Court, as the case may be, on
matters arising from proceedings before a board of Officers in terms of the Police Act;

3.9. Preparation of all station circulars on legal matter in general and on appeal and review
proceedings from the High Court and the Supreme Court:

3.10. Research and preparation of opinions on constitutional matters’,

3.11. Perusal of Police Dockets destined for the Attorney General’s Office;

3.12. Perusal of civil suits against the Police and advice there on evidence before onwards
transmission to the Civil Division of the Attorney General’s Office

3.13. Giving advice to other members of the Force in general;

3.14. Supervision of Law Officers within the department

4.0. DUTIES AND RESPONSIBILITIES OF THE CHIEF STAFF OFFICER

(MANPOWER DEVELOPMENT)

4.1. The Chief Staff Officer (Manpower Development) is responsible to the Deputy

24
 Commissioner General (Human Resources).

4.2. His immediate subordinates are as follows:

a) Senior Staff Officer (Manpower and Career Planning)

b) Senior Staff Officer (Training)
c) The Principal (Staff College)
d) The Commandant Depot

4.3. The Chief Staff Officer (Manpower Development) shall have the following
responsibilities:-

4.3. 1. Formulation and implementation of Policies and directives relative to: -

a) Establishment,
b) Training,
c) Posting and
d) Promotions.

4.3.2. Supervision and co-ordination of duties of-,

a) Senior Staff Officer (Manpower and Career Planning),

b) Senior Staff Officer (Training)
c) Principal (Staff College)
d) Commandant Depot,

4.3.3. Co-ordination with Officers Commanding Province, Support Unit, C.I.D., Police Protection
Unit and Chief Staff Officers in all matters relating to Establishments, Training, Postings
and Promotion.

5.0. DUTIES AND RESPONSIBILITIES OF THE CHIEF STAFF OFFICER

(OPERATIONS)

5.1. The Chief Staff Officer (Operations) is responsible to the Deputy Commissioner General
(Operations) for:-

5.2. Liaison with Officers Commanding Provinces, the Officers Commanding, C.I.D., Support
Unit and Police Protection Unit, on all matters relating to Police Patrols and Internal
Security.

5.3. Co-ordinating the functions of the following sections

a) Anti Stock Theft,

b) National Traffic,
c) Security and Protocol,
d) National Food Security,
e) Police Constabulary and
f) The neighbourhood watch.

5.4. Maintenance of operational maps;

5.5. Liaison with the Army and Air Force, and C.I.O on operational matters and

5.6. Co-ordination of all national operations and provincial deployments as a crime prevention
measure.

25
6.0. DUTIES AND RESPONSIBILITIES OF THE CHIEF STAFF OFFICER (HUMAN
RESOURCES)

6.1. “The Chief Staff Officer (Human Resources) is responsible to the Deputy Commissioner
General (Human Resources) for supervising and co-ordinating the duties of :-

a) the Senior Staff Officer (Human Resources Administration)

b) the Staff Officer (Human Resources Development)
c) the Staff Officer (Human Resources)
d) the Staff Officer (Welfare)
e) the Staff Officer (Pay and Records)
f) the Staff Officer (Recruiting).

The Chief Staff Officer (Personnel) is responsible for: -

6.1.1. Maintaining confidential records of Superintendents, and Chief Superintendents .

6.1.2. Dealing with Senior Officers’ leave applications.

6.1.3. Nominating senior officers for boards of Inquiry and;

6.1.4. Publication of Force Orders.

6.2. He is also responsible for ensuring that the Administrative Branch is performing
its function efficiently by ensuring an adequate supply of staff and monitoring
their training. He shall liaise with Officers Commanding Provinces and other
Government departments on human resources matters. He is also responsible for
the Annual Performance Reports in so far as reports contain adverse comments.

7.0. “LEFT BLANK”

8.0 DUTIES AND RESPONSIBILITIES OF SENIOR STAFF OFFICER

(ADMINISTRATION)

8.1 “LEFT BLANK”

9.0. DUTIES AND RESPONSIBILITIES OF THE SENIOR STAFF OFFICER

(CRIME)

9.1. The Senior Officer (Crime) is responsible to the Chief Staff Officer (Crime) for:-

9.2. Police representation on Committees and on meetings concerned with crime. Supervising
and coordinating the duties of Staff Officer (Crime)

9.3. Compilation of the daily Chief Staff Officer (Crime’s) Brief for the Commissioner General
of Police

9.4. Receiving and actioning daily crime briefing from provinces

9.5. Compiling of the Commissioner General’s Weekly Crime Appreciation Report

9.6. Attending Inter-departmental meetings (Judiciary with the Chief Magistrate and Attorney
General’s office)

9.7. Perusal of Monthly Crime Reports

9.8. Perusal of Annual Inspections

26
9.9. Publications relating to crime.

9.10. Correspondence concerned with crime.

9.11. Peruse and give directions on dockets referred to PGHQ on behalf of the Commissioner
General of Police

9.12. Attend to inquiries received from and to other Government departments and other
uniformed services

9.13. The Senior Staff Officer (Crime) shall also liaise with the Director Legal Services

9.14. Any other duty as assigned by the Chief Staff Officer (Crime) or Deputy Commissioner
General of Police (Crime).

KEY RESULT AREAS

• Timeous Compilation of Commissioner General of Police’s Crime Briefings.

• Maintaining a smooth rapport with Assistant Commissioners responsible for Crime in all
the 15 provinces.

• Ensure Monthly Judicial meetings are adhered to.

• Ensure that National set standards of investigation, detection and management of crime
are always up held.

• Ensure that matters of complaints against police are given their deserved attention and that
the outcome or feedback is given to the client timeously

10.0. DUTIES AND RESPONSIBILITIES OF THE DIRECTOR (FINANCE)

10.1. The Director (Finance) is responsible to the Deputy Commissioner General (Administration)
for:-

10.2. Planning, organising, directing and controlling the Police General Headquarters (Finance)
section so that Force Finance administration and control of funds is maintained at high
level of efficiency.

10.3. General supervision of the Deputy Director (Finance) without restricting unduly the
latter’s influence over his job and its make-up.

10.4. Notifying the Deputy Commissioner General (Administration) of important contentions

or out of the ordinary matters affecting Force Financial administration and its efficiency.

10.5. Preparation in conjunction with the Financial Advisor, of Annual estimates for the Police
vote.

10.6. Approval of routine policy matters, to facilitate the smooth operation of the finance section.
(Important far reaching or contentious issues to be referred to the Deputy Commissioner
General.

10.7. Dealing with non-routine claims, queries raised by the Controller and Auditor - General,
particularly where large sums or points of principle are involved.

10.8. Dealing with non-routine claims by or against the force, particularly where large sums or
points of principle are involved.

27
10.9. Liaison with the Financial Adviser.

10.10. Liaison with other Police General Headquarters Staff Officers, particularly the Senior Staff
Officer (Quartermaster and the Senior Staff Officer (Personnel) on financial matters.

10. 11. Dealing with all administrative matters which have financial connotations, as may be
directed by the Deputy Commissioner General (Administration).

10. 12. The day to day running of the Force Funds and Consolidated Fund.

10.13. The Director (FINANCE) shall also hold the following offices

10.14. a) Chairman of the Benevolent Fund Committee

b) Member of the Board of Trustees

c) Member of the Provident Fund Management Committee

d) Member of the Standing Orders Committee.

e) Member of the Disablement Benefits Board (Alternate)

11.0. DUTIES AND RESPONSIBILITIES OF THE SENIOR STAFF OFFICER (HUMAN

RESOURCES DEVELOPMENT)

11.1. The Senior Staff Officer is responsible to the Chief Staff Officer (Human Resources) for
the following : -

11.2. Formulating plans to ensure the Force’s manpower requirements in the short, medium and
long term, are met with regard to both quantity and quality.

11.3. Planning career paths for members in each branch of the force to provide optimum
experience relative to members’ ranks to prepare them for further responsibilities.

11.4. The general running of the following departments at Police General Headquarters :
Transfers, Establishments and Promotion selection.

11.5. IMMEDIATE SUBORDINATES

a) Staff Officer (Promotions)

b) Staff Officer (Establishments)

c) Staff Officer (Transfers)

11.6. DUTIES AND RESPONSIBILITIES

a) Analysing organisational objectives and determining manpower requirements to

attain them.

b) Arranging and conducting manpower audits.

c) Monitoring manpower wastage and planning to make good of losses.

d) Identifying future requirements with regard to the acquisition and development of

personnel.

28
 e) Identifying the requirements for the developing of regular members in their
careers.

f) Designing career paths for regular members.

g) Dissemination information on career paths.

h) Publication of the Personnel establishment respect of regular personnel.

i) Collation of all personnel estimate bids submitted by Officers Commanding and

negotiating such bids with the respective Officers Commanding and the Central
Planning committee to ensure an equitable distribution of manpower resources.

j) Assist Promotion Selection Board in their task.

k) Direct transfers of members as authorised and in the best interests of the force.

12.0 SENIOR STAFF OFFICER (OPERATIONS)

12.1 The Senior Staff Officer (Operations) is responsible to the Chief Staff Officer (Operations)
for the following:-

12.1.1. Providing guidance, direction and advise on all matters concerning police operations,

12.1.2. Maintaining liaison with Officers Commanding Provinces through Assistant Commissioner
(Operations).

12.1.3. Designing of National Operations to cater for

i) illegal panning of precious minerals

ii) vandalism of public infrastructure i.e. ZESA, NRZ and Tel One

iii) poaching of rhinos and elephants

iv) disasters i.e. flooding

v) stock theft

vi) police patrols

12.1.4. Monitoring and evaluation of national operations.

12.1.5. Monitoring and evaluation of daily, weekly and monthly crime statistics.

12.1.6. Attending to stakeholders’ meeting as and when assigned by Chief Staff Officer
(Operations).

12.1.7. Attending Sub National JOC meetings.

12.1.8. Will act on behalf of Chief Staff Officer (Operations) in his absence.

12.1.9. Any other duty as assigned by the Chief Staff Officer (Operations) or Deputy Commissioner
General (Operations).

29
13.0. DUTIES AND RESPONSIBILITIES OF THE SENIOR STAFF OFFICER (Human
Resources Administration)

13. 1. The Senior Staff Officer (Human Resources) is responsible to the Chief Staff Officer
(Human Resources) for :-

a) the organisation and efficiency of personnel stall including civilian staff.

b) matters arising from medical boards.

c) Discharges.

d) Re-engagements.

e) Honours and awards.

f) Civilian employees.

h) Any other matters delegated to him by Chief Staff Officer (Human Resources).

13.2. He shall also supervise the Staff Officer (Human Resources) and the staff officer (pay and
records) in their daily duties.

14.0 DUTIES AND RESPONSIBILITIES OF THE SENIOR STAFF OFFICER

(PLANNING AND DEVELOPMENT

14.1 The Senior Staff Officer (Planning and Development) is responsible to the Commissioner
General

14.2 The investigation, compilation of reports and making relevant recommendations

concerning the effective organisation of work and exposing the best methods of having
the work done with the object of improving efficiency,

14.3 Research into any subject including changes to policy, procedures, uniforms, equipment
and systems of operation,

14.4 Development and establishment of Police stations and or Bureaux, liaison with municipal
authorities, land departments, commerce and industry, local authorities and or private
concerns, throughout the country;

14.5 Advising the Commissioner General of police on developing force objectives,

14.6 Ensuring efficient and effective means are devised for the attainment of force objectives;

14.7 Planning Police projects as may be introduced from time to time and

14.8 The revision where necessary of all Police forms and books.

14.9 IMMEDIATE SUBORDINATES

a) Staff Officer (Planning and Development)

b) Superintendent (Research)

c) Superintendent planning and

d) left blank

30
 e) Officer In Charge (Projects)

15.0 DUTIES AND RESPONSIBILITIES OF THE Deputy Director (ict)

15.1 The deputy director (ict) is responsible to the director (ict) for: -

15.2 the organisation, administration and efficient operation of:-

i) the signals Branch radio communication networks in UHF, VHF and HF, within
Zimbabwe,

ii) the teleprinter network within the Force,

iii) the telephone network within the Force,

iv) the Faxmile network within the Force,

15.2.1 the procurement of replacements and spares, in respect of paragraph 15.2 1 to iv.

15.2.2 the efficient economical operation and maintenance of all equipment mentioned in
paragraphs 15.2.1 to iv;

15.2.3 preparing estimates for Police Signals requirements and planning of additional circuitry,
to improve communicating efficiency;

15.2.4 advising on Force requirements in respect of telecommunications equipment:

15.2.5 maintaining records returns circulars and statistics relating to Force communications,
signals equipment and spares;

15.2.6 liaison with the Postmaster General;

15.2.7 liaison with various agencies and manufacturers from within and from various parts of the
world;

15.2.8 representing the force on committees dealing with communications affecting the force,
and

15.2.9 training of Radio Technicians.

15.3 The deputy director (ict) shall also be a member of the Joint Telecommunications
committee, a member of the joint Signals Board and a member of the Recruit Selection
Board, when it deals with applications for Signals Branch.

16.0 DUTIES AND RESPONSIBILITIES OF THE SENIOR STAFF OFFICER

(QUARTERMASTER)

16.1 The Senior Staff Officer (Quartermaster is responsible to the Chief Staff Officer
(Administration) for: -

16.2 Allocating, supervising and co-ordinating the duties of:-

a) the Staff Officer (Quartermaster)

b) the Staff Officer (Buildings)

c) the Staff Officer (Ordnance)

31
 d) the Staff Officer (Armaments)

e) the Staff Officer (Printers)

16.3 The preparation of estimates for and the provision, recording adequacy and safe custody
of:-

a) Printing and Stationery.

b) Arms and Ammunition.

c) Clothing and Equipment, including furniture.

d) Animals.

e) Left blank

f) all stores not included above.

16.4 The assessment of scales and adequacy of supplies and rations for the force.

16.5 The control of expenditure relating to the items mentioned in the paragraph 16.3 above
and accounting for stores as required by the Treasury Instructions.

16.6 Tenders and Constructors.

16.7 All Police Force funds, buildings and the preparation of estimates for new buildings.

16.8 The efficient operation of: -

a) The Construction section.

b) The Ordnance stores.

c) The tailoring section.

d) The Printing section.

e) The Saddlery section.

f) The Armaments section.

17.0 DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (TRAINING).

17.1 The Senior Staff Officer (Training) is responsible to the Chief Staff Officer (Human
Resources). His immediate subordinate is the Staff Officer (Training).
He is responsible for:-

17.2 Training Policy

17.2.1 co-ordinating and organising training courses for a all branches and sections of the Force
in accordance with current training policy.

17.2.2 disseminating and advising on any amendments to the Force training policy.

17.2.3 reporting on the extent to which all training activity carried Out

32
17.2.4 ensuring that ill directives issued from Police General Headquarters in respect of Force
training policies clearly indicate the section of the policy under which they are issued.

17.3 DESIGN OF TRAINING

17.3.1. Twice yearly conducts research to identify performance deficiencies and design courses
to eliminate these, if this can be done by training.

17.3.2 liaises with relevant Staff Officers and the Training Advisor on a regular that planning
for training can be effected where any large scale increased recruiting rest restructure of
departments its etc are being considered or implemented.

17.3.3 secures copies of job descriptions ions for ill posts in respect of which training is provided
as first step to design training courses.

17.3.4. Where possible provides advice and assistance to Force training staff involved in design/
development of training courses.

17.3.5 ensures the design of all similar courses within the Police, is standardised

17.3.6 designs programmes for courses and schemes where necessary.

17.3.7 keeps up to date on developments in design of training and recommends the implementation
of these developments, where this will improve the Force Training effort

17.4 IMPLEMENTATION OF TRAINING

17.4.1 visits various training sites/courses to provide close liaison between the Force training
courses and other centres.

17.4.2 recommends and arranges training courses for force instructors in specialist areas where
this is required by the force.

17.4.3 carries out periodic checks on the quality of training.

17.4.4 reports on the extent to which Courses and schemes achieve objectives and on plans to
solve any problems.

17.4.5 Keeps up to date on developments in training methods and recommends the implementations
of these where this will improve the Force training effort.

17.4.6 reviews and revises Police training manuals and recommends distribution of these.

17.4.7 prepares training pamphlets covering all aspects of Police work.

17.5 Lecturing:-

17.5.1 delivers lectures on Police matters to outside bodies as and when required.

17.5.2 arranges for lectures on topical subjects for Police students/trainees when called upon to
do so.

17.6 Equipment:-

17.6.1 keeps up to date with developments in the field of training equipment and suggests the
acquisition of equipment found to be suitable for Police programmes

33
17.6.2 co-ordinates force training equipment requirements to ensure a fair distribution of
equipment the Force

17.6.3 purchases training equipment as and when required and subject availability of finance.

17.7 FINANCE.

17.7.1 Oversees the control of all funds allocated to training.

17.8 COMMAND TRAINING ESTABLISHMENTS.

17.8.1 Command all Police training establishments.

17.9 LIAISON

17.9.1 Liaises with other services Ministries and agencies such as:-
University of Zimbabwe, Zimbabwe Institute of Manpower, Institute of Personnel
Management and similar bodies to ensure that the Force is making the best use of the
facilities that they have and to find out about courses available on which to send Police
personnel

17.10 GENERAL

17.10.1 Liaison with all the staff officers on all matters that the most suitable members are
appointed and Supervisors and that training methods courses are arranged before new
instructors undertake their duties.

18.0 DUTIES AND RESPONSIBILITIES OF THE SENIOR STAFF OFFICER

(INTERNAL INVESTIGATION)

18. 1 The Senior Staff Officer (Internal Investigation) is directly responsible to the Deputy
Commissioner General (Crime)

18.2 Job Summary

The prime purpose of the Job is to contribute to the public’s confidence in the Police and
to enhance the Police image. To this end, the incumbent will be responsible for the prompt
investigation of all cases of corruption and by members of the force, for investigating
serious allegations as wrongful action taken by the Police, and such other events as the
Commissioner General may direct.

18.3 Responsibilities

Tasks
The incumbent will be responsible for ensuring that: -

1 He is made aware of all instances where force personnel, uniformed or civilian,

have committed acts which involve corruption or dishonesty.

2. Where the seriousness of the circumstances so warrant, he personally carries out or

directs investigations.

3. All allegations of wrongful or unlawful acts perpetrated by members of the Force,

which are not of a petty or frivolous nature, are personally investigated by him or
under his direction.

4. The Commissioner General is kept up to date with all complaints and allegations of

34
 a serious nature which have been made against the Police.

18.4 The incumbent will also be responsible for assisting the Deputy Commissioner General
(Crime) with any further matter requiring attention.

18.4.1 Task One

In discharging this responsibility, consideration should be given to:-

establishing and maintaining an information network that will bring to attention instances
where Police personnel are corrupt or are committing crimes of dishonesty.

Ensure that all complaints of corruption and dishonesty made against Police personnel are
brought to his attention.

18.4.2 Task Two

In discharging this responsibility, consideration should be given to:-

Establishing close liaison with Officers Commanding Provinces so that quick decisions
can be made as to when he should become personally involved in the investigation of
allegations made against Police and when such matters should be dealt with at local
level.

18.4.3 Task Three

In discharging this responsibility, consideration should be given to:-

Publications which express the opinion of individuals or institutions and undertaking

follow-up enquiries.

18.4.4. Task Four

In discharging , this responsibility, it will be necessary to: -

Maintain a record of complaints and allegations made against the Police showing details of
complaints/ allegation, particulars of the complainants, date of receipt and the outcome.

19.0 DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (ARMAMENTS)

19.1 The Staff Officer (Armaments) is responsible to the Senior Staff Officer (Quartermaster)
for: -

19.1.1 the procurement of fire arms, pyrotechnics, ammunition and other related materials;

19.1.2 Issuing of firearms to regular members of the rank of assistant Inspector and above, on
personal charge;

19.1.3 Monitoring the issue of station stock firearms in accordance with firearms holding formula
(C.P.C. 1/80);

19.1.4 maintenance of records of amnesty weapons kept at the National Armoury;

19.1.5 supervision of provincial armouries,

19.1.6 maintaining the security of the Armoury at the Training Depot;

19.1.7 arranging the training of the Ballistics experts, Armourers, fitters and turners;

35
19.1.8 advising the Staff Officer (Quartermaster) on obsolete firearms held by the Police and
arranging their disposal;

19.1.9 repairing faulty firearms;

19.1.10 attending to serious scenes where firearms are used, to determine the type of weapon
used;

19.1.11 providing expert advice and assistance to other sections of the Force and

19.1.12 carrying out annual physical checks on firearms stocks and liaising with Provincial
quartermasters on matters arising there from.

20.0 DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (FINANCE)

20.1 The Staff Officer (Finance) is responsible to the Senior Staff Officer (Finance) for: -

20.2 The day to day running of the Finance section at Police General Headquarters.

20.3 Ensuring the necessary authorities exist for all payments made from the Police vote.

20.4 Control of expenditure generally (except for funds controlled by Police General
Headquarters Staff Officers)

20.5 Compliance with relevant sections of Treasury Instructions.

20.6 Submission of financial returns and accounts.

20.7 Updating of policy as relevant legislation and conditions of service are amended and
formulation of new policies for approval of claims for allowances payable in terms of
Police Regulations, by Senior Staff Officer (Finance).

20.8 Approval of claims for allowances payable in terms of Police Regulations.

20.9 Dealing with routine queries raised by Comptroller and Auditor General.

20.10 Dealing with routine claims by and against the force in conjunction with the Chief Staff
Officer (Legal Services) and other Staff Officers directly concerned.

20.11 Allocation and recovery of Government loans for bicycles and watches.

20.12 Liaison with Salary Service Bureau regarding payment of salaries.

20.13 Assisting the Senior Staff Officer (Finance) and the Financial Adviser with preparation of
annual estimates and supplementary estimates.

20.14 Liaison as necessary with the Financial Adviser.

20.15 The Staff Officer (Finance) shall also hold the following offices

a) Treasurer of the Z.R.P. Police Officers Mess.

b) Member of the Board of trustees.

c) Member of the Provident Fund Management Committee

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21.0 DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER
(QUARTERMASTER)

21.1 The Staff Officer (Quartermaster) is responsible to the Senior Staff Officer
(QUARTERMASTER) for:-

21.2 The efficient operation of the following sections

21.2.1 the ordnance stores,

21.2.2 the Armaments,

21.2.3 Printers and

21.2.4 Buildings.

22.0 DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (PERSONNEL)

22.1 The Staff Officer (Personnel) is responsible to the Senior Staff Officer Personnel For: -

22.2. a) Discharges /retirements / resignations from the force,

b) Disciplinary matters,

c) Extensions of service,

d) Issue of identity cards to members,

e) Honours and awards

f) All matters dealing with employment of civilians Supporting staff, and

g) Transfers in and out of the Staff Branch.

23.0 DUTIES AND RESPONSIBILITIES OF STAFF OFFICER (POLICE INTERNAL

SECURITY INTELLIGENCE).

23.1 The Staff Officer (Police Internal Security Intelligence) is responsible to the Chief Staff
Officer (Operations) for: -

23.2 Co-ordinating all Police intelligence throughout the country and appraising the
Commissioner General through the Deputy Commissioner General (Operations) on all
matters of interest;

23.3 Receiving all Police intelligence reports from all Police Provinces;

23.4 Liaising with the Staff Officer (security) on matters relating to the security of the
country.

23.5 Visiting all Police Provinces to liaise with the Provincial intelligence Officers on matters
relating to security and to bring new ideas.

24.0 DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (ORGANISATION

AND WORK STUDY)

24.1 The Staff Officer (Organisation and Work Study) is responsible to the Senior Staff Officer
(Planning and Development) for:-

37
24.2 Identifying the requirements necessary for the achievement of new Force objectives;

24.3 Preparing programmes for achievement of new Force objectives;

24.4 Preparing schedules for the achievement of new Force objectives;

24.5 Developing procedures and methods used in achieving both new and established
objectives;

24.6 Developing sound organisational structures,

24.7 Preparing building specifications;

24.8 Office planning and layout and

24.9 Designing Police forms.

25.0. DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (PROMOTIONS)

25.1. The Staff Officer (Promotions) is responsible to the Senior Staff Officer (Manpower and
Career Planning) for: -

25.2. The preparation of the promotion syllabus;

25.3. The maintenance and updating of the ‘question bank’;

25.4. The administration of all aspects of promotion examination;

25.5. Advice on matters of policy and procedure, to all promotion Advisory Boards;

25.6. The preparation of question papers;

25.7. Keeping tight security on the examination papers to ensure they do not fall into wrong
hands;

25.8. Dispatching all the examination papers to various centres where they are needed for
examination purposes and;

25.9. The marking of all examination papers.

26.0. DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (SECURITY)

26.1. The Staff Officer (Security) is responsible to the Chief Staff Officer [Operations) for: -

i All matters relating to protective security including key points, Provincial and
District Security Committees and Police security schemes.

ii Liaison with Government Security Office, Army and Air Force Headquarters

iii The distribution and maintenance of survey maps, securing map pin points to the
affected areas in relation to security matters i.e. presence and sighting of bandits.

iv Maintaining the classified correspondence registry at the Police General

Headquarters.

v The revision of the Internal Security Instructions.

38
 vi Liaison with the Staff Officer Administration on the- security of the Police General
Headquarters.

vii Pre-planning of security operations.

viii Movements of his Excellency the President, Vice Presidents, Cabinet Ministers
and other V.I.P.’s and appraising the Commissioner General, Deputy Commissioner
General Operations as well as advising respective commanders in Provinces being
visited

ix Performing duties of A.D.C. to the Commissioner General in the absence of the

staff Officer to the Commissioner General.

x Compilation of daily security reports.

xi Compilation of Cabinet Briefing and President’s Briefing Reports.

26.2. Representing the Commissioner General on the following national committees

[a] State visits.

[b] Independence Celebrations Committee.

[c] State Funerals.

[d] Heroes Day Commemoration.

[e] Government Protective Security Inspectorate

[f] Security Forces Mapping.

[g] Civil Defence.

[h] Presidential Briefs.

26.3. Holds the following offices

[a] Secretary to the Senior Officer’s Conference.

[b] Member of Supplies Priority Committee.

[c] Member of the Joint Signals Board.

[d] Member of the Scientific Council Research Committee.

27.0. DUTIES AND RESPONSIBILITIES OF STAFF OFFICER (TRAINING)

27.1. The Staff Officer (Training) is responsible to the Senior Staff Officer (Training) for: -

27.2. Training Policy

27.2. 1. Co-ordinating and organising training courses in accordance with current training policy;

27.2.2. Disseminating and advising training institutions on any amendments on the Force training
policy;

27.3. Research and design

39
27.3. 1. Conducting research on a regular basis into the running of training institutions to identify
performance deficiencies and design courses to eliminate those deficiencies,

27.2.2. Liaising with the relevant Staff Officers, the training Adviser and the training staff at Police
General Headquarters on regular basis, so that, when there are changes in the structure of
the organisation, planning for effective training can be effected.

27.3.3. Securing copies of job description for all posts in the above establishments as a first step
towards the design of training methods.

27.3.4. Where possible, providing advice and assistance to the force training staff in the above
named establishments, who are involved in the design and development of training
courses.

27.3.5. Designing programmes for training courses and schemes where necessary.

27.3.6. Keeping up to date on developments in training design and recommending the

implementation of such developments where they will improve the Force Training
policy.

27.4. IMPLEMENTATION OF THE FORCE TRAINING POLICY

27.4. 1. Visiting the various training sites/courses as outlined in paragraph 36.2.1. above to provide
close liaison between the Force Training command and other training centres.

27.4.2. Recommending and arranging training courses/schemes for the personnel in various
sections of the Force.

27.5. ADMINISTRATION

27.5. 1. Controlling the necessary administrative arrangements in support of the Force Training
Command.

(i.e.) controlling and recording financial expenditure of the Force Training command,
maintaining records of members on courses/ schemes, maintaining files on radio
messages sent and received, letters despatched by the Training command, Provincial
monthly training reports, vetting travelling and subsistence claim forms in respect
of Provincial training staffs, maintaining personnel history sheets on all Training
personnel country wide, maintaining establishment/ strength figures for all training
personnel).

28.0. DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (TRANSPORT)

28.1. The Staff Officer (Transport) is responsible to the Senior Staff Officer (Transport)

28.1.1. To oversee the proper administration of transport in the organisation

28.1.2. To maintain the vehicle inventory at PGHQ in liaison with Provincial Transport Officers
reflecting full life documentation, registration and licensing of all vehicles

28.1.3. To initiate and co-ordinate the expeditious finalisation of Boards of Inquiry into vehicle
accidents.

28.1.4. To supervise the compilation of fuel, oil and mileage returns from Provinces;

28.1.5. To ensure that all expenditures on fuel and lubricants, vehicle spares, running costs, vehicle
hire are within the budget allocated by Treasury

40
28.1.6. To provide up-to-date reports to Senior Staff Officer (Transport) on the transport
situation.

28.1.7. Ensure prompt processing of creditor’s invoices to ensure payment is made within
stipulated periods.

28.1.8. Ensure implementation of the provisions of the Police Act and Standing Orders, Service
Charter, Police Standards and Statutes pertaining to the organisation.

28.1.9. Annual stock taking of organisation fleet.

28.1.10. Any other duty which may by assigned by the Senior Staff Officer (Transport) from time
to time.

29.0. DUTIES AND RESPONSIBILITIES: STAFF OFFICER SIGNALS (TECHNICAL)

29.1. The Staff Officer Signals (Technical) is responsible to the Senior Staff Officer Signals
for:

29.1.1. The efficient operation of the Radio Laboratory

29.1.2. The evaluation and checking of all new equipment and where possible, manufacture of
specialised equipment;

29.1.3. Modification of various equipment;

29.1.4. Checking all equipment for/from repair;

29.1.5. Supply to various provincial workshops of advice and back up on all technical matters
which cannot be handled by the Provincial Workshops;

29.1.6. Administration of the Trainee Technicians and technician course - both at the Polytechnic
and Workshops;

29.1.7. The efficient operation of Central Radio Stores by giving technical advice on the spares
equivalent, suitability and any such technical information as might be required by C.R.S.
from time to time;

29.1.8. Periodic visits to provinces for the purposes of giving technical advice on various technical
problems within the provinces, including relevant technical records;

29.1.9. Liaison with firms and Government agencies on technical matters regarding communication
equipment;

29.1.10. The preparation of Signals Branch estimates;

29.1.11. Evaluating the suitability of staff for posts within the Signals Branch;

29.1.12. Bringing to the attention of the Senior Staff Officer Signals any such matters technical or
otherwise, to improve the communication efficiency of the Force,

29.1.13. Performing any other duties as may be allocated to him by the senior staff Officer
Signals.

41
30.0. DUTIES AND RESPONSIBILITIES OF STAFF OFFICER SIGNALS
(ADMINISTRATION)

30.1.1. The Staff Officer Signals administration is responsible to the Senior staff Officer Signals
for: -

a) Matters relating to organisation and administration of both regular and Civilian

Staff at Radio Laboratory, Central Radio Stores, Radio/Diesel workshop and
Police General Headquarters Communication Centre.

b) Keeping of records of personnel within the Signals Branch.

30.1.2. The supervision and control of all requisition for spares and equipment from Provincial
Signals Officers to the Central Radio Stores.

30.1.3. The supervision and control of all matters relating to the Force telephone requirements,
the keeping of records relating to official telephones, in offices, private residence and the
Police Telephone Directory.

30.1.4. The control and management of the Signals Branch Financial Expenditure which is made
up of the following Votes

a) Signals Equipment:- Vote for the purchase of Capital Signals Equipment:

b) Radio Maintenance:- Vote for the purchase of all spares for the maintenance of
existing radio and diesel equipment.

c) Signals Instrument:- Vote for the purchase of Specialised Signals Instruments

including Test equipment.

d) Signals Fuel:- Vote for the purchase of diesel and other fuels used on all the portable
generators and state Diesel Alternators.

e) Signals Printing and Stationery:- Vote for the purchase of Stationery

i.e. Telex paper, Fax Rolls used in all Communication Centres.

30.1.5. Keeping an up to date Commitment Register for the above.

30.1.6. Allocation of appropriate funds to Signals Provincial Officers for the purchase of local (in
Province) goods and services.

30.1.7. Keeping control of the Signals Branch Foreign Currency Allocation and use thereof
including Import Licences.

30.1.8. Undertaking periodic visits to Provinces for the purpose of checking of financial books
and Commitment Registers including other Provincial Equipment records.

30.1.9. Liaison with other Staff Officers on matters relating to applications and appointment of
staff for the Signals.

30.1.10. The organisation, administration and efficient operation of Police Communication

networks, Country Wide.
30.1.11. Liaison in preparation of Signals Estimates.

30.1.12. And any such duties as allocated to him by the Senior Staff Officer Signals.

42
31.0. DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (MEDICAL
SERVICES)

31.1. The Staff Officer (Medical Services) is responsible to the Chief Staff Officer (Personnel)
for:-

31.1.1. The efficient running of all Medical Services provided by the Zimbabwe Republic
Police.

31.1.2. The control of all expenditure on all Medical Services resources.

31.1.3. The preparation of estimates on all Medical Services resources.

31.1.4. The training or replacement of additional Staff as may be required.

31.1.5. Maintaining accurate Medical Records of all members and keeping the Commissioner
General informed of the state of health of members and dependents when required.

31.1.6. Liaison with Ministry of Health and other associated agencies.

31.1.7. Representing the Commissioner General on all committees that may be set up in respect
of medical matters,

31.1.8. Sitting on Recruit Selection Boards when applications for the Medical Section are being
discussed.

31.1.9. Promoting First Aid training throughout the Force.

31.1.10. The arrangement of Medical Technician Trade examinations for candidates in the Medical
Section seeking promotion.

31.1.11. Checking and approving payment of all hospital, medical dental and pharmaceutical
accounts that are levied against the Force in respect of all serving members and their
dependents.

31.1.12. Controlling and advising in respect of the preparation of Medical disability Boards.

31.1.13. Liaison with the Government Dental surgeon and authorization of treatment of Force
dependents.

31.1.14. Supervising the Medical Desk and Medical Expenses desk at Police General
Headquarters.

32.0 DUTIES AND RESPONSIBILITIES OF STAFF OFFICER (BUILDINGS)

32.1 The Staff Officer (Buildings) is responsible to the Senior Staff Officer (Quartermaster)
for.

32.2 Obtaining and assessing bids on estimates and following these through to the finishing of
the buildings.

32.3 Maintenance of buildings and temporary buildings.

32.4 Presenting the Police case at the Public Sector Investment programme to obtain funds
based on estimates.

32.5 Close liaison with Senior Staff Officer (Planning and Development), Ministry of

43
 Construction Architect, Electrical Engineers, Consultants etc, to ensure the best building
facilities and services are provided from funds allocated.

32.6 Siting of buildings, drawing on the expertise of the Chief Architect and liaison with Officer
Commanding Province.

32.7 Determining the correct votes for allocation of expenditure.

32.8 Liaison with Senior Staff Officer (Finance), Financial Adviser and the Treasury.

32.9 Liaison, relevantly on frequent basis with the President’s department, Local Government,
Rural and Urban Development, Finance Economic Planning and Development and Home
Affairs.

33.0 DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (COMMISSIONER

GENERAL)

33.1 The Staff Officer (Commissioner General) is responsible to the Commissioner General on
all matters relating to or arising from the following:-

33.2 The Commissioner General’s personal correspondence file.

33.3 Co-ordinating the Commissioner’s visits, appointments and interviews;

33.4 Records and diaries the inspection tours undertaken by the Commissioner General.

33.5 Appeals to the Police Service Commission.

33.6 Recruit passing out parades in conjunction with Depot Commandant

33.7 Commissioner General’s Conference.

33.8 All Ceremonial parades where the Force is included.

33.9 General administration of the office of the Commissioner General of Police.

34.0 DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (PAY AND

RECORDS)

34.1 The Staff Officer (Pay and Records) is responsible to the Senior Staff Officer (Personnel)
for:-

34.2 Carrying out salary surveys and conducting job evaluation exercises:

34.3 Monitoring the cost of living index;

34.4 Liaising with the Manager Salary Service Bureau with respect to Salary and allowance
issues;

34.5 Liaising with the Ministry of Home Affairs and the Police Service Commission on matters
relating to conditions of service;

34.6 Liaising with Directors of Pay Corps in the Defence Forces with respect to remuneration;

34.7 Liaising with the National Archives in respect of Force Records;

34.8 Efficient functioning of the Pay and records sections;

44
34.9 Processing of housing loan guarantee applications;

34.10 Editing Force Order Drafts and

34.11 Compilation and issuing of policy circulars with respect to conditions of service.

35.0 DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER

(ESTABLISHMENTS)

35.1 The Staff Officer (Establishments) is responsible to the Senior Staff Officer (Manpower
Career and Planning) for :-

35.2 a) maintaining the Force establishment book in respect of personnel establishments

in their respective commands.

b) providing accurate Information to Officers Commanding in respect of personnel

establishments in their respective commands.

c) collating all personnel estimates bids submitted by Officers Commanding for

eventual discussions and ratification by Central Planning Committee before being
presented to treasury.

35.3 Liaison with the following:-

a) Senior Staff Officer (Personnel)

b) Staff Officer (Pay and Records)

c) Financial Adviser

d) Chief Inspector (Pay and Records)

35.4 Main responsibilities;

a) maintaining a master record of all Regular Force posts allocated to different

commands

b) maintaining a journal in respect to all movements of posts, additions to

establishments and conversions or regradings that are approved by the Central
Planning Committee in respect of the Regular Force.

c) bringing any amendments or changes, in the establishment to the attention

of respective Officers Commanding and the holders of copies of the Force
establishment books or pages thereof.

d) extracting all information relating to establishments from Annual Inspection reports

or other such correspondence for use in supporting any changes to establishments
that may be requested by Officers Commanding.

e) receiving, checking and collating all regular personnel estimates from Officers
Commanding and preparing schedules for discussion by the Central Planning
Committee.

f) publishing the personnel establishments book in respect of Regular force

personnel.

45
36.0. DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (PRESS AND
PUBLIC RELATIONS)

36.1. The Staff Officer (Press and Public Relations) is responsible to the Senior Staff Officer
(Press and Public Relations) for:-

36.1.1. Liaison with press, radio and television agencies on matters concerning crime and security
and the release of information on such matters.

36.1.2. The direction and scope of the Police and Public Relations.

36.1.3. The operations of the Z.R.P. Police Outpost.

36.1.4. The line along which Police Public Relations should proceed and develop.

36.1.5. The representation of the Police image at displays, Funfairs, trade fairs, Horse race and
agricultural shows.

36.2. The Staff Officer (Press and Public Relations) is also responsible to the Commissioner
General for the release of information in terms of the Internal Security Instructions.

36.3. The Staff Officer (Press and Public Relations) shall also hold the following offices

a) Member of the Information and Counter-Propaganda committee.

36.4. He shall also visit centres and Police stations for the purpose of acquiring more information
of crimes and scenes before publications.

37.0. DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (PRINTERS)

37.1. The Staff Officer (Printers) is responsible to the Senior Staff Officer (Administration)
for:-

37.2. Procurement of equipment and machinery within his area of responsibility.

37.3. The supervision of the Staff under his command comprising civilian, regular members and
the technicians.

37.4. The printing of new manuals as directed by the Publications section of Police General
Headquarters.

37.5. The printing of amendments and booklets as requested by the above.

37.6. The distribution of all printed matter to Provincial Headquarters and the Ordnance
stores.

37.7. All Police forms as required by the branches in the Police for use on day to day basis.

37.8. Liaison with the Staff Officer (Publications) as the latter feeds the printing section with
new materials after completion of writing and made ready for printing.

37.9. Liaison with the Staff Officer (Administration) on matters relating to bids and estimates
for the printing of manuals for the Financial year.

37.10. Keeping him/herself abreast of all printing matters due to come within the financial year,
i.e. cost of printing, ink and other materials used.

46
37.11. Acquisition of new machinery for use by his staff within his responsibility.

37.12. Liaison with the Chief Staff Officer (Personnel) in all matters relating to the transfer of
personnel to his section.

37.13. Assisting in the designing of new forms for use within the Police Force.

38.0. DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER

(PUBLICATIONS)

38.1. The Staff Officer (Publications) is responsible to the chief Staff Officer (Administration)
for: -

38.2. Being aware of the functions and responsibilities of all Staff Officers within the Police
General Headquarters and having knowledge of such books, manuals or other publications
whereby the policies, procedural directives and operating instructions relating to their
functions are found.

38.3. Maintaining an index of all official books, manuals and publications.

38.4. Liaison with the relevant Staff Officers and drawing to their attention where necessary any
need to improve the accuracy of or update any book, manual or other publications relating
to their functions.

38.5. Preparing in consultation with the Staff Officers drafts of proposed additions and
amendments to any book, manual and other publications for approval by the Chief Staff
Officer concerned.

38.6. Compiling such books, manuals or other publications as he may be directed to do from
time to time.

38.7. Arranging the publication and distribution of: -

a) Any new book, manual or other publication and

b) Amendments and additions to existing books, manuals and publications.

38.8. The supervision of the staff under his command.

38.9. Liaison with the Staff Officer (printers) on all matters relating to the printing and
distribution of manuals.

39.0. DUTIES AND RESPONSIBILITIES OF STAFF OFFICER (RECRUITING)

39.1. The Staff Officer (Recruiting) is responsible to the Senior Staff Officer (Personnel) for:-

39.2. The recruitment of personnel into the Force,

39.3. Maintaining the recruiting stand at the Bulawayo Trade Fair and the Harare Agricultural
Show,

39.4. Advertising careers in the Force using the Press, Broadcasting, Television and any other
media,

39.5. Liaison with Provincial recruiting centres.

39.6. Processing and vetting of all documents produced by would be recruits and keeping all

47
 recruitment records and files.

40.0. DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (RESEARCH)

40.1. The Staff Officer (Research) is responsible to the Senior Staff Officer (Planning and
Development) for: -

40.2. The examination and recommendations of Police requirements for new Police stations,
particularly in regard to the area where stations should be sited, personnel and land
requirements.

40.3. Examining units of the force and making recommendations for improvements.

40.4. Keeping himself informed on trends, developments and possible new directions both
within and outside the country.

40.5. Planning research studies

40.6. Obtaining information by: -

a) Field investigations.

b) Library investigations.

c) Liaison with individuals and organisations.

d) An analysis and interpretation of crime statistics.

40.7. Analysing the information obtained and drawing conclusions.

40.8. Preparing reports on existing conditions and future probabilities.

40.9. Planning co-ordinating and controlling the work of his subordinates.

41.0. DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (TRANSFERS)

41.1. The Staff Officer (Transfers) is responsible to the Senior Staff Officer (Manpower and
Career Planning) for:-

41.2. The posting of all recruits to various Provinces and sections.

41.3. The co-ordination, direction and movement of personnel from one branch of the Force to
another.

41.4. The research exercise concerning the ranks of Chief Inspector and below.

41.5. Career Planning and the research and direction of transfers related to individuals.

41.6. Maintenance of transfer guides.

41.7. Liaison with the Officers Commanding Provinces in regard to transfers of personnel.

41.8. Research related to transfers and special exercises as directed.

41.9. Liaison with the chief Staff Officer (Personnel) in matters requiring appearance in the
Police force Orders, transfers list.

48
42.0. DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER
(ADMINISTRATION)

42.1. The Staff Officer (Administration) is responsible to the Chief Staff Officer (Administration)
for:-

42.2. The supervision and co-ordination of duties performed by

a) the Chief Inspector (Administration)

b) the Provincial Quartermaster (PGHQ)
c) the Assistant Inspector (Administration)
d) the Staff at the reception.
e) all Police orderlies and drivers.
f) the Registry Supervisor and the staff.
g) the typing pool supervisor and the staff.
h) the general hands.

42.3. His day to day duties also include: -

a) Production of circulars, and instructions relating to administrative matters, which

arise from revision and amendment of Police legislation.
b) Police Association, matters.
c) Preparation of the Commissioner General’s Annual report.
d) The distribution and administration of Police vehicles at P.G.H.Q.
e) Licences and permits in respect of all Police Institutions.
f) Monitor station Annual Inspection reports.
g) The Organisation and efficiency of staff, personnel including civilian staff.

42.4. All policy matters relating to administration.,

42.5. Welfare matters in con conjunction with the Staff Officer (Welfare).

42.6. The Security of the Police General Headquarters in liaison with the Staff Officer
(Security)

42.7. Supervising the maintenance of Police General Headquarters, buildings and

surroundings.

42.8. Serving as:-

42.10.1. Secretary to the Central Planning Committee.

42.10.2. Member of the Standing Orders Committee.

43.0. DUTIES AND RESPONSIBILITIES OF STAFF OFFICER (SPECIAL

CONSTABULARY)

43.1. The Staff Officer (Special Constabulary is responsible to the Chief Staff Officer
(Operations) for:-

43.2. The running of the Air wing and for all matters relating to members of the Special
Constabulary;

43.3. The administration of the Air wing and Special Constabulary at Police General
Headquarters;

43.4. The supervision of the Special Constabulary registry, for attestation, transfers, discharges,

49
 Force Orders and general correspondence-,

43.5. The administration of all medical matters appertaining to the Special Constabulary,
mileage claims and payments;

43.6. All boards of inquiry in respect of loss or damage to Special Constabulary Air wing
Aircraft and equipment, subject to valid hire agreement;

43.7. Policy matters in regard to the Special Constabulary and Air wing as a whole;

43.8. The maintenance of all personnel records of Special Constabulary on the treasury
computer-,

43.9. Special Constabulary rifle clubs;

43.10. The maintenance of all records of service of members of the Special Constabulary;

43.11. Training;

43.12. Financial estimates;

43.13. Special Constabulary amenities, funds and canteens:

43.14. Research in regard to Special Constabulary matters and

43.15. Periodical visits to Provincial and District Headquarters for the purpose of liaison and or
lecture of members of the Force and Special Constabulary.

44.0. DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (WELFARE)

44.1. The Staff Officer Welfare and Sports is responsible to the Senior Staff Officer (Personnel)
for :

44.1.1. All aspects of welfare within the Force.

44.1.2. Recommending financial assistance in needy cases.

44.1.3. Liaising with the Police Association for the payment of the death benefit.

44.1.4. Arranging and Organising funerals of all members of the Force.

44.1.5. Providing counselling services to members and their families.

44.1.6. Liaising with other governments departments and/or other Forces in and outside the
country on issues pertaining to welfare and sporting matters.

44.1.7. Organising and supervising all Force Sporting Activities.

44.1.8 Controlling, assisting and giving guidance to Kuyedza Club.

44.1.9 Duties ex-officio on all committees of the Police Club, Benevolent Fund, The Outpost and
Police Chapel.

45.0. DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (COMPUTERS)

45.1. The Staff Officer (Computers) is responsible to the Senior Staff Officer (Planning and
Development) for:-

50
45.1.1. Advising the Commissioner General through the computer committee on organisational
computerization policy.

45.1.2. Analysing, Designing, Developing and Implementing Computerized Systems for User
Sections.

45.1.3. Recommending policies relating to Recruitment, Training and Posting of Computer

Personnel.

45.1.4. Acquisition, Installation of both Hardware & Software; keeping Software Licence (s),
defining Maintenance Contracts relating to repairs & servicing.

45.1.5. Gathering and analysing information for developing and/or modifying Data Processing
Systems.

45.1.6. Documenting findings in System Requirements Statements.

45.1.7. Translating Requirements into Logical, Economical and Practical Systems Designs,
applying approved standards.

45.1.8. Preparing detailed specifications from which complete sets of programs will be written.

45.1.9. Supervising Systems Developments and Installation of Systems.

45.1.10. Evaluating Operational Systems periodically and recommending effecting improvements

as necessary.

45.1.11. Ensuring sufficient resources are allocated to projects and that targets and deadlines are
met.

45.1.12. Carrying out Cost/Benefit Analysis of systems solutions for decision making.

45.1.13. Leading, Motivating and Supervising a Team of Programmers /Analysts in Developing,

Implementing and Maintaining computerized systems for users.

45.1.14. Conducting and continually reviewing the performance of Data Processing Staff in the
group or team. (i.e. compilation of Annual Performance Reports).

45.1.15. Recommending training needs of the Team Members.

45.1.16. Participating in the selection and recruiting of Data Processing Staff for the Department.

45.1.17. Providing Technical Assistance to users, in utilizing the computing resources in Designing,
Developing, Implementing, Installation, Testing and Debugging their systems.

45.1.18. Monitoring existing contracts relating to repairs servicing and Licence Renewals.

45.1.19. Participating as Secretary to, The Z.R. Police Computer Steering Committee.

46.0. DUTIES AND RESPONSIBILITIES OF THE STAFF OFFICER (ORDINANCE)

46.1. The Staff Officer Ordnance is responsible to the Senior Staff Officer (Quartermaster)
for:-
46.2. The procurement, control, storage and issue of all clothing and equipment.

46.3. The efficient operation of the following sections:-

51
46.3.1. the Ordinance stores,

46.3.2. the Tailors, and

46.3.3. the Saddlers shop

47.0. DUTIES AND RESPONSIBILITIES OF A CHIEF CLERK

47.0.1. The chief clerk is responsible to the Officer Commanding Province/Department/Unit for
the following:

47.1.1. Advising the Officer Commanding Province/Department/Unit on general administrative

policy matters.

47.1.2. Procurement and maintenance of administrative record and equipment.

47.1.3. Compilation and dissemination of Provincial Circulars and other policy directives from
Officer Commanding Province/Department/Unit.

47.1.4. Supervision of the Staff under him and the general running of the Provincial/Department/
Unit registry.

47.1.5. Perform secretarial duties at meetings held by the Officer Commanding Province/
Department/Unit.

47.1.6. Being a signatory to Provincial Fund and Contingent Account.

47.1.7. Ensuring that returns are compiled and submitted when due.

47.1.8. Co-ordination of the appraisal System in the Province/Department/Unit.

47.1.9. Performing any other duties/tasks as may be from time to time directed by his Officer
Commanding Province/Department/Unit.

48.0. DUTIES AND RESPONSIBILITIES OF STAFF OFFICER (MUSIC)

48.1. The Staff Officer (Music) is responsible to the Chief Staff Officer (Administration) for:-

48.1.1. Planning for and directing activities geared towards recruitment training and continuous
development of bands personnel.

48.1.2. Controlling funds allocated for the acquisition of equipment necessary for the efficient
functioning of the music section.

48.1.3. Co-ordinating activities relating to music within the Zimbabwe Republic Police

48.1.4. Initiating policy on matters relating to Music.

48.1.5. Drawing up plans for the Music Section in liaison with the directors of Music.

48.1.6. Preparing and submitting consolidated bids and estimates for the Music Section for
consideration by the Chief Staff Officer (Administration).

48.1.7. Initiating and participating in the procurement of band-instruments and other equipment
for the section.

48.1.8. Operating a central booking system for all police bands which should operate without

52
 prejudice to general standards of performance.

48.1.9. Conducting performance appraisals for immediate subordinate staff annually and whenever
necessary.

48.1.10. Providing general guidelines to directors of music on the maintenance of good standards
of performance of band personnel.

48.1.11. Carrying out visits and inspections of bands to look into operational efficiency and ensure
that high standards are maintained, by police bands.

48.1.12. Dealing with all matters pertaining to the welfare efficiency and discipline of staff that are
brought to his attention.

48.1.13. Liaison with other offices on matters pertaining to music.

APPENDIX 4 (of 11.2)

BAND SECTION ORGANISATION STRUCTURE

CHIEF STAFF
OFFICER SAC
(ADMIN.)

STAFF
OFFICER C/Supt
(Music)

DIRECTOR OF DIRECTOR OF Supt/C/Insp

(MUSIC) (MUSIC)

O.I.C O.I.C Insp

53
PART 2

DISCIPLINE
TABLE OF CONTENTS

1.0. General Responsibilities: All members

2.0. Responsibilities of Officers

3.0. Saluting

4.0. Mode of Address

5.0. Obedience to Orders

6.0. Smoking

7.0. Riding of Bicycles on duty

8.0. Presents

9.0. Private Employment

10.0. Residence at Licensed Premises, Hotels

11.0. Drunkenness

12.0. Gambling

13.0. Radio and Television receivers

14.0. Animals at Police Stations

15.0. Unauthorised Persons in Police camps

16.0. Politics and the Police

17.0. Visits by Police outside Zimbabwe

18.0. The President of Zimbabwe

19.0. Flying of flags

20.0. Members of Parliament: Courtesy

21.0. Dignitaries and Foreign Representatives: Official Vehicle identification”

22.0. Haircuts and appearance

23.0. Wearing of Uniforms

24.0. Carrying of Sticks, Whips etc on duty

25.0. Maintenance of Uniform and Equipment

26.0. Complaints by member

54
27.0. Complaints against the Force

28.0. Adverse reports on members

29.0. Reports from Members on their conduct

30.0. Minor Misconduct

31.0. Arrest of a member

32.0. Suspension of a member

33.0. Prosecution of members in terms of the Police Act

34.0. Trials of Members in terms of the Police Act

35.0. Legal Representations at Disciplinary Trials or Boards of Inquiry

36.0. “ Civilian Witnesses at Police Trials and Inquiries”

37.0. Previous convictions in terms of the Police Act or other law.

38.0. Minor Punishment

39.0. Sentence of imprisonment in terms of the Police Act

40.0. Forfeiture of Salary and allowances.

41.0. Appeals

42.0. Boards of Inquiry: Types

43.0. Boards of Inquiry: into Suitability and fitness.

44.0. Desertion

45.0. Criminal Charges against members.

46.0. Legal actions against members

47.0. Legal actions by members

48.0. Honours and awards

APPENDICES

I . Hair Style Authorised for male and female members of the Force

2. Specimen Notice of Warning

55
1.0. GENERAL RESPONSIBILITIES: ALL MEMBERS

1. 1. Every member shall make himself thoroughly conversant with the Police Act Police Knowledge
Regulations, Standing Orders, and all other instructions or orders, published, that may be of Orders and
in force at the time of publication of these Standing Orders, or that may subsequently be instructions
issued.

1.2. Every member is responsible to his immediate superior for his own conduct and efficiency Responsibility of
and for the discipline and efficiency of those members placed under his command, and members
shall ensure that the laws, instructions and orders referred to in paragraph 1. 1. above are
complied with.

1.3. Every member shall: - General conduct

of members
1.3.1. by his own personal conduct, be a good example to his subordinates;

1.3.2. avoid undue familiarity with his subordinates but shall adopt a an attitude which is
compatible with civility and kindness;

1.3.3. not place himself in a position of fear of accusation in the event of having to report his
subordinates for breaches of discipline or for misconduct;

1.3.4. avoid reproving any subordinate member in the presence of any prisoner, member of the
public, or other member of a junior rank to that of the member reproved;

1.3.5. be impartial in the distribution of duties among his subordinates;

1.3.6. perform his own duties efficiently, energetically and in accordance with law, orders and
instructions;

1.3.7. not issue any orders which are vague, ambiguous or unlawful, but shall exact a ready
obedience to his lawful orders;

1.3.8. always be ready to advise and instruct subordinates in any matter connected with their
duties;

1.3.9. not publish any official document or information, or use the same for personal controversy
or private purpose, without the authority of the Commissioner General

1.3.10. the use of intemperate or irritating language and shall maintain a good temper and treat all
persons with courtesy and consideration;

1.3.11. practise truthfulness and sobriety at all times;

1.3.12. maintain the fullest co-operation with all other members and other branches of the Force.

2.0. RESPONSIBILITIES OF OFFICERS

2.1. Every Officer, irrespective of his rank or branch in the Force, is responsible to the General/Conduct
Commissioner General for the maintenance of good order and discipline within the Force
at all times

2.2. The Commissioner General expects all Officers to keep him fully informed on all matters Matters of
of interest, especially those concerning serious crime or security and those affecting interest to the
the discipline, efficiency or welfare of the Force. Such information must be sent to the Commissioner
Commissioner General expeditiously. Whether it is sent by telephone, radio or post will General.
depend upon the circumstances of each case. It should be through his Officers, rather than

56
 from other Government departments or the Press, that the Commissioner General is first
acquainted with information regarding any matter of importance.

2.3. An Officer Commanding Province or acting in command of a Province, shall not leave
his area of command without the authority of Commissioner General. Provided that the
Officer Commanding Harare Province, may visit those portions of Mashonaland Provinces
within forty-eight kilometres of Harare Post Office without such authority.

2.4. A Provincial Criminal Investigation Officer, or an Officer acting as Provincial Criminal

Investigation Officer, shall not leave the area of his command without the authority of the
Officer Commanding Criminal Investigation Department.

2.5. An Officer Commanding, District, shall not leave the area of his command without the
authority of his immediate superior. Provided that this shall not apply to the movements
of Officers Commanding, Bulawayo Central and Suburban District and Bulawayo West
District, within the area of forty-eight kilometres from Bulawayo Post Office, and the
movements of the Officers Commanding, Harare Central District, Harare South and
Harare Suburban District, Harare traffic within the area of forty-eight kilometres from
Harare Post Office.

2.6. Criminal Investigation Officers stationed in Harare and Bulawayo may not leave the area
within forty-eight kilometres of Harare and Bulawayo Post Offices, respectively, without
the authority of their immediate superior.

2.7. An Officer Commanding, province other than Harare or Mashonaland Provinces, visiting
Harare on duty shall call upon the Commissioner General at Police General Headquarters
and shall keep the Staff Officer (Commissioner General) advised regarding the times of
his arrival and departure.

2.8. Officers, other than Officers Commanding Provinces, visiting Harare on duty shall contact
the Staff Officer (Commissioner General) or in his absence the Senior Staff Officer (Crime),
on arrival in Harare and shall enquire whether the Commissioner General requires their
attendance at Police General Headquarters.

3.0. SALUTING

3.1. In this paragraph- Definition

“equivalent rank” bears the meaning assigned thereto in the Defence Force [Discipline]
Regulations.

3.2. A member required to salute in terms of this part shall do so only when in uniform. Procedure all
members.
3.3. Every member shall salute

3.3. 1. The President;

3.3.2. Judges of the High Court;

3.3.3. Ministers and Deputy Ministers;

3.3.4. The senior diplomatic representative of any other country when he is displaying his
country’s flag or emblem on his motor vehicle;

3.3.5. Officers of or above the rank of Inspector who are senior to him in rank;

3.3.6. Officers of or above the rank of Lieutenant rank in the Defence Forces or Superintendent

57
 in the Prison Service, if such officers are Senior to him in rank; for the purposes of this
sub-paragraph:-

a) senior State Officials;

b) the rank of Brigadier or equivalent rank or the rank of Director is senior to any
rank below that of Senior Assistant Commissioner.

c) Officers of the Defence Forces of the rank of Lieutenant or equivalent rank and
above;

d) The rank of Lieutenant- General or equivalent rank is Senior to any rank below
that of Commissioner General

3.3.7. Any other person to whom he would, if in civilian dress raise his hat in respect or courteous
recognition, i.e. retired members, prominent citizen, etc.

3.4. Without derogation from the provisions of paragraph 3.3. salute shall be given by: Procedure:
Assistant
3.4. 1. a member of or below the rank of Assistant Inspector to Inspector and
below
a) Senior State Officials;
b) Magistrates;
c) Officials of the Defence Forces of the rank of Lieutenant or equivalent rank and
above.

3.4.2. An Officer of the rank of Chief Inspector or Inspector, to Officers of the Defence Forces Inspector/Chief
of the rank of Major or equivalent rank, Inspector

3.4.3. An Officer of the rank of Superintendent, to Officers of the Defence Forces of the Rank Superintendents
of Lieutenant-Colonel or equivalent rank when addressing or being addressed by such
persons.

3.5. Members on point duty are required to salute in terms of this paragraph unless actively Members on
engaged in directing traffic at the time the salute is required. point duty.

3.6. Officers of or above the rank of Inspector shall salute (except when in attendance on Members at
the President or other dignitary taking the salute at a parade a other ranks will stand to parades and
attention whenever:- Ceremonies.

3.6.1. The National Anthem is played: Provided that -

a) no compliment will be paid when the National Anthem is played incidentally, e.g.
during the showing of a newsreel depicting a military parade or in a tearoom at the
conclusion of a radio/T.V. broadcast-,

b) when more than one verse of the National Anthem is played, members shall stand
to attention during the whole of the National Anthem but members required to
salute shall do so only during the first verse;

c) when a parade under arms presents arms immediately prior to the playing of the
National Anthem, Officers of or above the rank of Inspector shall come to the
salute with the second movement of the “present” and down again with the second
movement of the “shoulder”;

3.6.2. The flag is lowered at retreat;

58
3.6.3. The Last Post and Reveille are sounded at military or Police funerals.

3.7. Every member shall salute Procedures:

Colours and
3.7.1. When the regimental colours pass or are passed uncased and funerals.

3.7.2. Whenever, passing or being passed by the body at a funeral.

3.8. Members in civilian dress shall remove hats and stand to attention on the occasions In civilian
described in paragraphs 3.6. and 3.7. above. dress.

3.9. If an event described in paragraphs 3.6. or 3.7. occurs when head gear is removed, a Without head
member shall stand to attention and shall not. gear

3.10. The Member-In-Charge of, or the Senior member in a party shall call the party up to Party of
attention and he alone shall salute when required to do so in terms of this paragraph. When members
the party is on the move, he shall give the order “eyes right” or “eyes left” as required or,
if the occasion is one described in paragraphs 3.6. and 3.7. he shall bring the party to a
halt.

3.11. Notwithstanding the provisions of this paragraph a member driving a motor vehicle or Whilst driving
riding a motor cycle or bicycle shall not salute when the vehicle is in motion. When vehicles.
its stationery, he shall salute by giving “eyes right” or “eyes left” as required without
removing his hands from the steering wheel or handlebars.

3.12. Instructions regarding the identification of official cars carrying persons entitled to be Identification of
saluted are contained in paragraphs 20.4. and 21.0. of this Part. official cars

4.0. MODE OF ADDRESS

4.1. All members of the Force will be addressed by their Police rank verbally and in Members of the
correspondence force.

4.2. Members of and above the rank of Inspector shall be addressed as “Sir or Madam” by their Inspector and
subordinates. above.

4.3. Instructions regarding the forms of address to be used in respect of the President of Forms of
Zimbabwe and other dignitaries are contained in paragraphs 18.6. and 20.3. of this part. address:
President
5.0. OBEDIENCE TO ORDERS

5.1. Every member shall receive the lawful commands of his superior with deference and Receipt
respect, and shall execute them with alacrity.

5.2. Every superior member shall give his orders in temperate language and with due regard to Issue
the feelings of those under his command.

5.3. While no member is compelled to obey an order which is obviously unlawful or Obedience
improper, shall not refuse or neglect to obey any lawful order from personal motives or
considerations.

5.4. Should any member consider that an otherwise lawful order is unfair or unjust to him, he Procedure:
must first obey the order, but may thereafter make representations in terms of paragraph Unjust Orders:
26. 1. of this Part.

59
6.0. Smoking

6.1. A member in uniform and whether on or off duty shall not smoke in place, or in the rooms In public places:
or passages of the courts of justice, police charge offices, or other public offices. offices

6.2. A member shall not smoke when travelling in uniform in any police vehicle, in any town While driving
or built up area.

7.0. RIDING OF BICYCLES ON DUTY

7.1. Privately-owned bicycles used by members in the course of their duties must be maintained Maintenance
by their owners in clean and mechanically sound condition and must comply with the
requirements of the law.

7.2. All such bicycles shall be inspected at least once every week by the Officer or Member-In- Periodic
Charge or a member deputed by him. A record of such inspections will be maintained in inspections
the Charge Office diary in terms of paragraph 2.3.17. of part G.4 Standing Orders Volume
II indicating:-

7.2.1. Date of inspection;

7.2.2. Name of member carrying out inspection

7.2.3. Names of members inspected;

7.2.4. Matters arising

7.2.5. Action taken in regard to matters arising

7.3. Members shall not ride a bicycle of the “drop handlebars” type or “sport model” type Style prohibited.
when on duty

7.4. Bicycle allowance payable in terms of paragraph 11.1. of Part F l of these Standing Orders,
shall not be paid for these types of bicycles.

8.0. PRESENTS

8.1. No member shall receive any present or material benefit in respect of the performance of Receipts of
his official duties without the prior permission of the Commissioner General. If any offer present.
of entertainment is received by a member from the public the circumstances of which
suggest an ulterior motive behind the offer this should be reported by the member to his
immediate superior.

8.2. The provisions of paragraph 8.1. above also apply to presentations to members retiring Member retiring.
from the Force.

8.3. Donations of cash to Force Funds will not be accepted without the authority of the Donations of
Commissioner General. When specially requested by the donor, and on the recommendation cash.
of Officer Commanding Province, the Commissioner General may authorise the payment
of a donation to Provincial funds, in exceptional cases, to Recreation Club funds, but
normally donations shall be credited to the appropriate Benevolent fund.

8.4. Instructions as to the acceptance of trophies are contained in paragraph 2 5. 1. of Part 10. Donations of
trophies.
9.0. PRIVATE EMPLOYMENT

9.1. Except as provided by these Standing Orders, no member shall take up any form of private Authority of the

60
 paid employment, whole time or part-time, whether on leave or not, without the prior Commissioner
permission of the Commissioner General. General.

9.2. Normally permission will only be granted when the employment does not adversely affect Conditions
the efficiency of the member in his duties or the reputation of the Force and where the
employment of the member is in the public interest.

9.3. Any such application shall be submitted in quadruplicate through the usual channels to Procedure:
P.G.H.Q. and shall indicate:- Application

9.3.1. Intended period of employment;

9.3.2. Name and address of employer;

9.3.3. Nature of intended employment;

9.3.4. Salary or wages to be paid.

9.3.5. Any special circumstances which the applicant considers exist and which make it necessary
for such employment to be sought.

10.0 RESIDENCE AT LICENCED HOTELS

10.1. WHEN it is necessary for a member to reside on or board at a licensed hotel because no
suitable alternative accommodation is available, the facts must be reported as soon as
possible through the usual channels to P.G.H.Q. and the necessary approval sought.

11.0. DRUNKENNESS

11.1. A member who is drunk or rendered unfit for duty through drink may be placed under Close Arrest
close arrest when this is necessary for his own safety or the maintenance of GOOD order.
Such member may be released from close arrest when sober pending any disciplinary
action which may be taken against him. WHEN deciding whether a member should be
placed under close arrest, consideration must be given to all the circumstances and the
possible consequences arising from the decision. On the one hand, a member on being
released to open arrest may become involved in further offences, similarly; a member in a
lesser degree of intoxication may be provoked to violence on being detained.

11.2. The provisions of paragraph 11.0. of the Police Duties and Investigations Manual shall Provisions
apply to any member who has been detained for drunkenness. applicable.

12.0. GAMBLING

12.1. Gambling, including book making or acting as an agent for bookmaker, shall not be Within Police
permitted at any police station, post, camp or quarters. Premises.

12.2. Although members are not prohibited from taking part in legal gambling in their private Members in
capacity, they must not do so:- private capacity

12.2.1. When on duty or in uniform other than as directed by exigencies of the Force.

12.2.2. On credit.

They must also not act as bookmaker or accept bets.

61
13.0. RADIO AND TELEVISION RECEIVERS

13.1. Members who possess privately owned radio and television receivers at any police station, Possession
post camp or quarters shall ensure that such receivers are duly licenced in compliance with of radio and
the law. television
receivers
14.0. ANIMALS AT POLICE STATIONS

14.1. Except with the approval of Officer Commanding Province, no privately owned animals Animals: general
other than poultry, rabbits or domestic pets shall be kept at any police station, sub-station
or post. The term “domestic pets” does not include cattle, sheep, goats or pigs.

14.2. Except with the approval of the Officer/Member in Charge, no private animals shall be Poultry, Rabbit
kept at any Police Station, Sub-station or post, but Officers/Members in Charge should and domestic
give sympathetic consideration to applications to keep poultry, rabbits or domestic pets at pets.
police stations or posts where they are not likely to create any nuisance.

14.3. Members applying to keep private animals at Police Stations, Sub -stations or post, must Procedure:
state the reason for their request and the proposed number and type they wish to keep. application.

14.4. Permission to keep cattle will usually only be granted when they are required for milking Conditions cattle
purposes and where facilities for a satisfactory supply of milk at a reasonable price do not
exist.

14.5. Members who possess animals in accordance with the provisions of 14. 1. and 14.2. shall Conditions cattle
ensure that they comply with the requirements of the law in respect of such animals.

14.6. Instructions as to the disposal of animals which are found property are contained in Animals: found
paragraph 19.4. of Police duties and Investigation Manual. property.

14.7. Instructions on the keeping of member’s privately owned horses in Police stables are Horses
contained in 86.1 of Part Q3.

15.0. UNAUTHORISED PERSONS IN POLICE CAMPS

15.l. Members of the public are not permitted to sleep at a Police Station, Post, Camp or quarters Members of
without the permission of the Officer/Member in Charge. This shall be granted where public.
some good reason exists. Whenever such permission has been granted, an appropriate
entry shall be made in the station Charge Office diary.

15.2. Zimbabwe State employees may be permitted to ‘ to occupy quarters and to have meals at State employees.
Police Stations while they are on duty away from their own stations on a temporary basis
and with permission of the Officer/Member-In-Charge.

15.3. Domestic employees of members of the Force may be permitted to reside at Police stations Domestic
or quarters at the discretion of the Officer/Member-In-Charge who shall issue a pass (form employees
82) to the employee concerned. The pass shall be withdrawn when the employee is no
longer employed by the member concerned. Domestic employees may be called upon by
the Officer/Member-In-Charge to perform any fatigue duties necessary to maintain the
cleanliness of the station or, quarters.

15.4. Any member other than a member of the Force or his dependant, who resides at any Police Conditions
station, Post, Camp or quarters, may be required to leave such Police Station, Post, Camp
or quarters if the Officer/Member-In- Charge, believes that the continued presence of such
person would be detrimental to the safety, efficiency or cleanliness of such Police Station,
Post, Camp or Quarters or to Police discipline.

62
16.0. POLITICS AND THE POLICE

16.1. Political meetings shall not be held at any Police Station, Post, Camp or Quarters and Meetings and
political canvassing of members, either to support a particular political party or to register canvassing
as voters, by any member of any political party, is not permitted at any police station, post,
camp or quarters.

16.2. Members shall not actively participate in politics. For the guidance of members, that Participation in
conduct, whereby a member shall be deemed to be actively participating in politics is politics
outlined in the schedule to the Police Act.

17.0. VISITS BY POLICE OUTSIDE ZIMBABWE

17.1. No member of the Force shall proceed out of Zimbabwe on duty, unless he has prior On duty
authority to do so.

17.2. Routine visits to places in foreign countries close to Zimbabwe boarder, for local liaison Boarder liaison
purposes and the like may be authorised by Officers Commanding Provinces, or Provincial visits.
Criminal Investigation Officers.

17.3. Any visit to a foreign country, other than to places close to the Zimbabwe border, may Foreign
only be authorised by Police General Headquarters. countries.

17.4. Instructions regarding the procedure to be adopted when it is intended to perform a journey Use of State
in a State vehicle outside Zimbabwe in terms of this paragraph, are outlined in paragraph vehicles
13.0. of Part Q.4. Volume II Standing Orders.

18.0. THE PRESIDENT OF ZIMBABWE

18.1. The President is the Head of State and Commander in Chief of the Zimbabwe Armed The President
Forces and shall be accorded respect due to his position and rank.

18.2. At all police functions attended by the President he shall be received by the Senior Officer Police
present. functions.

18.3. The President and the first lady take precedence over all guests, including the guest of
honour.

18.4. When it is desired to invite the President and the first lady to a police function, enquiry Invitations to
should first be made with the Staff Officer (Commissioner General) at Police General the President
Headquarters who, on the direction of the Commissioner General will make the necessary
approach through the Ministry of Home Affairs. Under no circumstances will there be a
departure from this procedure.

18.5. Officers Commanding, Officers/Members-In-Charge, stations, shall be advised of all Official tours.
official tours and shall make arrangements for ensuring that Police are on duty where
required and that the Aide Camp to the President is kept informed of road conditions and
any other matters relevant to the journey.

18.6. The President’s car will always be afforded special facilities. Official
vehicles.
18.7. When meeting the President, he shall be addressed as “Your Excellency” and during the Mode of
conversation it will be in order to address him as “Sir”. address.

18.8. The President and the first lady shall be treated with the usual deference but ladies are not
to bow in courtesy.

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18.9. The following instructions shall apply to the deportment of members at any function Deportment
attended by the President and or the First lady. general

18.9. 1. When the President and/or the first lady enters a room theatre, hall or auditorium or any
public place or venue, those people sitting down should stand until the President and his
wife are seated. Guests would not normally stand when the President makes a speech,
reads a prayer, takes a salute, inspects a guard of honour or presents prizes, and

18.9.2. Nobody should leave before the President and or first lady and all should stand up on his/
their departure.

Normally the person responsible for the function will include notes in the programme
telling people when to stand, sit down or remove head-gear.

19.0. FLYING FLAGS

19.1. The national flag and the Police flag should at all times be treated with respect and Conduct
dignity.

19.2. Flags shall be maintained in good condition at all times and must be replaced when the Maintenance
colours or the material become worn

19.3. If there is more than one flag staff on or outside a public building, the national flag will be Priority of
on the extreme right as viewed by a person standing with his back to the building. When national flag.
a number of flags are displayed together, the national flag should be hoisted first and
lowered last.

19.4. Flags shall be flown from sunrise to sunset and should be lowered slowly and with dignity Flying, hoisting
and should not be allowed to come into contact with the ground. Similarly, when flags are and lowering.
hoisted in the morning, they should not come into contact with the ground and should be
raised slowly and with dignity.

19.5. Flags should only be flown at half mast on instructions from Police General Headquarters. Half mast
On such occasions, stations will be advised by signal and flags should first be hoisted to
the top of the flag staff and then slowly lowered until the centre of the flag is halfway
between the top and the bottom of the flag staff. Before flags are lowered at sunset, or at
the appointed time, they should first be hoisted to the top of the flagstaff.

20.0. MEMBERS OF PARLIAMENT COURTESY

20.1. Members of Parliament should at all times be treated with courtesy and respect. For Conduct
saluting see 3.3.3. of this part.

20.2. Photographs and names of members of Parliament will be issued to stations from time Recognition
to time for the information of station personnel. Identity cards are issued to members of
Parliament. These cards are in the form of a folder, and, 20.2. 1. bear the photograph of
the holder on the inside; and 20.2.2. are stamped “PARLIAMENT OF ZIMBABWE” and
20.2.3. are covered with green leatherette

20.3. Cabinet Ministers and Members of Parliament shall be addressed as “Sir”. Mode of address

20.4. The following insignia shall be displayed by official, vehicles on official journeys whilst Official vehicles
carrying those persons entitled to be saluted in terms of 3.0. of this. part;

20.4.1. Cabinet Ministers:

a pennant in the form of miniature replica of the national flag;

64
20.4.2. The Speaker;

a green pennant with red extremities, bearing the Parliament Coat of Arms and the words
“House of Parliament”

21.0. DIGNITARIES AND FOREIGN REPRESENTATIVES:

OFFICIAL VEHICLES IDENTIFICATION

21.1. The following insignia shall be displayed by Official vehicles used on official journeys Vehicles
recognition.
whilst carrying those dignitaries entitled to be saluted in terms of 3.3.4. of this part;

21.1.1. Commissioner General of police;

a dark blue pennant bearing the Police badge.

21.1.2. Senior diplomatic representatives of any other country: in lieu of registration plates, a
plate bearing the letters “CD” in conjunction with a series of numbers in black upon a
white reflective background. The vehicle will display that country’s flag when a diplomat
is travelling on official duties.

21.2. Identity cards are issued to representatives of foreign powers who enjoy status under the Foreign
immunities and Privileges Act. These cards are in the form of a folder, the front of which representatives:
is stamped with the Zimbabwe Bird symbol and “Ministry of Foreign Affairs” I.D. Cards I.D. Cards
issued to members of the diplomatic Corps who enjoy full diplomatic status:

21.2.1. Bear the photograph and signature of the holder inside

21.2.2. Where the holder has the personal rank of Ambassador or High Commissioner, the card is
franked with the words “Head of Mission” in red; and

21.2.3. The colour of the card is blue.

22.0. HAIRCUTS AND APPEARANCE

22.1. For photographs depicting the hair styles authorised for male members of the Force, see Hair style:
Appendix of this Part. males

22.2 Members are at liberty to wear their hair shorter if they so wish but no member may be Choice of style.
compelled to have his hair cut shorter than illustrated.

22.3. Hair styles must always be presentable and the hair must not be allowed to protrude Fitting of head
unkempt from underneath the cap. A properly fitted cap will contribute to the appearance dress.
of the hair. A cap which is too small can result in the hair at the back of head standing out
giving the impression that the hair is too long.

22.4. Sideburns may be worn to the extent indicated in the photographs. Sideburns

22.5. Moustaches if worn, shall be trimmed and be of moderate length. They must not drop Moustaches
down and will be cut horizontal with the line of the top lip and not hang over the top lip.
The chin, cheeks, cheek bone area and lower lip must be clean shaven.

22.6. The hair of female members, when on duty, will be kept well above the collar. Make-up, Appearance:
if worn shall be in conspicuous. Highly coloured nail varnish will not be used. female members

22.7. Members, whether on or off duty, will not affect any style of hair or dress to give rise to Accepted
public comment or likely to bring the Force into disrepute. appearance.

65
22.8. Departure from these provisions will be permitted only by:- Exceptions

22.8.1. An Officer of or above the rank of Superintendent for a temporary period while a member
is carrying out particular duties necessitating a departure;

22.8.2. Officer Commanding District if a medical certificate from a Government Medical Officer
is produced in support.

23.0 WEARING OF UNIFORM

23.1. Members required to wear uniforms shall wear them in accordance with the appropriate Dress Orders
dress order as laid down in Appendix 5 of part Q3 Standing Orders Volume Il.

23.2. No member may wear uniform outside Zimbabwe, whether on or off duty, unless authority Outside
to do so has been granted by the Commissioner General. Zimbabwe

23.3. For the wearing of uniform at weddings of members see paragraph 41.6 of part P.9.

24.0. CARRYING OF STICKS, WHIPS, ETC, ON DUTY

24.1. Subject to the provisions of paragraph 24.2. - 24.4 below, members shall, carry sticks, Restrictions
whips, sjamboks etc on duty.

24.2. Instructional staff at Depot, and Officers of or above the rank of Inspector may carry a Canes
cane of authorised pattern when on duty.

24.3. Equitation and farrier staff at depot and members performing mounted duties may carry a Riding Whips
riding whip or crop.

24.4. Members of or below the rank of Assistant Inspector may carry a baton of authorised Batons
pattern for personal protection.

25.0. MAINTENANCE OF UNIFORM AND EQUIPMENT

25.1. Every member shall maintain in clean and serviceable condition all articles of uniform and Standard of
equipment issued to him or her which he/she is required to maintain. maintenance

25.2. Members shall be properly turned out, and equipped at all times when on duty. Accepted
Appearance.
25.3. Officers/Members in Charge shall ensure that their subordinates comply with the provisions
Parading for duty
of paragraphs 25. 1. and 25.2. above and may order such members to parade for inspection
prior to proceeding on duty.

25.4. For the periodic checking of kit and equipment, see paragraph 8.1.-8.4. of part G.2 Standing Periodical checks
Orders Volume 11.

26.0. COMPLAINTS BY MEMBERS

26.1. Any member who feels aggrieved or considers that he has a just cause for complaint on any To the
matter relating to his treatment as a member of the Force, or arising out of the conditions Commissioner
under which he serves, may submit a written statement on the subject through the usual
General.
channels to the Commissioner General within the time and in the manner prescribed in the
Police [Trials and Boards of Inquiry] Regulations. Provided that if the matter can be dealt
with by an Officer of or above the rank of Superintendent other than the, Commissioner
General to the satisfaction of the member concerned it shall be so dealt with. For legal
action by members, see 48. 1. of this part.

66
26.2. Any member who, having submitted a complaint in writing to the Commissioner General To the Police
in terms of 26.1 above, is dissatisfied with the Commissioner General’s decision on Service
the matter may request that the matter be referred to the Police Service Commission in Commission
accordance with the provisions of the Police Act.

26.3. Any member who receives any complaint from a subordinate and who is unable to deal Receipts of
with the matter himself to the satisfaction of the subordinate shall forward the complaint complaint
to his superior as soon as possible together with his own report on the matter.

26.4. The attention of all members is drawn to the penalties, provided by the Police Act for Offence
falsely imputing improper conduct on the part of any member or making frivolous or
vexatious complaints.

26.5. No member shall complain on behalf of another member and collective complaints or Collective
representations are not permitted except in accordance with the constitution of the Z.R. complainants
Police Association.

26.6. No member shall communicate without authority, directly or indirectly, to any member of Communications
the Press or public, any matter or thing relating to the Force, where such communication
is likely to be prejudicial to the administration discipline or efficiency of the Force.

26.7. Deliberations or discussions by members with the object of conveying praise, censure, or Verbal
any mark of approbation towards their superiors are prohibited. complainants

26.8. Nothing contained in 26.0. of this Part shall be construed as preventing a member from Verbal
making a verbal complaint to an Officer of or above the rank of Superintendent at any complainants
time

27.0. COMPLAINTS AGAINST THE FORCE

27.1. All complaints by members of the public against the Force or individual members thereof
shall immediately be forwarded through the usual channels to the Officer Commanding
Province. In the case of a written complaint, Officer/Member in Charge shall only correspond
directly with the complainant in order to acknowledge receipt of the communication as
soon as it has been received. For an example of a letter of acknowledgement, see appendix
2 of part G.3.

27.2. Each Officer Commanding Province maintains a “Complaints Book” in which is Complainants
recorded. Book

27.2.1. The date of the complaint;

27.2.2. Brief details of the complaint;

27.2.3. Particulars of the complainant;

27.2.4. The final outcome of investigations with appropriate references. The complaints book is
available to the Commissioner General and Deputy Commissioner Generals when visiting
Provincial Headquarters.

27.3. Officers Commanding Provinces are responsible for directing the investigations of the Investigation of
complaint and shall nominate a member to interview the complainant. The rank of the complaint.
member nominated will depend on the seriousness of the complaint.

27.4. Where complaints are made direct to Police General Headquarters the matter is referred To Police
to the Officer Commanding Province, and the complainant advised that the complaint is General
being investigated. On completion of investigations, the Officer Commanding Province Headquarters

67
 submits a short note to Police General Headquarters giving the result of investigations.

27.5. The Minister of Home Affairs has agreed that complaints made to him about the Force To the Minister
shall be referred to the Commissioner General and they will then be dealt with as outlined
above.

27.6. Whenever a member of the public brings a criminal charge against any member of the Procedure
Force, the Officer Commanding Province concerned must be notified immediately through Criminal charges
the usual channels and the matter thoroughly investigated without delay.

28.0. ADVERSE REPORTS ON MEMBERS

28.1. Members shall at all times advise their subordinates of any short-comings which, if not Verbal Advice
corrected, might lead to an adverse report on them being submitted advice will not be held
over until a report is due-to be submitted.

28.2. Should any member consider it necessary to submit in writing an adverse report on any Written advice.
subordinate member, the member reported on will be shown the report and will sign it as
having read it, unless the report concerns matters of security.

28.3. Notwithstanding the provisions of paragraph 28.0. above, the Commissioner General may Special Reports
call for a special confidential report on any member and it shall be at the Commissioner
General’s discretion as to whether the contents of the report shall be divulged to the
member reported on.

29.0. REPORTS FROM MEMBERS ON THEIR CONDUCT

29.1. A member who is alleged to have committed any breach of discipline or offence, whether on When applicable
duty or off duty shall only be ordered to make a report on his own conduct when pertinent
facts are required to be known e.g. where a member is involved in an accident in State
transport or where a member is ordered to report on work performed and places visited
whilst on patrol. Either of these reports may lead to disciplinary action but are demanded
bona fide and primarily for the ascertainment of facts. Consequently members shall not be
ordered to submit such reports as a mere preliminary to disciplinary proceedings in matters
where all the facts are already known e.g., where one member finds another member to be
intoxicated.

30.0. MINOR MISCONDUCT

30.1. Any member who is alleged to have committed any minor irregularity or breach of Summary
discipline which does not justify trial proceedings may be dealt with summarily by an proceedings.
officer or the Officer in Charge.

30.2. If any member objects to being dealt with summarily in terms of 30.1. above he may still Member may
agree to be dealt with summarily by an Officer of or above the rank of Superintendent. elect Officer

30.3. If any member objects to being dealt with summarily for his alleged misconduct he shall Member may
state his objection to the Officer concerned before whom he is brought, who shall then elect proceedings
direct that the matter shall be dealt with by disciplinary trial.

30.4. If the member does not state any objection, the Officer concerned shall hear the complaint Procedure and
against the member and shall hear whatever, the member may wish to say in answer to the sentence.
complaint, and may then: -

30.4.1. If the member is a Constable:-

a) Direct that the member shall not absent himself from camp for a period not

68
 exceeding three days, except when such absence is necessary for the performance
of Police duties, and shall perform fatigue duties during that period or;

b) Direct that the member shall forfeit not more than two days’ time off or,

c) Direct that the member shall perform extra guard duties, pickets or parades, not
exceeding three in number.

30.4.2. Whatever the rank of the member, reprimand the member.

30.5. Details of the irregularity or breach of discipline, the member’s reply to the complaint, and Record of
the action taken by the Officer or Officer in Charge shall be recorded on Minor Misconduct proceedings
record (Z.R. Police form 56) in duplicate.

30.6. Where the matter is dealt with by the Officer/ Member in Charge, both completed forms 56 Disposal of
will be forwarded immediately to Officer Commanding District for perusal. After perusal record.
one copy of the form 56 will returned to station of origin for filing and one copy filled on
the member’s duplicate record of service.

30.7. Minor Misconduct records may be referred to in any reports on the member submitted to Further
the Commissioner General and may be considered in any board of inquiry concerning the consideration
member, but details thereof shall not be entered in the member’s defaulter record and may
not be proved as a conviction at any subsequent trial of the member. They may, however
be considered by an Officer awarding further summary punishment or in deciding whether
an offender should be tried as the Police Act provides. Any form 56 relative to a member’s
recruit training period shall be destroyed on completion of the training.

31.0. ARREST OF A MEMBER

31.1. The Police Act permits the arrest of any member found committing, alleged to have Power to arrest
committed or suspected of having committed an offence under the Act.

31.2. A member who is arrested in terms of the Police Act shall be placed either under open or Arrest of
close arrest. Only in exceptional circumstances should a member be placed under close members.
arrest. For guide-lines concerning the placing of intoxicated persons under close arrest,
see 11.1. of this part.

31.3. A member who is placed under open arrest: - Procedure open

arrest.
31.3.1. Shall not leave his station or quarters without the permission of a senior member;

31.3.2. Shall attend all parades and shall be available for all duties;

31.3.3. Shall report to a senior member as required.

31.4. A member who is placed under close arrest:- Procedure:

close arrest.
31.4.1. Shall be searched, deprived of weapons and placed either in confinement or, if the
circumstances require it, in the custody of a guard who shall be a member of equal or
senior rank.

31.4.2. Shall not be committed to any prison except upon the authority of the Commissioner
General but, when placed in confinement, shall be confined in a police cell or guard
room;

31.4.3. Shall not, except in cases of emergency, be required to perform any duty other than duties
as may be required to relieve him of any cash, stores or accounts, etc of which he may

69
 have charge or for which he is responsible. Provided that any such member shall not have
his offence waived merely because he is ordered to perform any duty.

32.0. SUSPENSION OF A MEMBER

32.1. The suspension of a member in terms of the Police Act, pending trial or board proceedings,
shall be on the authority of Officer Commanding Province who seeks confirmation of the
Commissioner General within twenty four hours.

32.2. A member who has been suspended in terms of 32.1 above loses all his powers as a Powers and Status
Policeman during the period of suspension and shall be required to surrender his police of suspended
identity card to his Officer in Charge but remains a member of the Force and subject member.
to Force discipline and may, on the instructions of an Officer of or above the rank of
Superintendent, be required to perform such duties as do not require the exercise of Police
powers. Subject to the provisions of 40. 1 of this part, such member shall continue to
be paid his salary and allowance. Once a member has been suspended, forms 355 and
52 must be submitted to the Chief Staff Officer (Human Resources) within seven days.
Thereafter, monthly returns in the following format are to be submitted to the Chief Staff
Officer (Human Resources) by the 5th of every month.

No. Rank Name Station Date CR Position

& or
Suspended Offence Court Date:

32.3. Whether or not a suspended member shall be required to perform any duties and the type Type of duties
of duties which he shall be required to perform, shall depend upon the member’s rank and performed.
whether or not the performance of the duties by the member is likely to: -

32.3.1. Have an adverse effect upon Force discipline;

32.3.2. Embarrass the Force in the eyes of the Public;

32.3.3. Prejudice the investigation or prosecution of any charge which may be pending against the
member.

32.4. A suspended member who is required to perform any duty shall wear riot dress without
badges of rank.

32.5. A suspended member, whether required to perform any duty or not, may be required by
an Officer of or above the rank of Superintendent to report to a specified member at such
reasonable times as such Officer may consider necessary or desirable.

32.6 Names of suspended members must continue to appear in the duty roster and the phrase
“on suspension” endorsed on the daily entries.

32.7 Members on suspension may be permitted to take leave or time-off at the discretion of the
Officers - In - Charge.

This part is to be read with All Stations Circular 17/94 referenced P/7/10/A.

33.0. PROSECUTION OF MEMBERS IN TERMS OF THE POLICE ACT

33.1. Officers/Members in Charge should normally be able to preserve discipline by their Decision to hold
own qualities of leadership and the powers vested in them to award minor misconduct a trial.
punishment and cautions. Trials held in terms of the Police Act should, therefore be
reserved for instances where the offence is too serious or the offender’s record is such as
renders any lesser treatment inadequate.

70
33.2. Whenever it is intended to charge any member for any offence under the Police Act, a Preparation of
synopsis of the facts with supporting statements and recommendations shall be forwarded prosecution
by the member bringing the charge as indicated before any legal proceedings are started
other than such proceedings as are necessary to secure the attendance of the accused at his
trial.

33.3. To avoid possible prejudice to the accused, the documents referred to in 33.2. above will Submission
not be submitted to or through any Officer before whom the trial is likely to be held if this of documents
can be avoided and any such officer shall not see any documents relating to the offence general.
before the actual trial. Where such Officer is the Officer Commanding District of the
member concerned, although the documents will not be submitted to or through him, he
will be informed as soon as possible and before any documents are submitted, that trial
proceedings are contemplated against the member and the nature of the charge.

33.4. Unless early and decisive action is taken against indiscipline, offenders may commit Delay in
further offences and the problem assumes more serious proportions. In addition, testifying bringing cases
witnesses are unable to clearly recall the circumstances of the case because of the time to trial
lapse. This is prejudicial both to the prosecution and to the accused. Subject to the
provisions of 33.2. and 33.3. above, trial proceedings, against any member shall take place
without delay.

34.0. TRIALS OF MEMBERS IN TERMS OF THE POLICE ACT

34.1. In terms of the Police Act, a member may be tried for an offence under the Act by the Venue of trial
High Court, a Magistrate court or Board of officers, however, in terms of section 34 of the general
Act, a member, other than an Officer, may be tried by an Officer of or above the rank of
Superintendent.

34.2. Cases arising from the Police Act, shall not be sent for trial before a Magistrate’s court Venue of trial
unless so directed by Police General Headquarters. However, a member whom it is Magistrate
proposed to try before a board of Officers may elect to be tried by a Magistrate Court Court.
provided that he informs the prosecutor in writing not later than 48 hours before the time
appointed for the trial by a board. In such cases the trial will be held in a Police camp or
Police station and this is demanded in terms of section 32 of the Police Act. The local
public prosecutor will conduct the prosecution and prepare the charge sheet as in any other
case before a magistrates court.

34.3. Whenever a member is tried for any offence in terms of the Police Act before a Magistrate Trial before
in terms of paragraph 34.2 of this part, where such member has been convicted and before Magistrate.
sentence is passed, the prosecutor shall:-

34.3.1. Produce (when applicable) the Defaulter’s sheet (form 7). of the member concerned in
terms of paragraph 37.1 of this part and;

34.3.2. Either lead evidence or ‘Inform the court of:-

a) the member’s good character;

b) the member’s rate of pay;

c) the provisions of paragraph 40.1 of this Part as to the forfeiture of Salary and
allowance.

d) the provisions of paragraph 39.1, of this part as to recognised places where

members may be detained.

34.4. The conviction and sentence of any member in terms of the Police Act shall be recorded Record of

71
 on form 7 of the member concerned, and subject to the provisions of paragraph 38.3 of this convictions.
Part, shall be published in Force Orders.

34.5. Where any member, charged with an offence in terms of the Police Act, is acquitted, the Acquittal and
record shall not be filed in the members’ record of service but shall be retained on file disposal of
P/1/3. record.

35.0. LEGAL REPRESENTATION AT DISCIPLINARY TRIALS OR BOARDS OF

INQUIRY

35.1. A member who is tried for an offence mentioned in the Schedule to the Police Act, or who Free legal Aid
is the subject of a Board of Inquiry in terms of the Act, shall not be granted free legal aid by representations
the State. Restrictions

35.2. Any such member may be represented by a lawyer a at the the member’s own expense or, Legal, assistance
except when tried before a Magistrate, assisted by another member of the Force who has
agreed to assist him.

35.3. Although the Act entitles such member to assistance by a member of the Force, this does Assistance by
not mean that the member may insist on being assisted by a specific member. Although it is prisoners’ friends
desirable for a member to assist another if requested, there is no obligation on him to do so
and he may decline if he so wishes without giving any reasons for his refusal.

35.4. Every member who has agreed to assist another member at any trial or board of inquiry Availability of
shall be permitted to do so unless, in the opinion of his Officer Commanding he cannot be “prisoner friend”
released from his normal duties.

35.5. A member who wishes to be assisted by a member stationed at a place remote from where Payment of
the trial is to take place, may be called upon to pay the cost of transport and any travelling expenses
and subsistence allowances that may be payable to the member who could reasonably assist
such member.

35.6. Any member assisting another member at any trial or board of Inquiry in terms of 35.1. to Right of
35.4. above shall have the right to examine and cross-examine witnesses and to address the Audience.
court in the same manner as an advocate or Attorney in Magistrate’s Court.

36.0. CIVILIAN WITNESSES AT POLICE TRIALS AND INQUIRIES

36.1. Persons from outside the Force shall not be called to give evidence at any Police trial or Attendance
Inquiry unless their evidence cannot be dispensed with.

36.2. Whenever a person from outside the Force is required to give evidence at any Police trial Venue
or inquiry, reasonable consideration will be given to the convenience of such person when
arranging the date, time and place of the trial or inquiry.

36.3. Persons from outside the Force giving evidence at any police trial or inquiry may be paid Payment of costs
such travelling allowances and witnesses’ expenses as are applicable to witnesses giving
evidence before a magistrate court. Application for such allowance or expenses shall be
submitted on a Claim Form (61680-7) to Police General Headquarters for the attention of
the Director (Finance).

36.4. Urgent payment may be effected through contingency or imprest accounts and supporting Urgent payment
vouchers submitted for refund in the usual manner. of costs.

37.0. PREVIOUS CONVICTIONS IN TERMS OF THE POLICE ACT OR OTHER LAW

37.1. Subject to the provisions of 37.3. below, whenever a member is convicted after a trial in

72
 terms of section 35 or 40 of the Police Act and sentence is passed, any previous convictions Proof of
under the Act and or under the ordinary law shall be proved by the production of Defaulter’s previous
sheet (form 7) duly certified as being a true record of such previous convictions. convictions

37.2. The Defaulter’s sheet (form 7) for a member is compiled at District Headquarters and is Compilation:
thereafter forwarded to the relevant station for the purpose of trial. Officer/Member in Defaulter’s
Charge must ensure that a civilian prosecutor is in possession of such Form 7 if the trial Sheet.
takes place in a Magistrate’s or other court in Terms of 34.5 of this part.

37.3. The following convictions in terms of the Act shall not be proved at the trial of a Convictions
member. invalid.

37.3.1. Those imposed more than six years prior to the date of the commission of the offence now
on trial;

37.3.2. Those carrying a sentence of a fine of twenty dollars or less- or in which a minor punishment
only was imposed-if no conviction in terms of the Act has been recorded for a period of
three years prior to the date of the commission of the offence now on trial;

37.3.3. Those in respect of which 38.4 of this part applies: -

Punishment awarded summarily in terms of the procedure described in 30.0 of this part are
not convictions in terms of the Act and are not relevant to any judicial proceedings.

37.4. A record of all convictions in terms of the Act (other than those expunged from the record Recording
in terms of 38.4 of this part) or under any law and all punishment summarily administered convictions.
in terms of 30.0. of this part will be retained in the duplicate record of service of a member
and may be taken into account for the purpose of assessing a member’s character and
conduct where it is relevant to the award of a medal promotion or any board of inquiry.

37.5. Correspondence concerning the acquittal of a member on a charge in terms of the Act shall Acquittal:
be disposed of as provided by 34.5 of this part but that concerning an acquittal on any retention of
criminal charge shall be retained in the duplicate record of service after the Commissioner correspondence
General has been notified in terms of 45.8 of this part.

38.0. MINOR PUNISHMENT

38.1. A member of or above the rank of Sergeant who has been tried and convicted of an offence Sergeant and
in terms of the Police Act, may be awarded the following minor punishment. above.

38.1.1 Reprimand

38.2. A member of the rank of Constable who has been tried and convicted of an offence in Constable
terms of the Police Act may be awarded the following minor punishment:-

38.2.1. Confinement to barracks for a period not exceeding seven days;

38.2.2. Extra guard duties, pickets or parades not exceeding three in number.

38.2.3. Reprimand.

38.3. Only the imposition of the following minor punishment shall be published in Force Publication in
Orders. Force Orders.

38.3. 1. Punishment specified in 38.1 above;

38.3.2. Punishment specified in 38.2. 1. above in excess of three days.

73
38.4. The punishment specified in 38.2.2. and 38.2.3. above, when imposed on a recruit under Imposed during
going training in depot, shall be expunged from the recruits defaulter’s sheet on completion recruit training.
of such training. See also 37.4 of this part.

38.5. A member who has been sentenced to confinement to camp shall be employed on fatigue Fatigue duties.
duties to the fullest practicable extent and should be required to answer his name at
uncertain hours between reveille and last post.

39.0. SENTENCE OF IMPRISONMENT IN TERMS OF THE POLICE ACT

39.1. A member who is sentenced to imprisonment for contravening the provisions of the Police Place of
Act, shall unless otherwise ordered by the Commissioner General, serve his sentence in the imprisonment
Chikurubi Police Support Unit depot, Fairbridge Support Unit Camp or Senga, Gweru.

39.2. A member sentenced to undergo imprisonment in any guardroom, police Manual labour Manual labour
cell or lock-up shall be liable to perform manual labour for a period not exceeding nine
hours each day during the whole period of imprisonment.

39.3. After being sentenced, such member shall be removed to the appropriate place of detention, Escort and
under escort as soon as possible and the escort shall be furnished with the warrant of warrant.
Committal (form 98)

39.4. When transferred to a place of detention in terms of 39.3 above, prisoners will wear the Clothing and
following dress orders: - equipment.

39.4.1. Regular members

a) Winter; dress order No 2 belt waist leather and boots brown.

b) Summer; Dress order No 3 with belt waist leather and boots and leggings.

Special Constabulary

c) In both summer and winter dress order No 5 will be worn

39.5. In addition for all prisoners the following items are required to be brought: -

39.5.1. Shoes PT or boots, super pro or boots brown, rubber soled.

39.5.2. Regular member, shorts PT or shorts trylene and vest PT.

39.5.3. Special Constabulary member part worn vests and shorts PT for these members will be
supplied at the detention barracks on being and as when required.

39.5.4. All necessary toiletry including a shaving machine and razor blades.

39.5.5. Polish and brushes for cleaning personal leather work and soap/detergents and an iron for
cleaning and pressing items of uniform.

40.0. FORFEITURE OF SALARY AND ALLOWANCES

40.1. In terms of the proviso to section 29 of the Police Act, the Commissioner General has Whilst detained
directed that in relation to the period of detention specified in paragraphs (b) and (c) of
that, section, 50% pay and living-out allowance will be paid and rent refunded in respect
of any period in excess of 14 days and not more than 28 days.

74
41.0. APPEALS

41.1. Section 33 of the Police Act provides that a member convicted of an offence by a Board Court of Board
of Officers may appeal to the Supreme Court against such conviction or any sentence or of Officers.
order of the Board. For the procedure for appeal, see Supreme Court (Magistrate Court)
(Criminal Appeals) Rules.

41.2. Section 34(4) of the Police Act provides that a member convicted and sentenced by the Court of an
court of an Officer may appeal to the Commissioner General within such time and in such Officer
manner as may be prescribed against the conviction and sentence and, where an appeal is
thus noted, sentence shall not be executed until the decision of the Commissioner General
has been given. For the procedure for appeal, see Police (Trials and Boards of Inquiry)
Regulations.

42.0. BOARDS OF INQUIRY: TYPES

42. 1. The Police Act and the Police (Trials and Boards of Inquiry) Regulations, provide for Types of Boards
the convening of three different kinds of boards, each having a separate function and as
follows:

42.1.1. A board of inquiry convened in terms of section 50 of the Police Act to enquire into the
suitability or fitness of a regular Force member to remain in the force or to retain his rank,
seniority or salary, (See paragraph 43.0. of this part).

42.1.2. Aboard of inquiry convened in the terms of section 13(l) (a) of the Police (Trials and
Boards of Inquiry) Regulations, to enquire into responsibility for any damage caused to
State property or any damage, deficiency, expense or loss caused to the Force by the
wrongly act, negligence or carelessness of a member; (see paragraphs 4.0., 5.0., 11.0.,
14.0. of part Q. I Standing Orders Volume II) and

42.1.3. A board of inquiry convened in terms of section 13(l)(b) of the Police (Trials and Boards
of Inquiry) Regulations, to enquire into any other subject on which the Commissioner
General may deem it necessary or expedient upon which to be informed.

43.0. BOARDS OF INQUIRY INTO SUITABILITY OR FITNESS, ETC

43.1. A board convened in terms of section 55 of the Police Act will consist of not less than three Composition
Officers of or above the rank of Superintendent. For the procedure at such boards, see part and procedure.
III of the Police (Trials and Boards of Inquiry) regulations.

43.2. A copy of the CONVENING order will be served on the member concerned not less Convening
than seventy-two hours before the time appointed for the commencement the board’s order and
deliberations In exceptional cases, however, this notice may be dispensed with on the waiver of
direction of the Commissioner General.

43.3. Whether or not notice has been given, a member may request that the proceedings be Legal
adjourned to enable him to obtain legal representation or assistance in terms of 35.0 of representation
this part or otherwise to prepare his case. All reasonable requests in this connection will or assistance.
be entertained and where possible adjournment requested will be given.

43.4. A member who is subject of a board convened in terms of 43. 1. above should not normally Duties: leave
be given any duty necessitating his absence from his station overnight or allowed to proceed, member subject
on leave until such time as notification is received from Police General Headquarters of Board.
concerning the Boards’s recommendation.

75
44.0. DESERTION

44.3. When any member has been absent without leave for a period of twenty-one days the Board of inquiry.
Commissioner General appoints a board in terms of 21-3. of this part to enquire into
circumstances of such member’s absence and any deficiencies in the kit and equipment
of such member and any other State or Force property entrusted to his care. If the board is
satisfied that such member has absented himself from duty without leave, it shall declare
such absence, the place from which the member absented himself and the date and period
of such absence.

44.4. The president of the board forwards the proceedings to the Commissioner General on whose Confirmation of
confirmation the absentee is declared a deserter and the facts published in Force Orders. desertion.

44.5. Any property belonging to and left-behind by a deserter is sold by Public Auction in terms Sale of private
of the Police (general) Regulations. effects.

45.0. CRIMINAL CHARGES AGAINST MEMBERS

45.1. “Criminal offence” means any offence under the common law or statutory Definition Definition
enactment other than an offence under the Police Act.

45.2. For the avoidance of doubt, the provision of 45.0. shall apply to any member invited to pay Payment of
or who intends to pay a deposit fine in respect of a criminal offence other than a member deposit fines.
facing a criminal prosecution arising from an accident whilst driving a Police vehicle, see
46.0 of this part.

45.3. Any member charged with a criminal offence shall not be tried by a Board of Officers or Venue of trial
single Officer, but shall be dealt with in accordance with the provisions of the Criminal
Procedure and Evidence Act, Chapter 59.

45.4. Where any member is charged with a criminal offence which would also constitute an offence Dual offence
in terms of the Police Act, a Summary of case (form 52) completed in triplicate giving a
concise summary of the facts shall be forwarded, together with supporting statements and
recommendations, to the Chief Staff Officer (CRIME) for direction.

45.5. Except as is provided in 45.4 above, charges against members for criminal offences will Notification:
not normally be submitted to CSO (CRIME) for direction but the facts relevant to such CSO(C)
charges will always be reported to the Chief Staff Officer (CRIME) and Chief Staff Officer
(Personnel) as soon as possible and in any case, before any legal proceedings are commenced
other than such proceedings as are necessary to secure the attendance of the accused at his
trial.

45.6. Where a member is alleged to have committed a driving offence, whether on duty or off Traffic offences
duty, the decision whether or not he should be prosecuted shall be based on the same
considerations as if he were a member of the public. The mere fact that he is a member of
the force should not be allowed to affect this decision, either to the member’s advantage or
or to his detriment.

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46.0 Left Blank:

47.0 Left Blank:

48.0 Left Blank:

77
46.0. Legal Actions against Members

The State Liabilities Act [Chapter 8:14] makes it competent to sue the State for any
wrong committed by an employee of the State acting within the course and scope of his
employment. The Commissioner General and Minister are therefore usually codefendants
in such matters where the member was acting within the course and scope of his
employment. A standard approach is to be followed where a member or his superiors are
notified of a claim against the police or member arising in the line of his duties.

46.1 Correspondence from lawyers

46.1.1. At the outset it is important to indicate that all legal claims against the police or a member
acting in the course and scope of his employment should be treated with the utmost
urgency. Failure to deal timeously with this type of correspondence may result in the
entering of a default judgement against the Police and a consequent irreversible expense
upon the members concerned.

46.1.2. All correspondence from lawyers against the conduct of the police or a member shall
immediately be forwarded through the usual channels to the Officer Commanding
District/Province who shall be responsible for ensuring that such correspondence reaches
the Legal Advisor at the earliest instant.

46.1.3. The Officer/Member in charge shall correspond directly with the Legal Practitioner
or plaintiff concerned only in order to acknowledge receipt of the communication, as
there is a danger that any defence available on the claim may be compromised. The
following standard reply shall be given where any correspondence is received from a legal
practitioner.

“We acknowledge receipt of your letter referenced..... and dated..... We however advice
that we have referred this matter to Police General Headquarters who will contact you in
due course. In the interim, any further correspondence on this matter should be addressed
to Police General Headquarters for the attention of the Legal Advisor.”

46.2 Notice of Intention to sue or Letter of Demand

46.2. 1. The member who has received a notice of intention to sue/letter of demand should advise
his Officer/Member in charge at once and hand over the notice/demand.

46.2.2. The Officer/Member in charge must acknowledge receipt of the notice/demand as reflected
in 46.1.3 above and without delay forward a copy of the notice or letter of demand and his
reply to Police General Headquarters through the usual channels advising that reports will
follow.

46.2.3. The Officer/Member in charge shall immediately cause detailed reports to be recorded from
the members’ concerned and detailed statements from other persons whose testimony may
be necessary in answer to the claim. He shall scrutinise the reports and statements ensuring
that all the issues raised in the notice or letter of demand have been fully addressed. If not,
he shall ensure that the necessary information is included.

46.2.4. When satisfied that all the issues have been addressed, the Officer/Member in charge
shall make a separate comment on whether liability should be denied or accepted giving
reasons for his views as based on the evidence gathered. He shall then forward the reports
from members, statements of witnesses and his comments to Police General Headquarters
through the usual channels. Reports are to be completed and sent to PGHQ within 30 days
of receipt of the notice/demand.

46.2.5. The Officer Commanding District/Province shall maintain the urgency of the matter and

78
 once satisfied as to the adequacy of investigations, forward the papers together with his/
her recommendation as based on the evidence available, for the attention of the Legal
Advisor.

46.3. Summons Commencing Action

The Summons Commencing Action is legal process giving deadlines for responses to it.

46.3.1. It is important that any member or officer who is served with the summons notes
immediately upon the face of it the date and time that it was received including the name
of the member receiving it. This information must be correct since the date and time will
act as a guide to our date of response.

46.3.2. The Summons Commencing Action served upon a member shall be forwarded to Police
General Headquarters for the attention of the Legal Advisor by the following means:

(a) Fax No. (04)253212

(b) E-mail (To be advised)
(c) Runner

NB. The summons shall be treated as immediate and therefore must reach Police General
Headquarters within 2 days of service upon a member by the messenger of court. Under
no circumstances should summons commencing action be sent to Police General
Headquarters by ordinary post or C.I.D. bag.

46.3.3. A member who is served with a summons commencing action shall accept service and
thereafter immediately advise his Officer/Member in charge and hand over the summons.

46.3.4. The Officer/Member in charge shall forward the summons, particulars of claim, (and
reports, where they have not previously been submitted) marked “URGENT” to Police
General Headquarters for the Attention of the Legal Advisor in terms of paragraph 46.3.2
above. The Officer Commanding District and Province shall always be advised wherever
this course of action has been resorted to. Where reports have not previously been
submitted, they must be received at Police General Headquarters within not later than
three days of service of the Summons.

46.3.5. The Officer/Member in charge and the Provincial/District Commanders should always
check the reports and be satisfied that all the issues have been addressed before making a
separate comment in terms of section 46.2.4 and 46.2.5. Above

46.4. Court Applications

46.4.1. The same basic procedure is used for Court Applications as for Summons. The member or
officer who is served with the Court Application notes immediately upon the face of it the
date and time that it was received including the name of the member receiving it.

46.4.2. The Court Application shall be forwarded to Police General Headquarters for the attention
of the Legal Advisor by the following means:

(a) Fax No. (04) 253212

(b) E-mail (To be advised)
(c) Runner

NB. The Court Application shall be treated as immediate and therefore must reach Police
General Headquarters within 2 days of service upon a member by the messenger of
court. Under no circumstances should a Court Application be sent to Police General
Headquarters by ordinary post or C.I.D. bag.

79
46.4.3. A member who is served with a Court Application shall accept service and thereafter
immediately advise his Officer/Member in charge and hand over the Court Application.
.
46.4.4. The Officer/Member in charge shall forward the Court Application, Founding Affidavit,
any Opposing Affidavit by our member and reports (where they have not previously been
submitted) marked “URGENT” to Police General Headquarters for the Attention of the
Legal Advisor in terms of paragraph 46.4.2 above. The Officer Commanding District and
Province shall always be advised wherever this course of action has been resorted to.
The Opposing Affidavit and any reports must be received at Police General Headquarters
within not later than three days of service of the Summons.”

80
PART 2 APPENDIX 2
(of 22.0)

STANDARD HAIR CUT STYLE FOR FEMALE MEMBERS OF THE FORCE

81
PART 2 APPENDIX 2
(of 22.0)

STANDARD HAIR CUT STYLE FOR FEMALE MEMBERS OF THE FORCE

82
PART 2 APPENDIX 2
(of 22.0)
STANDARD HAIR CUT STYLE FOR FEMALE MEMBERS OF THE FORCE

83
PART 2 APPENDIX 2
(of 22.0)
STANDARD HAIR CUT STYLE FOR FEMALE MEMBERS OF THE FORCE
PART 2 APPENDIX 2
(of 22.0)
STANDARD HAIR CUT STYLE FOR MALE MEMBERS OF THE FORCE

85
LEFT BLANK

86
LEFT BLANK

87
PART 3

RECRUITING

TABLE OF CONTENTS

1.0. Appointment to the Force in the rank of Constable.

2.0. Recruitment Procedure and Standards.

3.0. Re-appointment of ex-members discharged at their own request.

4.0. Re-appointment of members after initial two year contract.

5.0. Re-appointment of members after retirement on pension.

6.0. Re-appointment of members after retirement on pension and other Benefits Act, 1979.

7.0. Appointment: Direct entry to the rank of Assistant Inspector, Duty Uniform Branch.

8.0. Appointment Direct entry to the rank of Staff Assistant Inspector, Administrative Branch

88
PART 3

1.0. appointment TO THE FORCE IN THE RANK OF CONSTABLE

1.1. To meet the minimum requirements for appointment to the Force in the rank of Constable, Male constable
male applicants must:- rank

1.1.1. Be of exemplary character:

1.1.2. Be not less than eighteen and not more than 30 years of age,

1.1.3. Be single and indigenous to Zimbabwe;

1.1.4. Be at least 168 cm tall without footwear;

1.1.5. Weigh not less than 59kg;

1.1.6. Measure at least 86 cm around the chest with a chest expansion of not less than 5 cm;

1.1.7. Education: a minimum of 5 ‘0’ level passes with grade C or better or the equivalent
thereof In acceptable subjects attained at not more than three (3) sittings of which English
Language and Mathematics are compulsory.

For the purpose of this paragraph the following are the acceptable and unacceptable
subjects.

A. ACCEPTABLE SUBJECTS

English Language English Literature

History Economic & Social History
Geography Economic Geography
Accountancy Economics
Mathematics (Any variable) Commerce
Any other language Science (Any variable)
Shona Ndebele
Sociology Business Studies
Government & Political Studies Constitutional Law

B. UNACCEPTABLE SUBJECTS

Art Agriculture
Building Dressmaking
Metalwork Woodwork
History of Arts Food & Nutrition
Music Bible knowledge

1.1.8. As regards health requirements

a) obtain and avail or present a radiologist certificate indicating freedom from

pulmonary tuberculosis.

b) be physically fit and have good eyesight and bearing without artificial aids.

c) be free from chronic disease of the lungs or heart, impaired general health,
deformity of bones or joints, absence of fingers, hernia, varicocele, haemorrhoids,
chronic skin diseases, flat feet or any other diseases or defect likely to render the
candidate unfit for Police and military duties.

89
1.2 To meet the minimum requirements for appointment to the Force in of Constable, Female Female Constable
applicants must: - Rank

1.2. 1. Be of exemplary character;

1.2.2. Be unmarried and indigenous to Zimbabwe;

1.2.3. Be not less than eighteen and not more than 30 years of age;

1.2.4. Be at least 160 cm tall without footwear;

1.2.5. Be of weight and have chest measurement which is in proportion to their height.

1.2.6. Have a minimum of 5 ‘0’ level passes with grade ‘C’ or better or the equivalent thereof in
acceptable subjects attained at not more than three (3) sittings of which English Language
and Mathematics are compulsory.

Acceptable and unacceptable subjects in terms of this paragraph are as indicated under
paragraph 1.1.7. above.

1.2.7. Fulfil health requirements as indicated under para 1.1.8. above.

2.0. RECRUITMENT PROCEDURE AND STANDARDS

2.1. PROVINCIAL RECRUITING

To ensure that all sections of the Community are adequately catered for, each Province
shall be allocated a certain number of places in each recruit squad entering depot. This
figure shall be based on the ratio of the population of each Province to the total population
of the whole country.

The population statistics to be used shall be those supplied by the Central Statistics Office.
The following Provincial quotas which are bound to fluctuate depending on the population
growth rate, represent the 1993 population distribution pattern; and should serve as a
tentative guide for future calculations.

PROVINCE NO. PER Squad

Mashonaland East/Harare province 3

Mashonaland Central 2
Mashonaland West 3
Manicaland 4
Masvingo 3
Midlands 3
Matebeleland North 2
Matebeleland South 1

Total 21

2.2. Provincial Training Commands are to co-ordinate the recruitment of applicants by stations
within their respective provinces and maintain a register of all applicants.

Training commands of Harare and Mashonaland East province will need to liaise very
closely.

90
2.3. ENTRY LEVEL

2.3.1. The rank on attestation for Regular members of the Z.R. Police is Constable.

2.3.2. Provision is there for Graduates with specialised qualifications and skills to be attested as
Assistant Inspectors (for example Legal Advisors, Computer Experts, Forensic Scientists
etc.)

2.4. Any person seeking appointment to the Force in the rank of Constable shall report to
the nearest Police Station in his home Province or place of residence if residing in urban
areas.

2.5. In the event of an Applicant approaching the station enquiring about employment prospects
in the Zimbabwe Republic Police the Officer In Charge may:

2.5.1. Personally interview the applicant to ensure that he meets the minimum requirements laid
down in paragraph 2.1. of this part and is in all other respects, suitable for appointment to
the Force;

2.5.2. Carefully check the applicant’s school report, educational certificate or other documentary
proof of educational qualification;

2.5.3. Reject any applicant who does not meet the minimum requirements, at the same time
encouraging any young applicant who is under height, weight or age, but is otherwise
suitable, to re-apply at a later date;

2.5.4. Record full details of past and present employment if any, and the names and addresses
of parents, relatives and associates for subsequent checking for criminal or otherwise
undesirable traits;

2.5.5. Refer the applicant to the Station Community Relations Officer or other officer appointed
for such a purpose.

Provided that where for one or other reason there is no Community Relations Officer or
other officer appointed for that purpose the Officer In Charge shall deal with the applicant
accordingly as outlined above and under para 2.6. below of this part.

2.6. The Station Community Relations Officer shall:- Community

Relations Officer
2.6.1. Check on the age and height of the applicant to ensure they comply with the requirements
as set out in the Recruiting Standards: minimum requirements.

2.6.2. Check whether the applicant has the requisite educational qualification (Original
Certificates must be produced by applicant).

2.6.3. If the applicant meets the criteria laid down obtain from the applicant, photocopies of
educational qualifications certified TRUE COPY OF ORIGINAL by a Commissioner of
Oaths or Justice of Peace;

2.6.4. Obtain certified photocopies of the applicant’s birth certificate, and National
Registration.

2.6.5. Issue a copy of Z.R. Police Form 84 to the applicant for completion by him. Z.R. Police
Forms 84 will be obtained by stations from the Provincial Training Officers.

2.6.6. Ensure that a set of Fingerprints from the applicant are recorded and immediately
dispatched to C.C.B. for search.

91
2.6.7. Ensure that background checks are immediately carried out and findings to that effect
included on form 84, and a Headmasters Questionnaire (form 24) is to be dispatched to
the respective school last attended by the applicant.

2.6.8. Ensure that a statement of the results of- background checks is made.

2.6.9. Ensure that fingerprints are taken from applicant, sent to C.C.B. for vetting and returned
with results.

2.6.10. Ensure that the applicant in his own handwriting compiles his own life history of between
400-500 words on lined or bench paper.

2.6.11. Submit to the Provincial Training Officer all the above mentioned documentation if they
are all in order:

Note

The Headmaster’s questionnaire is usually not returned early so stations should not hold
the above papers for this reason. This copy can always be forwarded to the Provincial
Training Officer as and when it arrives at Stations.

2.7. When Provincial Training Officers receive the documents mentioned in para. 2 above they
will enter the applicant’s name in the Provincial Register. He will then open a form 92
which shall constitute the applicant’s file. Provincial Training Officers shall ensure that
they have adequate stocks, of Forms 92.

2.9. Ensure that an applicant who originates from a different Province to the one in which lie
makes his application, will be processed by that station, unless the applicant is willing to
report to his or her home station.

2:9. Provincial Training Officer will regularly submit copies of the register to the Staff Officer
(RECRUITING) at Police General Headquarters

2.10. The Staff Officer (RECRUITING) will visit Provincial Training Officer to assess the Provincial visits
recruiting drive. by S.O.

2.11. Prior warning will be given to allow Provincial Training Officers’ enough time to write to (Recruiting)
the applicants so that they are available for aptitude tests and interview.

2.12. Successful applicants will be called to Police General Headquarters for Medical Checks
and Attestation.

2.13. Applicants who meet the aforementioned criteria must further: -

2.13.1. Pass the pre-entry aptitude tests,

2.13.2. Have a good background with no criminal convictions.

2.13.3. Pass the Medical Examination

2.13.4. Pass the Selection Board Interview

2.14. Stations will be advised by circular letter when female applicants for appointment in the Female persons
rank of Constable are called for and subject to any special instructions contained in the seeking
letter, the procedure for dealing with such applicants shall be the same as laid down in appointment in
para. 2.0. above. Constable Rank.

92
2.15. RECRUITMENT OF TECHNICIANS

2.15.1. As a general rule, all Technicians for the various Trades within the Z.R. Police are
Tradesman who must have served a recognised apprenticeship and qualified as Journeyman
in the Class I & 2 Category: (Previously of the City and Guilds standard).

2.15.2. Formal education of up to ‘0’ level is necessary.

2.15.3. Branches which require Journeyman are: -

BRANCH QUALIFICATION

a. SIGNALS Part 3 up to 5 in Radio

Radio Technicians Telecommunications

b. CONSTRUCTION SECTION

c. PRINTERS
Machine Printers Journeyman Class I & 2
Letter Press Minders
Litho Graphic Printers

d. TRANSPORT

Motor Mechanics Journeyman Class I & 2

Auto Electricians

e. MARINE WORKSHOPS Journeyman Class I & 2

2.15.4.
MEDICAL SERVICES
Doctor Usual Doctoral qualifications
Nurses State Registered or State
Certified Nurse qualifications

2.15.5. The intended recruitment of personnel under para.12.15. is usually published in the
newspaper and is handled by Police General Headquarters.

3.0. RE-APPOINTMENT OF EX-MEMBERS DISCHARGED AT THEIR OWN

REQUEST

3.1. Subject to the approval of the Commissioner General, ex-members who have been Reappointment of
discharged from the Force at their “Own Request” may be permitted to be re-appointed in ex-members.
the Force.

3.2. Any ex-member who is so re-appointed after one year from the date of his discharge, shall Loss of seniority
lose all seniority held and shall be in the same position as a recruit on initial appointment, on reappointment
but may have his previous service taken into account for the purpose of determining his
salary scale on re-appointment and for the purpose of assessing any pension or gratuity
which may subsequently become due to him.

3.3. A Constable who is re-appointed within one year of the date of his discharge, who at the Reappointment:
time of his discharge, had qualified for promotion to the rank of Sergeant, may be placed Constable rank
at the bottom of the seniority roll of those Constables who have qualified for and are
awaiting promotion to the rank of Sergeant provided he is reappointed into the branch in
which he qualified for promotion but shall in no case be promoted until he has served for

93
 one year after reappointment nor shall his promotion be back dated within one year from
the date of his re-appointment.

3.4. A Sergeant who is re-appointed within one year of the date of his discharge, shall be Reappointment
re-appointed as Constable and may be placed at the bottom of the seniority roll of those Sergeant rank
Constables who have qualified for and are awaiting promotion to the rank of Sergeant,
provided he is re-appointed into the branch in which he held his previous rank. Such
member may be promoted to the rank of Sergeant when he reaches the top of the seniority
roll but shall in no case be promoted until he has served for six months after re-appointment
nor shall his promotion be back dated to any date within one year from the date of his
reappointment.

3.5. An Assistant Inspector or Inspector who is re-appointed within one year of the date of Promotion
his discharge shall be re-appointed as a Sergeant and may be placed at the bottom of the Assistant
seniority roll for sergeants awaiting promotion to the rank of Assistant Inspector, provided Inspector
he is re-appointed in the branch in which he held his previous rank. Such member may be Inspectors
promoted to the rank of Assistant Inspector when he reaches the top of the seniority roll
but shall in no case be promoted until he has served six months after re-appointment nor
shall his promotion be back dated to any date within six months from the date of his re-
appointment.

3.6. Notwithstanding the provisions of this part, it shall be entirely at the Commissioner Provisions
General’s discretion to withhold or grant promotion or seniority for any reason in respect applicable to this
of any ex-member who applies and is permitted to be re-appointed. part

4.0. RE-APPOINTMENTS OF MEMBERS AFTER INITIAL TWO YEARS

CONTRACT

4.1. Any member who has completed his initial period of two years service may be re- Reappointment
appointed for continuous service subject to a satisfactory Annual Performance Report for continuous
service
being submitted in respect of him in terms of para. 7. 1. of this part, and also subject to his
being pronounced fit for continuous service after a medical examination by a Government
Medical Officer.

4.2. The result of the Medical Examination shall be recorded by the Government Medical Medical
Officer on Z.R. Police Form (Medical Examination of Candidates) which shall be examination Z.R.
submitted to Police General Headquarters to ARRIVE NOT LATER THAN THREE Police form 20.
MONTHS BEFORE THE COMPLETION OF THE MEMBER’S SECOND YEAR OF
SERVICE.

4.3. The Officers Commanding, provinces, Commandant Depot, the Officer Commanding, Authority for
Support Unit, Officer Commanding Traffic Branch or the Officer Commanding Criminal members re-
Investigation Department, as the case may be may authorise the member’s re-appointment appointment
in terms of this part. The discharge of a member who wishes to be re-appointed for
continuous service but who is not considered suitable, shall only be ordered by the
Commissioner General to whom in such cases, all relevant facts will be forwarded.

5.0. RE-APPOINTMENT OF MEMBERS AFTER RETIREMENT ON PENSION

5.1. Members who retired before the introduction of Pension and Other Benefits Act, 1979, Reappointment
(i.e. prior to 30th April 1980), may be considered for re-attestation into the Force at the following
discretion of the Commissioner General, subject to the following conditions. retirement on
pension.
5.1.1. The Commissioner General considers it necessary in the interest of the Force to retain
such specific skill, experience or knowledge.

5.1.2. Re-appointment into the Force will be initially on short service engagement not exceeding

94
 three years.
5.1.3. Extension thereafter on a year to year basis, at the discretion of the Commissioner General
may be granted.

5.1.4. Service will not be re-pensionable.

5.1.5. Members will not be permitted or required to pay pension contributions.

5.1.6. Members so re-appointed will be treated as new members to the Force for all conditions
of service including leave.

5.1.7. Officer’s clothing equipment and gratuity may be paid at the discretion of the Commissioner
General.

5.1.8. No promotion beyond the member’s original rank will be considered unless the
Commissioner General considers that special circumstances prevail.

5.1.9. Special requests for promotion may be approved by the Minister.

6.0. RE-APPOINTMENT OF MEMBERS AFTER RETIREMENT ON PENSION AND

OTHER BENEFITS ACT, 1979

6.1. As it is Government policy, persons who have retired from the Force in terms of the
Pension and Other Benefits Act, 1979 (the Incentive Scheme), may not be re-employed
in the Police Force. However, where it is vital to the Police Force that a particular post
in a specialist field should be filled and the only qualified candidate available is a former
member who retired in terms of the “Incentive Scheme”, consideration may be given to
the re-appointment of that person subject to the following conditions: -

6.1.1. Each re-appointment will be subject to the approval of the Police Service Commission

6.1.2. Full details of the post and the applicant must be submitted to the Commission, together
with the written approval of the Minister and an assurance from the Minister that the
reappointment will not cause repercussions amongst serving members.

6.1.3. Details of the length of time post has been vacant and efforts made to fill it with a
Zimbabwean must also be given together with details of programme being undertaken to
train personnel for posts of that class.

6.1.4. Former members who leave emigrated and remitted their pensions benefits abroad may not,
under any circumstances be re-employed in the Police Force if they return to Zimbabwe

6.1.5. Those persons who leave remained in Zimbabwe but who are unwilling to repay to
Government all pensions and other benefits paid on termination may be reappointed under
the conditions applicable to personnel who retired before the introduction of the Pensions
and Other Benefits Act, 1979 (see paragraph 5.0. above).

6.2. Rank on appointment will be subject to the approval of the Police Service Commission No Rank on
promotion will be permitted beyond the member’s substantive rank on retirement. reappointment

7.0. APPOINTMENT: DIRECT ENTRY TO THE RANK OF ASSISTANT INSPECTOR

DUTY UNIFORM BRANCH

7.1. Applications from the public may be invited from both married and single persons, and Applications
single female persons aged not less than 18 years of age at 30th June of the year concerned
who can meet the medical requirements for appointment to the Force and who have any
one or more of the following academic or professional qualifications;

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7.1.1. Two or more General Certificate of education ‘A’ level passes in any of the the following
subjects:

a) English Language or Literature;

b) Mathematics - any of the variables:

c) Science - any of the variables:

d) History;

e) Geography;

f) Economics; and

g) Any Language other than English.

7.1.2. A full pass in all subjects taken in the first term of any acceptable degree course: or

7.1.3. Part ‘A’ of the Chartered Institute of Secretaries examination; the ‘Foundation Stage’
of the Institute of Cost and Management Accounts, full passes in four subjects of the
Institute of Administration and Commerce examination, or similar qualification covering
the basic Commercial requirements - in the case of doubt arbitration being sought from the
Department of Professional studies at the Harare Polytechnic; or

7.1.4. Any acceptable qualifications of a higher standard than those listed in para 7.1.1., 7.1.2.
and 7.1.3. above including University degrees and Post Graduate qualifications, Chartered
Accountancy etc, to be equated with Post Graduates.

Provided serving Sergeants with at least two ‘A’ level passes in the subjects mentioned in
para 7. 1 , 1. above and who are aged 20 or who will attain that age by 31st December of
the year in question, will also be eligible to participate in the scheme.

7.2. The following salary scale will apply :- Salary

7.2.1. ‘A’ level or equivalent or Part ‘A C.I.S. or equivalent........ 1st step Assistant Inspector.

7.2.2. Part ‘B’or’C,’ C.I.S. or equivalent including a full pass in the second year of a degree
course 2nd step Assistant Inspector

7.2.3. Final C.I.S or equivalent or a full three year degree course ......... 3rd Step Assistant
Inspector.

7.2.4. Four year degree course .......... 4th step Assistant Inspector.

7.2.5. Post graduates, Chartered Accounts, etc ........ 5th step Assistant Inspector.

7.3. Additional incremental steps will be awarded for each period of two years full time Additional
employment subsequent to the qualification attained, provided that no recognition will be Incremental
given to any such employment before the age of 20 years or any employment not. relevant steps.
to the qualification

7.4. Suitable candidates will be appointed for an initial contract period of three years. Training Initial contract
course will be of some twelve months duration which will be designed to produce an
Assistant Inspector with a good all round practical working knowledge of Criminal Law
and Police Powers, responsibilities, duties and procedures, who is capable of leading and

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 supervising subordinate staff.

7.5. Initially candidates will be paid at the rate of a Sergeant on the 4th Step in the salary scale.
Upon the successful completion of the initial training course they will be promoted to the
rank of Assistant Inspector, assimilated to the appropriate step in the salary scale, back
dated to the date the course commenced.

7.6. Any direct entry individual who fails the training course at any stage, will have the option
of:-

7.6.1. Resigning from the Force at no expense;

7.6.2. Remaining in the Force as a Sergeant reverting to the step in the Sergeant rank and there
after to seek advancement through normal procedures for promotion.

Provided that should the option be taken up such member would be unable at a latter date,
to obtain a discharge from the Force other than ‘BY PURCHASE’ before completion of
the initial training.

7.7. Serving members of the Force who possess the qualifications specified in para 7. 1. 1. of Current serving
this part will be permitted the opportunity of participating in this scheme from the outset. members
It must be made clear however, that such participation requires acceptance of a fresh
period of appointment of three years commencing from the date such member joins the
course for initial training.

7.8. Any salary scale higher ‘than that of a 3rd step sergeant which is applicable to a serving
member prior to his acceptance into the direct entry scheme will be retained for the
duration of the period of initial training. Upon the successful completion of the initial
training course, the former serving member will be promoted to the rank of Assistant
Inspector in the same manner as his direct entry counterpart, assimilated at the appropriate
step granted for each period of two years service in the Z.R. Police from the age of 18
years backdated to the date of commencement of the initial training course.

7.9. A former serving member who fails the training course and does not qualify for promotion
to Assistant Inspector will, in the light of his changed circumstances afforded the same
options in relation to discharge as the unsuccessful direct entry candidate.

8.0. APPOINTMENT : DIRECT ENTRY TO THE RANK OF STAFF ASSISTANT

INSPECTOR: ADMINISTRATIVE BRANCH

8.1. Applications will be sought from the public, but before doing so, applications will be Applications
invited from suit able qualified serving members in terms of para 8.5. and 8.6. of this
part.

8.2. Applicants from the public, both male and female must be 18 years of age, able to meet Academic
the medical requirements of the Force, and have one or more of the following academic or professional
professional qualifications. Qualifications

8.2.1. Two or more general certificate of education ‘A’ level passes in any of the following
subjects:-

a) English Language or Literature;

b) Mathematics - any variables:

c) Science - any of the variables;

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 d) History:

e) Geography;
f) Accountancy;

g) Economics;

h) Any language other than English, or

8.2.2. A full pass in all subjects taken in the first term of art acceptable degree course;

8.2.3. Part ‘A’ level of the Chartered Institute of Secretaries examinations, the ‘Foundation Stage’
of the Institute of Cost and Management Accounts, full passes in four subjects of the
Institute of Administration and Commerce Examination or similar qualification covering
the basic commercial requirements - in case of doubt Police General Headquarters will
seek advice from the Department of Professional studies at the Harare Polytechnic:

8.2.4. Any acceptable qualification of a higher standard than those listed above including
University degrees and Post graduate qualifications. Chartered Accountants etc, to be
equated with Post graduates.

8.3. Applicants will attend a full depot training course to ensure orientation Training Courses Training courses.
with the Force and its function. Upon appointment, they will be paid at the rate of sergeant
on 4th step in the salary scale. On completion of the depot training course, they will be
promoted to Staff Assistant Inspector assimilated to the appropriate step in the salary
scale, back dated to the date of appointment.

8.3.1. In the event of them I ailing the course the provisions of paras 7.6. and 7.9. above shall as
the case may be apply.

8.4. The following salary scales will apply:- Salary Scales

8.4.1. ‘A’ level or equivalent or par ‘A’ C.1,S. or equivalent .... 1st step Assistant Inspector.

8.4.2. Part ‘B’ or’C’ C.I.s. or equivalent including a full pass in the second year of a degree
course ....... 2nd step Assistant Inspector.

8.4.3. Final C.I.S. or equivalent or a full three year degree course ......... 3rd Step Assistant
Inspector.

8.4.4. Four year degree course ......... 4th Step Assistant Inspector.

Additional incremental steps will be awarded for each period of two years full time
employment subsequent to the qualification attained, provided that no recognition will be
given to any such employment before the age of 28 years or any employment not relevant
to the qualification.

However, service in the Z.R. Police from the age of 18 years will be recognised with one
incremental step being granted for each period of two years service.

8.5. Currently serving Sergeants with a ‘ at least ‘O’ level passes in the subjects mentioned Current serving
in para 8.2. of this part, and who are aged 20 or who will have attained that age by 31 Sergeants
December on the year in question and provided they have completed a minimum of 12
months service in the Force, may apply to transfer to the staff Branch (Administration)
and thereby qualify for immediate promotion to Staff Assistant Inspector. Successful
applicants will be placed on the appropriate scale in terms of para 8.4. of this part on date
of transfer but will be subject to a six months probationary period and if unsuitable or any

98
 reason, will be reduced in rank and placed on the salary received immediately before his
transfer to the Administrative Branch.
8.6. Applicants from Assistant Inspector with appropriate educational qualifications, for
transfer to the Staff Branch (Administration) will also be considered and if successful
will be assimilated onto the appropriate scale in terms of para 8.4. of this part. subject
to a probationary period of twelve months but may be confirmed after six months in the
branch.

8.7. Currently serving members of the Staff Branch (Administration) either confirmed or on
probation, with the appropriate educational qualifications will be eligible for immediate
assimilation onto the appropriate scale as indicated in para 8.4. of this part. Applications
should be made accordingly when they are called for in the Force Order.

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PART 4

TRAINING

TABLE OF CONTENTS

1.0.0 THE MISSION OF ZIMBABWE REPUBLIC POLICE AND THE PURPOSE OF

TRAINING.

2.0.0 IDENTIFICATION OF TRAINING NEEDS.

3.0.0 DESIGN, SUPERVISION AND EVALUATION OF TRAINING.

4.0.0 THE TRAINER

5.0.0 TRAINING ORGANISATION STRUCTURE AND FUNCTIONS.

6.0.0 ZIMBABWE REPUBLIC POLICE STAFF COLLEGE

7.0.0 DEPOT

8.0.0 PROVINCIAL TRAINING CENTRES.

9.0.0 SPECIALIST TRAINING SECTIONS.

10.0.0 TRAINEE SELECTION.

11.0.0 EXTERNAL COURSES

12.0.0 ON THE JOB TRAINING.

13.0.0 LINKAGES WITH OTHER INSTITUTIONS.

14.0.0 BONDING.

15.0.0 IMPLEMENTATION OF TRAINING POLICY.

16.0.0 RECORDS OF SERVICE.

17.0.0 ANNUAL PERFORMANCE REPORTS.

APPENDIX

EXAMPLE:- IDENTIFICATION OF PERFORMANCE DEFICIENCIES: FORM 345

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1.0.0. THE MISSION OF ZIMBABWE REPUBLIC POLICE AND THE PURPOSE OF
TRAINING

1.1.0. Mission of Zimbabwe Republic Police

Section 93 (1) of the Constitution of Zimbabwe outlines the mission of the Zimbabwe
Republic Police and it includes the following:-

1.1.1 Preserving internal security

1.1.2 Maintaining law and order
1.1.3 Preventing crime
1.1.4 Detection of crime
1.1.5 Protecting property from malicious injury
1.1.6 Apprehending offenders
1.1.7 Saving life
1.1.8 Providing to the community as a whole the service customarily associated with the police
profession.

1.2.0 Purpose of Training

1.2.1 In order to achieve the Zimbabwe Republic Police mission the Training Organisation is
mandated with the responsibility of equipping all officers and members with:-

1.2.1.1 Knowledge
1.2.1.2 Skills
1.2.1.3 Attitudes and values
1.2.1.4 High degree of physical fitness which they require to effectively and efficiently achieve
the mission of the organisation.

2.0.0 IDENTIFICATION OF TRAINING NEEDS

2.1.0 Identification of Training Needs by the Training Organisation

2.1.1 The Training Organisation shall research and formulate means of identifying training
needs and such means may include identification of:-

2.1.1.1 Problems faced by members in performing the work required on promotion or transfer.
2.1.1.2 Changes in the force that may not be understood or readily accepted.
2.1.1.3 Problems in the Force affecting quality of work.
2.1.1.4 Need for members to be developed for greater responsibilities.
2.1.1.5 The Police General Headquarters Training shall co-ordinate, publish and disseminate and
guide any such research.

2.1.2 Identification of Training needs by Managers and Supervisors

2.1.3 Managers and supervisors shall assist in the identification of training needs for their
subordinate, and where the deficiencies: -

2.1.3.1 Can be rectified through on the job training, train subordinates.

2.1.3.2 Can be rectified by the Training Organisation, refer to the Training command for action.

2.1.4 Identification of Training Needs by other Parties

2.1.4.1 Training needs identified by other agencies like tile courts, consultancy agencies and the
public in general shall be actioned by the Training Organisation.

2.1.5 Identification of Training needs by individual members of the Force

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2.1.5.1 The Training Organisation and Field Commanders shall encourage each individual
member to identify his or her own training needs and assist him to actively participate in
the rectification of such deficiencies.

3.0.0 DESIGN SUPERVISION AND EVALUATION OF TRAINING

3.1.0 The design, supervision and evaluation of all training for which the Zimbabwe Republic
Police is responsible is to be carried out on a systematic basis.

3.1.1 By “Systematic basis” is meant:-

(a) Training objectives shall be stated in writing.

3.1.1.1 During training, work situations shall be simulated.

3.1.1.2 The supervision of training shall be done professionally.

3.1.1.3 New or improved competencies acquired as a result of training shall be practically

evaluated.

3.1.1.4 Evaluation results shall be fed back to all relevant sections of the Training Organisation.

4.0.0 THE TRAINER

4.1.0 The Trainer shall be qualified for the post. That is, lie shall have the requisite professional,
educational and practical skills to carry out his work. Where an applicant does not have
the required qualifications, but his the potential, he shall be developed for instructional
duties.

4.2.0 Trainers shall be given adequate incentives.

5.0.0. TRAINING ORGANISATION STRUCTURE AND FUNCTIONS

5.1.0. The Role of the Training Command at Police General Headquarters

5.1.1.1 The Training Command shall carry out regular reviews of Training Policy in consultation
with relevant sections specialist establishments and the society at large.

5.1.1.2 Formulate and review Training Policy;

5.1.1.3 Compile detailed procedures and directives in line with the main training policy and
publish such procedures in the form of all station circulars and other appropriate media;
5.1.1.4 Ensure that all training is in line with the organisation’s mission and objectives as enshrined
in the constitution taking into account situational dynamics

5.1.1.5 Ensure adequate provision of training resources both human and material, at all training
establishments;

5.1.1.6 Carry out an annual audit of material and personnel resources at all training
establishments.

5.1.1.7 Carry out relevant Administrative functions with regard to training.

5.2.0 Informing the Commissioner General about Training

5.2.1 The Training Command shall keep the Commissioner General informed on the effectiveness
and efficiency of training or any problems and issues that may impede the functions of the

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 training organisation through:-

5.2.1.1 Submission of comprehensive annual training reports.

5.2.1.2 Ad-hoc reports as and when necessary.

5.2.1.3 Conference, Seminar and Workshop reports.

5.2.1.4 Training needs evaluation reports.

5.2.2 Roles Determined by the Commissioner General

The Training Command shall perform any other tasks or functions as may from time to
time be directed by the Commissioner General.

6.0.0 ZIMBABWE REPUBLIC POLICE STAFF COLLEGE

6.1.0 The Zimbabwe Republic Police Staff College shall:-

6.1.1.1 Seek affiliation with national and international centres of learning such as the University
of Zimbabwe.

6.1.1.2 Issue nationally and internationally recognised degrees, diplomas and certificates.

6.1.1.3 Carry out research and provide consultancy services.

6.2.0 MANAGEMENT OF THE ZIMBABWE REPUBLIC POLICE STAFF COLLEGE

6.2.1 The Commissioner General shall be the President of the Police Staff College.

6.2.2 The Commissioner General shall appoint a Board of Governors to assist in the running of
the College.

6.3.0 Mission of the Zimbabwe Republic Police Staff College

6.3.1 To promote Police Professionalism and managerial excellence in the Zimbabwe Republic
Police.

6.3.2 To train all commissioned Police Officers and enhance their managerial, supervisory,
policy formulation, implementation and evaluation skills and give them other skills which
may assist them in their day to day duties.

6.3.3 To explore and test new and innovative ideas, by which Police can keep pace with
socioeconomic, scientific and technological changes.

6.3.4 To carry out training of selected members and officers regardless or rank in specialised
courses.

6.3.5 To provide a wide range of joint professional and academic research studies with a view
to improving policing.

6.3.6 To provide consultancy to Force Training establishments and other law enforcement
agencies.

6.3.7 To establish contacts with other international Police and Law Enforcement establishments
for the purpose of upgrading Police Professional standards.

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7.0.0 DEPOT

7.1.1 Mission of the Depot Training shall be to:

7.1.2 Receive and train police recruits, and lay down the foundations for the development of
professional Police Officers.

7.1.3 Ensure that the passing out recruit is adequately trained to perform police duties efficiently
and effectively by linking theory and practice.

7.1.4 Ensure that recruit training is learner centred with emphasis on role plays and research
projects.

7.1.5 Carry out any other training programmes as may be directed by the Commissioner General
from time to time.

7.1.6 Keeping the Commissioner General informed

The Depot shall:-

7.1.6.1 Keep the Commissioner General informed through: -

7.1.6.2 The submission of comprehensive annual training reports.

7.1.6.3 Submission of training returns as determined from time to time by the Training Command
at Police General Headquarters.

7.1.6.4 Submission of Ad-hoc reports as may be required from time to time.

8.0.0 PROVINCIAL TRAINING CENTRES

The term Provincial Training shall include: -

- Criminal Investigation Department

-Support Unit and
- Traffic Training School.

8.1.0. Provincial Training Centres shall:-

8.1.1 Train all non commissioned officers with a view of improving their efficiency and
effectiveness in their duties and responsibilities.

8.1.2 Undertake training needs analysis for use in designing training programmes.

8.1.3 Develop supervisory and management skills in non commissioned officers.

8.1.4 Conduct courses to enhance management of financial and material resources.

8.1.5 Conduct specialist courses as may be determined by organisational needs.

8.1.6 Co-ordinate and assist in the on-the-job training of recruits whilst they are on field
attachments.

8.1.7 In consultation with Police General Headquarters, may undertake training for outside
organisations, if such assistance is in line with Zimbabwe Republic Police’s objectives.

8.1.8 Undertake any such courses as may be directed by the Commissioner General.

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8.1.9 Keep the Commissioner General informed about training activities and developments
through: -

(a) Submission of a comprehensive annual training report.

(b) Training returns as may be determined from time to time by the Training Command
at Police General Headquarters.

(c) submission of detailed training calendars and distribution of them to all interested
parties, such as Police General Headquarters, Officers Commanding Province,
Officers and members in charge and their equivalents in other branches.

8.1.10 Conduct seminars, workshops and conferences (covering all ranks for the purposes of
sharing ideas and experiences).

9.0.0 SPECIALIST TRAINING SECTIONS

Specialist sections include:-

-Signals
-Dogs
- Transtechs
- Tailors
- Armaments
- Saddlers
- Printers
- Equitation
- Band etc.

9.1.0 Specialist Sections shall:-

9.1.1 Carry out induction programmes for new members.

9.1.2 Assist with on-the-job training for “apprentices” attached to their sections.

9.1.3 Identify and apply to attend developmental courses within and outside the country to
enhance staff capabilities.

9.1.4 Hold and attend workshops and seminars, both internal and external, in conjunction with
related professionals.

9.1.5 Keep the Commissioner General informed through: -

9.1.5.1 Submission of comprehensive annual training reports.

9.1.5.2 Submission of training returns.

9.1.5.3 Submission of ad-hoc reports as and when required.

9.1.5.4 Submission of periodic training calendars.

10.0.0 TRAINEE SELECTION

10.1.0 System of Trainee Selection

10.1.1 The selection of trainees shall be systematic.

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10.1.2 The responsibility of selecting a trainee for any given course shall primarily be vested in
the Field Commander.

10.1.3 Where the Training establishment feels that a certain member has not attended a given
course or any course at all, it shall nominate such member and the Field Commander shall
release the member for the course.

10.1.4 Senior Staff Officer [Manpower and Career Planning] shall nominate any member for any
given course in pursuit of the planned career development of the member and all other
parties involved shall co-operate.

10.2.0 Training Programmes and Courses

10.2.1 The Training Command shall publish a detailed brochure/booklet of all core courses run
at Police Training establishments for distribution throughout the organisation.

10.2.2 The Training Command shall publish a consolidated training calendar covering all Police
Training Establishments.

10.2.3 Members and officers shall make use of the documents mentioned in 10.2.1 and 10.2.2
when selecting trainees for any given course.

10.3.0 Training Records

10.3.1 All Training establishments shall keep a nominal roll of personnel they cater for in their
training: that is, Provincial Training shall keep a nominal roll of all members of the rank
of Assistant Inspector and below.

10.3.2 The nominal roll mentioned in 10.3.1 shall contain core subjects against the name of each
member indicating the course attended by such member. Such roll may contain information
of other courses attended by the member other than core-courses.

10.3.3 A cut on training shall be included in all personal records of service.

10.3.4 At the end of each course, all training establishments shall compile an evaluation and
assessment report on each trainee.

10.3.5 The distribution of the report mentioned in 10.3.4 shall be:-

(a) Original, Police General Headquarters Record of Service

(b) 1 copy, Provincial Headquarters- Record of Service

(c) 1 copy, District Headquarters- Record of Service

(d) 1 copy, Station - Record of Service.

(e) The Training establishment may keep a copy for use in training evaluation.

10.3.6 The evaluation and assessment report compiled by training establishments shall be used
together with other documents in assessing a member’s suitability for promotion.

10.3.7 Where a commander identifies training needs which can be rectified through training,
he shall communicate such findings to the Training Command and the relevant Training
Establishment and such establishment shall take steps to rectify the deficiency.

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10.4.0 Course Attendance

10.4.1 Every member or Officer shall attend a minimum of either one course, conference, seminar
or workshop every year.

10.4.2 Whenever a member/officer is due for promotion, the respective training establishment
shall ensure that such member attends an appropriate course.

10.4.3 Whenever an Officer or member is promoted, the respective training establishment shall
ensure that such member attends an induction course.

11.0.0 EXTERNAL COURSES

External courses refer to courses held outside Zimbabwe Republic Police training
establishments. That is, both inside and outside the country.

11.1.0 Courses Requiring High Pre-Entry Qualifications

11.1.1 The Training Command shall identify courses beneficial to the organisation and advertise
them to members through an annual all stations circular and other appropriate media.

11.1.2 Such circular or media shall invite members to apply for the listed courses at the relevant
institutions.

11.1.3 Members accepted by the institutions shall submit their names and letters of acceptance to
the Training Command.

11.1.4 The Training Command shall make the final decision as to who attends the courses.

11.2.0 Conferences, Seminars and workshops

11.2.1 The Training command shall have the responsibility of authorising all conferences,
seminars and workshops related to police training.

11.2.2 The Training Command shall identify and priorities conferences, seminars, workshops
and courses which can benefit the Organisation and outline the procedures to be followed
in the nomination of the members and identification of the relevant sections/branches of
the Force.

11.3.0 Private Studies

11.3.1 The Training Command shall identify and priorities courses beneficial to the organisation
and encourage members to carry out private studies in such courses through the provision
of:-

11.3.1.1 Loans

11.3.1.2 Grants and

11.3.1.3 Re-postings

11.4.0 Courses Identified by Individual Members

11.4.1 Individual members can identify external courses and apply for such courses.

11.4.2 If accepted, the individual shall submit his name and letter of acceptance to the Training
Command.

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11.4.3 The Training Command shall reserve the right to sponsor such a course. In making such a
decision, the Training Command shall be guided by the relevance of such a course to the
organisation and any other factors which it considers pertinent.

11.5.0 Courses Held by Other Police and Law Enforcement Agencies

11.5.1 The Training Command shall liaise with other Police and Law Enforcement Agents both
national and international in matters of training.

11.5.2 The Training Command shall identify and priorities courses held by other Police and Law
Enforcement Agencies which are beneficial to the organisation.

11.5.3 From time to time, the Training Command shall publish an All Station Circular listing and
describing such courses and outlining the general criteria and requirements used when
nominating members to attend such courses.

12.0.0 ON THE JOB TRAINING

12.1.0 The Fusion of the Supervisory and Training Roles

12.1.1 Every Manager/Supervisor shall have a training role.

12.1.2 The ability to develop subordinates/juniors shall be highly regarded when considering
officers and members for promotion.

12.1.3 Every manager/ supervisor shall undergo a general supervisors course which shall have a
component of on the job training methods to assist him in his training role.

12.2.0 Station Tutors

12.2.1 Every station shall have several station tutors.

12.2.2 Station Tutors shall be responsible for giving guidance and assistance (on the job training)
to recruits under the overall supervision of the Officer In Charge.

12.2.3 Services of the station tutor shall be extended to any member with actual or potential
deficiencies.

12.3.0 Co-ordination between Managers Supervisors and Training Establishment studies in such
courses through the provision of:-

12.3.1 All Managers/ Supervisors shall remedy all shortfalls and shortcomings in personnel
performance through on the job training.

12.3.2 Where on the job training is inappropriate, such shortfalls shall be communicated to the
Training Command and the respective training establishments for rectification.

13.0.0 LINKAGES WITH OTHER INSTITUTIONS

13.1.1 Broad links shall be established with other institutions in pursuance of the Zimbabwe
Republic Police’s training objectives.

13.1.2. Training establishment shall play a research and consultancy role.

13.1.3 Cost recovery factors shall be considered where appropriate.

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14.0.0 BONDING

Any member seeking Police sponsorship to attend an external course, shall be required
to enter into agreement with the Commissioner General, the terms of which shall be
determined by the Commissioner General.

15.0.0 IMPLEMENTATION OF TRAINING POLICY

15.1.1 The overall implementation of the training policy shall be vested in the Police General
Headquarters Training Command.

15.1.2 The respective officers in command of each unit of the Police Training Organisation,
through the Officer Commanding Province or equivalent, where applicable, shall comply
with this policy.

15.1.3 Every Manager/Supervisor shall ensure that his subordinates have the required knowledge,
skills attitudes, values and are physically fit to enable them to achieve the organisation’s
objectives.

15.2.0. Modification of Training Policy

15.2.1. The Training Command at Police General Headquarters shall have power to modify
training policy in line with the changes in the law and changes in circumstances which
may add to or change the responsibilities of members of the Force.

15.2.2 All major reviews and amendments of the TRAINING POLICY shall be authorised by the
COMMISSIONER GENERAL.

16.0.0 RECORDS OF SERVICE

16.1. A record of service containing all documents relevant to the member’s service in the force, Records of service
shall be maintained in respect of each member. Records of service shall be maintained at of members.
Police General Headquarters and, in the case of members of or below the rank of Chief
Inspector, duplicate records of service shall be maintained at district Headquarters or in
the case of members of the Criminal Investigation Department, at Criminal Investigation
Department, Headquarters.

16.2. On the transfer of a member from one district to another, the duplicate record of service must Transfer of
be forwarded to the new district headquarters. Provided that the duplicate records of service member from one
for members in Matabeleland North Rural District shall be maintained at Matabeleland district to another.
North Provincial Headquarters and duplicate records of service for members in Harare
Central and Suburban Districts shall be maintained at Harare Provincial Headquarters, and
duplicate records of members in Harare South District Headquarters.

16.3 At every station, a station file for each member on station shall be maintained by the Station files:
Officer/Member in Charge on a sub-division of force subject file P/3/1, and shall contain Record of Service
the station file copies of all correspondences concerning the member’s service in the
force. On the transfer of a member from one station to another, his station file will be
forwarded to the Officer/Member in charge of his new station.

16.4 Adverse reports on members concerning matters of security as described on paragraph Adverse reports
9.1.2 of part G3 of standing Orders Volume II, shall be filed in such a way that the member on members.
reported upon shall not at any time have access to the reports.

16.5 On the discharge of a member or on promotion to the rank of Superintendent, duplicate Duplicate records
record of service and station file will be forwarded to the Police General Headquarters. of service,
members of
Superintendent

109
16.6 Records of service and members station files are Classified “Confidential” and must be Classification of
records of service
treated as such when they are filed or forwarded from one office to another. and station files.

17.0.0 ANNUAL PERFORMANCE REPORT

17.1 Annual performance reports shall be compiled in triplicate for all members below the rank Compilation
of Annual
of Senior Assistant Commissioner, for each completed year of service. Performance
Reports

17.2 Z.R. Police forms 179 shall be used in respect of members of Constable rank, Z.R. Police Forms to be used
forms 180 shall be used in respect of members of Sergeant rank Z.R. Police forms 181
shall be used in respect of Assistant Inspector rank and Z.R. Police forms 182 shall be
used in respect of Inspectors and above ranks.

17.3 Annual performance reports shall be compiled by a member’s Officer/Member in charge Responsibility of
wherever possible, or, if the member is not under the command of an Officer to whom the compiling Annual
performance
member is ordinarily responsible. report

Annual performance reports of Superintendents and Chief Superintendents are to be

compiled were possible, by an Officer of or above the rank of Assistant Commissioner.
prior to the member signing his annual performance report, it is to be forwarded to
the Officer Commanding of his signature and returned to the member for him to sign
acknowledgement.

In all cases, the report having been signed by the member concerned will be disposed of
as follows :-

17.3.1. One copy retained on member’s station file;

17.3.2. One copy placed on the duplicate record of service;

17.3.3. The original, subject to the provisions of paragraph 7.4. below shall be forwarded
direct to Police General Headquarters by the Officer to whom the member is ordinarily
responsible.

17.4. Notwithstanding the provisions of paragraph 17.3. above, Annual Performance reports Provisions:
will be forwarded to Police General Headquarters via Officer Commanding Province in Annual
respect of the following: - Performance
reports.
17.4.1. Chief Inspector;

17.4.2. Inspector;

17.4.3. All second year reports or third year if the member is on a Three Year contract.

17.5. In addition, Officers Commanding Provinces may in their discretion, issue local instruction Discretion of
if, for any reason, they consider it necessary to see the reports submitted on some members O.C. Province.
under their command. They should acknowledge sight of the reports described in paragraph
17.4. above, by endorsing the form accordingly and, if necessary, appending any comment
they may wish to make either on the form itself or on a covering letter.

17.6. Annual Performance reports in respect of a member’s SECOND YEAR of service Second or third
or THIRD YEAR if is on a THREE YEAR contract shall be submitted so as to reach year Annual
Police General Headquarters NOT LATER THAN THREE MONTHS BEFORE THE Performance
ANNIVERSARY of the member’s date of attestation and shall include recommendation reports.
by the Officer Commanding District and Officer Commanding Province or other Officers
to whom the member is ordinarily responsible, on the member’s suitability for retention

110
 in the force. in all other cases reports shall be submitted so as to reach Police General
Headquarters not later than four weeks before the anniversary of the member’s date of
appointment.

17.7. Annual Performance reports are classified as “CONFIDENTIAL” and must be treated as “Classification”
such when they are filed or forwarded from one office to another.

17.8. Consistency and fairness on reporting.

17.8.1. Given the importance of correct appraisal, officers/members responsible for the compilation
of such performance reports must adhere to the contents of all Station Circular No. 123 of
1973.

17.8.2. The continuous maintenance of a running diary on a member in his record of service
should not be overlooked or subjected to disuse. This running log should contain short-
comings, and goodies or praise brought to the attention of the member being reported
upon. Members must be praised in the presence of one or more members of any rank but
may be advised of their shortcomings in the presence of not more than at least one or two
members of a more senior rank.

Provided in peculiar circumstances warranting otherwise, an officer/member responsible

may derogate from the contents of this paragraph in the event of a member’s shortcomings
becoming extraordinarily offensive or unusual.

This will facilitate the easy compilation of the members Annual Performance Reports at
the end of their year of appraisal.

17.8.3. Where good work has been performed, officers/members responsible for the compilation of
the A.P.Rs should ensure that this has been documented and enough copies are forwarded
to P.G.H.Q. for filing in the respective records of service.

17.8.4. Under no circumstances should the documentation of good work performed be left to
the whims of the officer/member responsible. This therefore calls for officers/members
responsible to exercise the greatness of justice to all members, as regards whether or
not any member’s work deserves good work performed reports. No members should be
prejudiced whilst others enjoy this facility under similar circumstances since this issue is
also part and parcel of the promotion and motivation of those eligible.

17.8.5. Officers Commanding should during their checks assess whether annual performance
reports are being compiled in time and whether the provisions of paragraph 17.8. of this
Part are being adhered to. Where necessary, entries of the arising instructions should be
made in the Inspecting Officers book.

EXAMPLE:- IDENTIFICATION OF PERFORMANCE DEFICIENCIES FORM 345

See Note 1 See Note 2 See Note 3 See Note 4

Classes of members Performance Their Performance Suggested

who it is considered deficiencies deficiencies remedies to
have performance have been are attributed to to their
deficiencies identified in the causes listed performance
their performance below. deficiencies
of the following
duties. Or whilst
making use of the
equipment listed.
......................................................................................................................................................................................................

Constable who Dealing with the Embarrassment, Practical

have just left public in the inexperience; training at

111
Depot. Charge Office. not realising Provincial
that policing is level.
a public service.
.....................................................................................................................................................................................................

Driving station Ignorance about Make a film

transport. the effect on driver, of traffic
passenger and other accidents at
road users of vehicle P.G.H.Q.
crashes at high speed,
lack of mechanical
sympathy.
.....................................................................................................................................................................................................

Keeping their Bad example of Train Constables

places of work other Constables. at Provincial level:I
clean and tidy Lack of control by will sort out Assistant
(within two days Assistant Inspectors. Inspector.
of arrival their
desks and
offices look the
same as those who
have been here
for years)
.....................................................................................................................................................................................................

Differentiating ‘Ignorance Assistant Inspectors

between criminal and Inspectors not
and civil matter. sure either; train

Parading for duty laziness on their Inspectors will sort

in scruffy dress. part and that of o u t .
the Sergeants.

Failing to show Poor selection Notify PGHQ of

real interest in the problems
work of policemen.
......................................................................................................................................................................................................

3.0
District Selecting Mistaken idea that Since this is probably
Sergeants Constables for this is one of the widespread include in
driving courses perks of their job, their provincial
in Harare (I failure to identify continuation courses.
suspect money is this practice as a I will tell Inspectors
being extorted). common Law offence; most of whom were
reluctance of Sergeants to crack
constables to report down.
offences because of
fear of victimization.

Identifying and Reluctance to accept Asst/Insp. to check on

reporting minor responsibility for sergeants more frequently
faults on vehicle necessary paper work; can Provincial training
before break down possible ignorance Officer arrange a course
completely or are about internal on vehicles?
involved in an working of vehicles.
accident.
......................................................................................................................................................................................................

4.0.
Constables in Failing to carry-out Poor selection, poor Inspectors and Ass/Insp
to town beat duties supervision, they chase up sergeants;
conscientiously can’t see the point, include in all ranks
see it as boring they see it as boring annual training.
work. work.

Bullying members Attempt to impress ditto

of the public misunderstanding of
especially women policing as a service
to the public; poor
example of more
experienced men.

112
......................................................................................................................................................................................................
5.0. District Carrying out rural lack of interest Intend to reduce the
Constables patrols and physical discomfort patrol in rainy season;
completing reports. of cycling long can Provincial training
distances in hot and staff give constables
wet weather hostility some public relations
of public toward training?
Police in some areas.
......................................................................................................................................................................................................

6.0. Constables Compiling dockets. Lack of skillful Include in continuation

investigation. directions, Ignorance training for Sergeants
about aids to and Assistant Inspectors.
investigation

Giving evidence Lack of self control; -ditto-

in court. Ignorance about
relationship between
police and court.

Supervising beats Laziness -ditto-
......................................................................................................................................................................................................

Differentiating Pressure of work Inspectors will

between incidents in charge office; sort out.
that require reluctance to refer
action and those matters to Assistant
that do not. Inspectors.

Dealing with Not sure of principles I would like some

injured parties and priorities of first practical first aid
at road accidents. aid; at station level, courses at provincial
suspect training. training
Inexperience.
......................................................................................................................................................................................................

Maintain offices in Can’t see the point Inspectors will sort

a clean and tidy apparently. out; reinforce on
fashion. continuation training,
or have special office
practice courses.
......................................................................................................................................................................................................

Referring work to Afraid of being Assistant Inspectors

seniors “rewarded” with must be taught man
expeditiously. yet more work. management
Lack of close lack of close on provincial courses.
supervision. supervision.
......................................................................................................................................................................................................

7.0. Four Assistant Supervising Reluctance to accept Inspectors will sort

Inspectors. amendments of importance of task, out.
Statutes and they state statutes
Regulations and regulations are
rarely referred to
any way.
.....................................................................................................................................................................................................

Preparing station Absence of interest Suggest short Courses

monthly returns. instruction and at provincial level.
Supervision by
Officer In Charge,
who are not sure
themselves.
......................................................................................................................................................................................................

Prosecuting No training and have Basic prosecutor’s

disciplinary trials each prosecute once. courses should be run
(three are weak here, at provincial level.

113
 plus a fourth who is
alright in areas I
and 2).
......................................................................................................................................................................................................

8.0. Five (of the Controlling Reluctance in order I will sort out.
eleven) Inspectors Subordinates in use to be Popular.
of transport.

Preparing patrol Partly ignorance of Refer to Provincial

targets. flow to do it quickly: training and Staff
the point. partly they don’t see
College
......................................................................................................................................................................................................

Maintaining station Apparently consider I will sort out. Basic

records of service. it unnecessary, since administration
copies are kept at PGHQ courses for Officers/
Members in-charge at
Provincial level.

......................................................................................................................................................................................................

Preparing APRs Reluctance for fear of I will sort out.

being unpopular.

keeping buildings Their standards seem I will sort out.

surroundings, lawns to be different to
and gardens in good mine.
condition.
......................................................................................................................................................................................................

Maintaining an Frightened of figures, I will sort out. Basic

imprest account (4 so tend to leave it to administration
of them are poor, Assistant Inspectors course for Officers/
here). and not check. members in /Charge
at provincial level.

Chief Superintendent

Officer Commanding District

114
PART 5

TABLE OF CONTENTS

1.0. Inter-station transfer

2.0. Inter-branch transfers

3.0. Transfer to Criminal Investigation Department

4.0. Transfer to other Government departments or forces

5-0. Removal of members’ furniture on transfer

6.0. Damage to furniture and effects during removal

7.0. Packing of Furniture

8.0. Storage of member’s furniture and effects

9.0. Casualty returns

APPENDIX 1
(OF 5.4)

1 Specimen form to accompany all requisitions for removal of household goods by road.

115
1.0. INTER - STATION TRANSFERS

1. 1. The transfer of officers of the rank of Superintendent and above, Chief Inspectors and Transfers of
Inspectors, the transfer of all members of the Staff Branch, and all inter provincial transfer Officers
shall only be effected by Police General Headquarters.

Provided that inter- provincial transfers of members of the Criminal Investigation

Department below the rank of Inspector may be effected by the Officer Commanding
Criminal Investigations Department, as the case may be.

1.2. The transfer of Assistant Inspectors and below from one station to another within the same Transfer of
Province, shall only be effected by the Officer Commanding Province and the Officer Assistant
Commanding Criminal Investigations Department as the case may be, provided that :- Inspector

1.2.1. Prior to the transfer of any Assistant Inspector or Sergeant who is being transferred to take
over command of a station authority for the transfer must be obtained from Police General
Headquarters

1.2.2 The transfer of any member of the duty uniformed branches below the rank of Inspector
from one station to another within the same District, may be effected by the Officer
Commanding District

1.2.3. Explicit transfers emanating from Police General Headquarters i.e. where a member is
transferred from one station/post to a specific station/post such transfer shall remain intact
and shall not be interfered with or altered in any way without the authority of Police
General Headquarters.

1.3. Where a member due for transfer is required to give evidence at a trial or Board of Inquiry Court attendance
at the place from which he is to be transferred, he should, whenever possible, give his
evidence bet-ore the transfer is effected in order to avoid an extra journey solely for the
purpose of attending court.

1.4, All members of the rank of-Assistant Inspector and below on transfer will be issued with Route
route instructions which will state the time of departure, the estimated time of arrival the instructions
method of transport to be used arid the route to be taken by the member which will be the
shortest and most economical practical route.

1.5. All kit and equipment of members below the rank of Sergeant who are being transferred, Checking of kit
will be checked prior to the departure from their old station and again on their arrival at and equipment
their new station. All deficiencies noted at their old station should be replaced if- possible of members on
prior to their departure and any such deficiencies which can not be replaced in the time transfer
available must be noted on the route instructions.

2.0. INTER-BRANCH TRANSFERS

2.1. Inter-branch transfers will take place as and when the needs of the Force dictate and shall Transfer Policy
not be confined to any particular rank (s).

2.1.1. A suitable vacancy in the appropriate rank must exist in the branch to which transfer is
sought at the time the transfer. is to be effected.

2.1.2. The member being transferred shall continue to have his seniority in the branch to which
he is being transferred.

2.2. Transfer to or from Staff branch, the Support Unit Branch, the Traffic Section, the Band, Inter-branch
the Criminal Investigation Department and the Dog Section, shall only be effected on the transfers
authority of the Commissioner General.

116
2.3. Transfer of Assistant Inspectors, Sergeants, and Constables between Urban and Rural Transfer between
stations shall not count as inter-branch transfers for the purpose of paragraph 2. 1. above Urban and Rural
and may be effected on the authority of the Officer Commanding Province but the Stations
provisions of para 1. 1. of this Part, shall apply to any such transfer which involves an
inter-station transfer.

2.4. Applications by members for transfer to another branch should be submitted in triplicate Applications
on completed Z.R. Police (Form 188 Constables and Sergeants) through the usual channels for Inter-branch
to the Officer Commanding Province, or the Commissioner General, as the case may be, transfers
giving full reasons why transfer is requested.

2.5. In the case of a member whose transfer to another branch is approved in terms of this Qualification for
paragraph, and who has qualified for promotion to the next senior rank in the branch promotion to next
from which he is transferred, the Commissioner General may direct, in the interests of the senior rank
Force, that the member shall be deemed to have qualified for promotion to the same rank
in the branch to which he is transferred and that his name be placed at the bottom of the
list of those members already serving in that branch who have qualified for promotion to
that rank, for Assistant Inspector and below but for Inspector and above the Commissioner
General may direct that the Officer retains his seniority.

3.0. TRANSFER TO THE CRIMINAL INVESTIGATION DEPARTMENT

3.1. Applications by Constables and Sergeants of the Duty Uniformed branch for transfer to Transfer
Criminal Investigation Department are called for from time to time by notice in Force applications.
Orders.

3.2. Applications must be submitted through the usual channels to the Commissioner General Application
on form 188 in triplicate. Officers/ Members in Charge, Officers Commanding Districts procedures.
and Officer Commanding Province shall include their own comments on the application
forms in the appropriate places.

3.3. If the application is approved by the Commissioner General the application will be Approved
submitted together with the applicant’s record of service to the Officer Commanding applications.
Criminal Investigation Department.

3.4. The Officer Commanding Criminal Investigations Department will Selection arrange for Selection Board
the applications to be considered by a Selection Board consisting of three Officers at
Criminal Investigation Department Headquarters.

3.5. Those applicants whose transfer to Criminal Investigation Department Waiting list: have Waiting list
been recommended by the Selection Board and approved by the successful Commissioner : successful
General and the Officer Commanding Criminal Investigations applicants. Department, applicants.
shall be placed on the waiting list maintained at Police General Headquarters and at
Criminal Investigation Department Headquarters.

3.6. Subject to the direction of the Commissioner General, those members whose Commissioner Commissioner’s
General’s names appear on the waiting list will be selected for transfer to direction. direction.
Criminal Investigation Department on probation as and when vacancies arise. Members
will usually be selected for transfer on probation in the order in which their names appear
on the waiting list.

3.7. Members transferred to Criminal Investigation Department in terms of Probationary Probationary

paragraph 3.6. above, shall serve a probationary period of 12 months period of before period of
being confirmed in the new branch. The Provincial Criminal Investigation Officer under
whom a member on probation is serving, shall on completion of the probationary period,
and may at any time during that period, make a report on the member’s suitability for
retention in the Criminal Investigation Department, to the Officer Commanding who will

117
 forward his recommendations to the Commissioner General.

Any member who, during his probationary period of service with the Criminal Investigation
Department is found to be Unsuitable for retention in that branch will be transferred to
any other branch on the directions of the Commissioner General.

4.0. TRANSFER TO OTHER GOVERNMENT DEPARTMENT OR FORCES

4.1. Any member wishing to transfer to, or obtain employment with, any Members other Members wishing
Government Department or other force, shall submit his wishing to application through the to transfer :
usual channels to the Commissioner General, and transfer: shall not communicate direct Applications
with the other Government department Applications for Force concerned, procedure procedure

4.2. It is notified for general information that any application by members General for General
employment with other Government departments, or Forces, which information are information
submitted direct to the Government department or Force concerned, are invariably
referred back to the Commissioner General for his approval.

5.0. REMOVAL OF MEMBERS’ FURNITURE ON TRANSFER

5.1. The packing and removal of furniture and effects of a member shall not be under-taken Packing and
without the authority of the Senior Staff Officer (Quartermaster) or the local Provincial removal of
Quartermaster. Authority for the removal by pantechnicon of furniture of any member of or furniture.
below the rank of sergeant must be sought from the Senior Staff Officer (Quartermaster),
or the local Provincial Quartermaster, by Police radio message, which shall state :-

5.1.1. the condition and quality of the furniture;

5.1.2. the approximate quantity of the furniture in cubic meter,

5.1.3. whether or not any practical arid economical alternative method of transport is
available.

5.2 Provincial Quartermaster must be informed as early as possible of every transfer- involving Provincial
the removal of furniture and effects and in any case not later than six-weeks prior to the Quartermaster to
anticipated date of removal. be informed

5.3 All furniture removals at Government expense are co-ordinated by the ministry of Co-ordination
of removal of
Transport, which is also responsible for periodical, renewal of the government furniture furniture being
removal contract. “THIS MINISTRY demands four weeks’ notice of any intended removed at
Government
move”. expense.

5.4 The Provincial Quartermaster shall forward the inventory form requisition together with a Requisitioning
requisition on form Z.985M Road Transport Requisition), in triplicate, to the Ministry of procedure
Transport not later than four weeks prior to the anticipated date of removal.

5,5, The Ministry of Transport will endeavour to arrange the removal on the date stated on the Arrangement of
requisition but, in order to achieve economy by combining two or more removals in one removal
journey, the Ministry may arrange an alternative date.

5.6. If a removal is cancelled or postponed after the requisition has been submitted to the Cancellation or
Ministry, the Provincial Quartermaster must be informed immediately by telephone or postponement of
radio message in order that the Ministry may be advised. removal.

5.7. The removal contractor is responsible for all packing and the supply of all packing Removal
materials. The contractor is not responsible for security of refrigerators, motors, Hi Fi contractor:
sets, etc prior to removal, and members may arrange for refrigerators to be bolted down responsibility

118
 by an electrician at Government expense.

5.8. The removal contractor is responsible for the storage and carriage of furniture and effects Storage and
carriage of
between the time of loading and the time of carriage of unloading at the destination.
furniture

5.9. Each consignment of furniture to be removed may include:- Consignment of

furniture
One stepladder, one wheel barrow, one lawn mower, one hosepipe and a reasonable
quantity of spades, picks, garden forks etc, but all such “rough implements” in excess
of this will only be transported at the discretion of the contractor. In any case, where
the contractor considers that such “rough implements” are likely to scratch or damage,
furniture or effects on the vehicle, they will only be carried at the owner’s risk.

The contractor will not transport -boats, motor cycles, motor scooters, aviaries, chicken
houses, garden sheds etc.

5.10. It is the responsibility of the member being transferred to ensure that nothing requiring
removal is left behind, that no goods or fixtures are removed in error and that the condition
of the furniture and effects is accurately recorded on the driver’s receipt at the time of
collection.

6.0. DAMAGE TO FURNITURE AND EFFECTS DURING REMOVAL

6.1. The contractor undertakes to provide ‘intransit’ insurance cover for an amount equal to the Provision
estimate value of the household effects at repair or replacement costs, less depreciation. for ‘Intransit
insurance
But not exceeding an amount to be determined from time to time in any case. The state will cover.’
not provide insurance in respect of any excess and, therefore, where the value of effects
exceeds an amount to be determined from time to time, it is the member’s responsibility
to negotiate with the contractor or the recognised sub contractor for insurance cover of the
excess value of such effects.

6.2. Claims by the member for reimbursement of the costs and or any additional insurance Claims by
cover which he has incurred may then be submitted to the Accountant Ministry of members for
Transport P.O. Box CY 595 Causeway accompanied by the contractor/ sub /contractor’s reimbursement
receipt.

6.3. Should a member neglect to obtain any additional insurance cover that he may require, Failure to obtain
the State will not be liable for any claim in the event of there being loss or damage to his additional
effects in the course of the transfer. insurance cover.

6.4. The procedure to-be followed for any claim or complaint, other than insufficient insurance Procedure to
which arises as a result of any removal, will be as follows: - be followed
when making
any claim
for damaged
furniture or
effects.
6.4.1. if the member’s effects are removed by Glens Corporation (Pvt) Ltd, the member shall
write to that firm.

6.4.2. if the member’s effects were removed by a subcontractor, the member should write to the
subcontractor with a copy to the General Manager, Glens Corporation (Pvt) Ltd.
Should the member not obtain satisfaction within a reasonable time, he should make
representation to his Officer Commanding for onward transmission to Police General
Headquarters, for the attention of Senior Staff Officer (finance) who will take up the matter
direct with the contractor copying any correspondence to the Ministry of Transport.

Should the Senior Staff Officer (Finance) not receive a satisfactory reply, the matter shall

119
 be referred to the Ministry of Transport for attention. Any claims for loss or damage must
be made in writing to the contractor or sub-contractor within 72 hours of discovering such
loss or damage.

6.5. The contractor also undertakes to repair or replace any item or items which suffer damage Repair
or are lost during the course of removal, subject to the following conditions replacement
of damaged
6.5. 1. The contractor shall not be liable to repair or replace any item or items not packed and furniture or
unpacked by the contractor. The contractor limits his liability for the total loss of any one effects
container packed by the owner to an amount to be determined from time to time unless a
detailed inventory is provided prior to the removal.

6.5.2. The contractor shall not be liable for expenses incurred by delay through mechanical
breakdown, accident or caused by circumstances beyond his control.

6.5.3. The contractor shall not be liable for loss or damage occasioned by, or happening
through earthquake, inherent vice, or from any actual process of repairing or restoring
any articles or from wear and tear or gradual deterioration from the action of light, or
from atmospheric conditions or damage by moth, insects or vermin, or damage caused by
leakage of liquids.

6.5.4. The contractor shall not be liable for the loss of cash currency, banking notes, gold bullion
precious stones and jewellery.

6.5.5. The contractor shall not be liable for mechanical or electrical breakages, defect of wireless
sets, refrigerators and other electrical appliances, musical instruments, or surgical,
scientific or technical instruments

6.6. The Government will not necessarily be liable for any loss incurred owing to the destruction
or damage done by fire or otherwise, of personal property of members of the force. The
risk can be covered by private insurance.

7.0. PACKING OF FURNITURE

7.1. Where a member is transferred not at his own request the packing of his household effects Packing of
will be undertaken by the removal contractor who is to transport his furniture. If the household
furniture is to be transported by the railways, the member concerned may obtain tender effects.
from expert packers and submit them to the Provincial Quartermaster for approval.

7.2. Notwithstanding the provisions of paragraph 7. 1. above, where the furniture is to be Transportation
transported by the railways, a member may elect to do his own packing, in which case of furniture by
he is responsible for the whole of the packing to be done, except for the package of railways.
refrigerators, which may be packed by an expert at Government expense.

7.3. Where a member elects to pack his own effects or to pay the costs of such packing in terms Costs payable to
of paragraph 7.2. above, he may be remunerated by the Government at the rate of 50 cents member packing
per kg gross weight packed with a maximum of an amount to be determined from time to his own effects.
time for a married member and an amount to be determined from time to time for a single
member.
Refund, cost
7.4. A member who elects to pack his own effects may purchase the necessary material and of packing
will be refunded the cost by the Government on production of receipts if the quantity material.
purchased and the cost thereof is reasonable. All packing material obtained in terms
of this paragraph remains the property of the Government and when the removal has
been effected must be handed to the nearest department of works or otherwise put to
Government use.

120
7.5. Members who elect to pack their own furniture must bear in mind that they may not Claims :
damage to
succeed in a claim in respect of damage to furniture or effects which have not been furniture
properly or adequately, packed. improperly
packed.

7.6. The fact that a member elects to do his own packing must be notified to the Provincial Notification:
Quartermaster at the time notification of it member’s transfer is given. Provincial
Quartermaster
IT IS EMPHASISED THAT A MEM33ER IS ONLY ENTITLED TO BE
REIMBURSED FOR PACKING HIS OWN FURNITURE WHEN THE FURNITURE
IS TO BE TRANSPORTED BY RAIL OR ROAD MOTOR SERVICE.

7.6. 1. The contractor shall not be liable in consequences, whether direct or indirect, of war,
invasion, acts of foreign enemy, hostilities (whether war be declared or not) civil war,
riots, rebellion, insurrection acts of terrorism, or military or usurped power.

7.6.2. If the repair or replacement value of the property shall, at the time of any damage or loss,
be greater than an amount to be determined from time to time, the member shall only be
entitled to recover such proportion of the said damage or loss as the sum insured bears to
the actual value of the property.

7.6.3. the contractor shall not be liable for any lose or damage to liquor, keys and contents of
drawers, wardrobes, cabinets or other articles of furniture.

7.6.4. in respect of any article or articles I forming part of a repair or set, the contractor’s liability
shall be limited to appropriate value of such part or parts as may be lost or damaged and
the contractor shall have the right to have any damaged parts repaired.

7.6.5. the contractor reserves the right to reject any claim for loss or damage which is not received
in writing within 72 hours after:-

i) the delivery in the case of removal

ii) the member becoming aware of the loss or damage in the event of such occurrence
while in storage.

7.6.6. Provided that if circumstances dictate that it is patently impossible for any claim to be
conveyed within 72 hours, the contractor will take cognizance of such circumstances.

7.6.7. The contractor shall not be responsible for securing refrigerator motors, radio set turntables,
etc, prior to removal.

7.7. In the case of property stored by the contractor on behalf of a member at Harare, Bulawayo, Insurance cover
Gweru and Mutare the contractor undertakes to pro-rid., insurance :- during storage
of property
7.7.1. In accordance with the terms and conditions set out in para 6. 1. of this part, in respect of
property which has been transported to the place of storage by vehicles belonging to the
contractor

7.7.2. Against fire and storm risk only in respect of property which has been transported to the
place of storage in any other way.

8.0. STORAGE OF MEMBER’S FURNITURE AND EFFECTS

8. 1. The payment by Government of the cost of storing furniture or effects of any member Payments :
necessitated by the transfer of such member not at his own request, may be authorised cost of storing
for a period not exceeding two months by the Senior Staff Officer (Quartermaster) whose furniture

121
 authority will be obtained before any such costs are incurred and who will satisfy himself
that :-

8.1.1. The storage is unavoidable,

8.1.2. The member has been unable to secure accommodation in which to use his furniture and
effects and has made or is making, every effort to secure such accommodation;

8.1.3. The charges for storage are fair and reasonable.

8.2. Where the storage of furniture and effects of any member has been authorised, it is the Notification
responsibility of that member to notify the Senior Staff Officer (Quartermaster) through of S.S.O (Q)
the usual channels if the necessity for such storage falls away. responsibility

8.3 Normally, authority will not be granted to store furniture for any period in excess of two Extension of
months but, in exceptional circumstances, application for an extension of this period may storage period :
be submitted through the usual channels to the Senior Stiff Officer (Quartermaster) who responsibility.
may seek authority from Treasury for the extension. Application must be in writing and
must give full details of the circumstances necessitating the extension of the period of
storage.

8.4. Where the storage has been authorised, all storage charges must be paid in the first instance Reimbursement
by the member concerned who then submits claim for reimbursement on form Z853 (T) storage charges.
accompanied by the relevant receipts.

8.5, Government will not pay the cost of storing furniture and effects of any member when the Payments, costs
storage is necessitated by such member taking leave. of furniture
of member on
9.0. CASUALTY RETURNS leave.

9 1. For the purpose of this section, “Casualty” means: Transfer advise.

Any member or civilian employee of the force to or from any station (in the case of
temporary transfer, the anticipated duration of the transfer should be stated on the casualty
return).

b) the discharge or retirement of any member or civilian member of the Force;

c) the death of any member or civilian employee of the force;

d) the engagement of any civilian employee of the force;

e) the desertion or absence or absence without leave and the resumption of duty
following desertion or absence without leave of any member or civilian employee
of the force.

9.2. Officers/ Members in Charge, stations shall record all casualties affecting their stations as
soon as they occur on Police Form 123 (Casualty Return). The form 123 shall be completed Disposal of
in quadruplicate and shall be distributed as soon as possible after the occurrence of the copies.
casualty, as follows :

a) original to Police General Headquarters-

b) first copy to Officer Commanding Province;
c) second copy to Officer Commanding District
d) third copy to remain on station.

9.3. The Staff Officer (Recruiting) shall be responsible for advising the Staff Officer (Personnel)
and Staff Officer (Pay and Records) of the appointment of all members of the Force.

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APPENDIX 1
(of 5.4.)
FORM TO ACCOMPANY ALL REQUISITIONS FOR THE REMOVAL OF HOUSEHOLD
GOODS BY ROAD

This form must be completed in duplicate and sent to the Provincial Quartermaster who in turn must
forward it to reach the Ministry of Transport not less than 21 days before the date of the proposed
move.

1. NAME......................................................Department..........................................................

2. ADDRESS ...........................................................................................................................

3. TEL NO. (OFFICE) ..........................................................HOME.......................................

4. REMOVAL FROM (ADD)..................................................................................................

5. REMOVAL TO (ADD)........................................................................................................

6. Are you being transferred on Government instructions?.....................................................

7. On what date do you commence duties at your new station?...............................................

8 On what date do you have to be out of your present house?................................................

9. On what date is your new house available for occupation?.................................................

10. Are you moving to a Government furnished house (or quarters).........................................

11. Are you vacating a Government furnished house (or quarters)...........................................

12. Accessibility.........................................................................................................................

13. Do your effects comprise-less than 12 m3 ? .......... ........................between 12 and 37 m3

............ more than 37 m3 ?...................................................................................................

(Average of units (I unit equals one half cubic metre) per item are given on the specimen
form. Please use them and total the columns. This is necessary in order to assess the
load).

14. Do you intend packing and crating any items yourself. (If the answer is in the affirmative,
refer to paragraph 6.5. of this part).

15. Between what days would it be convenient for your move to commence?
..............................................................................................................................................

16. Estimated value of the inventory of household effects at repair or replacement cost less
depreciation .........................................................................................................................

NOTE: The contractor undertakes to provide ‘in transit’ insurance cover for an amount equal to
the estimated value of the household goods but riot exceeding an amount to be determined
from time to time in any one case. It is the members’ responsibility to arrange insurance
required in excess of the sum in terms of paragraph 6. 1. of this part.

Members must notify the contractor in advance of any obstacles which may impair the

123
 loading or off loading operation e.g. arches or low trees, etc, preventing direct loading at
the residence.
APPENDIX 1
(of 5.4.)
INVENTORY OF HOUSEHOLD EFFECTS
(I unit equals one half cubic metre)
No. Description Average Total No. Description Average Total
Units Units units units

Baskets (Linen) 1/4 Sub total C/F

Bath 1/4 Couches (studio)
Bed (single) 11/2 Cupboards 2
Beds (double) 3 Deep freeze 2
Bedside cabinets 1/4 Desks 2
Bicycles 1/2 Display cabinets 11/2
Bookshelves 1/2 Divans (single) 11/2
Bar 2 Dressing Tables 11/2
Bureaux 2 Garden tools 2
Carpets 9 x 12 1 H/board units (double) 2
Crockery (teachests) 1/4 H/board ,iriits (single) I
Books 1/4 Hi-Fi 2
Glassware 1/4 Ironing boards 1/4
Linen 1/4 Kists I
Kitchenware 11/4 Ladder (step) I
Ornaments 1/4 Lamps (std and shade) 1,/2
Pictures 1/4 Linos 1/2
Cases (packing,’ 1 Falm Stands 11/2
Chest of Drawers 11/2 Pianos 4
Chairs (.deck) 1/4 Polishers
Chair (diningroom) 1/2 Frames
Chairs babies 1/2 Radiograms 11/2
Chairs (kitchen) 1/2 Radio (Table model I 1 /,I
Chairs (occassional) 1 Refrigerators 2
Clothes horse 1/4 Rugs 1/4
Cots 1. Runners(carpets) 1
Sub total Settee 21/2
Sewing machine hand 1/2
Sub total = ---
Sewing machine (treadle) 1 Any other item 2
Sideboards 2
Stools 1/4
Suitcases 11/4
Stoves 2
‘[‘able (dining) 2
Tables (occassional) 2
Tallboys” I
Tea wagons 1/2
T.V. 1/2
Tool boxes 1/3
Trunks 1/2
Tricycles 1
Vacuum cleaners 1/4
Vegetable racks 1/4
Wardrobes (ladies) 4
Wardrobes (gents) 3
Wardrobes (robettes) 2
Washing machines 1
Welsh dresser 21/2
Wheel-barrows 1/2
Work-benches 2

Sub-total Total Units

124
Signature .................................................................

Date ........................................................................

125
PART 6

PROMOTION

TABLE OF CONTENTS

1.0. Promotion Reports

2.0. Promotion : General

3.0. Promotion to Superintendent

4.0. Promotion above Superintendent

5.0. Promotion to the rank of Chief Inspector

6.0. Promotion to Assistant Inspector or Inspector: Duty Uniformed Branches

7.0. Promotion to Assistant Inspector or Inspector: C.I.D.

8.0 Promotion to Assistant Inspector or Inspector : Staff Branch

9.0. Promotion to Assistant Inspector or Inspector: Technicians’ Branch

10.0. Promotion to Sergeant Duty Uniformed Branches

11.0. Promotion to Sergeant C.I.D.

12.0. Promotion to Sergeant: Staff Branch and Technicians’ Branch

13.0. Promotion to Sergeant : Support Unit Branch

126
1.0. PROMOTION REPORTS

1. 1. Reports on candidates’ suitability for promotion (hereinafter called promotion reports) Promotion
shall be compiled in triplicate as follows:- suitability reports

1.1.1. Z.R.Police form 183-Constables, is to be completed by the Officer/Member in Charge

in consultation with the senior Sergeant or other member immediately supervising the
Constable concerned.

1.1.2. Z.R. Police form 184-Sergeants is to be completed by the Officer/Member in Charge in

consultation with, where appropriate, the member immediately supervising the sergeant
concerned.

1.1.3. Z.R. Police form 185-Assistant Inspector is to be completed by the Officer/Member in

Charge in consultation with, where appropriate, the Inspector or other member immediately
supervising the member concerned.

1.1.4. Z.R. Police form 186-Inspector and above: This form is a combined application for
promotion and suitability report. When promotion applications are called for, an Inspector
or Chief Inspector who is eligible and wishes to apply, submits his application by completing
the first page of the form. When this has been done, the form must be forwarded to the
Officer supervising the member concerned, who then completes the remainder of the form
Where an Inspector is under the command of a more senior Inspector or a Chief Inspector,
the report may not be completed by such senior Inspector or Chief Inspector. The Officer
completing the report should consult such Inspector or Chief Inspector.

1.2. All promotion reports will be forwarded to the Officer Commanding District, or other Distribution
appropriate Officer for comment One copy will then be placed under confidential cover suitability reports
on the member’s station file. One copy will be retained on the member’s duplicate record
of service by district headquarters, and the original, to Police General Headquarters for
consideration by the appropriate promotion board and then filed on the member’s original
record of service.

1.3. Notwithstanding the provisions of paragraph 1.2. above promotion reports relating to
members above the rank of sergeant shall be forwarded through the usual channels, to
the Officer Commanding Province or other appropriate Officer for comment. In addition
Officers, Commanding Provinces may in their discretion issue local instructions if, for
any reason they consider it necessary to see the promotion report of any other member
under their command. Promotion reports described in this paragraph should be endorsed
by the Officer Commanding Province, or other Officer where necessary, comment may be
contained in a covering letter. Promotion reports should then be disposed of in accordance
with the provisions of paragraph 1.2. above, so far as those provisions may apply.

1.4. A member’s career may be prejudiced by incorrect or insufficient reporting upon him, Members’ career.
or it may be equally prejudiced by improper reporting upon others. What is more
important, is that the efficiency of the force is seriously affected when members whose
performance is mediocre are reported upon in over- enthusiastic tern-is and gain unmerited
advancement.

1.5. Assessment symbols in grading must be carefully chosen and the following criteria should Grading.
apply:-

1.5.1. “The average standard of any rank in the Force is “GOOD” any member who is above
the standard in that rank is “VERY GOOD” and any member who is below that standard
is “POOR” Any member who is considered to be above the standard of “VERY GOOD”
is “OUTSTANDING” and this would imply that the is something extraordinary. Any
member who is considered to be a little better than average in his rank, but not “VERY

127
 GOOD”, should be classified as “GOOD”

1.6. Promotion suitability reports compiled on Criminal Investigation Department probationers, C.I.D probationers
should be referred to stations of Origin for confirmation of recommendations or otherwise
and for any additional comment.

1.7. Promotion Suitability reports are classified as ‘CONFIDENTIAL’ and must be treated Classification
as such when they are filed or forwarded from one office to another. Should a member of promotion
be adversely reported upon and not promoted in consequence of such adverse report, the suitability
appropriate promotion board will at its discretion, indicate to the member concerned the
substance of the adverse comments when advising reasons for failure.

2.0. PROMOTION : GENERAL

2.1. Unless special dispensation is given by the Commissioner General, promotion will only Promotion:
be to the rank immediately above that of the candidate. General

2.2. Subject to the provisions of paragraphs 2.3. and 2.4 below, promotion to the rank of Competitive
Sergeant, Sergeant Major, Assistant Inspector and Inspector shall be by competitive Examination
examination, and promotion to other ranks, including promotion to Superintendent and
above may be by both selection and competitive examination.

2.3. Any member having special qualifications may be promoted by the Commissioner Special
General to the rank of Sergeant or Assistant Inspector in terms of Section 9 of the Police qualifications.
(Appointments) Regulations, or to any rank above that of Assistant Inspector by the
President on the recommendations of the Commissioner General without participating in
any competitive examination

2.4. Any Constable, Sergeant, Sergeant Major, Assistant Inspector who is efficient in his duties Eligibility
but who, because of age or for any other good reason, is unable to compete successfully
in an examination, may participate in the extended interview for promotion to the next
higher rank provided lie has made a genuine attempt to pass the examination and has
served for at least

2.4.1. Ten years in the case of a Constable or Detective Constable

2.4.2. Eight years in rank in the case of a Sergeant or Detective Sergeant:

2.4.3. Eight years in rank in the case of Assistant Inspector or Detective Assistant Inspector.
Provided a member will only be allowed to enjoy the provisions of this paragraph once in
his career.

2.4.4. In paragraph 2.4 “genuine attempt” means:- Interpretation.

a) a pass in one or more subjects with “A” or “B” Grades : or

b) a pass in all subjects except one and that failure to be “A”, “B” or “C” Grade
failure; or

c) failure in all subjects but with all such failures at “A”, or “B” Grades, subject
to special exceptions fully substantiated by members responsible for compiling
Promotion suitability reports.

2.4.5. A member who believes he is eligible under this paragraph 2.4 may request, remind or Request:
apply to the Officer/member in charge or responsible member, for the compilation of
promotions suitability reports in order that he may be considered under this paragraph,
provided in such request, reminder or application he shall state, specify and prove the

128
 requirements of paragraph 2.4., namely “any other good reasons”.

2.4.6. The Officers/members responsible for the compilation of the Promotion Suitability reports Action by
shall not turn down the request, member’s reminder or application referred to in paragraph responsible
2.4.5. above for no apparent reason. officers.

2.4.7. Officers/ members responsible for compiling suitability reports must exercise the greatest Consistency in
of fairness in affording the provisions of this paragraph to members. The facilities affording
provided by paragraph 2.4. of this Part should be afforded to members without undue
prejudice or favouritism and must be accompanied by referenced substantiation. They
must not be subjected to the whims of and abuse by the officers/members responsible for
the compilation of such reports the recommending officers, the approving officers or the
Promotion Board.

2.4.8. Eligibility

(A) The qualifying date shall be determined from time to time for all promotion
examinations.

(B) The minimum periods of service in rank as at the qualifying date in order to qualify
for the Written Examination and the Interview are as follows:-

Written Exam Interview

(1) Constable to Sergeant 4 years 4 years

(ii) Sergeant to Assistant Inspector 3 years 3 years

(iii) Assistant Inspector to Inspector 3 years 3 years

(iv) Assistant Inspector (T) to Inspector (T) 3 years 3 years

2.4.9. Inter-Branch Transfers

In all cases where a probationary or qualifying period in a branch is required, members

must have completed this period and have been confirmed in the Branch in which they are
seeking promotion as at the qualifying date to qualify for promotion in their new Branch.

Members who are not eligible to sit the promotion examination of the Branch to which
they are on probation, may sit the whole of the promotion examinations of the branch
from which they have been transferred, provided of course, that they are eligible to sit that
examination by virtue of their length of service in that branch. This is to ensure that they
are not prejudiced in any way should they be returned or return of their own volition to
their original Branches either before or at the end of their probationary periods.

2.4.10. A member who passes the written examination to the next Higher Rank or has passed
this examination in previous years will not be required or permitted to re-write the
examination.

2.5. Every year a sufficient number of boards will be convened by the Commissioner General Promotion
in terms of section 13(l) (b) of the Police (Trials and Boards of Inquiry) Regulations, for Advisory Boards
the purpose of examining candidates for promotion or otherwise assessing their suitability
for such promotion and such boards shall be known as Promotion Advisory Boards.

2.6. Every Promotion Advisory Board shall consist of not less than three officers appointed by Composition
the Commissioner General. Every such board shall deal with all such matters relating to of Promotion
promotion in the branch and to the ranks in respect of which the Board has been convened, Advisory Board.

129
 including recommendations for promotion of any member in terms of paragraph 2.4 of
this part, and the review of the promotion procedure and examination syllabuses and
suggestions for improvement thereof.

2.7. Where any Promotion Board is required to be convened annually in terms of this Part, Validity of
such Board shall remain convened until such time as a new Board is convened. promotion boards.

2.8. The intention to hold promotion examinations shall be advised annually by circular which Intention to hold
shall be published at least three months before the promotion examinations are held. examinations.

2.9. Where any promotion examination includes a written examination, any member with Written
the necessary qualifying service may apply and will be permitted to sit such written examinations.
examination and any member who passes the written examination and is recommended
for promotion may subject to the approval of the Commissioner General, compete in the
remainder of the examination.

2.10. Applications for promotion shall be submitted in accordance with instructions which shall Submission of
be issued from time to time. applications.

2.11. Where any member who is eligible to apply for promotion is unable to make an application Application of
because of his absence on leave or for some other reason, an application on his behalf will member on leave.
be submitted by such member’s Officer/member in Charge or, alternatively, by the Officer
to whom such member is ordinarily directly responsible.

2.12. Where any portion of a promotion examination consists of a test in first aid, any member Promotion
who holds a valid certificate of examination or re-examination of the St John Ambulance examination on
Association, or a written proof or having passed the annual test of efficiency of the first aid.
Zimbabwe Red Cross Society, may be exempted from from test and will be awarded 80%
of the maximum marks

2.13. All applications for exemptions in terms of paragraph 2.12 above must be submitted so as Applications for
to reach Police General Headquarters at least ten days before the examinations are due to exemptions in first
be held. Aid tests.

2.14. Where any portion of a promotion examination consists of written papers in Criminal Law Exemption in
(i.e. Common law, Statute Law) any candidate who has passed Police Lower Law, Police Criminal Law
Higher Law or any general law degree may be exempted from writing such papers and any examination.
candidate so exempted shall be deemed to have passed such papers. Without prejudice to
this pass, such candidates may sit the law papers with a view to obtaining such number of’
marks as would increase their aggregate marks for the whole of written examination.

2.14.1. Any member may claim an exemption in the Criminal Law examination if they possess
any of the following qualifications. The marks to be awarded will be as indicated:-

Police Lower Law 75%

Police Higher Law 80%

Any general Law Degree 80%

2.15. Members of the Staff Branch (Administrative) may claim an exemption in the bookkeeping Exemption in
examination if they possess any of the following qualifications. The marks to be awarded book keeping
will be as indicated. examination

Intermediate certificate in bookkeeping 70% (minimum pass mark 60%)

G.C.E. ‘O’Level in bookkeeping 70%

130
 National Senior certificate in bookkeeping
(minimum pass mark 60%) 75%
Intermediate 80% 80%

i) Chartered Institute of’ Secretaries

ii) Chartered Corporation of Secretaries

iii) Certified and Corporate Accountants

iv) Cost and Management Accountant

Any other qualifications of higher standard 80%

2.16. Members who claim exemption from the qualifying service and written examination on Exemption on
the grounds of academic qualifications will be awarded 59% of the total marks available the grounds
of academic
for the written examination. qualifications

2.17. There will be no other exemptions from written examinations other than those mentioned Exemptions
above

2.18. Bonus marks for long service and seniority will be awarded to promotion candidates for Service and
all branches on the following scales. seniority bonus
marks
2.18.1 Promotion to the rank of Superintendent: Two marks for each completed period of five
years service in excess often years plus ten marks for Chief Inspector and five marks or
Inspectors with four or more years service in rank

2.18.2. Promotion to the rank of Inspector One mark for each completed year of service. Plus
two marks for each completed year of service in the rank of Assistant Inspector as at the
qualifying date subject to a maximum of 20 marks.

2.18.3. Promotion to the rank of Assistant Inspector One mark for each complete year of service
plus two marks for each completed year of service in the rank of Sergeant as at the
qualifying date. subject to a maximum of 20 marks.

2.18.4. Promotion to the rank of Sergeant : One mark for each complete year of service as at the
qualifying date. subject to a maximum of 20 marks.

For the purpose of this paragraph ‘Service’ means total service and includes previous
service in the force or Military in the case of

2.19. Any member who failed to qualify for promotion in any competitive examination and
where promotion is by selection, any applicant for promotion who has not been promoted
shall have the right to enquire and shall be informed why he failed to qualify or why he
has not been promoted, as the case may be.

3.0. PROMOTION TO SUPERINTENDENT

3.1. The qualification for promotion to Superintendent is that one must have spent 2 years in
rank as an Inspector or hold the rank of Chief Inspector

3.2. Normally applications for promotion to the rank of’ Superintendent will be confined to Applications
those members serving in the branch in which the vacancy has occurred. However should
any candidate apply for a vacancy in a branch in which he is not serving he will have to
satisfy the board that there are circumstances sufficiently exceptional to justify departure
from normal policy. For the purpose of’ this paragraph the various branches of the force

131
 shall be:-

3.2. 1. the Duty Uniform branch;

3.2.2. LEFT BLANK

3.2.3. the Criminal Investigation Department

3.2.4. the Support Unit

3.2.5. the Staff Branch (Administrative)

3.2.6. the Technicians’ branch

3.3. The qualifying date for eligibility for promotion to the rank of Superintendent shall be Qualifying date
1st July of each year and application eligible members will be called for in Force Orders
not later than the month of June each year.

3.4. Promotion Advisory boards shall call for reports on candidates from Officers under whom Reports
candidates are serving, and if necessary from Officers under whom a candidate has served
previously. The Board may summon any Officer to give evidence and to be questioned as
to the suitability of any candidates for promotion

3.5. Promotion Advisory boards shall interview each candidate other than those candidates who Interview of
are absent on leave, sick, etc and shall consider records of service and all reports bearing candidates.
on the relative suitability of each candidate. Interviews of candidates for promotion in
the Duty Uniform Branch, Criminal Investigation Department Support Unit branch shall
normally held during the month May each year.

3.6. Should a Promotion Advisory Board adjourn or re-assemble during a financial year, Adjournment
candidates who were when this board originally sat need not be interviewed again unless reassemble
the President of the board so directs or unless any candidate applies for it interview. of promotion
Advisory Boards.
Where a board so re-assembles, only those candidates who already made application shall
be considered unless the directs that fresh applications to be submitted and a notice to this
effect is published in the Force Orders.

3.7. Should any Board be re-constituted by the substitution of two or during the financial year Substitution
the procedure, the procedure outlined in paragraph 3.5 above will again be followed and of members at
all candidates will be re-interviewed by the new board. Advisory Boards.

3.8. Promotion Advisory Boards shall recommended for promotion a sufficient number Recommendations
of candidates to fill any foreseeable vacancies in the current financial year. Promotion for promotion
occurring more than three months after the sitting of the Board shall be subject to
satisfactory reports as to the continued suitability of the candidate for promotion.

3.9. In framing its recommendations, the Board shall bear in mind that seniority, long service Assessment of
and good conduct as well as professional ability and qualifications are all to be taken into candidates
consideration when assessing the relative suitability of candidates. The degree to which
candidates have displayed such qualities its intelligence above the average, integrity
loyalty zeal and diligence in the performance of their duties shall be among the main
factors which will influence the Board making its recommendations.

The Board shall also consider the of the age of the candidate in relation to the specific
duty requirements of the appointment for which he applied and the period of continuity of
office which he is likely to enjoy.

132
4.0. PROMOTION ABOVE SUPERINTENDENT
Appointment:
4.1. Appointments to Deputy Commissioner General and Commissioner General shall be by Deputy
selection from any branch and shall be based on ability and suitability. Commissioner
General and
Commissioner
General

4.2. Promotion to any rank higher than Superintendent up to and including Senior Assistant Promotion to
Commissioner shall normally be confined within each branch as set out in paragraph 3.2. rank higher than
of this part. Superintendent

4.3. Promotion to any rank above that of Superintendent up to and including promotion to Promotion
Senior Assistant Commissioner shall normally be by selection from Officers of the next above rank of
junior rank who have at least two years service in that rank, but in special circumstances, Superintendent
the Commissioner General may use his discretion and waive the requirement of two years
service in rank

4.4 Promotion to Deputy Commissioner General or Senior Assistant Commissioner shall be Promotion
on the recommendation of Commissioner General in consultation with the Deputy to Deputy
Commissioner Generals. Commissioner
General, Senior
Assistant
Commissioner
5.0. PROMOTION TO THE RANK OF CHIEF INSPECTOR

5.1 LEFT BLANK

6.0. PROMOTION TO ASSISTANT INSPECTOR OR INSPECTOR DUTY

UNIFORMED BRANCHES

6. 1. The provisions of paragraphs 6.2 and 6.3 shall also apply to the Criminal Investigation
Department and Staff Branches .

6.2. The qualifying date for these examinations will be the 1st of July, each year.

6.3. The following shall be eligible to participate in the promotion examinations:- Eligibility

6.3.1. Promotion to Assistant Inspector;

i) Sergeants who have not less than three years continuous service.

ii) Sergeants who are re-appointed in the Force more than one year after discharge
with at least three years’ service, or Sergeants who have served at least four years in
any other established Police Force, if in either case the specified minimum periods
of previous service were within five years of appointment or re-appointment as
the case may be, and that the member concerned has completed at least two years’
continuous service at the qualifying date and the Commissioner General approves
of his participation.

Provided that the Commissioner General may alter the qualifying period to meet exigencies
in the force.

6.3.2. PROMOTION TO INSPECTOR

i) Assistant Inspectors who have not less than three years’ service in rank by the
qualifying date Provided that in special circumstances, the Commissioner General

133
 may permit a Sergeant or Assistant Inspector who does not have the qualifying
service as set out in sub paragraphs 6.3. 1. and 6.3.2. above to participate in the
examination for promotion to Assistant Inspector or Inspector as the case may be.

6.4. The written examination and extended interview will be as follows:- Written
Examinations
Common Law Maximum marks 100
Police Powers and Procedures Maximum marks 100
Statute Law Maximum marks 100
Police duties and Investigation Maximum marks 100
Administration Maximum marks 100

6.5. The names of those candidates who are successful in passing the written examination will Successful
candidates
be published in force orders in order of seniority. in written
examinations
6.6. All candidates who are successful in passing the written examination, will compete in Extended
interview
the extended interview of the examination, subject to a satisfactory recommendation for
promotion and the approval of the Commissioner General.

Extended interview course will be in the form of competitive examination requiring a

maximum of 725 marks which will be allocated as listed below:-

First Aid Maximum marks 50

Ability to drill a squad Maximum marks 25
Case study Maximum marks 50
In basket test Maximum marks 200
Turnout and General showing Maximum marks 50
Interview Maximum marks 100
Record of service Maximum marks 200

Total 725

Candidates must obtain a minimum of 60% of the total marks possible in this examination
i.e. not less than 375 marks altogether.

6.7. Marks of seniority and long service will be added to marks obtained in extended interview Seniority and long
of the examination and candidates will be placed in order of merit based on the total of service marks.
these marks

6.8. The names of those candidates who have qualified for promotion will then be published Publications of
in Force Orders in order of merit. Sergeants so qualified will be promoted to the rank candidates names
of Assistant Inspector Assistant Inspectors so qualified will be promoted to the rank of in force orders.
Inspector.

6.9. Any candidate who obtained pass marks in the written examination but who were riot Unsuccessful
recommended for promotion and failed the extended interview of the examination may candidates
submit applications for promotion the following year and, if they are recommended for
promotion, will be allowed to compete in the extended interview of the examination with
all candidates who passed the written examination in that year.

6. 10. Double Increment Scheme

Any member who is successful in the written examination will receive a double increment
in salary with effect from the I st July of the examination year. The double increment
provision is taken into account in determining the salary scale to which members will be
assimilated on promotion even when they are promoted on the 1st July of the year they
pass the written examination.

134
7.0. PROMOTION TO ASSISTANT INSPECTOR OR INSPECTOR : CRIMINAL
INVESTIGATION DEPARTMENT

7.1. The examination procedure for promotion to the rank of Assistant Inspector or Inspector Examination
in the Duty Uniform branches as laid down in paragraph 6.0. of this part, and general procedure
provisions of that paragraph apply equally to those ranks in the Criminal Investigation
Department, subject to the exceptions contained in paragraph 7.2 and 7.3 below.

7.2. The requirement for eligibility for participation in the examinations for promotion to the Eligibility for
rank of Assistant Inspector or Inspector as laid down for participation of members of the examination
Duty Uniform branches in paragraph 6.3 of this part, apply equally to members of the
Criminal Investigation Department who, in addition, must have served for at least one
year of the laid down qualifying period in the Criminal Investigation Department and must
have been confirmed in their branch by the qualifying date, which shall be the 1st July,
each year.

7.3. The examination for promotion to the rank of Assistant Inspector or Inspector in the Examination
Criminal Investigation Department shall be as follows: - for promotion:
Assistant
Inspector or
Inspector Criminal
Written Examination Investigation
Department
Common Law Maximum marks 100
Police Powers and Procedure Maximum marks 100
Statute Law Maximum marks 100
Police duties and Investigation Maximum marks 100
Administration Maximum marks 100

To pass, a candidate will require 50% or more in each paper, with a minimum aggregate
of 55% in all five papers, i.e. not less than 275 marks altogether.

Extended Interview

First Aid Maximum marks 50

Prepared lecture Maximum marks 50
Case study Maximum marks 50
In basket test Maximum marks 200
Turnout and General Showing Maximum marks 50
Interview Maximum marks 100
Record of, Service Maximum marks 200

Total 700

Candidates must obtain a minimum of 60% of the total marks possible in this examination
i.e. not less than 420 marks altogether.

8.0. PROMOTION TO ASSISTANT INSPECTOR OR INSPECTOR STAFF BRANCH

8.1 The examination procedure for promotion to the rank of Assistant Inspector or in the Duty Eligibility
Uniform branch as laid down 6.0 of’ this part and the general of that equally to promotions
to those in the Staff Branch subject to the exceptions contained in paragraph 8.2 and 8.3
below.

8.2 The requirements for eligibility for participation in the examination for promotion to to
the rank of Assistant or Inspector as laid down for members of the Duty Uniform branches
in paragraph 6.3 of this part to apply equally to members of the Staff branch who, in
addition, must have served at least six months of the laid down qualifying period in the

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 Staff Branch and must have been confirmed in their branch by the qualifying date, which
shall be the 1st of July, each year.

8.3 The syllabus for the examination for promotion to the rank of Assistant Inspector in the Syllabus
staff branch shall be as follows:- examinations

8.3.1. Administration Staff Written examinations

Standing Orders and Financial handbook Maximum marks 100
Police Act and Regulations Maximum marks 100
Clerical English Maximum marks 100
Book keeping Maximum marks 100
Law and Police Duties Maximum marks 100

8.3.2. Extended Interview

First Aid Maximum marks 50
Prepared Lecture Maximum marks 50
Case Study Maximum marks 50
In basket test Maximum marks 200
Turnout and General showing Maximum marks 50
Interview Maximum marks 100
Record of Service Maximum marks 200

Total 700

Candidates must obtain a minimum of 60% of the total marks possible in this examination,
i.e. not less than 420 marks altogether.

8.3.3. Instructional staff Written examinations

Law and Police duties Maximum marks 100
Police Act and Regulations Maximum marks 100
Standing Orders Maximum marks 100
Instructional duties Maximum marks 100

8.3.4. Extended Interview

First Aid Maximum marks 50
Prepared lecture Maximum marks 50
Turnout and General showing Maximum marks 50
Interview Maximum marks 100
Record of service Maximum marks 200
Practical tests Maximum marks 250

Total 700

Candidates must obtain a minimum of 60% of the total marks possible in this examination,
i.e. not less than 420 marks altogether.

8.4. Members of the Staff Branch (Administrative) seeking promotion to Sergeant, Assistant Exemptions:
Inspector and Inspector may claim an exemption in the bookkeeping examination if they written
possess one of the following bookkeeping qualifications. examinations

The marks that will be awarded are as follows: -

8.4.1. South African National Intermediate

certificate in bookkeeping
(Minimum pass mark 60%) 70%

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8.4.2. G.C.E. ‘O’level in bookkeeping 70%

8.4.3. South African National Senior Certificate 70%

in bookkeeping

8.4.4. Intermediate Standard-Chartered Institute 80%

of Secretaries

8.4.5. Intermediate Standard-Chartered Corporation 80%

of Secretaries

8.4.6. Intermediate Standard -Certified and

Corporate Accountant 80%

8.4.7. Intermediate Standard Cost and

Management Accountant 80%

8.4.9. Any other qualifications of higher

standard 80%

8.5 At- the conclusion of the Extended Interview, marks for seniority and long service will be Seniority and long
added to the marks obtained in the extended interview of the examination and candidates service
will be placed order of merit based on the total of these marks. The names of the candidates
who have qualified for promotion will be published in Force Orders in order of merit.

9.0. PROMOTION TO ASSISTANT INSPECTOR OR INSPECTOR: TECHNICIANS

BRANCH

(All sections with the exception of instructors)

9.1 Subject to a minimum probationary period of three months’ service, the holding of the Qualifications
necessary trade qualifications, (or the pass of the departmental trade test in lieu promotion and probationary
to the rank of Assistant Inspector (Technician) shall with the approval of the Commissioner period
General, be automatic. Thereafter promotion shall be by competitive examination to the
rank of Inspector.

9.2. Written promotion examination will be held annually, the qualifying date for which will Qualifying date
be lst July.

9.3. The following shall be eligible to compete in such examinations:- Eligibility

9.3.1. For promotion to Inspector, (Technician) Assistant Inspectors who will have served three
years or more in rank at the qualifying date;

9.3.2. All previous service in the Z.R. Police in the rank of Assistant Inspector (Technician) will
count towards a member’s eligibility to compete.

9.4. Promotion examination will be taken in two parts as follows:-

9.4.1. Written Examination : Inspectors

Law and Police duties Maximum marks 100

Standing Orders. Police

Act and Regulations Maximum marks 100

Trade Administration Maximum marks 100

137
 Technical Trade Maximum marks 100

To pass, a candidate will require 50% or more in each paper and a minimum of 55% in all
papers, i.e. not less than 220 marks altogether.

9.4.2. Extended Interview

First Aid Maximum marks 50

Interview Maximum marks 100

Record of service Maximum marks 200

Total 350

Candidates must obtain a minimum of 60% of total marks possible in this examination, i.e.
not less than 2 10 marks altogether.

9.5. Promotion examination to Sergeant and Assistant Inspector will be taken in two parts as Sergeants
follows:- and Assistant
Inspectors
9.5.1. Written Examinations

Law and Police duties Maximum marks 100

Standing Orders, Police Act and Regulations Maximum marks 100
Technical Trade written Maximum marks 100
Technical trade practical Maximum marks 100

To pass, a candidate will require 50% or more in each paper and a minimum aggregate of
55% in all papers, i.e. not less than 220 marks altogether.

9.5.2. Extended Interview

First Aid Maximum marks 50
Interview Maximum marks 100
Record of Service Maximum marks 200

Total 350

Candidates must obtain a minimum of 60% of total marks possible in this examination, i.e.
not less than 210 marks altogether.

9.6. Promotion examination to Sergeant, Assistant Inspector and Inspector in the Support Unit Support unit
Branch will be taken in two parts as follows:- Branch.

9.6.1. Written Examination:-

Common Law Maximum marks 100

Police Powers and Procedure Maximum marks 100
Statute Law Maximum marks 100
Police duties and Investigations Maximum marks 100
Administration Maximum marks 100

To pass, a candidate will require 50% or more in each paper, with a minimum aggregate
of 55% in all five papers, i.e. not less than 275 marks altogether.

9.6.2. Extended Interview

138
 First Aid Maximum marks 50
Prepared lecture Maximum marks 50
Ability to drill a squad Maximum marks 25
Case study Maximum marks 50
In basket test Maximum marks 200
Turnout and General Showing Maximum marks 50
Interview Maximum marks 1000
Record of Service Maximum marks 100

Total 725

Candidates must obtain a minimum of 60% of total marks possible in this examination, i.e.
not less than 330 marks altogether.

10.0. PROMOTION TO SERGEANT: DUTY UNIFORMED BRANCHES

10.1. The provisions of this paragraph shall apply to members of the Duty Uniformed Provisions
branches. applicable

10.2. The qualifying date for these examinations will be lst July, each year Qualifying date.

10.3. Subject to the approval of the Commissioner General, Constables with four years service Eligibility in
by the qualifying date, shall be eligible to participate in promotion examination to the promotion
rank of Sergeant. Provided that in exceptional circumstances, the Commissioner General examination.
may permit a Constable who does not have the qualifying service to participate in the
examination for promotion to Sergeant.

10.4. The examination shall consist of two pans as follows:-

Written Examination: shall be as in 6.4 above. Examination

10.5. Any candidate who has passed the written examination and who has been recommended Successful
for promotion may participate in the extended interview of the examination, subject to the candidates: written
approval of the Commissioner General. examination

10.6. Candidates will attend a one day course where they will be examined and marked on the Extended
following:- interview.

First Aid Maximum marks 50

Prepared Lecture Maximum marks 50
Ability to drill a squad Maximum marks 25
Turnout and general showing Maximum marks 50
Interview Maximum marks 100
Record of service Maximum marks 200
Total 475

Candidates must obtain a minimum of 60% of total marks possible in this examination, i.e.
not less than 285 marks altogether.

10.7. At the conclusion of extended interview examination, the names of the successful Successful
candidates will be published in Force Orders in order of merit and promotion vacancies candidates:
occurring within the financial year from date of qualification will be filled as they occur
from these successful candidates.

10.8. Any candidate who obtained a pass mark in the written examination but who was not Successful
recommended for promotion or who failed the extended interview of the examination candidates not
may submit an application for promotion the following year and, if recommended for recommended for

139
 promotion be allowed to compete in he extended interview of the examination with all promotion.
candidates who passed the written examination in that year.

11.0. PROMOTION TO SERGEANT: criminal INVESTIGATION DEPARTMENT

11.1 The examination procedure for promotion to the rank of Sergeant in the Duty Uniform Examination
branch as laid down in paragraph 10.3 of this part and the general provisions of that procedure.
paragraph, apply equally to promotions to those ranks in the Criminal Investigation
Department subject to the exceptions contained in paragraphs 11.2. and 11.3 below.

11.2 The requirements for eligibility for participation in the examinations for promotion to the Eligibility:
rank of sergeant as laid down for members in the Duty branches in paragraph (11.3) of this promotion
part, apply equally to members of the Criminal Investigation Department, who in addition, examination.
must have served at least one year of the laid down qualifying period in the Criminal
investigation Department, and must have been confirmed in that branch by the qualifying
date, which shall be the 1st of July each year.

11.3 The examination for promotion to the rank of sergeant in the Criminal Investigation Examinations
Department shall be as follows:- applicable

11.3.1 Written Examinations: shall be as in 6.4

Extended Interview

First Aid Maximum marks 50

Prepared lecture Maximum marks 50
Turnout and general showing Maximum marks 50
Interview Maximum marks 100
Record of service Maximum marks 200
Total 450

Candidates must obtain a minimum of 60% of total marks possible in this examination, i.e.
not less than 270 marks altogether.

12.0. PROMOTION TO SERGEANT: STAFF BRANCH AND TECHNICIANS’

BRANCH

12.1 The examination procedure for promotion to the rank of sergeant in the Duty Uniformed Examinations
Branches as laid down in paragraph 10.3 of this part, and the general provisions of that procedure
paragraph, apply equally to promotions to those ranks in the Staff Branch and Technicians’
branch subject to the exceptions contained in paragraphs 12.2. and 12.4 below.

12.2. The requirements for eligibility for participation in the examinations for promotion to the Eligibility
rank of sergeant a,-, laid down for members of the Duty Uniformed Branches in paragraph promotion
10.3 of this part apply equally to members of the Staff Branch and Technicians’ branch examinations
who, in addition, must have served at least one year of the laid down qualifying period in
those branches by qualifying date, which shall be the 1st of July, each year.

12.3. The examination for promotion in the rank of Sergeant in the Staff Branch and Technicians Examinations
Branch shall be as follows:- applicable

12.3.1. Written Examination to Sergeant: Staff Branch (Ordnance)

Law and Police duties Maximum marks 100

Administration and General Knowledge Maximum marks 100

To pass, a candidate e will require 50% or more in each paper with a minimum of 55% in

140
 all papers, i.e. not less than 110 marks altogether.

12.3.2. Extended Interview

First Aid Maximum marks 50

Prepared Lecture Maximum marks 50
Turnout and General showing Maximum marks 50
Interview Maximum marks 100
Record of Service Maximum marks 200

Total 450

Candidates must obtain a minimum of 60% of total marks possible in this examination, i.e.
not less than 270 marks altogether.

12.3.3. Written Examination to Sergeant: Technicians’ Branch (All Sections)

Law and Police duties Maximum marks 100

Administration and General Knowledge Maximum marks 100
Trade test (Practical) Maximum marks 100

To pass, a candidate will require 50% or more in each paper, with a minimum aggregate
of 55% in all three papers, i.e. not less than 165 marks altogether.

12.3.4. Extended Interview

First Aid Maximum marks 50

Interview Maximum marks 100
Record of service Maximum marks 200

Candidates must obtain a minimum of 600/(, total marks possible in this examination, i.e.
not less than 2 10 marks altogether.

12.4. In regard to the practical trade test, a certificate of competency issued by a Government Certificate of
Medical Officer in respect of a qualified medical assistant. or by the Ministry of Education competence
in respect of teachers, will be acceptable in lieu of a trade test.

13.0. PROMOTION TO SERGEANT: SUPPORT UNIT BRANCH

13.1. The requirements for eligibility for participation the examinations for promotion to Eligibility
the rank of sergeant as laid down for the members of the Duty Uniformed branches in
paragraph 10.3 of this part, apply equally to members of the Support Unit Branch.

13.2. The examinations for member of the Support Unit Branch shall be in two parts, as follows:- Examinations
applicable
13.2.1. Written Examinations

Common Law Maximum marks 100

Administration Maximum marks 100
Field Craft /weapons / signals Maximum marks 100

Statute Law Maximum marks 100

Police powers and procedure Maximum marks 100

To pass, a candidate will require 50% or more in each paper, with a minimum aggregate

141
 of 55% in all five papers, i.e. not less than 275 marks altogether.

13.2.2. Extended Interview

First Aid Maximum marks 50
Prepared lecture Maximum marks 50
Ability to drill a squad Maximum marks 25
Turnout and general showing Maximum marks 50
Interview Maximum marks 100
Record of service Maximum marks 200

Total 475

Candidates must obtain a minimum of 60% of total marks possible in this examination, i.e.
not less than 285 marks altogether.

13.3. At the conclusion of the extended interview, the names of the successful candidates will be Successful
published in the Force Orders in order of merit and promotion vacancies occurring within candidates
the financial year will be filled as they occur from these successful candidates.

13.4. Any candidate who obtains a pass mark in the written examination but who was not Candidates not
recommended for promotion or who failed the extended interview of the examination, recommended for
may submit an application the following year and, if recommended for promotion will be promotion
allowed to compete in the extended interview of the examination with all candidates who
passed the written examination in that year.

142
PART 7

DISCHARGE

TABLE OF CONTENTS

1.0. Retirement, Resignation or discharge of a member

2.0. Retirement at the age of fifty or over

3.0. Death of a member

4.0. Funerals of deceased members.

143
1.0. RETIREMENT, RESIGNATION OR DISCHARGE OF A MEMBER

1.1. A member who wishes to retire or resign shall complete one copy of Z.R. Police form 71 Application for
(Application for Discharge) and submit it through the usual channels to Police General discharge.
Headquarters.
This form MUST contain details of the member’s forwarding address for pension and
income tax Purposes. Provided that officers of or above the rank of Superintendent shall
Submit their applications for discharge in letter form. (and not form 71).

A forwarding address must also be supplied where a member is discharged in terms of

those reasons shown in paragraph 1.4.3. below. A member of or below the rank of Sergeant
must also submit one copy of Z.R. Police form 156 (Particulars for payment of terminal
benefits sergeant and below with his application for discharge. In all cases administrative
action in relation to the payment of terminal benefits is initiated by the submission of form
71 and where relevant a form 156.

1.2. A member who leaves the Force shall in terms of section 3 of the Police (General) Certificate of
Regulations be issued with a certificate of service (Z.R. Police service, form 315, 317. 319 service
or 320) signed by his Officer Commanding Province.

Provided that a who retires on pension after twenty or more years’ service as the case may
be shall be issued with a specially printed certificate of service, signed by the Commissioner
General.

1.3. No duplicate certificate of service will be issued. Ex-members who have lost their Duplicate
certificates of service and who wish for proof of previous are to be advised to write to certificate of
Police General Headquarters. service

1.4. Grounds for retirement, resignation or discharge of a member shall be confined to one or Retirement,
other of the following which shall be quoted in Force Orders:- resignation or
discharge.
1.4.1. Retirement

i. “Retirement on Pension” - after completion of 20 or more years pensionable

service as the case may be.

ii) “Retirement on Pension in terms of tile pensions and other benefits Acts, 1979”.

iii) “Retirement on Gratuity” - after completion of 10 or more years service.

1.4.2. Resgnation

i) “At own request”

ii) “By purchase” - during the initial two years” contract in terms of- section 17 of
the Police (Appointment) Regulations

iii) “On transfer to another Government department”- in terms of-the Police (Transfer
and Secondment Regulations.)

1.4.3. Discharge

i) “On medical grounds” - in terms of section 15 of the Police Act.

ii) “On expiration of Contract” after completion of the two year contract when a
member is not permitted to be re-appointed.

144
 iii) ‘Unsuitable for Police duties” - on instructions of the Commissioner General when
a member is, for any reason whatsoever, unsuitable to be a member of the Force.

iv) “For misconduct” -on instructions of the Commissioner General when a member
is discharged because of misconduct. Such member is usually discharged without
notice but may be given notice of discharge at the discretion of the Commissioner
General.

1.5. A certificate of service issued in terms of paragraph 1.2 of this part, may contain one or Classification:
other of the following conduct classification:- certificate of
service.
1.5.1 “Exemplary”- for those members who have completed not less than ten years service in
the Force on periods which in the aggregate amount to not less than ten years service and
whose service in the previous six years has been completely satisfactory;

1.5.2. “Very good” for those members having six or more years service who do not qualify for
“Exemplary” or for a member with less than six years service whose conduct during his
entire service has been completely satisfactory;

1.5.3. “Good” for those members, irrespective of their length of service, who do not qualify for
-Exemplary” or “Very good” but those whose conduct may be described as “Generally
satisfactory”.

1.5.4. “Fair” for those members who do not qualify under the foregoing classification and who
are not being discharged “For misconduct”. Members discharged as “Unsuitable for Police
duties” would normally receive this classification but might in exceptional cases be rated
as good;

1.5.5. “Nil” for those members not deserving any of the above classification. Where a member
is discharged for misconduct, no conduct classification will be given and the word “Nil”
with two transverse lines on each side will be drawn through the relevant space on the
certificate.

1.5.6. The reason for leaving the Force as specified in paragraph 1.4. of this part.

1.6. The inclusion on a certificate of service of the reason for a member leaving the Force is at The Commissioner
the discretion of the Commissioner General or any other officer issuing the certificate, as General may refuse
also is the granting of a conduct classification. The Commissioner General or Officer as to grant conduct
the case may be, may refuse to grant conduct classification whatsoever. Where a member classification.
is discharged for misconduct, no conduct classification will be given and two transverse
lines will be drawn through the relevant space on the certificate as specified in paragraph
1.5.5. above.

1.7. Retirement or resignation at a member’s own request may be recommended by the Officer Retirement or
Commanding Province, subject to the member giving the required 3 months notice of his resignation at
intention to retire or resign. Where a member seeks waiver of notice, approval may only member’s own
be granted by the Commissioner General. request.

2.0. RETIREMENT AT THE AGE OF FIFTY YEARS OR OVER

2.1. See the Police Act. Retirement at the

age of 50 years or
3.0. DEATH OF A MEMBER over.

3.1. The death of any member of the Force shall be reported immediately by the deceased Death of a
member’s Officer/Member in Charge to his Officer Commanding, who shall immediately member:
notify the Commissioner General, giving such details of the circumstances of the death notification

145
 as are immediately available at the same time, an urgent radio signal shall be sent to Staff
Officer Personnel and Staff Officer Welfare giving the following information.

3.1.1. Number, rank and name;

3.1.2. National identity registration number or registration certificate number:

3.1.3. Date, time and place of death;

3.1.4. Whether killed or died on or off duty;

3.1.5. Unit or station;

3.1.6. Date of birth;

3.1.7. Place of birth;

3.1.8. Date of attestation;

3.1.9. Marital status;

3.1.10. If married, name of wife;

3. 1. 11. Names of children;

3.1.12. Ages of children;

3.1.13. If single, full names of next of kin;

3.1.14. Reference to circumstances surrounding death (i.e. where and with whom he was with at
time of his death);

3.1.15. Location of scene with map reference;

3.1.16. Place and time of burial,

3.1.17. Whether any other member was injured at the same incident,

3.2. The initial report to the Commissioner General shall be followed as soon as possible by a
full report containing complete details of the circumstances of the death, together with a
summary of all available evidence on the question of whether the death was occasioned in
or by the discharge of the deceased member’s official duties and whether it was occasioned
without the deceased member’s default.

3.3. Notification of death of a member, together with a brief description of the circumstances Next of kin:
of the death shall be advised to the member’s next of kin as soon as possible. If the Notification
next of kin reside in Zimbabwe, it is the responsibility of the deceased member’s Officer
Commanding to ensure that this is done. If the next of kin reside outside Zimbabwe,
notification will be made by Police General Headquarters.

3.4. The Officer Commanding of a deceased member is responsible ‘or ensuring compliance Responsibility
with the provisions of:- of Officers
Commanding.
3.4.1. Section 19 of the Births and Deaths Registration Act, regarding the registration of death;

3.4.2. Section 5,15,16,18 and 43 of the Administration of Estates Act, regarding the administration

146
 of the deceased member’s estate.

3.5. The responsibility for complying with the statutory provisions referred to in paragraph Death certificates.
3.4 above, is usually that of the deceased’s widow, but where the deceased member was
unmarried, the responsibility will be undertaken by the deceased member’s Officer/Member
in Charge or by some other responsible member nominated by the Officer Commanding.

3.6. As soon as possible after the death of a member, the death, marriage and birth certificates Wills
of the children if applicable, should be forwarded to staff Officer (Personnel) at Police
General Headquarters.

3.7. To avoid administrative difficulties on the death of a member, it is desirable that all
members:-

3.7.1. Draw up a WILL and state in writing, where the WILL is located and the identity of the
executor.

3.7.2. State positively, in writing, that they do not wish to draw tip a WILL.

Members are informed that a service is provided by the Master of the High Court where
WILLS may be recorded and placed in safe keeping free of charge. Members wishing to
take advantage of this service will be required to forward their WILLS to Police General
Headquarters in the first instance for onward transmission to the Master of the High
Court. Members are advised that it is in the interests of their families to comply with the
provisions of sub-paragraphs 3.7.1 and 3.7.2 above, in order to ensure that in the event of
death no unnecessary delay occurs in the finalisation of the Estate.

3.8. Notwithstanding that the responsibility for the official notification of the death of a Death of a Police
Pensioner lies with District Administrators, Officers and Officer/Members in Charge Pensioner:
stations can assist with the Welfare of Police widows and dependents by advising Police notification.
General Headquarters of the death of a Pensioner particularly where this occurs in remote
part of the country.

3.9. When it is learnt of the death of a Police Pensioner, irrespective of the cause of death,
stations should supply the Senior Staff Officer (Personnel) at Police General Headquarters
with the following information, by radio as soon as possible:-

3.9.1. Full names, registration number and district;

3.9.2. Force number (if known);

3.9.3. Date and place of death;

3.9.4. Cause of death;

3.9.5. Names of widow and dependent children under the age of 18 years;

3.9.6. Place of residence of widow and dependants;

3.9.7. The office through which the deceased normally received his pension;

When received, this information will be forwarded to the Pensions Officer by Police
General Headquarters, in order to effect the early transfer to the widow or dependents of
any pension benefits due thereby minimising any financial hardships.

147
4.0. FUNERALS OF DECEASED MEMBERS

4.1. In this paragraph “equivalent rank” means:-

4.1.1. In the case of a member of or above the rank of Assistant Inspector; the rank of Assistant
Inspector and all ranks above that rank

4.1.2. In the case of a member of or below the rank of Sergeant: all ranks below that rank.

4.2. A deceased member shall be buried or cremated with military honours, unless the Burial of
Commissioner General otherwise directs or a wish to the contrary is expressed by the next a member:
of kin of the deceased member. The procedure to be followed when a deceased member procedure
is buried or cremated with military honours, shall be as laid down in the Z.R. Police Drill
Manual.

4.3. The funeral of every deceased member shall be attended by an Officer of the force and as Funeral
many members of equivalent rank to the deceased member as are immediately available. attendance.
Every effort will be made to permit any member of what ever rank and wherever stationed,
to attend the funeral of a deceased member, when the member expresses a wish to attend.

The provision of paragraphs 4.2. and 4.3. above shall normally only apply when the
deceased member is buried in a cemetery or cremated at a crematorium established in
Zimbabwe in terms of the Cemeteries Act.

4.4. The Officer Commanding District/Province of the deceased member is responsible Responsibilities
for the provision of the wreath at the funeral of the deceased member on behalf of the of Officers
Commissioner General. The cost of the wreath shall be borne by the appropriate provincial Commanding
fund. District/Province

4.5. Reasonable expenses incurred in the burial or cremation of a member who dies in Payments of
Zimbabwe shall be borne by the Government in terms of Section 6 of the Police (General) expenses incurred
Regulations. These expenses, include the provision of a coffin and a cross, to mark the in the burial or
grave of the deceased member. Such crosses may be obtained through the Senior Staff cremation.
Officer (Quartermaster) who must be advised of:-

4.5.1. The force number, full names and date of attestation of the deceased member;

4.5.2. The date and place of death;

4.5.3 The number of the grave and place of burial.

4.6. Any cross provided in terms of paragraph 4.5 above will be consigned by the Senior Erection of
Staff Officer (Q) to the Officer/Member in Charge station, in whose section the grave is crosses.
situated, and the Officer/Member in Charge station will be responsible for its erection.

4.7. The Government is not responsible for the Funeral expenses of deceased ex-members of Funeral expenses
the Force but, in some cases, the Commissioner General may authorise the provision by of deceased ex-
Police of a flag, bearer party and a bugler at the funeral. Funerals of Police ex-members members.
will be attended by as many members of the equivalent rank to the deceased member as
are immediately available.

148
PART 8

CONDITIONS OF SERVICE

TABLE OF CONTENTS

1.0. Vacation leave

2.0. Occasional leave

3.0. Sick leave

4.0. Vacation leave in advance

5.0. Maternity leave

6.0. Leave General

7.0. Members on Leave who are required as Witnesses

8.0. Failure to return from leave on the due date

9.0. Time off

10.0. Marriage of members

11 .0. Families of members

12.0. Next of kin of members.

149
1.0. VACATION LEAVE

1.1. Applications for vacation leave, on form 60130-9 are approved at Provincial/ district level Application Form
of members of the rank of Chief Inspector and below. Once approved the original plus one 60131-9
copy is forwarded to Police General Headquarters for the attention of the Salary Service
Bureau Liaison Officer. Application for vacation leave in respect of Superintendents and
above are to be forwarded to the Deputy Commissioner General (Human Resources) at
Police General Headquarters, for approval. A short covering report is required with the
application.

1.2. Where an advance of salary is required, the application in respect of all members must be Advance of
submitted to the Salary Service Bureau Liaison Officer not less than six weeks prior to the salary.
start of leave. An advance of salary will only be granted -where a member applies for leave
in excess of 21 days leave and a pay day must fall within that period of leave.

1.3. The procedure outlined below will be followed when members apply for vacation leave. Member applying
Member applying for leave:- for leave.

1.3. 1. Completes application for leave form, original plus two copies;

1.3.2. Submits application for leave forms to his Officer/Member in Charge.

1.4. Officer/Member in Charge checks:- Officer/Member

in charge.
1.4.1. Application for leave form to ensure correct compilation;

1.4.2. Endorses duty roster and or leave register with particulars of member’s leave;

1.4.3. Recommends application for member’s leave;

1.4.4. Forwards application for leave form with both copies to the Officer Commanding
district;

1.5. Officer Commanding district checks:- Officer

Commanding
1.5.1. Application for leave form district.

1.5.2. Approves application for leave, may record such records of leave as desired except
that he must retain information where it concerns Officers/ Members in Charge stations
proceeding on leave. Record must be retained for the current and previous calendar year.

1.5.3. Returns one copy of the application for leave form to station of origin;

This is for information of the Officer in Charge and for handing to the member as his
authority to proceed on leave.

1.5.4. Forwards original and one copy of the application for leave form to the Salary Service
Bureau Liaison Officer at Police General Headquarters.

1.6. The Salary Service Bureau Liaison Officer:- Salary Service

Bureau Liaison
1.6.1. Receives application for leave form and copy; Officer.

1.6.2. Endorses department and section code on leave forms.

1.6.3. Batches application for leave forms for sending to the Salary Service Bureau;

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1.6.4. Files the copy of the application form by number. This is to enable queries to be answered
with regard to leave that has been processed and in particular where leave pay in advance
has been requested.

1.7. Application for vacation leave for Superintendents arid above must be forwarded to Application
Officers Commanding Provinces for approval. Superintendent Provinces or the equivalent for leave:
must retain leave records for Superintendents and above for the current and previous Superintendent and
calendar year. above.

a) Accrual rate of Sergeants (former Patrol Officers) and above remains at one ninth
(1 /9) for the first five years after which it changes to one eighth (1 /8). They will
remain on a maximum accrued leave of 230 days

b) Accrual rate of Sergeants and Constables which is currently one fourteenth (1/ 14)
with a maximum of 150 days will be changed to one tenth (I / 10) with a maximum
accrual of 180 days.

1.8. Leave applications for Officer Commanding Provinces and equivalent posts must be Application for
submitted to Police General Headquarters for approval. Police General Headquarters leave: OC Province
retain records of Officers Commanding Provinces and above.

2.0. OCCASIONAL LEAVE

2.1. Occasional leave may be granted in terms of the Police (Leave) Regulations.

2.2. Officers of the rank of Superintendent and above will apply for occasional leave by letter, Application for
indicating their address, as follows.- leave by Officers.

2.2.1. Officers Commanding Provinces, the Officer Commanding Criminal Investigations

Department, the Commandant Depot, and the Officer Commanding Support Unit, to
Police General Headquarters.

2.2.2. Officers stationed at Police General Headquarters to the Chief Staff Officer (Personnel).

2.2.3. Criminal Investigation Department Officers other than the Officer Commanding, to the
Officer Commanding Criminal Investigation Department.

2.2.4. All other Officers to their Officer Commanding Province, the Commandant Depot, Officer
Commanding Support Unit or as appropriate.

2.3. Officers Commanding Provinces, the Officer Commanding Criminal Investigation Records of
Department, the Commandant depot, the Officer Commanding Traffic Branch and the occasional leave of
Staff Officer (Personnel) are required to maintain records of occasional leave granted to Officers.
Officers of the rank of Superintendent and above and to forward details thereof to the new
command on transfer.

2.4. Members, including Officers of the rank of inspector and Chief Inspector shall apply for Application by
occasional leave on one copy only of Z.R. Police form 12 (Occasional leave pass) to the other members.
Officer Commanding District or other Officer to whom the member concerned is normally
directly responsible, The counterfoil of the form 12 will be detached and retained at the
appropriate headquarters for record purposes and the other portion of the form, after being
signed by the authorising officer, will be returned to the member as his authority to proceed
on leave.

2.5. Officers Commanding districts shall be responsible for forwarding details of leave of Responsibility
officers taken to the new Provincial or district headquarters on the transfer of a member of Officers
Commanding
the rank of Chief Inspector and below. districts

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2.6. At centres where more than one district headquarters are situated, the Officer Commanding Central approval
Province may authorise a central approval and recording system if this is in the best recording system.
interests of efficiency provided that leave for members of the rank of Superintendent and
above shall be administered in terms of paragraph 2.3 of this part.

2.7. Any occasional leave taken by a member in excess of that permitted by regulations shall Excess leave
be deducted from the member’s vacation leave entitlement. granted to
members.
3.0. SICK LEAVE

3.1. Sick leave is granted on the recommendation of a Government Medical Officer who is Granting of sick
required to complete the certificate on the reverse of the “Application for leave form leave.
60130-9”.

3.2. Sick leave is granted for purposes of recuperation and must not be confused with granting Reasons for leave.
sick periods spent in hospital or on “no duty” because of illness or injury

3.3. A member who has been granted sick leave must be examined by Government Medical Examination of a
Officer before resuming duty, and must make all necessary arrangements, in conjunction member granted
with his Officer/Member in Charge or Officer Commanding, for this to be done. sick leave.

4.0 VACATION LEAVE IN ADVANCE

Applications for vacation leave in advance must be submitted through the, usual Submission of
channels to Police General Headquarters for approval but where urgent or compassionate applications.
circumstances exist, the approval of Police General Headquarters may be radio message,

4.2. All applications must be submitted on an “Application” for LEAVE form 60130-9 Number of
in triplicate and where the leave is granted the application form will be disposed of in application forms
accordance with the provisions of paragraph 1.3. of this part. required.

5.0. MATERNITY LEAVE

5.1. Applications for maternity leave must be submitted through the usual channels to Police Approval of
General Headquarters for approval. maternity leave.

5.2. All applications must be submitted on an “Application for leave form 60130-9 in triplicate Submissions of
to reach Police General Headquarters at least thirty days before the leave applied for is due application forms.
to commence. The leave form should be accompanied by a doctor’s certificate indicating
the estimated date of birth of the child.

5.3. If leave is granted, disposal of the application form will be in accordance with the Disposal of
provisions of paragraph 1.3 of this part. application.

5.4. A member who is pregnant shall proceed on maternity leave up to a maximum of 120 Maternity leave.
days. During the course of such maternity leave granted, and over a period of 90 days
commencing at any time from the 45th to the 21 st day prior to the estimated date of birth
of the child, and subject to the approval of the Commissioner General of Police who may
request a medical certificate regarding her fitness to continue working after the 45th day
prior to the expected date of birth, such member shall receive 75% of her salary including
any pensionable allowances.

5.5. A member may elect to take 30 days vacation leave and 60 days maternity leave all on full Vacation leave.
pay 41 place of 90 days maternity leave on 75% salary.

5.6. Maternity leave is restricted to one period every 24 months. A maximum of 3 periods of Maximum leave.
such leave may be taken during a member’s total service.

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5.7. A member who is breast-feeding her child, may until the child reaches the age of 6 months, Breast feeding
be granted one hour or two half-hour periods each day during normal working hours for-
the purpose of nursing her child, provided that the granting of such time off shall not
disrupt the efficient running of the office concerned.

6.0. LEAVE GENERAL

6.1. To avoid unnecessary reference to Police General Headquarters, complete records of Maintenance of
all leave taken by members shall be maintained at the appropriate Headquarters of the records.
command wherein the member is stationed.

6.2. See also Police (leave) Regulations.

7.0. MEMBERS ON Leave WHO ARE REQUIRED AS WITNESSES

7.1. Any member who is due to take leave should endeavour as far as possible to avoid being Member called as
called as witnesses during the period of his leave. This may sometimes be achieved by, witnesses during
for example, arranging for another member to take an arrest or to take possession of an the period of
exhibit, etc. leave :

7.2. Any member who is proceeding on leave who will be required as a witness during the Serving of
period of his leave, should be served with a subpoena before he is allowed to depart, or subpoena
other arrangements should be made to ensure his attendance at court. If such member is on member
going on leave outside Zimbabwe the fact must be reported to the Officer Commanding proceeding on
Province for his direction before the member is allowed to depart on leave. leave

8.0. FAILURE TO RETURN FROM LEAVE ON DUE DATE

8.1. Should any member fail to return from leave on due date, the facts must be reported Member failing to
immediately to the Officer Commanding Province provided that where it is suspected that return procedure.
such member may have deserted, the provisions of paragraph 44.1. of part P.2 of’ these
Standing Orders shall apply.

8.2. Upon the ultimate return to duty of such member disciplinary action may be taken against Disciplinary action
him in accordance with the provisions of the Police Act.

8.3. Whether or not any disciplinary action is taken against any such member, Police General Notification of
Headquarters will be notified of any periods of absence without leave in order that Salary P.G.H.Q.
Service Bureau may be advised and the necessary adjustments made on such member’s
salary.

8.4. Any member, who through sickness or injury is unable to return to his station at the Members reporting
expiration of his leave must obtain a medical certificate from a Government Medical sick whilst on
Officer stating that the member is sick or injured and UNFIT TO TRAVEL. This certificate leave
is to be forwarded IMMEDIATELY to the Officer/Member in Charge of the member’s
station and repeated, if necessary every 7 days thereafter. In the case of members on
leave in a remote areas where no medical facilities are available, this requirement must be
complied with at the earliest opportunity.

9.0. Time OFF

9.1. Subject to the exigencies of the force, Officers Commanding shall grant to members under Time off
their command one and a half, (1 1/2) days off a week.

9.2. Time off shall not be counted against any form of leave, but a member on time off will be Time off not
regarded as being off duty. Time off is not accumulative. accumulative

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10.0. MARRIAGE OF MEMBERS.

10.1. In accordance with the provisions of the Police (Marriage) Regulations, a who intends Notification
to marry give written notification on a Z.R. Police form 101 (Notification of intention to
marry) to the of his intention to do so within such time and containing such particulars as
the Commissioner General may, from time to time direct.

10.2. The following is the procedure is to be adopted by ALL MEMBERS OF THE FORCE Procedure
IRRESPECTIVE of rank:- when applying :
marriage.
10.2.1. A Z.R. Police form 101 (Notification of intention to marry is to be completed by the
member and forwarded to his Officer/member in charge.

10.3. If a member marries failed to comply with the provisions of paragraph 10.1 of this Part Provisions
he shall. applicable.

10.3.1. Be liable to be discharged from the force;

10.3.2 Not be entitled to the allowance payable to a married member in terms of the Police
(Pay Allowances and Quarters) Regulations unless the Commissioner General otherwise
directs,

10.4 If the intended spouse is a minor (i.e. below the age of 18 years) the notification must Intended spouse
be accompanied by a written statement signed by such minor parents or legal guardians, below 18years.
giving their consent to the marriage. The responsibility for obtaining this written statement
lies upon the, member.

10.5. Although members of the Force may have more than one wife according to custom, Member with
only one wife will be allowed to reside with the member in Government quarters and be more than one
recognised as the wife of the member for purposes of the Police Act and Regulations. wife.
To this end, every member with more than one wife must elect which of this wives is to
be recognised as such for Police quarters and must advise his Officer Commanding of his
choice through the usual channels.

If the recognised wife member dies or ceases to be his wife, the member must advise his
District Headquarters of this fact and of the name and particulars any other wife whom he
wishes to nominate as his recognised wife.

10.6 Any member who wishes to marry in uniform must obtain prior permission from his Members wishing
Officer Commanding Province, if the marriage is to take place in Zimbabwe and from the to marry in
Commissioner General if it is to take place outside Zimbabwe. If permission is granted, the uniform.
dress order shall be the same as for ceremonial parades. Flowers and other unauthorised
decorations or adornments shall not be worn on the uniform.

10.7. A member who wishes to have a Police “Guard of Honour” at his marriage must obtain the Guard of honour.
prior permission of his Officer Commanding Province. Mounted or motor cycle escorts,
outriders, etc will not be permitted.

10.8 Should a married or unmarried policewoman fall pregnant she can apply to maternity Women Police:
leave in terms of the Police (leave regulations). Policewoman who fall pregnant whilst pregnancy.
undergoing recruit training will be discharged from the Police.

11.0. FAMILIES AND MEMBERS

11.1. As soon as possible after birth of a child to any member, a birth certificate and income tax Birth of a child to
Form NP2 must forwarded by that member through the usual channels to Police General members
Headquarters. If the member’s wife is already enrolled or is eligible for enrolment under

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 the (PSMAS) Police wives Scheme, a Public Service Medical Aid Society Form Aa should
accompany the other documents.

11.2 Should the wife or child of any member die, the fact must be notified by the member as Deceased wife or
soon as possible through the usual channels to the Police General Headquarters. child of a member:
Notification
procedure.

11.3 Should the marriage of any member be annulled or made subject to a decree of divorce Divorce or judicial
or judicial separation, notification to this effect, giving details of any order made as to the separation :
custody of any children of the marriage, must be sent as soon as possible by the member notification
through the usual channels to Police General Headquarters.

12.0 NEXT OF KIN OF MEMBERS

12.1 The names addresses of the next of kin of all members as advised by the members on Names and
appointment, are recorded at Police General Headquarters. addresses of next
of kin.
12.2 Should there be any change in the name or addresses of the next of kin of any member,
that the member must immediately notify Police General Headquarters through the usual
channels, of such change.

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PART 9

HEALTH

TABLE OF CONTENTS

1.0. The Medical Section

2.0. Medical History Records

3.0. Medical Treatment: Members and Dependants

4.0. Dental Treatment: Members

5.0. Dental Treatment: Dependents of members

6.0. Sick Reports

7.0. Admission to hospital

8.0. Injuries to members

9.0. Medical Treatment for Police Prisoners

10.0. Blood Groups and Blood Donors

11.0. Malaria

12.0. Cholera

13.0. Typhoid Fever

14.0. Bilharzia

15.0. Sleeping Sickness

16.0. Sunburn and Skin Cancer

17.0. Sexually Transmitted Diseases

18.0. Infectious Diseases : General

19.0. Acoustic Trauma : Precautions

20.0. Purchase of Medical Supplies

21.0. Membership of St John and Red Cross Associations

22.0. First Aid

APPENDIX I
(of 3.5.)

1. Medical attention and treatment for the dependents of members of or above the rank of
Assistant Inspector.

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1.0. THE MEDICAL SECTION

1.1. The Medical section of the Force consists of the Senior Staff Officer Medical Services, The Medical
Officers/Members in charge Provincial Camp Hospitals. Section

1.2. The Officers in Charge Z.R. Police Camp hospitals/clinics, at all Provincial Camp Responsibility :
hospitals, are responsible to the Staff Officer Medical Services for:- Officer in Charge
Camp Hospital/
1.2.1. The proper management of the hospital; clinic

1.2.2. The discipline of hospital staff and of patients;

1.2.3. Compliance with paragraph 2.1. of this part

1.2.4. The acquisition, maintenance and safe keeping, of the medical supplies, appliances and
drugs required by the camp hospital.

1.3. The Officer/Members in Charge Z.R. Police Camp hospitals/clinics, are, responsible to Responsibility
their Officers Commanding Provinces for:- to Officer
Commanding
Province.
1.3.1. Liaison with Government Medical Officers on all matters affecting the health and medical
treatment of members and their dependents;

1.3.2. Liaison with the Chief Government Dental Surgeon on all matters concerning the dental
treatment of members and the authorization of denial treatment of dependents throughout
the country;

1.3.3. Arranging medical examinations for all applicants who are to join the Force and of
members required to undergo examination by a medical board.

1.3.1. The provision of medical statistics;

1.3.5. Such other matters concerning the health and medical care of members and their dependents
as may be assigned.

1.4. The Officer/Members in Charge, Z.R. Police Camp hospitals and clinics are responsible to Officer/Member
their Officers Commanding Province for:- in Charge Camp
Hospital/Clinic
Responsibilities

1.4.1. Liaison with Local Government Medical Officers arid Government consultants;

1.4.2. Supervision of the camp hospitals/clinics and patients, and the arrangement of sick
parades for out patients;

1.4.3. Supervision of all staff employed at the camp hospitals/clinics and the arrangement of
their duties;

1.4.4. The acquisition, maintenance and safekeeping of all medical supplies, appliances and
drugs required by the camp hospitals/clinics;

1.4.5. The safe custody of medical envelopes of those members stationed within their provinces
and districts;

1.4.6. Submission to the Staff Officer Medical Services of monthly sick returns in respect of all
members stationed within their Provinces and districts;

1.4.7. Liaison with the Staff Officer (Medical Services) in regard to local medical problems and

157
 purchases of medical supplies;
1.4.8. Such other matters concerning the health and medical treatment of members and their
dependents as may be assigned to them by their Officers Commanding Provinces.

2.0. MEDICAL HISTORY RECORDS

2.1. A complete medical history of each member of the Force is to be recorded on Z.R. Police Force Records
form 233 (attendance and treatment card) which is to be maintained in a confidential Z.R.
Police form 232 (Medical history envelope), which shall also contain all other documents
relevant to the medical history of the member.

2.2. Medical envelopes and contents are to be maintained at the Z.R. Police camp hospital and Medical
clinics respectively, for those members who normally attend there for treatment. envelopes

2.3. Whenever a member is transferred from one station to another, his medical envelop shall Transfer of
be forwarded straight to the Camp hospital or clinic that covers his new station which shall members:
make arrangements for its maintenance in terms of paragraph 2.2. above. envelopes.

2.4. No entries, other than the member’s number, rank and name shall be made on a member’s Entries: envelopes
medical envelope or its contents by any person other than the police medical staff, a
Government Medical Officer or consultant who is responsible for treating the member,

3.0. MEDICAL : MEMBERS AND DEPENDENTS

3.1. Members of the Special Constabulary are not covered by this provision except under Members of
the Special
circumstances outlined in paragraph 8.0.
Constabulary.

3.2. Subject to the provisions of paragraph 3.3. below medical attention and treatment is Members and
provided by or on the authority of a Government Medical Officer for members of all ranks dependants
and for dependents of members of or below the rank of Sergeant.

3.3. In cases of genuine emergency, where no Government Medical Officer is available, the Emergency
services of a private medical practitioner may be obtained in treating a member, or a medical
dependent of a member below the rank of Assistant Inspector, but a full report of the treatment.
circumstances must be submitted in writing through the usual channels to Police General
Headquarters as soon as possible in order that authority for payment by Government may
be obtained from the Secretary for Health. Whenever possible, the prior authority of the
member’s Officer Commanding must be obtained. When this is not possible, the Officer
Commanding must be advised at the earliest opportunity.

3.4. A member or dependent who has received medical treatment from a private medical Medical treatment
practitioner as described in paragraph 3.3. above, must be referred to a Government by private
Medical Officer as soon as possible as Government will not accept responsibility for practitioner.
medical expenses incurred other than for the initial visit or emergency treatment by the
private practitioner.

3.5. Dependents of members of or above the rank of Assistant Inspector may be treated and Dependents
attended by private medical practitioners in terms of subsection (2) of section 6 of the medical
treatment:
Regulations in accordance with the directions of the Secretary for Health which appear as Assistant
Appendix I to this part. Inspector and
above.
The provisions of this paragraph also apply to dependents of those members who were
entitled to the benefit at the time of the re-organisation of Z.R.P. Rank Structure in 1990.

3.6. In terms of the Police (Medical and Dental) Regulations, 1968, the Government will only Dependents
pay for medical treatment in respect of dependents of members of the rank of Sergeant medical
treatment:
and below attended by private medical practitioners when this is given by or authorised Sergeants and

158
 by a Government Medical Officer In other circumstances, charges in respect of treatment, below.
including drugs and hospitalisation, will not be met by Government.

3.7. The Secretary for Health is not prepared to sanction payment for specialised food stuffs Prescribed
required for babies who are suffering from some form of allergy, however, in some foodstuffs for
instances where a child specialist issues a certificate indicating the peculiarities of the dependents: babies
particular case, the Secretary for Health may authorise payments from Government funds.
Any member who is affected may present his case to the Secretary for Health having
obtained the necessary certificate from a child specialist and forward it through the usual
channels to Police General Headquarters where a case will be formulated for onward
transmission to the Secretary for Health.

3.8. Dependents of members may receive medical attention outside Zimbabwe within the Medical Treatment
terms of the Public Services Medical Aid Society schedule of benefits. outside Zimbabwe.

Should any moneys be expended by a member applications for refund may be made to
the Medical Aid Society on return to Zimbabwe Supported by properly franked receipts.
Except where a visit outside Zimbabwe has been for medical reasons, authorised by the
Secretary for Health, the Government will not be responsible for the cost of any drugs
or incidentals not covered by the Public Services Medical Aid Society, which might be
incurred.

3.9. Members of the Force who contract an illness or sustain any injury when on leave Members on leave
outside Zimbabwe are riot covered by the provisions of the Police (Medical and Dental) sustaining injury
Regulations, and therefore, members who plan to go outside Zimbabwe are advised to or illness outside
obtain their own insurance cover prior to their departure. Zimbabwe.

3.10. Inoculations required for travel outside Zimbabwe are available at Government hospitals. Travel outside
Members are responsible for making their own appointments, and cost of such inoculations Zimbabwe.
is member’s responsibility UNLESS MEMBER IS TRAVELLING OUT OF THE
COUNTRY ON OFFICIAL POLICE DUTIES

4.0. DENTAL TREATMENT: MEMBERS

4.1. Members shall, whenever practicable be examined by a Government Dental Surgeon Dental
every six months. There are Government dental centres in Harare, Bulawayo, Gweru and examinations.
Mutare Government dental surgeons visit other centres periodically.

4.2. Members who report to Harare. Bulawayo, Gweru and Mutare on duty and who require Arrangement for
dental treatment or examination must, make arrangement as early as possible before the dental examination.
date of the visit, to attend the Government dental surgeon at those centres.

4.3. Members stationed within the urban areas of Harare or Bulawayo may, with the permission Dental
of their Officers/Members in Charge, arrange for dental appointment direct with the Appointments
Government dental centre.

4.3.1. Members stationed in other areas who wish to attend one of the dental centres must make
their appointments through the Officers in Charge, Camp hospitals.

4.4. Members stationed in any place where no Government dental surgeon is available, who Urgent Dental
require urgent dental treatment, shall report to the nearest Government Medical Officer treatment
who may authorise treatment by a private dentist.

4.5. Government dental surgeons carry out periodical visits to various schools in the country Periodical visits:
and stations in the area in which any such visit is to be carried out will be informed in Government dental
advance of the dates of the visit. Members at those stations who require dental treatment surgeons
or examination, shall arrange for appointments with the Government dental surgeon on his

159
 arrival.

4.6. If, for any reason, a member is unable to keep a dental appointment, lie must immediately Cancellation
advise the Government dental surgeon in order that the appointment may be cancelled of dental
and, where appropriate, a new appointment may be made. appointment.

5.0. DENTAL TREATMENT DEPENDENTS OF MEMBERS

5.1. The dependent of a member who requires dental treatment or examination must first be Treatment
examined by a private dentist. At the initial visit, the dependents may receive treatment, at limitation on
the cost which shall not exceed one hundred dollars ($100.00) without prior authority. Any expenditure.
treatment required in excess of this amount can only be obtained once authority has been
issued by Camp Hospital, Harare. The dependent must obtain from the dentist a written
estimate of all treatment required and the cost thereof.

5.2. On receipt of a dental account, after the dental treatment and examination described in Processing of
paragraph 5.1. above, where no further treatment is required the following procedures accounts.
shall be adhered to

5.2.1. Z.R. Police form 160 (dental treatment claim form) will be completed in duplicate, the
dentist’s accounts and where applicable “authority for dental treatment”, will be attached
to the form.

5.2.2. The form with attachments and certification, indicating that no requisition has been issued,
will be forwarded through the usual channels to District Headquarters where it will be
checked for correctness by the District Clerk and then forwarded to the Officer in Charge,
Camp Hospital, Harare who shall forward all documents to the Staff Officer (Medical
Services).

5.2.3. When the Staff Officer (Medical Services) has authorised payment, the form and the
attachments will be passed to Finance Section, Police General Headquarters which will
action payment. Under no circumstances shall claims be forwarded direct to the Police
General Headquarters or the Chief Government Dental Surgeon, the Public Services
Medical Aid Society or private dentist.

5.3. Where further treatment is required, the written estimate referred to in paragraph 5.1. Authority for
above will be forwarded to the Officer in Charge, Camp Authority for Hospital, Harare, further treatment
who will obtain authority for the further treatment. Further treatment must not be obtained
until this authority is received. Authority for further treatment shall not be sought by radio.
On completion of all the treatment, the dentist’s account must be actioned as indicated in
paragraph 5.2. above.

5.4 A dependent may not visit a dentist at Government expense as indicated in paragraph 5.1. Frequency of
above within six months of a previous authorised visit unless the matter is one of urgency visits to dentist by
or the dentist has indicated that a further visit within a period of less than six months is dependants
necessary. Where the dentist has so indicated, the authority of the Officer in Charge, Camp
Hospital, Harare must be obtained before the further visit is made.

5.5. Authority for further treatment in terms of paragraph 5.3 of this part, is usually valid for Authority:
three months only and should the treatment take than three months, an extension of the validity
period should be requested from the Officer in Charge Camp Hospital, Harare.

5.6. Dental treatment for dependents is confined to filling and extractions to special treatment Restrictions on
as may be approved by the Chief Dental surgeon in terms of section 8 of the Police dental treatment.
(Medical and Dental) Regulations, 1968.

5.7. The Chief Government Dental Surgeon will riot approve dental treatment for purely Dental treatment:

160
 cosmetic reasons. Orthodontic treatment will only be re the treatment is shown to necessary cosmetic reasons.
for in cases where cosmetic health or well being of the dependent concerned is will be
determined by the Chief Government Dental Surgeon having regard to the following
requirements:-

5.7.1. The condition causes a significant reduction in masticatory or respiratory function;

5.7.2. The condition contributes materially to speech defects.

5.7.3. The condition causes a significant degree of disfigurement:

5.7.1. There must be, strong reasons for believing that the patient can be motivated to
co-operate in the treatment proposed and the Prognosis for a successful result is good.

5.8. Members must ensure therefore when dental estimates for approval which includes Orthodontic
orthodontic that full reasons for such treatment is given by the surgeon concerned. They treatment
may also be required to submit evidence from a medical practitioner or specialist indicating
the effect deformed teeth are having on the health of the patient.

Any charges incurred by independent who obtains dental treatment otherwise than in
accordance with the provisions of paragraph 5.7 above, shall be the responsibility of the
member and will not be met by the Government.

5.9. The following procedure should be followed on receipt of a separate account for anaesthetic Processing of
fees. anaesthetic fees.

5.9.1. A claim voucher (form Z 852(T) in triplicate should be completed and made payable to the
doctor concerned:

5.9.2. Attach invoice/statement:

5.9.3. Attach Public Services Medical Aid claim form duly signed by the member of the Medical
Aid Society (usually wife);

5.9.4. Submit claim to Staff Officer (Medical Services) who will forward it to Senior Staff
Officer (Finance) for payment. Claims for anaesthetic fees must not be returned to the
doctor concerned for signature and should not be submitted direct to the Medical Aid
Society for payment.

5.10. Transport costs incurred in travelling for the purpose of obtaining dental treatment may Transport costs
be paid by Government in accordance with the provisions of section 8(3) of the Police
(Medical and Dental) Regulations, as if such travelling were for medical purposes,
provided that only two journeys per family per year are made and to the nearest dental
practitioner.

6.0. SICK REPORTS

6.1. In this paragraph “sick” when used in relation to a member, includes “injured”. Definition

6.2. Any member who has become sick shall report the fact to his Officer/Member in Charge, Sick parade.
by the quickest means. If the number of members reporting sick at anyone time warrant it,
a “sick Parade” may be arranged to facilitate control.

6.3. Whenever a member reports sick full details will be recorded oil a sick report (Z.R. Police Sick reports.
Form 4) and arrangements made for him to see a Government Medical Officer, or, where
none is available, a private doctor as soon as possible. A suitable entry will be made in the
Charge Office Diary. See also paragraphs 7.1 and 8.1 of this part.

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6.4. The Government Medical Officer, or in his absence the Officer/Member in Charge, shall Duties: sick
specify which of the following duties are available for the sick member to perform. members

6.4.1. Full duty;

6.4.2. Light duty, i.e. office duties or duties of sedentary nature which should not cause
aggravation of the member’s condition:

6.4.3. Lectures only (to be specified only in relation to members undergoing training or attending
courses at the Morris Training Depots).

6.4.4. No duty.

6.5. Members placed on “light duty”, lectures only or no duty shall not participate in sport or Participation in
in any other activity likely to aggravate their condition. sport.

6.6. Without derogation from the generality of the provisions of 6.5. above, a sick member Duty of sick
shall comply with any directions relative to his condition issued to him when specification member.
is made in terms of 6.4 above.

6.7. Officers/members in Charge are responsible for ensuring that all necessary assistance is Responsibility of
given to members or their dependents who have reported sick, and for reporting all cases Officers/Members
of serious illness or injury as quickly as possible. in Charge.

6.8. Without derogation from the generality of the provisions of paragraph 6.4 above, a sick Responsibility of
member shall comply with any directions issued to him relative to his condition. sick member.

6.9. The next-of-kin of any member who is seriously ill or injured shall be notified as soon as Notification of
possible. The procedure for notifying next of kin shall be as laid down in paragraph 3. 1. next of kin.
of part P7.

7.0. ADMISSION TO HOSPITAL

7.1. The admission of a member to a hospital will normally be on the instructions of a Admission of
Government Medical Officer, but in cases of urgency a member may be admitted to hospital member.
immediately and the Government Medical Officer advised at the earliest opportunity.

7.2. The Officer/Member in Charge of a member who has been admitted to hospital shall take Safekeeping
all necessary precautions for the safe keeping of the member’s uniform and equipment and of uniform and
personal property, and if the member is married, shall render all possible assistance to the equipment.
wife of the member.

7.3. The Officer Commanding District or Province of a member detained in hospital shall Hospital visits.
ensure that the member is visited frequently and that his needs are attended to where
possible. He shall also arrange for submission to Police General Headquarters of progress
reports as regularly and at such intervals as may be indicated by the member’s condition.

7.4. When a member is admitted to a hospital in Harare or Bulawayo from a station outside Admission to
those areas, the Officer/Member in Charge of the appropriate Camp Hospital must be hospital: members
notified immediately and the member’s Medical History envelope, sick report, (Z.R. stationed outside
Police form 4), together with a letter from the local Government Medical Officer, where Harare or
applicable, must be forwarded to the Officer/Member in Charge of the appropriate Camp Bulawayo
Hospital as soon as possible.

7.5. When a member whose medical envelope is normally maintained at one or other of the Notification
camp hospitals in terms of paragraph 2.2 of this part is admitted to hospital, the Officer/ procedure.
Member in Charge of the appropriate Camp Hospital shall notify the member’s Officer

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 Commanding without delay.

7.6. A member discharged from hospital in Harare or Bulawayo shall report to the Government Member
Medical Officer at the appropriate Camp Hospital before he returns to his station or discharged from
resumes duty. hospital: procedure

7.7. Any member who requires a surgical operation may issue the necessary written authority Anaesthetic
for the operation to be performed and for the administration of any anaesthetic which might Authority: surgical
be necessary for this purpose, even though such member is below the age of eighteen years, operation.
but in all cases where it is reasonably practicable the wife, parents or guardian of such
member shall be notified and given the opportunity of issuing the necessary authority.

7.8. A member who is obliged to attend a hospital as an out patient in Harare or Bulawayo will Out patient
advise the appropriate Officer in Charge camp hospital who will arrange for a bed in his members outside
hospital to be made available. The camp hospital will provide meals for such members and Harare or
the member will not be eligible to claim travelling and subsistence allowance. Bulawayo areas.

7.9. If the Camp Hospital cannot accommodate a member then such member can claim Availability of
travelling, and subsistence allowance but his claim must be certified. ‘No accommodation accommodation at
available by Camp Hospital. Camp Hospital.

7.10. Superintendents and above may stay at the Senior Officers’ mess Harare, when appropriate Superintendent and
and will be fed at Government expense and will not be eligible to claim Travelling and above
Subsistence allowance.

8.0. INJURIES TO MEMBERS

8.1. When a member is injured, whether on or off duty, and requires medical treatment, an Completion of
entry will be made in the Charge Office Diary and the member will complete and sign the form 47.
appropriate statement on the Z.R. Police form 47, which will be prepared in triplicate, and
will also be signed by the Officer/Member in Charge, station or some other member on
his behalf. Where a member of the Special Constabulary becomes ill or sustains an injury
whilst on duty, forms 47 will be completed and submitted to Police General Headquarters
(Medical Services) for onward transmission to the Ministry of Public Service, Labour and
Social Welfare for payment. This is so because members of THE Special Constabulary are
not entitled to free medical treatment under their conditions of service.

8.2. The Officer/Member in Charge of the injured member shall forward all copies of the form Board of inquiry.
47 to the Officer Commanding district, who will decide whether or not a Police Board
of Inquiry is necessary. The decision in this regard should be based on the following
considerations:-

8.2.1. The recommendations of the Government Medical Officer as contained in the medical
certificates;

8.2.2. Whether the injured member was on or off duty when the injury was sustained, bearing
in mind that where it is clear that the injury was sustained off duty, a Board of Inquiry is
usually not required;

8.2.3. The nature of the injury and the likely period of treatment or detention in hospital.

8.3. If the Officer Commanding District decides that a Board of inquiry is not required, he will Medical Clearance
forward all copies of the form 47 to the Government Medical Officer for completion of the Certificate.
medical clearance certificate.

Where the Government Medical Officer, indicates on the medical clearance certificate
that the injured member’s future efficiency should not be affected, the Officer/Member

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 in Charge, of the injured member will forward all copies of the form 47 to the Officer
Commanding District who will cause the copy of the form 47 to be filed in the duplicate
record of service of the member concerned and forward the original and one copy to
Police General Headquarters through the usual channels.

8.4. Where the Officer Commanding District decides that a Board of Inquiry is necessary, Procedure: Board
or where the Government Medical Officer indicates in the medical clearance certificate of Inquiry
that the future efficiency of the injured member may be affected as a result of the injury,
the Officer Commanding District will for-ward all copies of the form 47 to the Officer
Commanding province together with all necessary statements and documentary exhibits.

8.5. The Officer Commanding province will forward all copies of the form 47 and other papers Procedure: Board
to the Officer nominated by him to be the president, of the Board of Inquiry. of inquiry :
Propol.

8.6. A Police Board of Inquiry into the injury of a member shall normally consist of three Board of inquiry:
Officers, of the rank of Superintendent or above, e.g. the President and two members, composition.
but for enquiries into minor injuries or where such Officers are not available, the Officer
Commanding Province may direct that the Board shall consists of one such Officer as
President and two other members who may be Officers of the rank of Chief Inspector or
Inspector. Whatever the composition of the Board, neither the President nor the members
should be junior in rank to the injured member.

8.7. The President of the Board shall cause the Board to meet and consider all papers relevant President of the
to the proceedings. The findings and any other comments of the Board shall be endorsed Board.
on all copies of the form 47 and all papers will then be returned to the Officer Commanding
Province.

8.8. The Officer Commanding Province shall indicate on the form 47 whether or riot he agrees Findings of the
with the findings of the Board and where disagreement is expressed, the reasons therefore Board.
shall be stated.

8. 9. The original and one copy of the form 47, together with the originals of all other papers Distribution of
will be forwarded to Police General Headquarters for confirmation and other necessary form 47.
administrative action. The duplicate of the form 47 and copies of all other papers shall be
filed on the duplicate record of service of the member concerned.

8.10 In all cases the procedure outlined in this part is to receive prompt attention. Procedure: all
cases.
8.11. The attention of all members is drawn to the provisions of section 7 of the State Services Disability
(Disability Chapter 274 concerning legal action by members. benefits.

8.12. It is necessary for Officer Commanding District to advise Police General Headquarters Notification of
immediately any casualty by way of urgent radio addressed to Staff Officers (Welfare) hospitalised
and (Medical Service) and repeated to Deputy Commissioner General (Human Resources) casualties.
and Officer Commanding Province. This radio should be followed up by another radio
message to Staff Officers (Welfare) and (Medical Services) every Monday morning,
advising which members are still hospitalised locally and those who have been discharged
or transferred to other centres. The information required on initial radio and every Monday
morning, where appropriate, is as follows:-

8.12.1. Number, rank, name of injured or sick member;

8.12.2. Station of injured or sick member;

8.12.3. Date of admission to hospital;

8.12.4. Which hospital he is in and the ward number if applicable;

164
8.12.5. the nature of his injuries or illness;

8.12.6. The cause of his injury or illness;

8.12.7. The date and time of the incident;

8.12.8. Location of scene (map reference);

8.12.9. Name and address of next of kin;

8.12.10. Whether next of kin have been advised;

8.12.11. The date of his discharge from hospital if he has been discharged, or if he has been
transferred to another hospital.

8.12.12. Probable date of discharge if known;

8.12.13. Where a member is detained for more than a week, his rate of progress is required:

8.12.14. In the case of all members including Special Constabulary, full home address is required.

8.12.15 Where a member is admitted to hospital suffering from a relapse, or for further surgery etc,
as a result of an old injury, the following additional information is required:-

a. The original date of injury;

b. The reason for his readmission to hospital;

c. The date of re-admission to hospital.

Should a public holiday fall on a Monday, the return is required on the morning of the first
day thereafter. NIL return IS REQUIRED.

9.0. MEDICAL TREATMENT FOR POLICE PRISONERS

9.1. “Prisoner” means any person, whether convicted or not under detention in any Police Definition
cell.

9.2. Ministry of Health has authority to provide free medical attention to prisoners and detained Authority for
persons when this is carried out at Government hospital or clinic. medical attention.

9.3. The Secretary for Health will not be responsible for the payment of any costs involved if Treatment
such prisoners and detained persons are treated by private practitioners. by private
practitioners.
9.4. Patients earning less than the amount stipulated by the Ministry of Health, per month Right to free
are eligible for free medical treatment at any Government hospital or clinic. Patients medical treatment
earning more than this amount per month who do not fall within the definition as defined
in paragraph 9.1. above, have no right to free medical treatment, although in many cases
where the patient cannot afford to pay, fees are waived. This is at the decision of the
Medical Superintendent and is not a right the patient has.

9.5. No Government requisitions will be issued to private practitioners for medical treatment Requisitions
to detained persons. : private
practitioners.
10.0. BLOOD GROUPS AND BLOOD DONORS

10.1. The blood group of each member shall be ascertained and recorded on appointment. Blood grouping

165
 Members are permitted to volunteer as blood donors provided no undue interference with
official duties results.

11.0. MALARIA

11.1. In areas where malaria is prevalent, every member shall take some approved anti-malaria Malaria infested
drug during the months from November to May inclusive. areas.

11.2. All members on rural patrol during the months from November to May Rural patrols Rural patrols.
inclusive, shall take some approved anti-malaria drug.

11.3. Mosquito nets, when issued, shall be used by members whether at their stations or on Mosquito nets.
patrol, during the months from November to May inclusive, and at all other times when
mosquitoes are prevalent.

11.4. Members should not be posted for lengthy periods to stations where malaria is especially Malaria stations
prevalent. Members who have been transferred from a malaria station following attacks Blood grouping
of malaria shall not be posted again to a malaria station without the prior approval of a
Government Medical Officer.

11.5. For schedule of anti-malaria equipment to be maintained at malaria stations, see appendix Anti-malaria
17 of part Q3 Standing Orders Volume II. equipment.

11.6. Anti-malaria drugs shall be taken in such quantities and with such frequency as is applicable Anti-malaria
to the particular type of drug being used, and should be made available to the dependants drugs.
of all members as well as to the members themselves.

11.7. Malaria prophylaxis are to be requisitioned direct from Camp Hospitals/Clinics on Inter- Malaria
departmental requisitions. prophylaxis
requisitions.
12.0. CHOLERA

12.1 Cholera prophylaxis is only available at Government hospitals and only resorted to in case Availability
of out break of disease and on the instructions of Medical Officer of health. of cholera
prophylaxis.
13.0. TYPHOID FEVER

13.1. Should there be any indication of an out-break of typhoid in any area, all members General
stationed in such area or, required to undertake duties in such area should arrange to be
given a T.A.B. Injection promptly. Patient is to be isolated and to go to hospital or nearest
medical practitioner as soon as possible. Typhoid prophylaxis is in the form of a course
of injections with booster doses at 3 intervals. These are available at all Government and
Police Medical establishments.

14.0. BILHARZIA

14. 1. Bilharzia is found in all dams, rivers and streams in Zimbabwe other than upstream of Causes
human habitation in mountainous areas. There are no pills or medicines that can be taken
in advance to avoid catching it. Immersion of any part of the body into infected water is
sufficient for a person to catch the disease which readily penetrates through the skin.

14.2. If a member has no option but to come into contact with suspected water or has to drink Precautions to be
it unboiled or untreated, the member should ensure that he is tested for the disease at six observed.
months intervals. The first test should take place not earlier than 6 weeks after first contact
with suspected water.

14.2.1. The consequences of not having treatment are severe;

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14.2.2. Investigation, including 3 consecutive specimens for stool and urine;

14.2.3. Bed rest and symptomatic treatment;

14.2.4. Medication according to the type of bilharzia found, if a person suspects he has bilharzia
no drug can be given until the necessary specimen tests prove positive.

14.3. Refrain from swimming, washing in or drinking from infected or untreated water. Boil or Prophylaxis
treat (with halazone tablets or similar) all drinking water and water for washing.

15.0. SLEEPING SICKNESS

15.1. Sleeping sickness (human trypanosomiasis) is transmitted to humans by the bite of an Causes.
infected tsetse fly.

15.2. Normally when a non-infected tsetse fly bites a person the redness and swelling disappears Signs and
within approximately 5 days. If the bite is from an infected fly, the swelling and redness symptoms
will not disappear but will grow worse and the bite will resemble a boil. At the same time
the patient will start to feel ill round about the eighth day with symptoms similar to those
of malaria, i.e. headache, pains in the limbs, high fever etc.

15.3. All members serving in a Trypanosomiasis area or who have recently served in such an Precautions to be
area, and who begin to suffer high temperature and headaches must consult a Government observed.
Medical Officer.

15.4. Members must ensure that the Medical Officer is fully aware of the fact that they have Medical Officer
recently served in a tsetse fly area so that the Medical Officer may consider this in arriving
at a diagnosis.

15.5. If suspicious feverish symptoms develop, a search should be made for a developing Feverish
inflamed area as described in paragraph 16.2 above. symptoms.

15.6. Since the incubation period may be 10-15 days every member must be alert for the early Incubation period.
symptoms even after leaving the tsetse fly area, and under no circumstances must a member
treat himself for what he may mistakenly consider to be a minor ailment.

15.7. A member or his dependants who notices the symptoms of infection as described in Treatment
paragraph 16.2 above after having been bitten by a tsetse fly or other unidentified insect
should report sick and obtain medical treatment without delay. A complete cure is more or
less guaranteed if treatment is commenced within three weeks of contracting the disease.

16.0. SUNBURN AND SKIN CANCER

16.1. Prolonged and indiscriminate exposure to the sun’s rays can result in sunburn and very Causes
serious illness.

16.2. The sun emits ultra-violet rays, which cause sunburn. Fortunately, we are protected to Physical factors.
a large extent by the earth’s atmosphere, which acts as a filter or screen, but prolonged
exposure to the direct rays of the sun can still cause considerable damage to the skin.

16.3. Sunburn can be avoided by the use of sun screen cream on the exposed parts of the body. Precautions

16.4 Members are advised to use this protection against sunburn when exposed for long periods Use of sun screen
to the sun as it is possible for continued exposure without some protection to be the cause cream
of skin cancer.

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17.0. SEXUALLY TRANSMITTED DISEASES (STD)

17.1 Any member who knows or suspects that he is suffering from a sexually transmitted Members suffering
disease, shall reported sick without delay from sexually
transmitted
diseases

17.2. Members suffering form sexually transmitted diseases shall be treated at a Government Treatment.
hospital or clinic, and shall not be treated by a private practitioner or at a mission or mine
hospital or clinic unless specially authorised by a Government Medical Officer and Officer
Commanding.

17.3. Whenever possible, the source of the infection should be ascertained with a view to Source of infection.
preventing as far as possible, the spread of the disease.

17.4. When referring to a particular case of sexually transmitted disease in any correspondence Correspondence
or reports, the particular type of the disease will be noted and the general term sexually
transmitted disease shall not be used.

18.0 INFECTIOUS DISEASES: GENERAL

18.1 In this paragraph, the term “infectious disease” means any of the diseases listed in the Definition.
Public Health Act, as being infectious diseases.

18.2. Whenever it comes to the notice of the Officer/Member in Charge, or Officer Commanding Member suffering
District or Province that a member or other person employed or resident, at any Police from infectious
Station, Post, Camp or quarters, is suffering form an infectious disease, the local Medical disease
Officer of Health shall be notified immediately and a report shall be sent immediately
through the usual channels to Police General Headquarters.

18.3. No per-son who is suffering from an infectious disease shall be admitted to any Police Admission of
station. Police post, camp or quarters or conveyed in any police transport without the infected persons to
authority of the Officer Commanding, unless such person is normally employed or resident stations.
at a police station, post, camp or quarters.

18.4. Members of the Force shall not act as escorts for persons suffering from infectious diseases Escorts
or sexually transmitted diseases.

18.5. Prisoners or accused persons suffering from infectious disease shall be isolated as far as Prisoners, accused
possible with such arrangements as to escorts and guards as are indicated by the seriousness persons suffering
from infectious
of the offence and the nature of the disease.
disease.

18.6, Any police premises or transport which have been occupied by a person who has died, Disinfection of
from an infectious disease shall be disinfected as soon as possible in accordance with Police premises
and transport
instructions which will be obtained from the local Medical Officer of Health.

18.7. Subject to the limitations as regards the accommodation escort and conveyance of infected Assistance to local
persons imposed by this part, Police shall render every possible assistance to local Health authorities
authorities in preventing the spread of infectious diseases.

19.0. ACOUSTIC TRAUMA PRECAUTIONS

19.1. Ear protection during periods of rifle fire in close proximity oil rifle ranges is a consideration Ear muffs or plugs
of the greatest importance. Range officers and those in any way connected with conducting
target practice should be well aware of the needs for participants on firing points, and
anyone who is not to the rear of firing points, to wear the correct ear muffs or plugs.
Cotton. wool and 4x2 afford little or no protection against the discharge of high velocity
rifles such as the F.N.

168
19.2 Failure to observe this precaution against acoustic trauma is irresponsibility which cannot Enforcement of
be condoned. Proper precautions must be enforced at range practices and instructors in precautions at
charge are to ensure compliance with this directive. range practises

20.0 PURCHASE OF MEDICAL SUPPLIES

20.1 All Government Medical Stores requisition books shall be used by the Officers in Charge, Government
Camp Hospitals/Clinics only. Medical Stores
requisition books.

20.2 Sanitary supplies may be bought from local suppliers on tradesman’s requisition for Sanitary supplies.
normal station needs and charged to the Provincial General and Technical vote.

21.0. MEMBERSHIP OF THE ST JOHN AND RED CROSS ASSOCIATIONS

21.1. Members are permitted to belong to the St John Ambulance Brigade or the Zimbabwe Red Membership
Cross Society, provided that the membership of these Organisations does not interfere
with their official duties.

21.2. Members who have qualified for the St John Association badge by virtue of their Qualifications and
membership of the Association and compliance with its rules and regulations, may wear Association badge.
the badge in accordance with the provisions of paragraph 24.4. of part Q3 Standing Orders
Volume 11.

21.3. Members who have qualified for the St John Service medal by virtue of ten years service Association’s
with the St John Ambulance Brigade, may be given permission by the Commissioner Service medal.
General to wear the riband and or medal while in uniform

22.0. FIRST AID

22.1. In order to ensure that all members become and remain proficient in first aid, the following Knowledge in First
instruction and examination will be held:- Aid.

22.1.1 First Aid instruction will be included in the syllabus for recruit training and a practical
examination will be held at the end of the course. Any recruit who fails to pass this
examination will be kept in depot for further training with a junior squad

22.1.2 A first aid lecture, of forty-five minutes duration will be given each month at station level.
The lecture will be according to a syllabus prepared at District Headquarters and to include
practical demonstration and instruction.

22.1.3. Two questions oil first aid will be included in all half-yearly and annual examinations held
in terms of this paragraph.

22.1.4. All promotion examinations for the uniformed branches will include a practical test in
first aid, which be a failing subject.

22.1.5 Instructions in first aid will be included ill all training courses

22.2. First Aid training shall be based on the Z.R. Police First Aid. Z. R. Police First

22.3 The following members may lecture or examine First Aid. Lecturers
Examiners in First
Aid.
22.3.1. Any member who is a Traumatologist. a State Certified Nurse or a State registered Nurse Traumatologist
may lecture. S.C.N. and S.R.N.

169
22.3.2. Any of the mentioned in 22.3.1. may and may also carry out examinations for promotion
purpose.

22.3.3. Results of all first aid examinations shall be filed in the records of service Records of
service.

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 APPENDIX 1
(of 3.5)

MEDICAL ATTENTION AND TREATMENT FOR THE DEPENDANTS OF MEMBERS

OF OR ABOVE THE RANK OF ASSISTANT INSPECTOR

1.0. These direction is are issued by the Secretary for Health in terms is of subsection (2) of
section 6 of the Police (Medical and Dental) Regulations 1968.

2.0. In these directions, unless inconsistent with the context-

“Child” the meaning assigned to it in regulations.

“Dependant” the meaning assigned to it in regulations.

“Member” means a member of the Zimbabwe Republic Police of or above the rank of
Assistant Inspector

“Regulations” mean the Police (Medical and

“Society” means the Public Services Medical Aid Society

3.0. The medical attention and treatment to which a dependant is entitled in terms of section 3
as read with section 6 of the regulations may be given by:-

3.1. A private medical practitioner whose fees for such attention and treatment shall be paid by
the society;

3.2. A Government Medical Officer at any Government hospital, in which case the dependant
will be treated in exactly the same way as any other paying patient who is a member of
an approved Medical Aid Society and the appropriate form should be completed at the
hospital at the time of the visit to enable charges to be raised.

Any expenses incurred in respect of ant attention or treatment which are not payable by
the society shall, if the expenses are necessarily incurred and the member concerned and
his dependants have compiled with these directions and the regulations, be paid by the
Government

4.0. In order to give effect to the provisions of paragraph 3.0. above, the following are required
to become members of the society and their subscriptions and other charges raised by the
society shall be paid by the Government:-

4.1. Wives of members.

4.2. Widowed or divorced male members with dependant children.

4.3. Female members with dependant children.

5.0. As soon as a member marries or as soon as a married member is to the force, the wife
must become a member of- the society by completing the society’s membership form
(form Aa) which will include any dependant children of the member as beneficiaries, and
which must be signed by both the wife and member. All married members of the rank of
Assistant Inspector above whose wives are not members of the Public Service medical Aid
Society, are required to make application to join the society by completing the (form Aa)
and forward it to Police General Headquarters through the usual channels.

Members described in sub paragraphs 4.2 and 4.3 of paragraph 4.0 of these directions must

171
 themselves become members of the society by completing the application form including
their dependent children as beneficiaries. All application forms must be submitted through
the usual channels to Police General Headquarters. Should the (form Aa) be received at
after a period of- two months from the date of marriage or attestation etc, the member or
wife or dependant children will not come into benefit until three months from the date the
form is received by the society. The date of membership will be in respect of :-

5.1 unmarried direct entry applications, their date of marriage.

5.2 married direct entry applicants, their date of attestation.

5.3 married members promoted to the rank of Assistant Inspector and above, their date of
promotion.

5.4 unmarried members promoted to the rank of Assistant Inspector and above, their date of
marriage.

Failure to ensure that the (form Aa) is submitted in time may result in members being held
liable for expenses incurred until the three months period has expired.

No matter what reasons are advanced for the delay in submission , the society will allow
no discretion to back date applications.

Failure to observe the requirement that the applicants for membership of the Public Services
Medical Aid society (form Aa) must be received by the society within two months, results
in a restriction of benefits payable by the society during the first year membership.

6.0 Immediately after the birth of a child to a member , a new (form Aa) must be completed,
including the newly born child as a beneficiary, forward through the usual channels to the
Police General Headquarters. This will ensure that the child is accepted as a beneficiary
from date of birth and medical accounts will be paid by the Medical Aid Society. Should
the (form Aa) be received after a period of two months from the date of birth, the child
will not come into benefit until three months from the date the form was received by the
Society. Members who fail to ensure that the (form Aa) is submitted in time maybe held
liable for any expenses incurred until the child come into benefit.

7.0. The society does not accept as beneficiaries children who are self supporting . Particulars
of any such children who are self supporting Particulars of any such children of a member
must be notified separately to the Police General Headquarters, when submitting the
application form in terms of paragraph 5.0 of these directions. The cost of medical attention
and treatment of such children will be paid by the Government.

8.0. If a member becomes widowed or divorced or when one of his children reaches the age
of eighteen years, becomes self supporting or dies, he must immediately notify Police
General Headquarters of the changed circumstances so that an adjustment maybe made
in the fees payable to the Society by the Government. Failure to submit the necessary
notification may result in the member being made liable for an expenses incurred by the
Government as a result of such failure.

If a member wishes a dependant who is about to reach the age of eighteen years, but it is
not self supporting to remain in benefit with the society, it is necessary for the member to
become a member of the Public Services Medical Aid Society himself he should submit
an application to the secretary of the Society at least one calendar month before the
dependant’s eighteenth birthday. Continuation of beneficiaryship of children over the age
of eighteen years is not a right and approval of an application for an extension is at the sole
discretion of the Public Services Medical Aid society committee.

172
9.0. Dependants may obtain medical attention or treatment from any private medical practitioner
in Zimbabwe but must ensure that the doctor of their choice:-

9.1. Is advised that they are police dependants and members of the society and is prepared to
attend and treat them as such;

9.2. Will accept in full settlement of all his charges for medical attention and treatment, payment
by the Society at standard tariff rates not exceeding the maximum benefits granted by the
society.

If the chosen doctor wishes to refer a dependant to another medical practitioner for a
second opinion or specialist treatment, he must be asked to ensure that the other medical
practitioner is prepared to attend and treat the dependant on the same conditions.

It must also be ensured that if specialist treatment results in hospitalisation, the, specialist
has access rights to a Government hospital as additional fees incurred by admission of the
dependant to a private hospital will rarely be paid from Government funds.

The Treasury have authorised the following shortfalls to be paid from Government
funds

Where a member is stationed in an area where there is only one doctor and that doctor does
not accept the tariffs laid down by the Society, Government will pay the shortfall. In order
to clarify the situation, claims, must be endorsed to the effect that there is only One doctor
in the area etc.

Where there is only one specialist in a town and that specialist does not accept the
tariffs laid down by the Society, Government will pay the shortfall. Also required is the
certification as in 9.1. above.

10.0. If a dependant chooses to be treated or attended by a doctor whose charges exceed those
payable by the Society, the member or his dependant, as the case may be, and not the
Government will be responsible for paying the difference between the amount payable by
the Society and the amount charged by the doctor, unless the Secretary for Health directs
otherwise.

11.0. In urban centres, dependants are advised to choose doctors in their own areas, as increased
distances for house visits are liable to cause doctors to charge fees in excess of those by the
society.

12.0. ‘When a member receives an account from a private medical practitioner for attention
or treatment to his dependants, the Society’s claim form (form C) must be completed
and signed by the member of the Society. NOTE : the word “Member” used oil the form
means the member of the society, usually the wife. No details of treatment, charges etc
must be entered but the form must be sent, together with the relevant account to the
doctor concerned who will complete details of treatment charges etc, and forward the
claim together with his account to the Society for payment. NOTE: The claim form, must
show the force number of the member whose dependants were treated.

13.0. The Society disallows claims submitted after six months from the date of treatment and
the Government will not be responsible for the payment of fees rejected by the Society
because of delay in submitting any claim where the delay was caused by the default of
the dependant or the member concerned. When a member leaves the force for any reason,
his wile and children cease to be members or beneficiaries of the society, the society will
meet claims relating to expenses incurred during membership or beneficiaryship provided
that the claims are received by the society within two months of the date of the member
leaving the force.

173
14.0. Where fees are charged by a doctor in circumstances where the Government (and not the
society) is liable for payment as for example, in respect of a self supporting child or when
the maximum amount payable by the society has already been paid, the doctor’s account
must be submitted to Police General Headquarters together with a claim for payment on
form Z. 852(T). The provisions of this paragraph do not apply to charges for chiropody
or chiropractic treatment which are covered by the society but for which the Government
will not accept responsibility.

15.0. When a private medical practitioner issues a prescription in respect of a dependant he

will do so on a Z.R. Police dependant’s official prescription form on which he will enter
the number rank and name of the member concerned. The prescription may be dispensed
by the chemist and forwarded to Police General Headquarters for payment. Prescriptions
issued by a private medical practitioner may be dispensed at a police camp hospital.

16.0. Normal fees for admission to and detention at a Government hospital (including a
Government maternity home) are covered by the society. If a dependant is admitted to a
private ward there may be additional charges and these will only be paid by Government
if the doctor concerned certifies that a private ward was necessary for the patient. If a
dependant chooses to be admitted to a private hospital, the government will not normally
be responsible for the payment of any additional fees not covered by the society

However, consideration, may be given to the payment of shortfalls on ward fees in private
hospital in circumstances where the dependant was admitted urgently and for whom the
Superintendent of the local government hospital has certified that no bed was available.
However, the Secretary for Health has given an assurance that no government hospital
will deny a bed to any person in cases of genuine emergency and therefore claims in this
respect will be scrutinised most carefully.

17. 0. a) neither the government nor the society shall be responsible for the payment of: -

i) any fees raised in connection with medical examinations required for employment;
insurance or travel purposes;

ii) the provision of spectacles, operations or treatment for cosmetic purposes;

iii) he prophylactic treatment of yellow fever, typhoid, polio, cholera etc.

b) Prophylactic treatment in respect of typhoid and polio is given free at all government
it hospitals.

c) The society will not be responsible for any operation or treatment which is for
contraceptive purposes, but the government will pay the fees raised by private
medical practitioners in respect of advice and attention in connection with
contraception only if the doctor certifies that the attention was necessary for
gynaecological reasons.

d) the society will pay the fees raised by the National Cytological Service for the
annual test for cervical cancer. Charges in excess of this fees will not be paid by the
society or government if the test has been carried out by a private laboratory.

18.0. The society’s medical benefits extend to every country throughout the world but awards
are based on the Zimbabwe National Tariff of fees and the society’s private rule benefits.

Accounts for medical treatment incurred by members and beneficiaries outside Zimbabwe
should be settled by the members in the first instance and a claim submitted to the Society
for reimbursement, accompanied by the receipted account.

174
 In special circumstances, and by prior arrangement with the Society, consideration will be
given to the payment of awards direct to doctors and hospitals outside Zimbabwe.

19.0. The society will pay full government hospital maternity ward fees incurred following a
normal confinement, and the society will give consideration to the payment of charges
incurred by complications prior to and after birth. Any amount due to the medical
practitioner in excess of that payable by the society is the responsibility of the member
and will not be paid by the Government,

20.0. Membership of the society is extended to all government pensioners (including widows)
and their dependants, and to the unmarried widows of deceased members of the force if
they were members of the society at the time of their husbands’ death. Members leaving
the force in receipt of a pension and who wish to keep their dependants on continuous
benefit must therefore join the society themselves. This may be done at any time prior
to retirement but if the member himself wishes to be in benefit immediately or, leaving,
membership must commence three months before hand. The society’s benefits are payable
outside of Zimbabwe and if foreign travel is contemplated immediately on retirement,
then members may wish to avail themselves of such cover to re- enforce any rights to free
attention as they might have in Zimbabwe.

If the member does riot require, for himself, cover by the society, immediately oil retirement
as where his right to free medical attention is sufficient- a more economical move is for- a
member about to retire to arrange his membership of- the society to commence oil tile
first day of the month following retirement. This will retain his dependants in continuous
benefit, save the payment of three month’s subscriptions and the member in benefit with
the society three months thereafter.

Applications to join the society should be made oil plain in good time retirement about
four months in advance if immediate benefit is required or at least a month in advance if
benefits three months after retirement Lire adequate direct to the Secretary of the society
at P.O. Box 885, Harare, who will there upon send the appropriate form of application,
form of stop order (the Secretary will arrange this direct with officer department of Social
Services, Pensions division, and details of the denial aid scheme is required.

A widow of a member is in benefit with the society until the end of the month in which her
husband died, and she and her dependants can remain in continuous benefit by paying the
society’s monthly subscriptions with effect from the first day of’ the month her husband’s
death. Similarly arrangements can be made in respect qualify for a children’s pension,

175
PART 10

WELFARE

TABLE OF CONTENTS

1.0. Police Institutions-General

2.0. Zimbabwe Republic Police Board of Trustees

3.0. Zimbabwe Republic Police Central Amenities fund

4.0. Harare Consolidated Fund

5.0. Zimbabwe Republic Police Provincial funds

6.0. Recreation Clubs

7.0. Recreation club at Headquarters

8.0. Harare and Bulawayo Recreation Clubs

9.0. Zimbabwe Republic Police Golf Club

10.0. Zimbabwe Republic Police Senior Officers’ Mess

11.0. Zimbabwe Republic Police Officers’ Mess

12.0. Provincial Officers’ Mess

13.0. Police Canteens

14.0. Force Fund Accounting system

15.0. Police Messes-general

16.0. Mess Accounts

17.0. Left blank

18.0. Left Blank

19.0. Zimbabwe Republic Police Benevolent funds

20.0. Zimbabwe Republic Police Assurance Fund

21.0. Applications to join the Assurance Fund

22.0. Sport, Display and Recreational Training

23.0. Police Teams

24.0. Invitation to participate in competitions.

25.0. Trophies

26.0 Police Colours, badges and plaques

176
27.0. Police holiday cottages

28.0. Zimbabwe Republic Police magazine “The Outpost”

29.0. Kuyedza Club

30.0. Zimbabwe Republic Police Chapel

Appendix I of 13. 1.

177
1.0. POLICE INSTITUTIONS - GENERAL

1.1. In this part:- Definitions

“Police Institutions” means any club, canteen mess or other organisation formed within
the internal structure of the force for sporting, recreational, religious, cultural, social or
welfare purposes, and includes force funds, which means those funds established within
the internal structure and derive their revenue directly or indirectly from an or any of the
following sources:-

1.1.1. Subscriptions by members;

1.1.2. Profits from canteens;

1.1.3. Donations;

1.1.4. Grants from government for welfare purposes;

1.1.5. Interest on investments and loans of capital derived from all or any of the above sources
and includes:-

The Z.R. Police Central Amenities funds;

The Z.R. Police Provincial Funds;

The Z.R. Police Golf Club fund;

The Z.R. Police “THE OUTPOST” fund;

The Z.R. Police Chapel Funds;

The Z.R. Police Consolidated Fund, Harare;

The Z.R. Police Joint Fund, Bulawayo;

The Z.R. Police Band Funds;

The Kuyedza club;

The Z.R. Police Recreation Club Fund;

All Z.R. Police Canteen Funds;

Certain Z.R. Police Mess funds;

All Z.R. Police Holiday Cottage Funds,

All Z.R. Police Special Constabulary Central Funds:

All Z.R. Police Special Constabulary Rifle Club Funds;

But does not include The Z.R. Police Association Funds or the Z.R. Police Assurance
Fund.

1.2. Police institution are established for the use of and benefit of members generally, or for Classes of
the use and benefit of certain classes of members. In certain cases for administrative or institutions
disciplinary reasons, certain Police Institutions are established solely for the use and

178
 benefit of members of or below the rank of sergeant and others are established solely for
the use and benefit of members of or above the rank of Assistant Inspector.

1.3. To avoid confusion, where any Police Institution is established solely for the use and Designation
benefit of members of or above the rank of Assistant Inspector. It may be designated by the
prefix (or suffix) “A” and where any Police institution is established solely for the use and
benefit of members of or below the rank of Sergeant, it may be designated by the prefix
(or suffix) “B”.

2.0. ZIMBABWE REPUBLIC POLICE BOARD OF TRUSTEES

2.1. In this part, “board” means the Zimbabwe Republic Police Board of Trustees established Definition
in terms of paragraph 2.2. below.

2.2. There is hereby established a board to be known as the Zimbabwe Republic Police Board Establishment of
of Trustees. the Board.

2.3. The Board shall consist of: -

2.3.1. The Deputy Commissioner General (Administration

................................ Chairman.

2.3.2. The Chief Staff Officer (Administration)

................................ Member;

2.3.3. The Officer Commanding Harare Province

............................. Member

2.3.4. The Officer Commanding C.I.D.

............................ Member;

2.3.5. The Commandant Depot

............................ Member;

2.3.6. The Deputy Director (FINANCE

............................. Member;

2.3.7. The Senior Staff Officer (QUARTERMASTER)

............................. Member;

2.3.8. The Staff Officer (FINANCE)

............................ Member;

2.4. The board shall meet as often as may be required but not less frequently than once in every Meetings of the
three months. Board.

2.5. The Board shall, subject to the direction of the Commissioner General, act for and on Functions of the
behalf of all Police institutions and shall advise upon and direct the financial and general Board.
policy of all such Police Institutions. The Board shall scrutinise the position of all Police

179
 institutions and force funds and shall require such institutions to submit such reports and
accounts as may be necessary for this purpose.

2. 6. All property, whether movable or immovable, corporeal or incorporeal, held by or on Disposal of

behalf of any Police institution shall vest in the board which may administer, apply, property.
alienate or otherwise deal with, in such manner as may appear to the Board to be in ‘the
best interests of such Police institutions or the members of the Force or Police Special
Constabulary as a whole.

2.7. The Board may enter into any contract on behalf of any Police institution and may Acquisition
purchase, hire, lease or otherwise acquire, any property whether movable or immovable, property
corporal or incorporeal, which the board may deem necessary or desirable in the interests
of any Police institutions or the members of the force or the members of the Police Special
Constabulary as a whole.

2.8. The board may borrow or raise money for any sporting, recreational, religious cultural or Funds
social purpose on behalf of any Police institution, in such manner as the board may deem
fit, when in the opinion of the board, such action, is necessary or desirable in the interests
of any Police institution or the members of the force or the Police Special Constabulary as
a whole.

2.9. The Board may delegate the day to day administration of its affairs to a sub committee Board
appointed from members of the board to be known as “Management subcommittee” and subcommittee
its membership shall comprise of: -

2-9.1. The Chief Staff Officer (Administration)

............................... Chairman.

2.9.2. The Senior Staff Officer (Finance)

.............................. Member

2.9.3. The Staff Officer (Finance)

.............................. Member

Each member of the Management Sub-committee shall have authority to approve

expenditure of routine nature, as approved by the board from time to time. The Management
Sub-Committee shall meet as often as may be required and may co-opt any member of the
Force or Police Special Constabulary to assist it.

2.10. The sub-committee will report to the board its findings on any matter which may have been Duties of
referred to it, together with its recommendations on any action which may be necessary. Management Sub-
Committee
2.11. Any reference to a Board of Trustees in the rules or constitution of any Police institution Reference to the
shall, unless the context otherwise requires, be deemed to be a reference to the Board of board of Trustees
Trustees, and any rule contained in the constitution to extend or curtail the functions or in rules or
powers of the board shall to that extent be null and void. constitution.

2.12. When the signature of the board is required on any document whether in the form of a Signatories on
contract, or a receipt for monies or other property received, the signatures of at least two behalf of board
members of the Board shall be required.

2.13. Board of Trustees authority must be sought prior to expenditure being incurred against any Authority for
force institution on any one item, or group of items or project if the cost therefore exceeds expenditure
$500 except where such expenditure is for normal trading purposes.

180
3.0. Z.R. POLICE CENTRAL AMENITIES FUNDS

3.1. Two Central Amenities Funds are established within the force, one for regular members Establishment of
and one for Police Special Constabulary. Both funds come under the control of the Board the Funds
of Trustees.

3.2. The object of the fund is to :-

3.2.1. Build up a reserve of force funds to meet the cost of major force amenities project; Aims of the
Funds.
3.2.2. Assist Provincial funds to meet any extraordinary expenditure and any individual force
expenditure which may be considered appropriate by the board of trustees and which is
not chargeable to any other force fund or to any individual, including such expenditure in
connection with sporting activities of the force which cannot properly be charged to any
recreation club fund or provincial fund.

3.2.3. Effect the equitable distribution of Government grants for amenities to provinces;

3.2.4. Provide the necessary funds for the purchase of wreaths, and similar expenditure incurred
on behalf of all members of the force or the Police Special Constabulary.

3.3. Revenue for Central Amenities funds shall be derived from:- Sources of
revenue.
3.3.1. Grants by Government, which shall be distributed to provinces in the form of amenities
grants;

3.3.2. Such interest from consolidated fund investments as may be recommended by the Board
of Trustees and authorised by the Commissioner General;

3.3.3. Profits accruing in police and special constabulary canteens.

3.4. Audits of the Central Amenities fund shall be carded out by the force fund audit section at Auditing of
Police General Headquarters. Funds.

4.0. Z.R. POLICE CONSOLIDATED FUND

4.1. The Consolidated fund acts as banker to force and Special Constabulary accounts in Definition
Harare and maintains, for a fee, the books of those accounts which require this service.

4.2. A civilian is employed as the Accountant responsible to the Senior Staff Officer Accountant
(FINANCE).

4.3. Treasurers of force institutions accounts in Harare must deposit all monies received with Deposits of
the highlands branch of the Standard Bank in Harare, to the credit of the Z.R. Police monies.
Consolidated Fund Account. This may be done direct or by “letter transfer”.

4.4. Deposit slips shall be made out in triplicate. If a deposit slip book is printed in duplicate, Deposit slip.
a sheet of flimsy typing paper should be used for the third copy. The name of the account
making the deposit slip.

4.5. Foreign cheques must not be entered on the same deposit slips as local cheques, but should Foreign cheques.
be entered on a separate slip for passing through the bank’s bill department.

The second copy of the deposit slip must be sent without delay to the Accountant, Z.R.
Police Consolidated Fund, P.O. Box CY 396, Causeway, after banking, together with the
force fund receipts as appropriate to the moneys being deposited.

181
4.6. Cheques returned marked “R.D.” when redeposited, must be paid on a separate deposit “Re-Deposit”
slip which must be clearly marked “REDEPOSIT”

4.7. Those Force Accounts which bank through the Consolidated Fund Account but which “Orders to pay”
maintain their own books must effect payment by means of an “Order to pay”. These are
printed in duplicate and supplied free of charge by the Accountant of the Fund.

4.7.1. To effect payment, an “order to pay” must be made out and the original forwarded to the To effect Payment
Accountant of the Consolidated fund, who will make out a cheque and forward it to the
Treasurer of the account which issued the “order to pay”.

4.7.2. The original “Order to pay”, will be retained by the Accountant of the Consolidated fund Authority for
as his authority for debiting the account concerned. debiting Account.

4.7.3. “Orders to pay” may only be signed by commissioned officers of the force and should be
countersigned by the Treasurer of the relevant account.

4.7.4. “Orders to pay” must show clearly the surname and full initials of the payee, or if the
payee is a firm, the correct designation of the firm.

4.7.5. “Orders to pay” must always bear the rubber stamp of the account by which it is issued.

4.7.6. Where force accounts books are maintained by the- Consolidated fund, it is not necessary Books maintained
for “Orders to pay” to be made out for the payment of creditors. In this case the invoices by consolidated
should be endorsed “Received in good order and condition and account correct for Fund.
payment”, and signed by the Treasurer. The invoice should then be stamped with the name
of the relevant account and forwarded direct to the Accountant of the Consolidated Fund,
who will effect payment.

4.8. The cost of all banking charges and supply of cheques “Orders to pay” and deposit books Banking
will be borne by the Consolidated Fund. The cost of exchange on drafts will be borne by
the account concerned.

4.9. The consolidated Fund will close its books on the last day of each month and other accounts Closing of Books
should endeavour to do likewise. For this reason, it is necessary for all transactions to be
adjusted on or before that date.

4.10. The Accountant of the Consolidated Fund will, as soon as possible after of each month Cashbook extract.
forward to the Treasurer of each force extract of the Consolidated Fund cashbook, showing
all transactions relevant to that account.

4.11 Where the books of any account are not maintained by the Consolidated Fund, the Treasurer Reconciliation
of the account shall prepare a reconciliation statement as described in paragraph 24.0 of statement.
part F. I The balance shown on the cashbook extract will take the place of the certificate
normally issued by a bank.

Where the books of account are maintained by the Consolidated Fund, the Treasurer of
that account will check the cashbook extract to ensure that all transactions are correct and
applicable to that account.

4.12. Money held by the Consolidated Fund may be invested in such manner as the board of Investment
Trustees may determine.

4.13. At the end of each year, any sur-plus revenue resulting from the Fund’s operations will be Distribution of
transferred to the credit of such force accounts as the Board of Trustees may determine, surplus revenue.
having due regard to equitable distribution.

182
5.0. Z.R. POLICE PROVINCIAL FUNDS

5.1. There is to be established one fund in each Province to cater for both regulars and member Definition
of the Police Special Constabulary. In this part, reference to Officer Commanding Province
shall include the Officer Commanding Support Unit.

5.2. The object of the Provincial Funds is to provide necessary finances for the supply and Purpose of the
upkeep of such amenities as the Provincial Fund Committees may from time to time funds
consider requisite and desirable in the interests and welfare of all members of the force
within the province.

5.3. Provincial funds in all provinces shall be controlled by a Committee consisting of:- Provincial Fund
Committees.
5.3.1. The Officer Commanding Province......
Chairman;

5.3.2. The next Senior Officer in the province and;

5.3.3. One C.I.D. Officer.

Other members may be co-opted onto the Provincial Fund Committee, it is usual for
Officer Commanding Districts to be members of the Committees.

5.4. The Chairman of each committee shall nominate a member of the Force to act as secretary Secretary and
to the committee and another member to act as Treasurer, and shall co-opt the local Treasurer
Provincial Quartermaster to advise the committee. The Secretary and Treasurer shall
receive no payment or honoraria for their services.

5.5. Provincial fund Committee are responsible for Responsibility of

Committees.
5.5.1. Appointing, where necessary or desirable, sub-committees, to administer subsidiary
accounts within the province.

5.5.2. Ensuring that all police canteens, clubs, etc, within the province are properly administered
in accordance with Standing Orders;

5.5.3. Obtaining balance sheets and statements of accounts from all police recreation clubs, etc
and satisfying themselves as to the correctness of such accounts.

5.6. Provincial Fund Committees shall meet not less frequently than once in every quarter.
Minutes shall be taken at each meeting and a copy thereof forwarded to the Board of
Trustees.

5.7. Provincial Funds shall derive revenue from:- Sources of

revenue.
5.7.1. Per capita grants from the Central Amenities fund and further sums allocated by the
Board of Trustees on an equitable basis after consideration of demands from Officers
Commanding Provinces which must be submitted to the Board by 1 January, and I July
each year.

5.7.2. In certain instances, recreation club subscriptions;

5.7.3. Interest on banking and savings accounts.,

5.8. A banking account for each provincial fund shall be opened in the name of the fund and Banking account.
shall be operated by any two of a panel of three signatories which shall include the Officer
Commanding Province and one other Officer. Proper books of account shall be maintained
and shall be audited in pursuance of the provisions of this part.

183
5.9. Provincial fund committees shall not authorise expenditure on any one specific item or Authorization of
one specific project the cost whereof exceeds $500 without the prior recommendation expenditure
of the Board of Trustees. Provided that the purchase of refrigerators (but not cold rooms
or refrigerated bar counters) may be authorised without the prior recommendation of the
Board of Trustees, notwithstanding that the cost thereof may exceed $500.

5.10. On the recommendation of the Board of Trustees and with the approval of the Commissioner, Contributions to
provincial funds may be called upon to make contributions to Central Amenities fund for Central Amenities
any special force project, in such amounts as may be determined by the Board of Trustees fund.
after scrutiny of annual statements of accounts.

5.11. Expenditure in connection with entertainment shall only be authorised in respect of Expenditure for
recognised official functions and the expenditure for authorised shall not exceed fifty entertainment
percent of the cost of liquor for such function.

5.12. Loans may be made to members of the force only, and shall be subject to the following Provincial fund
conditions,- loans

5.12.1. The amount loaned shall not be beyond the means of the borrower to repay in one month
and shall be repaid within one month

5.12.2. Loans shall be for the following purposes only:

a) to cover non-receipt of salary when a member has been transferred;

b) to cover emergency travel costs in the event of illness or death in a member’s

family;

c) to meet light and water deposit on transfer to a new centre;

d) such other emergency cases as may be approved by Officers Commanding

Provinces, bearing in mind the provisions of paragraph 5.12. 1. above.

5.13. Audits of provincial funds are carried out annually by Force Fund Auditors. Audits

5.14. The provisions of paragraph 5.13. above, shall not apply to the Senior Provisions not Provisions not
Officer’s Mess, the Officers” Mess or Provincial Officers’ Messes applicable applicable

6.0. RECREATION CLUBS

6.1. Unless otherwise directed by the Officer Commanding Province, there shall be established Definition
at each station a recreation club for members of or above the rank of Assistant Inspector and
recreation club for members below that rank. Provided that within the geographical areas
of Harare Province, Bulawayo Central Suburban districts and Bulawayo West District,
separate recreation clubs will not be established at individual stations but recreation club
subscriptions will be paid into central recreation clubs.

6.2. Every member of the force at each station shall belong to the recreation club which is
appropriate to his rank and any person who is not a member of the force shall not be a
member of any police recreation club without the prior approval of the Officer Commanding
Province.

6.3. Subject to the provisions of paragraphs 7.0 and 8.0 of this part, the Officer/Member in Responsibility of
Charge, station is responsible for the proper conduct of each recreation club on the station, Officer/Member
the correct keeping of accounts and the prompt payment of all money due to or by the i/c
club.

184
6.4. A monthly subscription shall be paid by all members to the appropriate recreation club. Subscription
The subscription shall be not less than $3,50 per month for members of or above the rank
of Assistant Inspector and not less than $1,00 per month per member of or below the rank
of Sergeant or such amount which may be fixed from time to time. Subscriptions paid by
members also cover their wives and children. Provided all Sergeants who were initially
obliged to subscribe the greater amount shall continue to do so and have right to claim
membership to the recreation club to which they are subscribing.

The subscription shall be paid even if members are on leave regardless of period spent
away from station.

If the subscript~ions are collected physically each month, a list of all subscribers shall be
available for inspections.

If subscriptions are collected by the computer, a monthly check of computer printout must
be made to ensure that all collections are in fact being made. If it is found that some
members are not having subscriptions deducted by the computer, physical collection must
be made and the Salary Service Bureau advised to make the necessary stoppages from the
individuals concerned in the future.

6.5. Subject to the provisions of paragraphs 7.0 and 8.0 of part, the Officer/Member in Charge, Meetings
station or in his absence, the next senior member, shall attend all meetings of each
recreation club on the station and minutes shall be recorded of all such meetings.

6.6. No expenditure shall be incurred without the approval of the majority of members present Expenditure
at the meeting, and all expenditure in excess of $50 in the case of recreation clubs for
members of or above the rank of Assistant Inspector and $25 in the case of recreation
clubs for members of or below the rank of Sergeant, must first be approved by the Officer
Commanding District. Provided that where any recreation club has three or less members,
meetings need not be held and any disagreement on expenditure shall be refer-red to the
Officer Commanding District for arbitration.

6.7. Recreation clubs may receive assistance from Provincial funds at the discretion of the Additional funds.
provincial fund committees.

6.8. Loans may be made to members of the force only and shall be subject to the following Recreation club
conditions:- loans

6.8.1. The amount loaned shall not be beyond the means of the borrower to repay in one month
and shall be repaid within one month;

6.8.2. Loans shall be for the following purposes only:-

a) to cover emergency travel costs in the event of illness or death in a member’s

family;

b) to cover non-receipt of salary when a member has been transferred.

7.0. RECREATION CLUBS AT HEADQUARTERS

7.1. At Headquarters, other than those in Harare and Bulawayo, the recreation club for members Definition
of or above the rank of Assistant Inspector shall be managed by a committee of which the
Officer Commanding Province or the Officer Commanding District as the case may be,
shall be chairman.

7.2. Each committee shall consist of at least one member of rank of Assistant Inspector, and Committees
at least one member of the rank of Inspector or Chief Inspector. Each such member shall

185
 be elected by and shall represent those members of the recreation club who are of the rank
which he holds, the rank of Inspector being equivalent, to that of Chief Inspector for the
purposes of this paragraph.

7.3. The Chairman of the recreation club committee is responsible for the proper conduct of Duties of
the club and shall maintain and operate a banking account on behalf of the club. Chairmen

7.4. A monthly meeting of the committee shall be held for the purpose of transacting business Meetings.
and amending rules, and all such amendments shall require the approval of the chairman.
General meetings of all members of the club shall be held annually and at such more
frequent intervals as the Chairman may require.

7.5. All payments by the committees on behalf of the club shall, as far as possible, be paid by Payment of
cheque and no expenditure shall be authorised for any one specific project the cost whereof expenses.
exceeds $100 without the prior recommendation of the provincial fund committee and the
approval of the Board of Trustees.

7.6. Proper books of account shall be maintained and receipts shall be issued for all money Books of
received or paid out by the club. A monthly receipts and payments account shall be Accounts.
prepared and made available for perusal by all members of the club.

8.0. HARARE AND BULAWAYO RECREATION CLUBS

8.1. In Harare, the recreation club, for members of or above the rank of Sergeant shall be Definition
known as “The Zimbabwe Republic Police Club” of which the Commissioner shall be the
President and which shall be managed by a committee consisting of,-

8.1.1. The Commandant, Depot who shall be Chairman-,

8.1.2. Four regular members of the club who shall be serving members of the force elected by
regular members at the annual general meeting;

8.1.3. Ex officio members of the club committee Senior Staff Officer (Finance) and the depot
Chief Inspector as the Commissioner’s representatives;

8.1.4. One associate member who shall be nominated by the Police Special Constabulary:

8.1.5. A Secretary who shall be a civilian appointed by the Board of Trustees;

8.1.6. Ex officio, Finance Clerk, depot as the Treasurer.

8.2. All members of the Force of or above the rank of Sergeant who are stationed within the Membership
geographical area of the Harare Province shall be members of the Z.R. Police Club.

8.3. The constitution and rules of the Z.R. Police club shall be as determined from time to Constitution
time at an annual general meeting of all members of the club, and all members shall be
provided with a copy of the constitution and rules on request.

8.3.1. Subscriptions to the Z.R. Police Club, shall be paid by stoppage from salary for serving
members and in cash/cheque from non-serving members of the club at rates as determined
by the club committee and as approved by the Board.

8.4. The recreation club subscriptions of all members of the Force of or below the rank of Tomlinson Camp
Sergeant, stationed in the geographical area of the Harare Province, shall be paid into Recreation club
Tomlinson Camp recreation club. subscriptions.

8.5. The recreation club for members of or below the rank of sergeant stationed within the

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 geographical area of the Harare Province shall be known as the Tomlison Camp recreation
club, and shall be managed by a Committee consisting of:-

8.5.1. The Deputy Commandant, Training Depot who shall be Chairman:

8.5.2. The Officer in Charge, amenities, who shall be Secretary/Treasurer;

8.5.3. The Officer in Charge, Provost:

8.5.4. A Senior Sergeant of the Z.R. Police Band;

8.5.5. A Senior Sergeant of Training Depot instructional staff;

8.5.6. A Senior Sergeant from Ordnance:

8.5.7. A Senior Sergeant of the C.I.D.

8.5.8. A Senior Sergeant from Harare Province and

8.5.9. A Senior Sergeant from Police Protection Unit

8.6. The Z.R. Police Club for members of or above the rank of Sergeant and the Tomlinson Z.R.Police Club
Camp Recreation Club cover the whole of the geographical areas of the Harare Central and Tomlinson
and Suburban District and the Harare South District, and individual stations within those camp Recreation
areas shall not, without the Commissioner’s authority maintain their own recreation clubs, Club.
but subscriptions from members at all such stations shall be paid into the Z.R. Police Club
or the Tomlinson Camp recreation club, as the case may.

8.7. The constitution and rules of the Tomlinson Camp Recreation club will be as determined by Tomlinson Camp
the committee and a copy of the constitution and rules shall be displayed in a conspicuous Recreation Club
place within the Tomlinson Camp for perusal by all members. Constitution

8.8. The Bulawayo Recreation Club for members of or above the rank Assistant Inspector and Bulawayo
the Bulawayo Recreation club for members of or below the rank of Sergeant shall both Recreation Club.
cover the whole of the geographical areas of Bulawayo Central and Suburban districts and
Bulawayo stations within those areas shall not, without the Commissioner’s Authority,
maintain their own recreation clubs, but the subscriptions from members at all such
stations, shall be paid into the appropriate Bulawayo Recreation Club.

9.0. ZIMBABWE REPUBLIC POLICE GOLF CLUB

9.1. The name of the Club shall be the Zimbabwe Republic Police Golf Club. Name of the club

9.2. The Club is constituted for the pur-pose of promoting, advancing and protecting the Objects/purpose of
interests of the game of golf and for social purposes. the club

The rules of the game to be observed by members of the club shall be rules authorised
by the Royal and Ancient Golf Club of St. Andrews and the Zimbabwe Golf Union as
modified, amended or added to by such local rules and regulations as may from time to
time be passed and promulgated by the Club Committee.

9.4. Should any doubt arise, or should there be any dispute between members with regard to Interpretation of
the construction of an interpretation of the constitution, rules or regulations, the decision Clubs Rules
of the Club Committee shall be final and binding on all members.

9.5. The President of the club shall be the Commissioner of the Zimbabwe Republic Police. President of the
club.
9.6. The financial and general policy of the club shall be controlled by the Board of Trustees

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 of the Z.R. Police. The Board on behalf of the club and on the recommendations of the
Club Committee, may borrow or raise money in such a manner as it may think fit and
in particular by subscription, bank overdraft, debentures, or upon security of bonds,
mortgages or other securities based upon all or any of the property or rights of the Club,
or without any such security, and upon such terms and conditions as may be thought fit, or
may enter into any contract or may purchase, hire, lease or otherwise acquire any property
whether movable or immovable, corporeal or incorporeal or fulfil any engagements or
discharge any liability of the Club.

9.7. The Chairman of the Club Committee shall be the Commandant Depot or in his absence, Appointed
the Deputy Commandant. The Commissioner may nominate annually a regular Officer Officials of the
of the Force to attend Club Committee meetings. This Officer shall be known as the Club
Commissioner’s representative.

9.8. The Club shall have the following officials who shall be elected at the Annual General Elected officials.
Meeting;-
9.8.1. The Vice President.

9.8.2. A Captain who shall be a regular serving member of the Z.R. Police and a Vice Captain.

9.8.3. Three regular serving members of the Z.R. Police who are regular members of the club.

9.8.4. Four other members of the club other than lady members, junior members, temporary
members, verandah members or absentee members.

9.9. In consultation with the club committee, the board of Trustees may appoint a civilian to Other Officials
be Secretary. The Board shall nominate a regular serving member of the Z.R. Police to be
Treasurer.

9.10. The management and control of the club, subject to financial and general policy laid down Golf Club
from time to time by the Board of Trustees, shall be vested in the Golf Club Committee Committee
which shall comprise:-

9. 10. 1. The appointed official referred to in paragraph 9.7. of this part.

9.10.2. The captain and the Vice-captain referred to in paragraph 9.8.2. above.

9.10.3. The members of the club elected in terms of paragraphs 9.8.3 and 9.8., 4 above, who on
the recommendation of the Captain and the approval of the club committee, shall also
carryout functions of conveners of subcommittee.

9.10.4. The Secretary and Treasurer who shall not have voting powers.

9.10.5. The lady Captain and the Secretary.

9.11. Five members of the club committee, other than the Secretary and Treasurer shall form Quorum
a quorum provided that, of such club committee members, at least three shall be regular
serving members of the Force and that the Chairman is present.

9.12. The club committee shall meet as often as may be considered necessary by the Chairman
but not less than once in every three months.

9.13. Minutes of every meeting of the club committee shall be submitted expeditiously to the
Board of Trustees.

9.14. The Treasurer shall submit to the club committee such accounts as may be directed by Responsibility of
the Board or the Chairman of the Club Committee from time to time and these, after Treasurer.

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 examination by the club committee, shall be forwarded to the Board by the Secretary
together with the minutes referred to in paragraph 9.13. above.

9.15. The club committee may regulate the internal affairs of the club with by-laws which shall By-laws
be published for the information of members provided that such by-laws shall not be
inconsistent with the Golf Club constitution or in cases not provided for by either the
constitution or such by-laws, the club committee may make such local rules and regulations
as shall not be inconsistent with either the Constitution or the by-laws.

9.16. The Secretary on behalf of the club committee, shall keep an up to date register of members Register of
under the various classes prescribed in paragraph 9.29 of this part. members.

9.17. The club committee shall purchase and supply liquor only in terms of its liquor licence. Supply of liquor.

9.18. The Board of Trustees’ approval is required for expenditure of any item or group of items Approval of
in excess of $400, except where such expenditure is for normal trading purposes. expenditure

9.19. The club committee may close, or be directed by the President to close, any or all classes Closing of classes
of membership of the club for such period or on such basis as may be considered desirable of membership
in the interests of the club.

9.20 In the deliberations of the club committee, the Chairman and the Captain shall each have Votes
three votes, regular serving members two and other members one vote. In addition, in the
event of the number of votes being cast on any issue being equal, the Chairman shall have
a casting vote.

9.21. Such subcommittee consisting of members of the club as the club committee may consider Sub-committee
necessary for the efficient running of the club may be appointed, on the recommendation
of the Captain, the club committee under a convenor who shall be a member of the club
committee. The terms of reference and power of sub-committee shall be decided by the
club committee and unless the club committee approves otherwise, each subcommittee
shall record its deliberations in the form of minutes which shall be made available to
the club committee. Other than may be authorised to the club committee, no decision or
recommendation of any sub-committee may be implemented until such time as it has been
approved by the club committee. The Captain and the Vice Captain shall be ex-officio
members of any sub-committee.

9.22. Elected officials shall cease to be members of the club committee as follows:- Re-election of
officials.
9.22.1. On the day of the Annual General Meeting, provided that retiring members shall be eligible
for re-election,

9.22.2. On ceasing to be a member of the club.

9.22.3. On failure to attend meeting of the club committee for three consecutive meetings unless
he has previously obtained leave from the committee

9.22.4 At the written request of the club committee member concerned

9.22.5 By resolution carried by two thirds of the members and entitled to vote at a special
General Meeting of the club called for that purpose.

9.23. Nominations of candidates for election must be made in writing, signed by the proposer Nominations :
and seconder, both whom shall be members, and by the candidate indicating that he will candidates for
accept the appointment if elected and delivered to the Secretary at least twenty-one days elections.
before the date of the Annual General Meeting.

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9.24. A list of candidates with the names of their proposers and seconders shall be posted on the Names of
Club Notice Board at least six days before the date of the Annual General Meeting. candidates for
elections.
9.25. Should an insufficient number of candidates be nominated, the Chairman of the Annual Late nominees
General Meeting shall call for further nominations during the meeting.

9.26. In the event of more candidates being nominated than there are vacancies, the required Ballot
number shall be elected by ballot of those present and entitled to vote either by show of
hands or on such other basis as may be decided by the Chairman at the meeting.

9.27. The club committee shall have powers to fill casual vacancies, such committee members Casual vacancies
who are to have voting powers and to hold office until the next Annual General Meeting,
and to nominate alternates in the place of committee members whose temporary absence
has been approved by the Committee in terms of paragraph 9.22.3 above.

9.28. On the authority of the Board of Trustees, the club committee may appoint as Assistant Club staff
Secretary, a Greenkeeper and a club professional. The club committee may also appoint
such subordinate staff as may be necessary for the efficient running of the club house and
grounds.

9.29. There shall be the following classes of membership:- Membership,

Qualification
and privileges of
9.29.1 Regular members: members

9.29.2. Associate members;

9.29.3. Lady members;

9.29.4. Services members:

9.29.5. Junior members:

9.29.6. Temporary members

9.29.7. Honorary members:

9.29.8. Life members;

9.29.9. Verandah members;

9.29.10. Absentee members.

Regular, Associate and land members who reside or are stationed within the boundary of
Harare Police Province shall be regarded as Town members and those who reside outside
such boundaries shall be regarded as Country members.

9.30. REGULAR MEMBERS

9.30.1. All regular serving male members of the Z.R. Police.

9.30.2. Former regular male, members of the then B.S.A. Police and Z.R.Police who have retired
on pension after 20 or more years service.

9.31. ASSOCIATE MEMBERS

9.31.1. Serving male members of the Z.R.Police Special Constabulary;

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9.31.2. Male civilian employees of the Z.R. Police or Police Force Funds;

9.31.3. Any other person subject to the approval of the President, following recommendation by
the committee.

9.32. LADY MEMBERS

9.32.1. Serving regular policewomen of the Z.R.Police;

9.32.2. Former regular policewomen of the then B.S.A. Police and Z.R. Police who have retired
on pension after 20 or more years service.

9.32.3. Wives of regular serving members of the Z.R. Police;

9.32.4. Widows of former regular members of the then B.S.A.Police and Z.R. Police whose
husbands had retired on pension after 20 or more years service or who died whilst serving
in the Force:
9.32.5. Serving women of the Z.R. Police Special Constabulary;

9.32.6. Civilian women employees of the Z.R. Police or Police Force Funds

9.32.7. Wives of club members:

9.32.8. Any other women subject to the approval of the President following a recommendation by
the committee.

9.33. SERVICES MEMBERS

9.33.1. Regular serving members of the Army, Air Force, Prison Service and division of district
administration.

9.34. JUNIOR MEMBERS

9.34.1. A son or daughter of 10 years of age but less than 18 years of age of. -

a) A club member:

b) A regular serving member of the Z.R. Police;

c) A former regular serving member of the then

B.S.A. Police and Z.R. Police who has retired on pension after 20 or more years service or
who dies whilst serving in the force.

Junior membership shall cease upon attaining the age of 18 years or as otherwise provided
for in paragraph 9.49 of this part. Unless permitted to do so by the Secretary, Junior
members shall not play before 4.00 pm, on competition days and shall have no standing
on the course whilst adult members are playing.

Junior members may be permitted to play in competitions at the discretion of the

committee.

9.35. TEMPORARY MEMBERS

9.35.1. The Chairman or the Captain may confer temporary membership for a period not
exceeding 3 months at any one time, which may be extended by a further 3 months in
appropriate cases, provided that no person permanently resident within 16 kilometres of

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 the club house shall be accorded temporary membership unless by resolution of the club
committee. Such person is allowed the privilege of temporary membership whilst in any
match or competition.

9.36. HONORARY MEMBERS

9.36.1. Honorary membership for such period of time as the club committee shall define may
be conferred by the club committee subject to the approval of the President, upon any
person holding some public or religious office or upon any person who has conferred,
or may confer, some special benefit upon the club. Notwithstanding the foregoing, the
President may at his discretion confer honorary membership on any person holding public
or religious office for such period as he may define.

9.36.2. Honorary life membership may be conferred upon any person who has rendered significant
and special services to the club, subject to the recommendation of the club committee and
the approval of the President.
9.36.3. Honorary life members of the Police club shall be entitled to all the privileges of the Police
Golf Club.

9.36.4. On the recommendation of the club committee and with the approval of the President,
wives of Honorary life members shall be accorded lady membership without payment of
entrance fee or subscriptions.

9.37. Life membership may be conferred upon any members who retired from the B.S.A. Life members
Police or Z.R. Police on a service or medical pension and on other members of the club
who have been founder, associate or lady members for at least 10 years, subject to the
recommendation of the club committee and with the approval of the President.

9.38. Members who were members of the Police Golf Club section prior to the Ist January 1964, Founder
and who have maintained continued membership of the Police Golf Club since that date members.
shall be founder members and shall pay no higher subscriptions than a person who derives
his membership from membership of the Police Special Constabulary.

9.39. At the discretion of the club committee, verandah membership may be conferred upon Verandah
any person, other than a junior member, who is eligible for membership of the club. The members
privileges of verandah membership shall be limited to the use of the club house and its
amenities.

9.40. Any club member who is absent from Mashonaland for a period of not less than one quarter Absentee
and who has previously informed the secretary of his or her proposed absence, may be members.
granted absentee membership by the club committee. On return to full membership, he or
she will be liable to pay the required subscriptions on a pro-rata basis.

9.41. Membership cards shall be issued annually to all members when annual subscriptions Membership
have been paid. cards.

9.42. The voting powers of members of the club at Annual General meeting and special general Voting powers.
meetings shall be as follows: -

9.42.1. Regular members, associate members, honorary members, services members, life
members and founder members shall each have one vote. Members of any other class of
membership shall not be entitled to vote.

9.42.2. Lady members who shall have no voting powers at Annual General Meetings or special
General Meetings but shall have voting powers at ladies section meetings only. Members of
ladies section committees shall have one vote each at such section committee meetings.

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9.43. The provisions of paragraphs 9.44 to 9.46 below, shall not apply to a regular serving male Immediate
or female member of the Z.R. Police who shall be admitted to immediate membership of membership
the club upon completion and submission to the Secretary of an application form.

9.44. An applicant for membership shall complete an application form which shall be proposed Application forms
and seconded in each case by two members in good standing.

9.45. After the acceptance of the application form by the Secretary, the name of the applicant,
his proposer and seconder shall be posted on the club notice board for a period of 14 days,
after which the application shall be considered at the next club committee meeting.

9.46. The power to accept or reject any application for membership shall be vested in the club
committee whose decision shall be final and who shall give no reasons for rejecting any
application.

9.47. Former members of the Z.R. Police who are regular members of the club in terms of Termination of
paragraph 9.30 of this part, associate members, lady members, junior members, founder membership.
members, verandah members and absentee members who fail to pay half of their annual
subscriptions by the last day of February and the second half by the end of July of the
subscription year, shall cease to be members of the club and their names shall accordingly
be posted on the club notice board.

9.48. Members desirous of resigning membership, shall tender their resignation in writing to Resignation of
the club committee whereupon their resignation will be deemed to be effective. membership.

9.49. In addition, to the grounds, set out in paragraph 9.47 above, the membership of junior Termination of
member shall cease:- membership.

9.49.1. Upon attaining the age of eighteen years, or

9.49.2. Upon attaining membership of the club in some other class on or before this age, or

9.49.3. Upon the membership of the sponsoring parent or parents being terminated.

9.50. Should any member of the club in the opinion of the club committee be guilty of improper Improper conduct
conduct or behaviour then the club committee, subject to the approval of the Board of
Trustees, may terminate or suspend his or her membership. Any member whose membership
has been terminated or suspended in terms of this paragraph, may appeal within 30 days of
notification thereof to the President whose decision shall be final The member concerned
shall have no claim against the President, the Board, the club committee or the club.

9.51. Any member of the club on whom honorary membership or honorary life membership Transfer of
has been conferred, shall be regarded as having been transferred to the appropriate class membership.
of membership.

9.52. An honorary member of the club who was previously a member of some other class may Honorary member:
revert to membership of that class on the expiration of the period for which such honorary Previous member
membership has been conferred by the club committee without the need to pay a further of some other
entrance fee. class.

9.53. A serving member who has been a member of the club for not less than five years, may, Transfer of
on application to the club committee, be transferred to associate membership on his services member
retirement on pension after 20 or more years service from the service concerned subject to associate
to the payment of the prescribed entrance fee. membership

9.54. Members shall pay entrance fees and subscriptions appropriate to their membership in Entrance fees and
the amounts prescribed provided that members, other than junior members and absentee subscriptions

193
 members, whose applications for membership are received by the Secretary after 31
March, in any year, shall pay subscriptions on the following basis for that year:

9.54.1. I April to 30 June, 3/4 of the annual subscriptions.

9.54.2. 1 July to 30 September, 1/2 of the annual subscriptions.

9.54.3. 1 October to 31 December, 1/4 of the annual subscriptions.

9.55. Annual subscriptions shall be due on the first day of January in each year and payable not Annual
later than the last day of February, except when paid in two equal instalments when the subscriptions.
second half must be paid by the first day of July

9.56. It is the responsibility of members to pay subscriptions by the due date irrespective whether Responsibility of
an account has been received or not. members

9.57. Notwithstanding the provisions of paragraph 9.55 and 9.56 above, subscriptions paid Subscriptions
before the Annual General Meeting are provisional and an alteration in the amounts is set paid before
out in the Golf Rules, which have been approved by the President on the recommendation Annual General
of the board of trustees and the club committee, shall be effective on the first day of Meeting.
January of that year unless some other date is fixed by resolution passed at the Annual
General meeting and approved by the President.

9.58. A general meeting of members to be called an Annual General Meeting, shall be held on Annual General
or before the last day of May in each and every calendar year. Provided that the President meetings.
may authorise the Annual General Meeting to be held on a date subsequent to the last day
of May.

9.59. The club committee, on the authority of the President may convene a Special General Special General
Meeting, and shall subject to the approval of the President, convene a Special General meeting
Meeting on receipt of a requisition signed by not less than 25 members of the club who
are entitled to vote.

9.60 A notice in writing convening an Annual General Meeting or Special General Meeting Notice on General
shall be posted not less than 14 days prior to the date of the meeting, to the last notified meetings.
address of each member of the club.

9.61. A notice of an Annual General meeting shall be accompanied by the audited financial Financial
statements unless the club committee decides that they should be sent to members in some statements.
other way.

9.62. A notice of a Special General meeting shall be accompanied by details of the motion Notice of motion.
which shall be considered at such meeting

9.63. A notice of an Annual General meeting shall include an agenda for the meeting Agenda

9.64. Twenty-five members entitled to vote at an Annual General meeting or special general Quorum
meeting shall form a quorum.

9.65. The chair shall be taken at all general meetings by the President or in his absence by an Chairman
Officer of Z.R. Police nominated by him. The chairman shall have a casting vote as well
as deliberative vote.

9.66. A declaration by the chairman at any general meeting that a resolution has been carried Chairman’s
or carried by a particular majority or lost or not carried by a particular majority shall be decision
final.

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9.67. Amenities, including club premises and grounds, maintained by the club shall be reserved Club premises and
for the use of members and may be loaned for the use of other clubs or sporting bodies grounds.
only on the approval of the club committee.

9.68. Major permanent alterations to the premises or grounds or the provision of any new facility Alterations to
will be subject to the approval of the President. premises.

9.69. All actions or suits at law brought by or against the club shall be instituted and conducted Action at law.
by and in the name of the Board of Trustees or on behalf of the board.

9.70. Children under the age of 16 years, other than junior members may be admitted to the Children
premises or grounds of the club subject to the conditions that:-

9. 70.1. They be accompanied by and in the immediate control of a parent or guardian;

9.70.2. They be restricted to the lower veranda and dining room of the club house:

9.70.3. The parent or guardian will be responsible for their behaviour and any damage caused by
them while on the club premises or grounds:

9.70.4. No child will be permitted on the club premises after 7.00 pm.

9.70.5. The club committee may on special occasions and at its discretion waive any of the club
rules relating to children.

9.71. Members may bring guests to the Club on their personal responsibility Guests and on the Guests
understanding that such guests are not permitted to pay for anything supplied by or in the
club. The club committee may limit the number of guess any member may bring to the
club. Names of guests introduced into the club house and the names of their introducers
will be entered in the book provided. The person whose application for any form of
membership has been unsuccessful or whose membership has been terminated in terms
of paragraph 9.47 of this part, shall not be introduced to the club as a guest within six
months of the last date upon which his application was considered or his membership was
terminated.

9.72. The club liquor licence shall be applied for and held in the name of the Secretary of the Liquor licence.
club.

9.73. Caddies may only be obtained from the caddy master. The scale of fees and tipping as Caddy control.
prescribed from time to time by the club committee shall be observed by all members.

9.74. Members and guests using the club premises and course must be properly and decently Dress
attired. Members and guests shall not wear in the club house any footwear with protruding
nails, studs or other materials liable to cause damage to the floors. The club committee
may approve by–laws may be applied. Sports kit or clothing must not be placed in the
main bar, lounges or dining room.

9.75. Members shall communicate any change of address to the Secretary of the club. Should Change of
members fail or neglect to do so, communications addressed to them at the last recorded addresses of
address shall, for the purpose of this part, be regarded as having been delivered to such members
members.

9.76. The duties and responsibilities of the Secretary and other club staff shall be in terms of Duties and
instructions as may be given in writing or otherwise, from to time by the club committee. responsibilities of
Under normal circumstances, any other instructions concerning the day to day running club Secretary and
of the club will be given to the Secretary only by the Chairman, the Captain or the Vice his staff.
Captain.

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9.77. In no case shall a worker of the club be reprimanded directly by a member. Any complaints Reprimand of
which a member may have in this respect, must be addressed to a club committee, member club workers
who shall refer the matter to the Secretary. If the issue is particularly important, the
Secretary or the club committee member shall raise it at the next club committee meeting

9.78. The club house will be closed each evening not later than one hour after the closing of the Club house hours
bar unless otherwise authorised. of business.

9.79. All articles of glass and other effects or property of the club broken or damaged by any Breakages
member or his guests must be paid by the member.

9.80. No gambling shall be permitted on the club premises. Gambling

9.81. No member or guest shall bring any liquor for consumption on the club premises. Liquor

9.82. All club notices posted on the board shall be signed by the Secretary or Assistant Secretary Club notice
(or in the case of the ladies’ section by the ladies’ Secretary) and shall thereupon be
considered due notice to every member. Notices or placards written or printed shall not
be put up on the notice board of the club house without the prior approval of the club
committee.

9.83. Unless otherwise authorised by the President, no rule of the club shall be repeated or Alterations
altered and no new rule shall be made, save by resolution to this effect of two thirds or
more of the members present who are entitled to vote at a General meeting at which not
less than the 25 members actually vote.

9.84. Members wishing to propose any alteration to the constitution shall give not less than Proposals to alter
two months notice thereof to the Secretary. The exact form of the proposed addition, constitution
alteration or repeal, shall be sent to the Secretary at the same time as the notice is given.
The Secretary will thereupon circulate such amendment to the club committee members
and the club committee will consider it and ascertain the opinion of the President. Subject
to the opinion of the President, details will be posted on the club notice board not less than
14 days before the date of the General meeting.

9.85. Levy fees due and payable to any golf Union to which the club has affiliated, shall be paid Levy dues.
by all members to the club for onward transmission to the applicable union. The amount
due in this respect shall be payable at the same time as annual subscriptions are paid. In
the case of serving members making use of the facilities of the course, any levy fees shall
be paid separately.

Provided that where a member has paid his or her union levy for the current year to any
other club, production of a receipt from that club will be accepted as proof of the payment
of such levy for that year.

9.86. The club committee shall administer the funds of the club subject to the directions of the Club funds
board of Trustees in terms of the club constitution and to such other directions as may be
given by the Board from time to time.

9.87. The funds of the club will be banked with and accounted for by the Z.R. Police consolidated Banking of club
fund. funds

9.88. The club shall derive its revenue from the following sources­ Sources of
revenue.
9.88.1. Entrance and subscription fees from members;

9.88.2. Green fees and paying levy:

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9.88.3. Such percentage of competition monies as the club committee may from time to time
direct;

9.88.4. Such percentage of sales from the Professional’s shop as may be recommended by the club
committee and approved by the board of Trustees from time to time’,

9.88.5. Net bar and catering profits of the club;

9.88.6. Donations, grants and other sources.

9.89. Records of account shall be kept by the Treasurer in liaison with the Z.R. Police Records of
Consolidated fund and these shall be subject to audit as directed by the board of Trustees. Account
The club’s financial year shall commence on 1 January and end on 31 December each
year.

9.90. There shall be a ladies’ section of the Z.R. Police Golf Club. Ladies section

9.91. The ladies section shall have a Captain, Vice-Captain and an Honorary Secretary, all of Officials of ladies
whom shall be officials of the ladies section. section.

9.92. The officials of the ladies’ section shall be elected each year at the end of the Annual Elections
General meeting of the ladies’ section.

9.93. There shall be a committee of the ladies’ section consisting of four lady members. The Number of
committee
officials of the ladies’ section shall be members of the ladies section. members

9.94 Officials and members of the committee shall retire annually and a new committee shall Election of new
be selected at the Annual General meeting of the ladies’ section. Retiring members will committee
be eligible for re-election.

9.95. The management and control of the ladies’ section shall be vested in the ladies’ committee Powers of
which shall have power to manage the affairs of the ladies section, provided that no committee
resolutions passed by the ladies’ section shall have any force or effect until approved by
the club committee.

9.96. The Annual General meeting of the ladies’ section shall be held at least 30 days before the Annual general
Annual General meeting of the club. meetings

9.97. The ladies’ section committee, on the authority of the President, may convene a special Special General
General meeting and shall, subject to the foregoing convene a Special General meeting meetings
on receipt of a requisition signed by not less than 10 lady members of the club who are
entitled to vote.

9.98. No resolutions passed at a ladies’ section General meeting shall have any force or effect Resolutions
until approved by the club committee.

9.99. Ten lady members present at an Annual General meeting or a special general meeting of Quorum
the ladies’ section shall form a quorum.

9.100 Persons who are not members of the lessee club shall have the right to play on the golf course Lessee Club
on weekdays on payment to the lessee of such fees which comply with the requirements of
such by-laws of the lessee club as are approved by the Council of the Harare Municipality
from time to time, and provided that the lessee may provide in its rules that any member
of the lessee club who has not paid his entrance fees or subscriptions and has consequently
been posted as a defaulter or been removed from membership of the lessee club, shall be
debarred from playing on the golf course until such time as the outstanding entrance fees
or subscriptions have been paid to the lessee, or until a period of six months has elapsed

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 from the date on which membership of the lessee club has been terminated by virtue of
such non-payment. The council of the Harare Municipality reserves the absolute right to
review and reduce the green fees at any time.

9.101 Golf competitions on the golf course on Public holidays shall be open competitions save Golf competitions
and except that championships and such like competitions may be accepted whenever the
lessee and the council of the Harare Municipality mutually so decide.

10.0. THE Z.R. POLICE SENIOR OFFICERS’ MESS

10.1. In this Part “Mess” means the Zimbabwe Republic Police Senior Officer’s Mess established Definition
at the Zimbabwe Republic Police Morris Depot, Harare.

10.2. All members of the Force of or above the rank of Superintendent shall be members of Membership
the Mess and shall conform to such Mess rules as may be approved by the Commissioner
General,

10.3. Subject to the provision of the Mess rules, the following persons shall be Honorary Honorary
members. members

10.3.1. Retired officers of the Force who held the rank of Superintendent or above

10.3.2. Police Special Constabulary officers of or above the rank of Superintendent;

10.3.3. Serving officers of other services holding the equivalent rank of Superintendent or
above:

10.3.4. Officers seconded to the Force from another service holding the equivalent rank of
Superintendent or above:

10.3.5. Other persons by reason of close association with the Force and whose membership is
approved by the Commissioner General;

10.4. Within three months of his promotion to the rank of Superintendent, an Officer shall pay Entrance fees
an entrance fee to the Mess. The amount of such fee shall be determined from time to time
by the Commissioner General on the recommendation of the Mess Committee.

10.5. Every unmarried member stationed in Harare and every married member living in Harare Officer residents
whose wife and family are not residing with him, shall reside in the mess unless specifically
exempted by the Commissioner General. Officers stationed outside Harare and attending a
course or duty in Harare, shall where possible be accommodated in the mess.

11.0. THE Z.R. POLICE regimental mess

11.1. In this paragraph “mess” means the Zimbabwe Republic Police Officers’ mess established Definition
at the Zimbabwe Republic Police, Training depot, Harare.

11.2. All Officers of the force of the rank of Chief inspector and Inspector including those Membership
holding lance or temporary rank, shall be members of the mess and shall conform to mess
rules.

11.3. An entrance fee shall be paid to the mess by an Officer of the Force upon promotion to the Entrance fees.
substantive rank of Inspector. The amount of the fee shall be determined from time to time
by the Board Trustees on the recommendation of the mess committee.

11.3.1. Members who hold lance rank or temporary rank, shall not be required to pay an entrance

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 fee:

11.4. All members of the mess stationed throughout Zimbabwe shall pay a monthly subscription Monthly
to the mess. The amount of the subscription shall be determined from time to time by the subscription.
Board of Trustees on the recommendation of the Mess committee.

12.0. PROVINCIAL OFFICERS’ MESS

12.1. In this paragraph “mess” means the Zimbabwe Republic Police Officers’ mess established Definition
at Harare, Bulawayo and Support Unit barracks. In this part, reference to an Officer
Commanding Province shall include Officer Commanding Support Unit.

12.2. All Officers of the Force of or above the rank of Inspector, within those provinces whose Membership
Headquarters are at Harare, Bulawayo, Gweru, Mutare, Masvingo and Support Unit
Chikurubi barracks, shall be members of the appropriate mess and shall conform to mess
rules.

12.3 An entrance fee shall be paid to the mess by an Officer of the Force upon his promotion Entrance fee
to the substantive rank of Inspector. The amount of fees, which may be varied from time
to time, shall be determined by the Commissioner General on the recommendation of the
Board of Trustees.

12.4. All Officers of the Force, including lance Inspectors who are members of the mess shall Monthly
pay monthly subscriptions to the mess. The amount subscription of the subscriptions, subscription
which may be varied from time to time, shall be determined by the Commissioner General
on the recommendation of the Board of Trustees.

12.5. Subject to the approval of the Commissioner General, members of the mess who retire Honorary
on pension after 20 or more years service in the Force, will be Honorary members of membership
the mess. Honorary membership may also be conferred on the following persons, such
membership being subject to the approval of the Commissioner General and the provisions
of the Officers’ mess rules:-

12.5.1. Former members of the mess other than those who retire on pension.

12.5.2. Serving officers of the Z.R. Police Special Constabulary ‘A’, branch of or above the rank
of Inspector;

12.5.3. Officers seconded to the Force or attached thereto who are of equivalent rank to Inspector
or above;

12.5.4. Serving regular officers of Lieutenant or above, or the equivalent of the defence Forces of
Zimbabwe;

12.5.5. Other persons by reason of close association with the Force and recommended for
membership by the mess committee.

12.6. Subject to the provisions of the mess rules, Honorary membership will entitle the member Privileges of the
concerned to the usual privileges of the mess. mess

12.7. Honorary members shall not have voting powers in relation to the administration of the Voting powers
mess.

12.8. Honorary membership granted in terms of subparagraph.12.5.5 above, shall be reviewed Termination
on the 31st December annually and may be withdrawn if close association with the Force of Honorary
ceases to exist. membership.

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12.9. If in the opinion of the mess committee, any Honorary member has, whether inside or Behaving in
outside the mess, behaved in an unbecoming manner or in any way indicating that his unbecoming
continued membership is undesirable the mess committee may make recommendations to manner.
the Commissioner General to revoke the membership of such person.

12.10 Any person whose membership is revoked in terms of paragraph 12.9 above, will be
notified of the decision of the mess committee, which reserves the right to without any
reason for such decision.

13.0. POLICE CANTEENS

13.1. Police canteens may be established with the permission of the Commissioner General Establishment of
at Police camps and stations for the use and benefit of members of the force and their Police canteens.
families, Separate canteens may be established for the different ranks in the Force. In this
part reference to Officer Commanding Province shall include the Officer Commanding
Support Unit.

13.2. Police canteens shall operate under the appropriate licence or permit as follows:- Operation licence
or permits.
13.2. 1. Dry canteens shall operate under a general dealer’s licence or on aerated water dealer’s
licence depending upon the nature of the items sold therein in terms of the liquor Act.

13.2.2. Canteens supplying opaque beer shall operate under a permit issued by the Commissioner
General in terms of the Traditional beer Act 25/84.

13.3. Control of each canteen shall vest in a Canteen committee which shall be fully representative Canteen
of all branches served by the canteen and shall be under the Chairmanship of an Officer or, committee
at stations where no Officer is available, the Officer/Member in Charge, station. Canteen
committee shall meet frequently as may be directed by the Officer Commanding Province,
and in any case not less than once in each quarter.

13.3.1 1. The Officer/Member in Charge of a station where a canteen is situated will be responsible
for the efficient running of the canteen notwithstanding that the day to day administration
may be delegated to a more junior member. In urban complexes where there is no direct
Officer/Member in Charge station responsible for the outlet, the responsibility for such
canteen will fall on the member specifically delegated by the Officer Commanding
District.

13.4. A canteen steward may be appointed by the appropriate canteen committee and may be Canteen steward
paid such remuneration as the board of Trustees may approve.

13.5. The canteen control system provides effective control of canteens by a system of regular Canteen control
stock-taking reconciliation of stock sold with control system cash received, and the system
expeditious and accurate production of trading and profit and loss accounts. See paragraph
14.0 of this part.

14.0. FORCE FUND ACCOUNTING SYSTEM

14.1. The system shall apply to all Officer’s messes, eating messes, wet canteens and other Application
Force Institutions which operate a trading profit and loss account. accounting
System
The following financial records shall be maintained:-

14.1.1. Cash book-unless the canteen is a member of joint banking and accounting system such as
consolidated fund, Harare, joint fund, Bulawayo etc

14.1.2. Cheque book as per sub-paragraph 14. 1. 1 above;

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14.1.3. Receipt book;
14.1.4. Bank deposit book;

The following control records shall be maintained:- Force fund form I/A Daily Sales and
Bar Stock Schedule. Form 334 Sales and Banking Schedule 335 Containers and Bottles
Schedule

336 Purchases Schedule

337 Returns Schedule

338 Bulk Stock Record

339 Bulk Stock Issues Schedule

340 Expenses Schedule

341 Trading and Profit and Loss Account.

I/H-month end Stock Schedule (Proforma)

14.2. Control record shall be operated through the following method:

Force Fund form I/A - Daily Sales and Bar and Stock Schedule (Proforma)

14.2.1. Bar stock shall be checked and reconciled with cash takings and must be completed
before the canteen opens, but Officer Commanding Province may authorise checks at less
frequent intervals with a minimum of two per week for small canteens.

14.2.2. As items stocked by canteens differ it is not possible to produce one form suitable for all
canteens and schedules should be made to suit local requirements.

14.2.3. All items stocked should be counted in selling units, tots or bottles, etc. The following
units should be used.

Spirits 20 tots per bottle

Vermont and sherry 13 tots per bottle. [double spirit tots]
Fruit squashes 10 tots per bottle. [double spirit tots]
Liqueurs 32 liqueur tots per bottle

Thus, where the stock of whisky remaining from previous the day was 3 bottles and 13tots,
4 bottles were issued from stock and 5 bottles and 7 tots were on hand at the end of the
days’ trading, they would be recorded as follows : - 73, 80, 153, 107, 46 [sold].

The operation of form I/A is as follows: Operation of

form I/A
a) The amount of a stock on hand each day before sales commenced should be entered
under the column “units brought forward”. These amounts will be identical to
those in the column “units remains” on the stock schedule for the previous day.

b] Issues from bulk stock and receipts of goods from suppliers direct to the bar [such
as cigarettes] will be entered in the column “Units received”. Information will be
received in the first instance from 339” bulk stock issues schedule”, and in the later
case from invoices and delivery notes.

c] The amounts of “units brought forward” and “units received” will be added to the

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 totals entered in the “units total” column.

f] the units sold should be multiplied by the selling price and the result entered in the
amount column.

g] The amount column should be totalised and the result entered as total sales.

h] The till should be cashed up and the amounts to total cash on hand, float and net
takings entered.

i] The surplus or shortfall, the difference between “total sales” and “net takings”
figure should be entered on the form.

j] Details of total sales, net takings and surplus or shortfall should be transferred to
form 334 “sales and banking schedule”

14.2.4. Form 334 Sales and Banking Schedule Form334

This form records the result of the bar stock checks, cash receipts, shortage and surplus arid
banking. Takings should be banked, wherever possible, the same (lay as the bar check.

14.2.5. The operation of the form 334 is as follows: - Operation of form

334
a) The form should be entered manually every day that a bar stock is carried out.

b) When a stock check is not carried out, the following day after stock check, two days’
sales will be entered under the proceeding day and the previous day left blank

.c) The sales, takings, surplus and shortfall columns will be taken from the relevant
form 1/A.

d) The amount banked must be the same as the “actual taking” figure.

e) 0n the first working day of the month a final bar stock check will be carried out and
the results entered.

f) The form will then be totalled and checked. The sales column total plus the net
surplus or minus the net shortage must equal the actual takings column total.

g) The actual takings column total must equal the amount banked column total.

h) The total of the actual column and the cash surplus or shortage figure should then
be transferred to form 341 trading profit and loss account.

14.2.6. Form 335 Containers and Bottles Schedule Form 335

This form records the stock in the bar, bulk store and empties store of all returnable
containers and bottles for which:-

a) Suppliers have charged a deposit.

b) Tight control is required as these items form an important part of stock

.c) Strict control must be exercised on sales of Liquor for consumption away from the
canteen and Officer Commanding Province will stipulate whether a canteen may
make such sales. Where off-sales are permitted it is preferable to operate a returns
system whereby the exact number of empty bottles and crates are exchanged for full

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 ones. Otherwise all bottles and containers that leave the canteen must be charged
the deposit plus sales tax.

14.2.7. The operation of form 335 is as follows:- Operation of

form 335
a) The form is to be entered manually and kept up to date at all times.

b) The “brought forward” figure is the number of containers and bottles actually on
hand at the stock check on the first working day of the month (Physical balance
figure from previous month’s schedule) it should be rioted that some crates and
containers are charged at different rates.

c) Charges should be checked on supplier’s invoices.

d) On receipt of a delivery of stock in returnable containers and bottles, details from

the delivery note should be entered forthwith in the Supplier, invoice, date received
and receipts columns.

e) When containers and bottles are returned, details as per drayman’s slip or credit
note should be entered forthwith in the Supplier, credit note, date returned and
returns column

f) On the first working day of the month the columns should be totalled and the
balance entered. The physical balance from the stock check should be entered and
the shortage or surplus calculated and the value transferred to form 341 Trading
Profit and loss account.

g) Any major shortage should be investigated immediately.

14.2.8. Form 336 Purchases schedule

This form records details of all goods actually received during the month of sale. The
production of a correct figure of purchases for the month is essential to the accuracy of the
trading account for the month.

14.2.9. The operation of form 336 is as follows: Operation of

form 336
a) The form is to be entered manually and is to be kept up to date at all times.

b) The names of all regular suppliers should be entered at the top of the column.
Where more than eight suppliers are used, an additional sheet should be opened.

c) All receipts of goods are to be entered on arrival. Where only an unpriced delivery
note is received this must be entered immediately and the invoice number and
amount entered when subsequently received.

d) Details must be entered against the date actually received and not against the date
of invoice, where this differs. Date of delivery and the signature of the member
receiving the goods must be endorsed on the delivery note or invoice.

e) Where credit is given on the invoice for goods returned, the net amount for the
invoice should be entered. Where the invoice results in a credit balance, it should
be treated as a credit note and entered on form 337 instead.

f) On the first working day of the following month columns are to be added and
the sub-total figures entered. The “credits” figures are then to be transferred from
form 337 and then subtracted. The resultant net costs of purchases and the “total

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 purchases for the month” figure transferred to form 341 trading profit and loss
account.

NOTE Wherever, possible purchases should not be made after the 25th day of the month

14.2.10. Form 337 Returns Schedule Form 337

This form records details of all goods returned to suppliers during the month. Used in Operation of form
conjunction with form 336 Purchases schedule - it enables an accurate figure of net 335
purchases to be obtained.

14.2.11 The operation of form 337is as follows;

a) The form is to be entered manually and kept up to date at all times.

b) The names of regular suppliers of returnable containers and bottles should be

entered at the top of the columns .

c) All returns of goods are to be entered immediately, where only an unpriced

drayman’s slip is received this should be entered forthwith, and the credit note
number and amount entered when subsequently received.

d) The date to be entered is the date goods returned, not the date of any subsequent
credit note.

e) On the first working day of the following month the columns should be totalled
and the figures transferred to form 336 “purchases schedule.”

14.2.12. Form 338 - Bulk store record:- Form 338

a) This record provides up to date information of the amount of each item in the
stock-room and receipts and issues thereof. In small canteens where no separate
bulk store is maintained, this record may be dispensed with and all receipts entered
direct onto form I/A Daily Sales and bar stock schedule.

b) This record is best kept in a foolscap book. Pages should be ruled up to reflect
stock on hand, receipts and issues. Extra pages should be left for faster selling
items such as beer and minerals.

c) Items with rapid turnover, such as cigarettes, tobacco, chips, nuts, biltong should
not be kept in bulk in store rooms but issued direct to the bar on receipt.

d) Returnable bottles and containers are recorded separately on form 335 and thus
need not be shown on this record.

e) Items of the same type and the same cost can be grouped together, thus one sheet
for beer pints can be operated rather than one for each brand. Where the size and
price differs, a separate record should be maintained.

14.2.13. The operation of form 338 is as follows:- Operation of form

338
a) Stock is recorded in selling units. Where the selling unit is a tot, the number of
bottles should also be inserted as a double check.

b) To open the record, insert the date and stock on hand in column

c) Enter all deliveries of goods on date of receipt from delivery notes or invoices, in

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 column (A) and update column (C)

d) Enter issues to the bar on date of issue from form 339 Bulk stock issues schedule.
e) The bulk store is to be physically checked weekly and at every month end stock
take. The member checking is required to sign and endorse the date on each page
of the bulk store record.

14.2.14. Form 339 - Bulk Store issues schedule:- Form 339

This form records issues to the bar from the bulk store and ensures the form 1 /A daily
sales and bar stock schedule and form 338 Bulk stock record are adjusted accordingly.

14.2.15. The operation of form 339 is as follows:- Operation of

Form 339
a) As issues are made from the bulk store, the item and number of units issued is
recorded.

b) Immediately after issue the amounts issued should be entered in the receipts and
column of the form 1 /A for the next bar stock check and form 339 signed and
dated.

c) Details of the issues should then be entered on form 338 in the issues column and
the balance column adjusted.

14.2.16. Form 1/H - Month end stock schedule:- Form 1/H

a) To provide trading figures for the month, it is necessary to calculate the value of
the stock remaining at cost price.

b) As items stocked by canteens differ, it is not possible to produce one form suitable
for all, and schedule should be made to suit local requirement.

c) All items stocked should be counted in selling units. All bottles and containers,
both full and empty must be counted. Items not sold, such as bitters, lemons, etc
should not be counted.

d) Prior to the form 1 /H being compiled, the normal daily bar stock check should be
carried out on the first working day for the month. The bulk store should then be
checked against the forms 338 bulk store record and these forms signed. All bottles
and containers should then be counted in the bar, the bulk store and the empties in
the yard, these figures recorded on form 335 “containers and bottles schedules” as
the physical balance.

14.2.17. The operation of form 1 / H as follows: - Operation of

form 1/H
a) Prior to the end of the month, the unit cost price to the nearest cent, of each item
sold should be calculate from invoices, and entered on the form.

b) The bulk stock should be entered by transferring the figures from the “Balance”
column of Form 338 to the “bulk stock” column of form 1 /H.

c) The bar stock should be entered by transferring the figures from the remains”
column of form 1/H to the “bar stock” column of form I /H.

d) The containers and bottles stock should be entered on form I /H by repeating the
“Physical stock” figures from Form 339.

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 e) The “Total stock” figures should be entered by adding the “bulk stock” and “bar
stock” columns together.

f) The value should then be calculated by multiplying the units cost price by the
number of the units.

g) The form should then be totalled and the total transferred to Form 341 trading
profit and loss account as the second stock figure.

14.2.18. Form 340 - Expenses Schedule:- Form 340

a) This form records all expenses incurred by the canteens, other than for the purpose
of saleable goods, during the month, irrespective of whether:-

i) paid in advance of the month, e.g. licences, etc;

ii) paid during the month, e.g. wages, cash purchases, etc;

iii) to be paid, e.g. audit, fees, tradesman’s invoices, etc.

b) Only running expenses should be recorded on the form, expenses of a capital

nature for buildings, furniture etc, and expenditure for entertainment may only be
incurred with the authority of and at the expense of the local provincial fund.

14.2.19. The operation of form 340 is as follows: - Operation of

Form 340
a) Licences and accountancy fees are usually of a fixed nature and can be entered at
the beginning of the month.

b) Wages including overtime, should be entered as soon as the wages book has been
written up for the month.

c) Purchases of cleaning materials, glassware, snacks, etc, should be entered from

invoices as soon as received.

d) On the first working day of the month, the form should be totalled, checked and the
total transferred to Form 341 - Trading profit and loss account as expenses figure.

e) Purchases of bitters, etc used in the bar, but not sold, should be entered as
expenses.

f) Accounting fees are only applicable for funds within the Consolidated and Joint
Fund complexes.

14.2.20. Form 341 - Trading Profit and Loss Account Form 341

This form is the monthly report of the canteen. It shows whether trading has been correctly
carried out, whether target profit percentages have bee en achieved and whether any disc
discrepancies have arisen in the handing of cash, containers and bottles.

The form should be compiled as soon as possible after the end of the month by the
member-in-charge, station and forwarded via Officer Commanding District to Officer
Commanding Province, by the 7th day of the following month.

14.2.21. The operation of Form 341 is as follows: - Operation of form

341
a) The “Sales” figures is extracted from form I /A and is the total of all takings during

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 the month.

b) “Sales tax” calculated on the “Sales” figure is 18% of sales and is calculated at
3/23 of “Sales”.

c) “Net Sales” is “Sales” minus “Sales tax”.

d) “Cost of Sales” is the value of cost of all stock sold during the month. The first“
stock” figure is the value of stock on hand at the opening of business on the first
day of the month. (Form 1 / H) “Purchases” is the total of all goods received from
suppliers for resale during the month (Form 336).The second “Stock” figure is the
value of stock on hand at the close of business on the last day for the month (Form
1 / H).

e) “Gross Profit” is the difference between “Net Sales” and cost of sales.

f) “Expenses” is the total of running expenses for the month (Form 345).

g) “Net profit” is the difference between “Gross profit” and “Expenses”

h) “Percentage gross and net profit” are calculated as shown on the form.

I) The containers and bottles surplus/ shortage figure is extracted from Form 335.
The cash surplus/ shortage figure is extracted from form 334.

14.2.22. All forms, with the exception of form 341 - Trading Profit and Loss Account, should be
entered up daily in ink, no carbon copies are necessary.

Form 341 should be typed 1 + 3. Where a cash book and bank account is operated locally,
the distribution of form 341 will be as follows :-

a) Original-via Officer Commanding District to Officer Commanding Province.

b) Ist copy - to Officer Commanding District.

c) 2nd copy - to Treasurer.

d) 3rd copy - on file, other form will be retained on file by the Officer/Member in
Charge, station.

Where bookkeeping is carried out by the Consolidated Fund, Harare, Joint Fund,
Bulawayo, or by the Provincial Finance Clerk, copies of form 334, 336, 337, I/H and 340
will be forwarded with the 2nd copy of form 341 to that office after it has been initialled
and seen by the Officer Commanding District.

14.3. A separate banking account may be opened for the pur-pose of operating Banking canteen Banking Account
finances. All accounts due by the canteen shall be paid during Account the month following
that in which the debt was incurred, except where late payment is necessitated by the
default of the creditor.

14.4. Only one key or set shall be kept in use in respect of each canteen and this key or set of Canteen keys
keys of keys shall be kept in the personal possession of the canteen steward. Duplicates of
canteen keys shall be placed in a sealed envelope and kept in the official safe of the Officer
Commanding District.

14.5. Except where otherwise provided for in these Standing Orders or where otherwise Profit
directed by the Board of Trustees, net profit of all canteens shall be allocated to the Central

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 Amenities fund.

14.6. The hours during which canteens may be open and extensions are subject to the approval Opening hours
of the Commissioner General and to any limitations by the law. The Officer Commanding
Province may, on the recommendations of the canteen committee, authorise the sale of
opaque beer on special occasions during normal and outside normal opening hours in a
canteen where beer is not normally sold.

14.7. No defaulter or other person specially designated by the canteen committee shall be served Defaulters
with liquor or opaque beer in any canteen. Members oil sick report, may be served with
liquor or opaque beer unless otherwise ordered by a Government Medical Officer.

14.8. Prices of goods sold shall be as fixed from time to time by the Board of Trustees. Prices.

15.0. POLICE MESSES: GENERAL

15.1. Police messes for the supply of meals to members of the Force, shall be established at all Establishment
stations on the authority of the Officer Commanding Province or the Commandant depot.

15. 2. At the discretion of the Officer Commanding Province, Officer Commanding Support Unit Different ranks
or the Commandant Depot, separate messes may be established for members of different
ranks.

15.3. Where any mess is established for members of a certain rank, all single members of that Single members
rank on station shall be dining-in members of the mess other than members of the C.I.D.
or Woman Police Officers, unless approval for them to live out has been granted by Police
General Headquarters.

15.4. No person who is not a member of the Force shall be a member of any Police Mess Civilians
without the prior authority of the Officer Commanding Support Unit, Officer Commanding
Province or the Commandant, depot.

15.5. No member shall enter or remain in any Police mess unless he is suitably dressed, either Dress
in uniform or in civilian clothes. The senior member present in the mess at any time, shall
be responsible for the discipline and good order of all persons in the mess at that time.

15.6. At Headquarters stations, mess meetings shall be held monthly and shall be attended by Mess meetings
representatives of all ranks who are members of the mess. At other stations, mess meetings
will be held at the discretion of the Officer/Member in Charge or on the instructions of
the Officer Commanding District and not less than once a quarter. Minutes of all mess
meetings shall be recorded and a copy sent to the Officer Commanding District.

15.7. A member shall be appointed to act as a caterer, and, depending upon the size of the mess, Payment of mess
shall be paid such reasonable remuneration as may be laid down or as may be agreed upon caterers
by members of the mess. Such remuneration shall be paid from mess funds except where
a person, civilian or otherwise, is appointed to fill an established post.

15.8. The mess caterer is responsible to the mess committee for: Duties of mess
caterers
15.8.1. The cleanliness of the mess and mess equipment and the efficiency, discipline and
cleanliness of mess staff:

15.8.2 Ordering all mess supplies and the supply of all meals

15.8.3. Ensuring that all meals supplied are of good quality and sufficient quantity and that the
cost of messing is kept within reasonable limits.

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15.8.4. The safety and proper maintenance of all mess supplies and equipment whether supplied
by Government or from Force funds,

15.8.5. The proper maintenance and submission, where required of all mess records including
messing book, and the early collection and prompt payment respectively of all amounts
due to or by the mess;

15.8.6. The preparation of monthly receipts and payment statements which shall be displayed to
all members of the mess.

15.9. All mess correspondence or firms and sent through the post shall be prepaid by postage Mess
stamps and shall not be officially franked.

15.10 Members who are not regular dining-in members of the mess but who are supplied with Casual Meals
occasional meals hall be charged only for the meals actually supplied at the current rate of
messing or at a special rate which shall not exceed the amount of the current rate plus ten
percent.

15.11. Dining-in members of a Police mess shall be charged monthly for all meals during the Dining-in members
month at the rate of three meals per day whether or not such meals were taken by such
members.

Provided that any member who is absent from the mess on duty or leave, or in hospital,
for three or more consecutive meals and who has, where possible, given notice in advance
of such absence to the mess caterer, shall not be charged for any meals because of such
absence.

16.0. MESS ACCOUNTS

16.1 Where a mess consists of two or more men, mess accounts will be maintained.

16.2 Accounts with suppliers to a Police mess shall be opened in the name of the mess and not Account name
in the name of an Individual member.

16.3. Contracts may be entered into by any mess, with private suppliers and married members Contracts private
on any station shall be allowed to take advantage of a reduction in prices afforded to the suppliers
mess.

16.4. Cleaning materials, toilet requisites and other articles for personal use, liquor and Items requiring
tobacco shall not be purchased on any mess account, unless specifically authorised by the authorisation
Commissioner.

16.5. A receipt book 287 (Force fund receipt book) will be used by the mess in respect of all Receipts of
payments made to the mess and, subject to the provisions; of paragraph 16.6.below, any payments.
member making payment on behalf of the mess shall ensure that a receipt is obtained to
cover such payment.

16.6 The following certificate shall be completed in respect of all minor cash purchases made Certificate of
on behalf of the mess where no invoice, statement or receipt Is issued by the vendor:- purchase

“1, No ................ Rank........................ Name.............................................. being the mess

caterer member of the Police mess at ......................................................
............................do hereby certify that I have expended the sum of $ ....................on the
purchase of ............................ for the said mess”.

The certificate will be signed and dated by the member making the purchase and witnessed
by the Officer/Member in Charge, station.

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16.7. A messing book form 246 (mess account form) will be maintained by the mess caterer Messing book
at all stations where a Police mess is established for the purpose of recording particulars
of all receipts and payments and the number of meals served to each member during the
month. Receipted accounts will be filed in the Force subject file P,/6/13.

16.8. Mess books shall be closed monthly on a suitable date approved by the Officer Commanding Closing of mess
district and the mess caterer shall advise each member of the amount due by such member books
to the mess.

16.9. Members are individually responsible for the prompt payment of all amounts due by them Payment of
to the mess, and Officer/Member in Charge must notify Officers Commanding districts messing dues.
of any difficulty in obtaining payment. The Salary Service Bureau is prepared to arrange
payment of messing by stoppages from pay sheets in respect of large messes. Applications
from messes for this to be done, should be forwarded through the usual channels to Police
General Headquarters for the information of the Staff Officer (PAY AND RECORDS).

Where messing is paid by stoppages from Salary, Z.R. Police form 312 (Deductions
Non-recurring-S.S.B. Computer) stoppage sheet will be used to notify the S.S.B. Liaison
Officer of the necessary stoppages.

16.10 The mess caterer must ensure that all amounts due by the mess to tradesman and others are Payment of
paid promptly every month. accounts.

16.11 Receipts and payments statement will be prepared by the mess caterer at the end of each Receipts and
month. At most messes the statement will be drawn up in the messing book form 246 payments
(Mess account form) but at the larger messes it will be prepared on a Separate sheet
of paper and copies therefore will be made available for perusal by all members of the
mess.

The statement shall take the following form:

BANKET POLICE MESS

Month ending 30 November, 1982

Receipts Payments
Balance brought forward Moyo and Co ................$50.50
..........................$5,50 Mhande Bros ................$24,25

Assistant Inspector TOFA (12 meals Cash purchase ..................$15,50

at $1,75 $21,00
Balance carried forward
$10.50

Sergeant MOYO (13 meals at $1,75) = $22.75

Sergeant SMITH (30 meals at $1,75) = $52.50

$ 101.75 $101.75
Total meals served = 55

Average cost per meal = $1.75

16.12 The statement will also include the following certificate signed by the mess caterer. Certificate

“Certified that all accounts due by and to the mess are included in the foregoing statement
and that the mess crockery, utensils, etc, have been checked and found to be correct
according to inventory”.

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16.13 Officers Commanding shall inspect mess accounts during station inspections and, at those Audit of mess
messes where a paid full time mess caterer is employed, the mess accounts will be audited accounts.
at least annually by private auditors, and the cost thereof shall be a charge against mess
funds.

19.0. THE Z.R. POLICE BENEVOLENT FUNDS

19. 1. Three separate benevolent funds are established within the Force. The following are the Establishment
types of loans that may be obtained:- Benevolent funds

19.1.1. Benevolent fund loans to “A” and “B” members;

19.1.2. Financial assistance loans for “A” and “B” members;

19.1.3. Housing loans for “B” members.

19.2. The object of the funds is to assist by way of financial loans or grants to serving members Object of
of the Force. In special cases, consideration may be given to applications for loans or
grants from :-

19.2.1. Ex-members who were retired after ten or more years service or who have been discharged
on medical grounds;

19.2.2. The relatives of any deceased member who dies whilst serving or who, before his death
retired after ten or more years service or was discharged on medical grounds.

19.3. Effective control over all benevolent funds is vested in the Board of Trustees, which has Control of
delegated responsibility to the ONE Benevolent Fund committee which consists of: benevolent funds

19.3.1. S. S. 0. (Finance) Chairman;

19.3.2. S.O. (Finance) Member;

19.3.3. Superintendent (Finance) Member:

19.3.4. S.O. (Welfare) Member;

19.3.5. One C.I.D. Representative Member:

19.3.6. One Chief Inspector from

Harare Province Member;

19.3.7. Staff Assistant Inspector

(Board of Trustees) Secretary

Applications to the Benevolent fund by Officers of or above the rank of Superintendent

shall be considered by a special committee appointed by the Commissioner General.

19.4. Applications for Benevolent fund loans are to be submitted on Z.R. Police form 152, Application forms
and Financial Assistance loans on Z.R. Police form 256. Housing loan applications from
sergeant and below are to be submitted on Z.R. Police form 152. Applications must be
submitted under confidential cover through the usual Police channels to Police General
Headquarters for consideration by the Provident Fund Committee.

19.5. In considering any application for financial assistance, whether by way of a loan or grant, Criteria for loans
the committee will be guided by the principle that all possible assistance should be afforded
members short of encouraging debt.

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19.6. The loans assist members in financial need through force of circumstances. Applications Benevolent fund
for loans on the following grounds will receive sympathetic consideration by the loans
Committee:-

19.6.1. The payment of leave travelling expenses when leave is highly desirable in the interest of
the applicant and or his family and the case is one of a genuine hardship (Sickness of a
member of the family or parent necessitating an urgent leave.)

19.6.2. Legal aid in cases where free legal aid is not supplied by Government.

19.6.3. Alleviating cases of distress brought about by inevitable accident or act of God, such on
fire, drought etc.

19.6.4. The payment of school fees for children of members below the rank of sergeant.

Each applicant must state his case fully when making his application and the committees
may call upon an applicant to produce accounts or such other documentary evidence in
support of his application as may be considered necessary.

19.7. All loans shall be repaid in such amounts and at such intervals as the of Commissioner Repayment of
General may direct on I he recommendation ion of the committee, loans and interest loans
shall be charged on all normal loans at such rate as recommended by the committee and
approved by the Board of Trustees on the whole amount for the whole period of payment.
The rate of interest may be varied for unusual loans, in exceptional circumstances interest
free loans may be granted.

19.8. The intention of financial assistance loan scheme is to provide assistance to members in Financial
the attainment of some tangible item such as indicated below:- assistance loans

19.8.1. The purchase of household or personal effects;

19.8.2. The purchase or major repair of motor vehicles;

19.8.3. The purchase of agricultural equipment such as cultivators, scotch-carts;

19.8.4. The transfer fees and registration of bond on house purchase;

19.8.5. The payment of marriage expenses, lobola etc;

19.8.6. Some worthwhile objectives which do not fall within the sphere of loans that would be
requested for matters of pure benevolence.

Loans will NOT be made available to clear a debt that has already been incurred.

19.9. LEFT BLANK

19.10 LEFT BLANK

19.10 LEFT BLANK

19.12 Reasons for requiring the loans are to be FULLY explained on the form 256. Sufficient Reasons for
detail must be given to enable the Benevolent fund committee to decide upon equitable requiring loans
distribution of the limited funds available. Officers/ Members in Charge are to endorse on
the applications that to the best of their knowledge the facts as stated are correct. Where
there is doubt or it is self evident that the information given is inadequate, the form is to
be returned to the applicant for further information or clarification.

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19.13 In respect of applications from members who are themselves Officers/Members in Applications by
Charge, the action stated on paragraph 19.12 above shall by officer/be taken by Officer officer/member:
Commanding District and vaguely worded applications without clarification or comment Ambiguous and
from Officer/Member in Charge and Officer Commanding shall be returned. The delay this vaguely worded
will and vaguely cause will prejudice the applicant, but this can be avoided if application
worded forms are completed and actioned properly in the first place.

19.14 When application is made for a loan to repair a motor vehicle, full particulars of the Repair of motor
vehicle are required and Officers recommending the application shall comment that the vehicles
vehicle is worth of the proposed expenditure on repairs.

19.15 The Benevolent fund committee meets during the final week of each month and considers Consideration of
all applications which have been received. of application. Applications are therefore to application
be forwarded in order to reach the Secretary by the 20th of the month if they are to be
considered at that month’s meeting.

19.16 Limited funds are allocated to the Scheme each month. Thus the committee is able to Allocation of funds
approve only those applications which it considers to be the most deserving at that time to scheme.
and within the limit of the funds available. On occasions the committee may not have
sufficient money to meet the full amount requested and will offer the applicant reduced
amount. A member may accept such reduced amount or prefer his application to be held
in the hope of the full amount being approved at a subsequent meeting.

19.17 Those applications which are rejected will be held over and will be reviewed by the Reviewing
committee at two rejected subsequent meetings, together with any further applications applications.
which may have been received in the interim period each case being treated strictly on
its merits. If an application is rejected at the first meeting of the committee because other
cases were thought to be more deserving, the member will be advised of this personally as
he may wish to make alternative arrangements in regard to financing the project he has in
mind. If an application is finally rejected after the third meeting of the committee, again
the member will be advised personally of this decision, but he will also be advised that he
may, if he wishes represent his case for further consideration when it will be dealt with in
the same way.

19.18 Only one copy of the application form 256 is to be submitted and this is filed in the
office of the Board of Trustees. Under no circumstances whatsoever is any application, or
information in regard to the application, filled in any member’s record of service.

19.19 Housing loans may be granted to members of the rank of sergeant and below for the Housing loan
purpose of:- Benevolent fund

19.19.1. Extending core-type houses in urban areas provided the house is fully paid for or is the
subject of a Building Society Bond:

19.19.2. For building a house in the communal lands.

19.20 LEFT BLANK

19.21 Applications are to be submitted on Z.R. Police form 152 via Officer/Member in Charge Conditions
and Officer Commanding and be subject to the following conditions:- applicable.

19.21.1. In respect of urban dwellings, the house is owned and occupied by the member, proof of
which shall be required,

19.21.2. In respect of rural areas, permission from the competent authority for the area to build in
that area;

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19.21.3. Plans of the proposed dwelling/extensions to be attached to the application;

19.21.4. Quotations for materials and labour (if applicable) to be attached to the application.

Before recommending a loan, Officers/Members in Charge are required to ensure that the
member applying for the loan is able to afford repayments

19.22. Each month the Benevolent Fund Committee will examine all applications received during Examination of
the month and make recommendations which cover the maximum amount available. application.

Any sum not lent in a particular month, will be carried forward to the next meeting Any
application which is not approved at a meeting will be carried forward to the next month’s
meeting for consideration and applicant advised. Those still unsuccessful after 3 meetings
will be advised and may only initiate a further application nine months after the date they
submitted the first application.

A maximum amount per month is allocated to this scheme and whilst every effort is made
to assist members who fill into categories mentioned in paragraph 19.20 of this part, no
guarantee can be given that every application will be successful.

19.23 Books of account for Benevolent fund loans, financial assistance loans and housing loans Audit of accounts
shall be maintained by the accountant, Consolidated fund, who is responsible for having
them audited by Force Auditors every year as soon after 31 December as possible Balance
sheets and auditor’s reports shall be submitted to the Board of Trustees.

19.24 It is an offence in terms of paragraph 44 of the first schedule to the Chapter 98, for a member False information.
to give false information in any application for a loan or grant from the Benevolent, fund
or to use it for any purpose other than that for which it was granted. A member who has
been granted a loan may be required to produce receipts or other documentary proof that
the loan has been used for the purpose for which it was granted.

20.0. THE Z.R. POLICE ASSURANCE FUND

20.1. The Z.R. Police Assurance fund is a contributory benefit scheme for members of the force Definition
and is managed by a committee which comprises of :-

20.1.1. Deputy Commissioner Administration (Chairman)

20.1.2. Officer Commanding Harare Province (Member)

20.I.3. Senior Staff Officer Finance (Member)

20.1.4. Police Association representative (Member)

20.1.5. Superintendent Finance 1 (Secretary)

20.2. Membership of the fund is open to all members except telephone attendants. Members Membership
who leave the force can retain membership of the fund but they cannot increase their
benefits.

20.3. An annual meeting is held for consideration of accounts, auditors, report and other matters. Meetings
Meetings can also be held at other times at the request of ten members of the fund or two
members of the committee.

20.4. Benefits may be obtained in units of $200 each and are payable, together with declared Benefits payable
bonuses, at the age of 40, 45, 55 or 60 years, or on ‘the prior death of the ,,of the
contributor.

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20.5. The maximum amount of benefit which may be applied for by any member at the present
time is as follows:-

20.51. Constables $3 400

20..5.2 Sergeants $8 000

20.5.3. Assistant Inspector and Inspector $10 000

20.5.4 Chief Inspectors and above $14 000

The maximum amounts, which are subject to review from time to time, refer to basic
benefits and do not include bonuses.

20.6 Contributors are paid monthly and stop orders for the payment of contributions by Stop Orders
deduction from salary may be arranged.

20.7 Members may covert their benefits to mature at any earlier age than originally applied for, Maturity of
but the new date must be not be within five years of the date of conversion and the total Benefits
period of contributions must be less than ten years. Such conversion will necessitate an
increase in contributions.

20.8 Members may covert their benefits into reduced paid up benefits free from further Reduced Benefits
contributions and paid on the same contingencies as the original benefits.

20.9 Benefits may be surrendered for a cash sum after one year’s contribution, but the surrender Surrender of
is the disadvantageous to both members and the fund and is strongly discouraged. benefits

20.10 Should contributions fall in arrears for more than three months, all benefits shall Contribution
automatically be cancelled unless contributions have been paid for over one year when the arrears
benefit will remain available for as long as the surrender value exceeds arrear contributions
and interests.

20.11. No benefits are paid on the suicide of a member unless contributions have been paid for at Suicide
least two years.

21.0. APPLICATIONS TO JOIN THE ASSURANCE FUND

21.1. Application to join the Z.R. Police Assurance fund required to complete the following Applications
forms which should be submitted to the Secretary Z.R. Police Assurance Fund, P.O. Box
CY 396, Causeway.

21.1.1. An “Application and nomination form for endowment benefits”,

21.1.2. A “Personal, statement form”,

21.l.3. A “Stop order form”

21.2. The certificate on the foot of the Personal statement form must be signed by the district Medical history
clerk except for applicants residing in Harare or Bulawayo urban areas when it will be
signed by the Officer in Charge of camp hospital Harare or Bulawayo respectively.

21.3. When completing the certificate on the “Application and nomination form”, Officers/ Proof of age.
Members in Charge who are unable to obtain documentary proof of age of the applicant
should insert the estimated age.

21.4. On the marriage of any member of the Fund, his wife automatically becomes his nominee Marriage

215
 and should any such member wish to nominate some other person to receive his benefits
on his death, he should complete an “application for change of nominee to receive the
benefits payable form”. This form should also be completed by any other member who
wishes to change his nominee for any reason. Completed forms must be submitted to the
Secretary.

21.5. Where benefits are required to mature at different ages, a separate “Application and Separate stop
nomination form” stop order and a separate “form” must be completed for benefits order
maturing at each different age.

21.6 Applications and stop orders must reach the Secretary before the 25th of the month prior Cancellation of
to which the stop order is to take effect. Stop orders may not be cancelled within twelve stop orders
months of the date from which they become operative.

21.7. Every member of the fund, on enrolment, will be issued with a copy of the rules and Issues of rules and
a certificate of membership giving the details of the benefits for which the member is certificate
contributing.

21.8. It must be impressed on members that the Assurance Fund is not a savings account from Cancellation
which they can withdraw money at will. Any member who cancels his contract within a of contract :
year of his application will lose all benefits and all contributions paid. Surrender benefits surrender benefits
for a fixed sum is only permissible after twelve months contribution have been paid.

22.0. SPORT, DISPLAY AND RECREATIONAL TRAINING

22.1. For the purpose of this paragraph :- Definitions

a) “Approved sport” means athletics, badminton, basketball, boxing, competition

shooting, competition swimming, and diving, cricket equitation including
competition jumping golf, gymnastics, hockey and underwater hockey, judo and
allied sports, polo, rugby, soccer, squash, tennis, water-polo snooker and billiards,
netball, table tennis, darts, volleyball, yatching and any other sport specially
approved by the

b) “Authorised recreational training” means an officially organised and supervised

recreational training authorised as such by Officer Commanding Province, Officer
Commanding Support Unit Officer Commanding C.I.D, or the Commandant depot
on behalf of the Commissioner, and includes any form of recreational training
whether officially organised supervised or not, when specially authorised as such
by the Commissioner General

c) “Force sport” means any approved sport played by any member in any team
representing the Force or Zimbabwe, or as an individual member representing the
Force or Zimbabwe, and includes any officially organised or supervised practice
or rehearsal for a Force Sport.

The Commissioner wishes to encourage all members, as far as possible, to participate in

approved sports, recreational training and displays

22.2 Teams representing the force in any sport may be formed the authority of the Commissioner Authority to form
General or the Officer Commanding Province or the Officer Commanding Support Unit, teams individual
or the Depot Commandant, on the behalf of the Commissioner General and any member representation
who wishes to participate or compete in any approved sport as an individual member
representing the force may do so on similar authority.

22.3. Any member who participates in any force sport or in any authorised recreational training Status while
or police display shall, while so participating be regarded as being on duty for display playing

216
 shall, while so participating be regarded as being on duty for disciplinary purposes and
state services (Disability Benefits) Act, Chapter.274.

22.4 Any member who participates in any force sport which is not a force sport as defined in Medical attention
paragraph 22.1. of this part, shall not be regarded as being on duty while so participating
but shall nevertheless, while he is in Zimbabwe and remains a member of the force, be
entitled to free medical attention and sick leave necessitated by any injuries received as
the result of such participation.

22.5 Any member who participates in any force sport outside Zimbabwe and who is injured Injury, Force sport
while so participating may receive free medical attention outside Zimbabwe where outside Zimbabwe
necessary, but this benefit shall not extend to any such member who is injured while
travelling to or from the game or competition, as the case may be.

22.6. A member of the Police Special Constabulary who participates in any force sport does so Members of special
at his own risk. constabulary

22.7. It is emphasised that the Benefits prescribed in section 12 and 13 of the State services Death or injury
(Disability Benefits) Act, Chapter 274 in respect of members who are killed or injured,
only apply when the death or injury was occasioned by the discharge of a member’s official
duties in any case where there is doubt, members are advised to take out the necessary
insurance cover against injury or death.

23.0. POLICE TEAMS

23.1. Police teams authorised in terms of paragraph 22.2 of this part, shall consist of members Team members
of the Force, but with the prior approval of the Officer Commanding Province, the Officer
Commanding Support Unit, Officer Commanding C.I.D., or the Commandant depot, as
the case may be, specified members of the Police Special Constabulary may be included
on condition that such members subscribe to the recreation club concerned and wear the
Police colours while playing for the team.

23.2. Where a member has the opportunity of participating in any approved sport as a Representative
representative Police team, he is expected to do so and no member shall participate in police teams
any sport as a member of a team other than a representative Police team without the prior Authority to
approval of the Commissioner General. Members wishing to play sport for a team other participate in
than a representative Police team shall submit their applications, giving full reasons, via nonrepresentative
the usual channels for consideration by the Commissioner General. sport

23.3. Travelling expenses of Police teams shall either be paid by members team themselves or, Travelling
in appropriate cases, from recreation club funds or provincial funds. expenses.

23.4. One copy of a photograph of all Police “first” teams shall be obtained by the committee Team photos
of the recreation club concerned, to be framed and hung in an appropriate place as a
permanent record. The names of all the members of the team and any additional particulars
which might be necessary shall be clearly indicated on the framed photograph. The cost of
the photograph and the framing shall, be paid from the funds of the recreation club.

24.0. INVITATION TO PARTICIPATE IN SPORTING COMPETITIONS

24.1. If an invitation is received for members to represent the Force in any local sporting Invitations to
competitions in one locality only, the Officer Commanding district, shall acknowledge the participate in local
invitation and forward it to the Officer Commanding Province or the Officer Commanding sporting events.
Support Unit as the case may be for approval, stating:-

24.1.1. The names of all members who wish to enter and for what event’

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24.1.2. What arrangements, if any, will be made for training the members:-

24.1.3. What expenses, if any, are involved and recommendation regarding payment.

24.2. If an invitation is received for members to represent the force in any sporting competition Invitation to
which is not limited to competitors in one locality only, the Officer to whom the invitation
was addressed, shall acknowledge it and forward it through the usual channels to Police
Headquarters for approval. An all stations circular will then be sent out calling for entrants
who will submit applications through the usual channels to the Officer Commanding
Province, the The Officer Commanding C.I.D., Officer Commanding Support Unit, and
Depot Commandant, as the case may be, who will advise Police General Headquarters
of:-

24.2.1. The number, rank and name of any member who wishes to enter and for what event.

24.2.2 What arrangements, if any, will be made for training the member :

24.2.3. Whether the members who wish to compete may be spared from their official duties and
what arrangements can be made for other members to relieve them of their duties while
they are competing.

25.0 TROPHIES

25.1. Trophies for any force sporting or other activity shall not be accepted from serving Donation trophies
members of the force. Any member, however, who wishes to make to make a donation for by serving
the purpose of purchasing a trophy may do so but the name of such trophy will be declared members
by the Board.

25.2. Trophies shall not be received from persons or organisations outside the force without Donation of
prior approval in writing from the Commissioner General trophies by non-
members
25.3. Trophies gained by Police representative teams shall be displayed in such a manner as Display of
may be directed by the Officer Commanding Province, the Officer Commanding Support trophies
Unit, or the Commandant Depot, but the secretary of the club or mess in whose custody
any trophy has been placed shall be responsible for its care and safekeeping. A policy of
insurance against loss or damage shall be effected by the Board of Trustees in respect of
all trophies maintained there and the cost shall be charged against the funds of the club or
mess concerned.

26.0. POLICE COLOURS, BADGES AND PLAQUES

26.1. Police colours, badges and plaques are registered in terms of the Armorial Bearings, Resignation of
names, Uniforms and badges Act, 1971 see Government Notice number 170 of 1956 and police colours
777 of 1963 which are saved by the Act of 1971.

26.2. It is an offence under the Act for any person to wear the police colours or badges other Authorised use
than as shown in this part.

26.3. Regular and ex -regular members of the Zimbabwe Police may wear the Police Blazer Regular and ex-
badge and police tie or cravat. regular members

26.4. Serving members of the Police Special Constabulary and ex-members of the Police Special Special
Constabulary may wear the Special Constabulary blazer and the Special Constabulary tie constabulary
or cravat.

26.5. Members of Police Special Constabulary may wear the police rifle club blazer badge in Rifle club
respect of the club to which they belong.

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26.6. Any person who plays cricket for any official team of the Z. R. Police or Special Cricket teams
Constabulary may wear the cricket cap.

26.7. Any person who rows in any official rowing team of the Z.R. Police or of Police Special Rowing teams
Constabulary may wear the rowing cap.

26.8. Any person who plays soccer, rugby or hockey for any official Z.R. Police or Police Soccer, rugby
Special Constabulary team, shall wear the Police colours of the teams while playing in the teams
team.

26.9. No member of the Force or Police Special Constabulary shall sell, present, or exchange Sale, presentation
a Z.R.P. Blazer button, cap, badge, shirt, stocking, tie or plaque bearing the Force badge and exchange
(crest) or otherwise protected by registration, to or with any person, club or mess unless prohibited
authorised to do so by the Commissioner General.

26.10 Apart from blazer, shirts and stockings, no item referred to in this part are available for sale Source of supply
by private retailers but all may be obtained from the manager of the Training Depot, dry
canteen who will arrange supply to other Z.R. Police Canteens. Football jerseys, cricket
caps, etc, should be obtained through the Secretary of the sporting section concerned.

27.0. POLICE HOLIDAY COTTAGES

27.1. Police holiday cottages for the use of members of or above the rank of Sergeant are Location of
established at Training Depot, Harare, the Drill hall grounds Bulawayo, Kyle dam, cottages
Masvingo and Victoria Falls.

27.2. Reservations, which are accepted in the order in which they are received are restricted to a Reservation
maximum period of seven days during the school holidays and 14 days at other times. All
reservations are made from mid-day to mid-day.

27.3. Applications for accommodation at these cottages should be made to the Staff Officer Applications
(Admin), Police General Headquarters, P.O. Box CY 34, Causeway, or by radio to Compol
(Admin.). Applications must state the number of persons for whom accommodation is
required and the anticipated dates and times of arrival and departure.

27.4. When a reservation has been confirmed, fifty percent of the total charge must be Deposit and
forwarded to the appropriate address as shown in paragraph 27.3. above within three balance of payment
weeks of confirmation and the balance must be paid at least one month before the date of
occupation.

27.5. Further details of the holiday cottages, including tariffs and facilities available are Details of tariff
obtainable from the address shown in paragraph 27.3 above. rates.

28.0. THE ZIMBABWE REPUBLIC POLICE MAGAZINE “THE OUTPOST”

28. 1. The magazine of the Zimbabwe Republic Police shall be named ‘The Outpost” and shall Name of the
be published every 2 months. magazine

28.2. The aim of “The Outpost” shall be to foster esprit -de-corps (Spirit of friendship among Aim of magazine
members), to provide reading matter for the Force and matters of general interest
to members of the Z.R. Police Special Constabulary, and to be of instructional value,
particularly in regard to Police subjects. Members of the public may also subscribe to
“The Outpost”.

28.3. “The Outpost” shall be controlled by a committee, The Committee which shall be known The Outpost
as “The Outpost” committee, shall consist of the following persons ex-officio:- Committee

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28.3.1. The Chief Staff Officer (Administration) who shall be Chairman.

28.3.2. The Staff Officer (Press and Public relations);

28.3.3. The Staff Officer (Welfare);

28.3.4 The Editor, who shall also be secretary;

28.3 5. Such other persons as may be from time to time appointed or co-opted having due regard
to the readership of the magazine.

28.4 The committee Shall be responsible to the Commissioner General or for the proper Policy
management, control and conduct of “The Outpost” and may, subject to limitations
imposed by this paragraph, lay down, alter or amend any editorial policy, financial policy
and or any advertisement policy. The committee shall arrange for the accounts to be audited
annually at the expense of “The Outpost” funds and shall submit the annual balance sheet
with statements of accounts to the Board of Trustees.

28.5. Notwithstanding the provisions of paragraph 28.4 above, the Staff Officer (Press and Public Responsibility
Relations) shall be responsible for the day to day matters concerning the production of “The S.O (Press and
Outpost” and the Editor shall be directly responsible to him. The staff of “The Outpost” Public Relations)
office, shall be under the control of the Staff Officer (Press and Public Relations).

28.6. The appointment of the Editor shall be subject to the approval of the Commissioner
General. The Editor so appointed may be either serving member of the force, who shall
receive such remuneration as may be authorised, or such other person as may be approved
by the Commissioner General. If not a serving member of the force, the Editor shall be
bound by a contract of service, properly drawn up, and his remuneration shall be determine
by agreement between himself and the committee.

28.7. A business manager shall be appointed with the approval of the Commissioner General, Business manager
He shall be either a serving member of the force, receiving such payment as may be
authorised, or such other person as may be approved by the Commissioner General.

28.8. It shall be competent for the committee to appoint the Editor or the Business Manager to Advertisement
perform the additional duties of advertisement manager. Advertisement agents may be Manager
appointed at centres throughout the country.

28.9 It shall be the duty of the Editor to submit proofs all editorial matter before publication Proofs
to the Chief Staff Officer (Administration) who shall satisfy himself that the matter is
suitable for publication. The Editor shall keep the Staff Officer (Press and Publication
Relations) fully informed on all matters in this connection.

28.10 No matter of political nature or containing reference to conditions of Sensitive service or Sensitive topics
discipline within the Force shall be published in “The Outpost” except with the permission
of the Commissioner General.

28.11 Stories, articles, drawings and photographs submitted for publication in “The Outpost” Editorial material
may be paid for on publication, at the discretion of the Editor, subject to the editorial
policy laid down by the Committee. It shall also be competent for the committee from
time to time to organise competitions and award prizes.

28.12 It shall be the endeavour of the committee to balance expenditure by “The Outpost” Approved by
against revenue accruing, but if, at the end of the financial year, which terminates on the CSO (Admin)
28th February, each year, it is found that expenditure has exceeded receipts, it shall be the
duty of the committee to represent the position to the Board of Trustees with a view to
obtaining a grant, if such is considered necessary.

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28.13 An annual meeting of the committee shall be held as soon as possible after the end of Committee
Annual Meeting
each financial year. Other meetings of the committee shall be held as and when necessary.
Proper minutes shall be kept at all meetings of the committee and shall be recorded in a
minute book by the Secretary.

29.0. KUYEDZA CLUBS

29.1. Clubs for the wives and children of members of the Force of any rank may be formed at all Formation of
stations and shall be known as “Kuyedza Clubs”. Request for the formation of a Kuyedza clubs
club at any station must originate from the wives themselves.

29.2. The Commissioner General of the Zimbabwe Republic Police shall be the President of all President of the
Kuyedza Clubs. club

29.3. The management and control of each Kuyedza club shall vest in a committee which shall Management of
consist of three elected members who will be responsible to the Officer/Member in Charge, clubs.
station. for the good conduct and proper management of the club.

29.4. The Headquarters Kuyedza Club is situated at Tomlinson Depot, Harare, where a full time Headquarters of
organising secretary is employed. the club.

29.5. Membership of Kuyedza Club is entirely voluntary and is open to the wives and children Membership
of all serving members of the Force of any rank. The wives and children of ex-members
may be permitted to join the club on the recommendation of the club committee and with
the approval of the Officer/Member In Charge, station.

29.6. All members of Kuyedza Club shall pay a monthly subscription in such amount as may be Monthly
approved by the Headquarters club. Other revenue for clubs may be obtained by donations, subscriptions
collections, and the proceeds of dances, concerts, etc.

29.7. Each committee shall appoint a treasurer and proper books of account must be kept. All Treasurer
books of account shall be inspected each month by the Officer/Member in Charge station
unless otherwise authorised.

29.8. All members of Kuyedza Club shall wear a club uniform of pattern approved by the Club uniform
Headquarters club.

29.9. Each club shall frame its own set of rules which shall be subject to the approval of the Club rules.
Headquarters club.

30.0. THE Z.R. POLICE CHAPEL

30.1. The chapel of the Zimbabwe Republic Police is non- denominational and The Chapel is The Chapel
situated at the Training Depot, Harare.

30.2. The general management shall vest in the Chapel management committee which shall Chapel
consist of committee

30.2. 1. The Commandant depot

30.2.2. The S.O. (Press and Public Relations)

30.2.3. The S. 0. (Welfare)

30.3. The Chairman shall appoint a member of the Force to act as Secretary to the Commissioner Secretary
General. The Committee shall meet once annually.

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30.4. The Z.R. Police Chapel is available to all member of the Force, Pensioners, members of Purpose of Chapel
the Police Special Constabulary and other persons with close association with the Z.R.
Police for weddings, christening and similar religious ceremonies.

30.5. Applications for members to use the Z.R. Police Chapel for any religious ceremony Applications
should be addressed in writing to, the Secretary of the Chapel management committee,
Z.R. Police training depot P.O. Box CY 23, Causeway and shall state: -

30.5.1. the number, rank, name and station of the member making the application;

30.5.2. the date and time when the chapel will be required;

30.5.3. the purpose for which the chapel is required;

30.5.4. the denomination of the church which will be performing the ceremony and

30.5.5. the name and address of the minister who will be officiating at the ceremony.

Funds to the Z.R. Police chapel are donated through the Chapel box and Central amenities
fund.

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PART 10

1.0 CANTEEN RULES

(The following rules of the Zimbabwe Republic Police Canteen ....................................are

published for the information of and compliance by all members of the aforesaid canteen
and shall be displayed in a conspicuous position within the canteen.)

1. 1. MANAGEMENT

The management of the canteen shall be vested in a committee composed of

1.1.1 ........................................ Chairman

1.1.2 ........................................ Member

1.1.3 ........................................ Member

1.1.4 ........................................ Member

1.5 ....................................... Secretary

1.2. The duties of the canteen committee shall include the following:-

1.2.1. assessing retail prices and stock to be held by the canteen:

1.2.2. appointing and recommending remuneration of all canteen staff;

1.2.3. examination of accounts,

1.2.4. insurance of stock arid such other insurance in respect of the canteen as may be
necessary:

1.2.5. recommending amendments to these canteen rules;

1.2.6. care of premises furniture and fixtures;

1.2.7. any other business in connection with the administration of the canteen which may
be referred to them.

1.3. The canteen committee shall meet monthly and a record of all meetings shall be
maintained in a minute book.

2.0. CANTEEN STEWARD

2.1. A canteen steward shall be appointed by the canteen committee and shall perform such
duties as may be allocated to him from time to time by the canteen committee. The canteen
steward shall be paid such remuneration as may be approved by the Board of Trustees.

3.0. SECRETARY/TREASURER

3.1. A Secretary/Treasurer shall be appointed by the canteen committee and shall be responsible
for submitting all trading and profit and loss accounts required by the Provincial Fund
committee and the Board of Trustees, and for maintenance of all necessary books of
account including:-

3.1.1. requisition book:

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 3.1.2. stock book and bar stock sheets;

3.1.3. empties return book.

4.0. STOCK TAKING

4.1. All stocks shall be checked by the canteen steward and one other member nominated by
the committee every Monday morning or at such more frequent times as may be directed
by the committee. Monthly stock taking shall be carried out by the canteen steward and
one other member nominated by the committee on the morning of the first day of each
month and stock on hand entered in the stock book.

5.0. METHOD OF SALE

5.1. All sales from the canteen shall be for cash only and no credit shall be allowed.

6.0. HOURS OF SALE

6.1. The canteen will be open for sale during the following hours: -

6. 1. 1. Mondays to Fridays ......................... to ...................

6.1.2. Saturdays .............................. to ......................

6.1.3. Sundays and Public Holidays ....................... to ......................

7.0. BAR PRICES

7.1. All bar prices shall be as determined by the Board of Trustees, and current prices list shall
be displayed in the bar.

8.0. MEMBERSHIP

8.1. Only serving members of the Force and or Police Special Constabulary of or above/below
the rank of ......................... may become members of the canteen or make purchases there
from.

9.0. GUESTS

9.1. Members of the canteen may invite guests to the canteen at the discretion of the canteen
steward but such guests shall not be permitted to make purchases from the canteen.
Members inviting guests to the canteen are responsible for their good behaviour whilst on
canteen premises.

10.0. DISCIPLINE

10.1. Members of the force or Police Special Constabulary who are on duty may not enter the
canteen except in the course of their duties and may not be served with liquor from the
canteen. Defaulters and other persons specially prohibited by the Officer Commanding
..................... or the Officer/Member in Charge ..................shall not enter or be served in
the canteen.

10.2. The senior committee member present or, in the absence of any committee members, the
senior member of the force or the canteen steward, shall be responsible for ensuring that
all persons in the canteen conduct themselves in a quiet and orderly manner, that discipline
is maintained and that the canteen is closed at the proper time. Any canteen property
which is broken or damaged shall be paid for or replaced by the member responsible.

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11.0. PROFITS

11.1. The percentage of gross profit on sales shall not be less than fifteen percent, after deduction
of sales tax.

11.2. Ten percent of gross profits shall be returned in the accumulated fund of the canteen until
sufficient working capital has been built up for the efficient running of the canteen.

11.3. Subject to the provisions of subparagraph 11.2 above, the net profit shall be remitted
quarterly to the Provincial fund.

12.0. EXPENDITURE

12.1. All expenditure in respect of the canteen, other than that required for normal day to day
trading operations, must be approved by the committee. Any abnormal expenditure in
excess of $5 000 000, 00 must not be met from the canteen funds and must be approved
by the Board of Trustees.

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PART F I

FINANCE

TABLE OF CONTENTS

1.0. Pay Organization

2.0. Method of Pay

3.0. Pay sheets and short receipts

4.0. Pay queries and adjustments

5.0. Stop orders.

6.0. Money order services

7.0. Custody of cash

8.0. Pay on discharge of a member

9.0. Pay on death of a member

10.0. Illegal absence or imprisonment

11.0. Z.R. Police Special Constabulary pay

12.0. Garnishee orders: Salaries and allowances

13.0. Annual Bonus

14.0. Allowances : General

15.0. Living Out Allowance

16.0. Refund of rent paid in lieu of notice

17.0. Plain clothes allowance : Criminal Investigation Dept.

18.0. Plain clothes allowance: Uniform Branch

19.0. Special duty allowance Criminal Investigation Dept

20.0. Special duty allowance General

21.0. Acting allowance

22.0. Bicycle allowance

23.0. Travelling and Subsistence allowance (Inc. Patrol Allowance)

24.0. Contingency accounts and banking accounts

25.0. Imprest account

26.0. Receipt of Remittances.

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27.0. Despatch of Remittances

28.0. Miscellaneous receipt books

29.0. Custody of Financial records

30.0. Home study course: Bonus Incentives

31.0. Compensation for loss or damage

32.0. Audit Inspections

33.0. Fixture of Rates

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1.0. PAY ORGANIZATION

1. 1. Police salaries and allowances are processed monthly on an electronic computer by the Processing of
Salary Services Bureau, Harare. Salaries

1.2. Salaries and allowances become due and payable on the last business day of the month, Dates of payment
in order, however to accommodate the banks and other financial institutions, the Treasury
will publish in advance the actual pay days for each month of that year.

1.3. Salaries and allowances may, on the authority of the Commissioner General, be paid in Advance of salary
advance of a period of vacation leave, provided that

1.3.1. They shall not be paid sooner than four-teen days before the commencement of
such leave;

1.3.2. at least twenty-one days leave is taken and a pay day falls within this period:

1.3.3. advances may amount. to as many months pay as there are pay days falling within
the period of leave, with the maximum of three months;

1.3.4. in exceptional circumstances the Treasury may, on the recommendation of the

Commissioner General, authorize the advance of a round sum representing the
whole or part of the emoluments falling due during a period of leave in excess of
three months

1.3.5. the leave application is received by the Salary Service Bureau Liaison Officer not
less than six weeks prior to the date of commencement of leave.

1.4. Application for an advance of pay should be made by completing the appropriate paragraph Applications
of form 60130-9 (application for leave).

2.0. METHOD OF PAY

2.1. Members of the Force who wish to have the whole of their salary paid direct into a bank, Payment into
Building Society or Post Office Savings Account should make application on form 308 Savings Account
(method of pay change), in duplicate, to the S.S.B. Liaison Officer, Personnel Division, P.O.
Box CY 34, Causeway. The form is to be fully completed in accordance with instructions
shown on the reverse side.

2.1.1. The whole of the net salary due, except for housing loans, ‘insurance premiums
and P.O.S.B. Stop Orders, will be paid into one bank or Building Society.

2.2. Any change brought about by the transfer of a member or the transfer Change of or closure Change of
of the account must be notified to the S.S.B. Liaison Officer Account immediately on Account
form 308 (Method of pay change), and in any event not later than the last working day of
the previous month if the change is to be incorporated in the pay sheets for the following
month.

2.2.1. Where it is intended that an account be closed, at least one month notice of this
intention must be given in order than the member’s salary record may be amended
in good time.

2.2.2. It is emphasized that the member’s old account should NOT be closed until such
time it is confirmed that the salary is being paid to the new account.

2.3. Unless salaries are paid direct into an account as described in paragraph 2.2. of this part, Cash cheques
the payment of salaries will be by cash cheques to the Officer Commanding or Officer/

228
 Member in Charge, as the case maybe, who will be responsible for cashing the cheque and
paying members in the presence of a witness.

2.4. Cheques will not be cashed and salary advice slips will not be handed over to the member Cashing of
concerned until the day of the date printed on the cheque. cheques

3.0. PAY SHEETS AND SHORT RECEIPTS

3.1. Monthly pay sheets will be forwarded to all stations for the information of members. Pay Pay sheets
sheets will show the gross salary, total deductions and net salary of all members whether
their salaries are being paid into an account or paid in cash. In addition, a salary advice
slip, giving details of salary, allowances and deductions, will be forwarded monthly on
pay day to every member.

3.2. Members who are paid in cash must sign their names in the appropriate column of the Cash payment
pay sheet against the relevant entry, as acknowledgement of receipt of the amount paid.
Members whose salaries are paid directly into an account are not required to sign the pay
sheet.

3.3. When any member who is paid in cash is not available to receive his salary on due date, Short receipts
details of the salary due to that member must be transferred to a short receipt (form Z274T),
and the Officer-In-Charge must endorse on the pay sheet that the member’s pay has been
transferred to short receipt.

3.4. As soon as possible after pay day and when every member’s salary has been paid or details Responsibilities
thereof transferred to a short receipt, the paying official and the member who witnessed
payment, shall sign each pay sheet as witnessed. The certificates at the foot of the pay sheet
regarding actual and bona fide employment must be completed by the Officer/ Member-
In- Charge after verification of the relevant factors. The certificate must not be completed
until the end of the period to which the pay sheet relates. Completed pay sheets shall be the
responsibility of the Officer/Member-In-Charge of the station pay point, who shall hold on
file at his station the acquitted pay sheets for audit purposes.

3.5. Salary in cash or money order or by cheque if the station operates a contingency account, Transfer of
for any member who has been transferred from the station shall be sent expeditiously by member
registered mail to the member’s new station under cover of a short receipt.

3.6. A member whose salary has been transferred to a short receipt must sign the receipt when Payment by short
he is paid. The paying official will sign the certificate at the foot of the form and the receipt.
member witnessing payment will sign as witness. The short receipt will then be forwarded
by registered mail without delay to the issuing station. The short receipt should then be
filed with respective pay sheets.

3.7. Crossed cheques for individuals sent out by Salary Service Bureau in“ respect of final pay” Crossed cheques
“advance of pay” etc, are accompanied by a short receipt, and to assist in the collection of
any “stoppage due, the uncrossed cheques are usually made out to the Officer Commanding
Province or District.

Not withstanding this, Treasury requires that short receipts are signed, as acknowledgement
of the full amount of the cheque, by the individual payee for whom the cheque is destined.
In instances where the short. receipts cannot be signed by the payee [“cannot be located”
-“on extended patrol”], etc, then, if signed by Finance Clerk or Officer/Member- In-
Charge, an official receipt must be attached to the short receipt.

Completed short receipts must be returned to the issuing stations or retained by the issuing
stations where payment is done by the issuing stations themselves. They should not be
sent to Finance Section, Z.R. Police Headquarters or the Establishment Office Treasury.

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 Delays in the return of completed short receipts must be avoided.

3.8. Should it not be possible for any member to receive and sign for his salary or allowances Uncollected
within one month of the due date the salary or allowance and any subsequent salary or salary.
allowances will be forwarded to the Senior Staff Officer (FINANCE) P 0 Box CY 396,
Causeway together with details of any money owed by the member for messing etc.

4.0. PAY QUERIES AND ADJUSTMENTS

4.1. All pay queries should be submitted in the first instance to the Officer/ Queries Member-In- Queries
Charge who, if he is unable to answer the query by reference to the pay sheet, will submit
the query in writing direct to the S.S.B. Liaison Officer at Police General Headquarters.

4.2. Pay queries will NOT be dealt with either by telephone or by personal visits direct to the
Salary Service Bureau.

Queries must be sent to the S.S.B. Liaison Officer at Police General Headquarters. If it is Urgent queries
urgent then the S.S.B. Liaison Officer can be contacted by telephone or by Police Radio
message.

4.3. Officers Commanding and Officers/ Members-In-Charge are responsible Matters Matters affecting
for notifying the S.S.B. Liaison Officer promptly of any matter affecting the salary or pay
allowances of members under their command.

4.4. Advice of any change of circumstances affecting the salary or allowances of any member, Amendment pay
which is received by the S.S.B. Liaison Officer after the first day of the month, will not sheets
normally be reflected on pay sheets until the following month.

5.0. STOP ORDERS

5.1. Stop orders may be arranged for the payment of insurance premiums, the repayment of
housing loans, deposits in the Post Office Savings Bank, Tax Directives, Contributions
to the Police Association, Club and Officers’ messes. It must be clearly understood that,
in the case of stop orders relating to insurance premiums and building society loans, the
order must be processed by the company or building society concerned.

A stop order in respect of a building society loan made under the Government Guarantee
scheme can only be terminated by the building society concerned.

5.1.1. Applications for P.O.S.B. stop orders and personal tax directives, may be submitted by
the member on Z.R. Police form 309 (Allowance /deduction change) in duplicate, to the
S.S.B. Liaison Officer, Personnel Division, P 0 Box CY 34 Causeway. The form is to be
fully completed in accordance with the instructions shown on the reverse side. Collector
of Taxes directives are forwarded direct to Salary Service Bureau by the Tax Office
concerned.

5.1.2. Deductions for the contributions for the Police Association, clubs and Officer’s messes, are
normally actioned by the S.S.B. Liaison Officer when the member is attested, promoted
or transfer-red. Should however, any member find an error on his/her salary advice,
concerning these deductions, the S.S.B. Liaison Officer should be advised immediately.

5.2. Stop Orders will not be accepted to cover the payment of private debt incurred by any
member other than those described in paragraph 5. 1. above.

5.3. When insurance premiums are no longer payable because the policy is cancelled or matured, Premium matured
the stop order must be cancelled by submission of Z.R. Police form 309 (Allowance/ or cancelled
deduction change) ceasing the deductions to the S.S.B. Liaison Officer. It is inadvisable to policies.

230
 leave cancellation to the insurance company.

5.4. When varying or cancelling stop orders, members should bear in mind the provision of
paragraph 4.4. of this Part.

6.0. MONEY ORDER SERVICE

6.1. The money order service is available at all Post Offices (excluding postal agencies) Money order
operating a money order service and is intended to eliminate as far as possible the service.
despatch of cash by registered post. The service is to be utilized for the transfer of official
remittances whenever it is practicable.

6.2. A “Money order” (Form M. 0. 11), obtainable from local Post Office, must be completed Money orders
in duplicate and the words “Money order” written at the top of the form. The form must
be signed and impressed with the station date stamp. Both the payee and the sender must
be designated on the form by the offices which they hold and not their personal names.

6.3. A tradesmen’s requisition book (book Z828T) is to be completed in addition to the form Tradesmen’s
(M.O. 11). This is to cover the services charge raised by the Post Office. requisition

6.4. The procedure is as follows:-

6.4.1. The completed form M.O. 11 in duplicate together with the Tradesmen’s requisition
and the money to be despatched shall be handed to the Post Office by a responsible
member, after all details have been recorded in the remittance despatched register,
Only the original copy of the Tradesmen’s requisition is required by the Post
Office.

6.4.2. The Post Office official will hand back one copy of the form M.O. I I together
with the money order and will send advice to the Post Office at which the money
order is to be paid. The original copy of the Tradesmen’s requisition will be retained
by the Post Office and forwarded by them to their head office with their monthly
cash account.

6.4.3. The sending station will then detach the acknowledgement of the receipt slip from
the money order and attach it with the copy of the Form M.O. 11 to the remittances
despatched register.

6.4.4. The money order is then sent to the receiving station with all other relevant
documents by ordinary mail.

6.5. The procedure is as follows:-

6.5.1. Upon receipt of the money order, a responsible member from the receiving station Receipt of Money
will enter the details in the Remittances received register proceed to the Post Order procedure
Office, identify himself and collect the money in exchange for the money order
form.

6.5.2. The Remittance received register should then be completed and a miscellaneous
receipt issued and despatched to the sending station.

6.6. Attention is drawn to the fact that money orders are not transferable and should it prove Money Orders
necessary to forward the money elsewhere, the not money order should be cashed and a not transferable
new money order obtained.

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7.0. CUSTODY OF CASH

7.1. Except when required for immediate use, or when being temporarily stored in the course Safe-keeping
of collection and under the immediate control of the member handling it, cash must not
be left in drawers or cash boxers even if locked but must be lodged in a safe at the earliest
possible opportunity.

7.2. No private or personal money shall be kept in station safes other than prisoner’s property, Private/Personal
Force Funds (including messing monies and recreation club subscriptions) and pay and money.
allowances being held pending payment to the member concerned.

7.3. The safe custody of station safe keys shall be ‘the responsibility of the Officer/Member-in- Station safe keys
Charge or at Headquarters or large urban stations, a member specially designated by the responsibility
Officer Commanding.

8.0. PAY ON DISCHARGE OF A MEMBER

8.1. The following list shows all those items for which deductions may be made from the Payment of final
pay of a member and which must be cleared before final pay is handed to him prior to pay: procedure.
his discharge. The code letter in brackets against each item will be used to indicate that
particular item in all radio correspondence concerning the member’s pay on discharge

a) on repayment

b) Kit deficiencies on discharge

c) Government loans for bicycle and/or watches

d) Benevolent fund loans

e) Judicial fines

f) Surcharges arising from boards of inquiry

g) Advances and overpayment of salary or allowances

h) Purchase of discharge

i) Messing dues.

j) Recreation club subscriptions

k) Private telephone calls

l) Electricity and water charges in respect of Government married quarters.

8.2. As soon as Provincial or District Headquarters is advised that a member is about to be

discharged, a radio message, prefixed by the code word “DISPROC” (i.e. “Discharge
Procedure”) shall be sent by that Headquarters to :-

8.2.1. The Director (FINANCE) at Police General Headquarters (FINPOL);

8.2.2. The Officers/ Member-In- Charge of the member’s station:

8.2.3. The local police ordnance store (ORDPOL);

8.2.4. The Officer/ Member-In-Charge, Armaments section, or in the case of Matebeleland

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 North and South, Midlands, Masvingo Province, the local Provincial Armourer showing
the member’s number, rank, name, the date of his discharge and whether he re-engaged for
continuous service.

8.3. On receipt of the radio message referred to in paragraph 8.2. above, the following action Action to be
shall immediately be taken by the respective addressees: taken on receipt
of radio message.
8.3.1. The Senior Staff Officer (FINANCE) shall send a radio message to the appropriate
Provincial or District Headquarters, advising the amount of any outstanding Government
or Benevolent Fund loan and the amount to be deducted, if any for purchase of discharge,
for an example:-

“FROM FINPOL TO PROPOL MASH EAST DISPROC NO. 7080 SERGEANT HOVE
(C) FOUR DOLLARS FIFTY CENTS (D) NIL (H) ONE HUNDRED DOLLARS”

8.3.2. The Officer/ Member-In- Charge, station shall, one to two weeks before hand, carry out a
check of the member’s kit in terms of paragraph 40. 1. of part Q.3 Standing Orders Volume
11 and shall: -

a) Advise the local police ordnance by radio of items deficient, as for example:-

“FROM BANKET TO PROPOL HARARE

DISPROC NO. 7080 SERGEANT HOVE

b) “Deficient coat trench, one, shorts terylene, one”

c) Advise the Officer/ Member-In- Charge, Armaments Section or local Provincial

Armourer, as the case maybe, by radio of the type, serial number and condition of
arms on personal charge handed in by the member, as for example: -

“FROM BANKET TO ARMAMENTS HARARE

DISPROC NO. 7080 SERGEANT HOVE
RIFLE F.N SERIAL NO. 1234 CONDITION GOOD”.

8.3.3. The local police ordnance store, having been advised of kit deficiencies as described
in sub-paragraph 8.3.2. above, will send a radio message to the appropriate Provincial
Headquarters showing the dates and amounts of purchase of kit on repayment by the
member during the last two months, and the value of kit deficiencies, as for example:-

“FROM ORDPOL HARARE TO PROPOL MASH EAST

DISPROC NO. 7080 SERGEANT HOVE

a) PURCHASED MARCH EIGHT DOLLARS APRIL NIL

b) FIVE DOLLARS FOURTEEN CENTS”.

8.3.4. The Officer/ Member-In- Charge, Armaments, or local Provincial Armourer, as the case
may be, having been advised of arms handed in as described in subparagraph 8.3.2. (b)
above, will check that the anus handed in conform with his records of, inns issued. to
the member- and, in the event of deficiencies only, will immediately advise KEWPOL
HARARE of the nature and extent of the deficiencies. Where the arms handed in are in
order, a radio to this effect will be sent to the appropriate Provincial Headquarters.

8.4. In addition to the action required in terms of paragraph 8. of this Part, Provincial or District Action by
Provincial Headquarters shall also: - Headquarters

8.4.1. Ascertain whether the member is liable for surcharge arising from a board of Inquiry and

233
 if so, send a radio to FINPOL, giving brief details of the Board of Inquiry and requesting
advice on the amount of surcharge to be deducted from the member’s pay.

8.4.2. Ascertain whether any fine has been imposed on the member during the last two months
for offences under the Police Act, and if so send a radio message to FINPOL stating the
amount of the fine arid the date when it was imposed, and requesting advice of the amount
to be deducted from the member’s pay;

8.4.3. On receipt of the notification of purchase of kit on repayment as described in paragraph

8.3.3. of this part, send a radio message to S.S.B. Liaison Officer advising the amount of
such purchase, and the date they were made, and asking whether this amount has been
collected;
8.4.4. on receipt of the radio message the recipients shall obtain the required information and
pass it by radio to the appropriate Provincial Headquarters without delay.

8.5. On receipt of all the information described in paragraphs 8.3.3. and 8.3.4. of this part, the Completion of
information will be entered on Z.R. Police form100 (clearance certificate-pay on discharge, form 100.
at Provincial Headquarters.

8.6. When the final pay cheque is received at Provincial or District Headquarters the amount of Final pay
the cheque shall be entered on Z.R.P. form 100 and the cheque will be banked. The total cheque action
amount due for items (a) to (h) inclusive will be deducted from the amount shown on the by Provincial
cheque and a new cheque or money order, made out to the Officer/Member- In-Charge, Headquarters
station. The cheque will be drawn from the net balance and forwarded, together with the
form 100, to the member’s station.

8.7. When the pay is received from Provincial or District HQ at the member’s station, any Final pay cheque
amount due for items U), (k), (1) and (m) will be entered on the Form by Officer in charge action Member-
and deducted from the amount of pay received. In the case of a member in occupation of In-Charge.
a Government house, the Officer/ Member- In- Charge or Finance Clerk concerned will,
on the day prior to the last working day, advise the Senior Staff Officer (FINANCE) by
radio or telephone of the appropriate electricity or water meter readings on that day. The
amount owing will be advised by Senior Staff Officer (FINANCE) and in this manner the
deduction in terms of item (m) will be ascertained. The balance of pay will be handed to
the member on the last day of service. The form 100 will then be returned to Provincial
or district Headquarters by registered post for filing in the member’s record of service. If
there is any deficiency in the arms on personal charge handed in by a member no pay will
be handed over to him without the prior authority of the Senior Staff Officer (FINANCE)

8.8. Although final pay is normally sent by the Salary Service Bureau to Provincial or District Procedure of final
Headquarters, if the Salary Service Bureau is not aware of a member’s pending discharge pay cheque being
before his pay is processed, cheque being the pay may be sent to his station in the usual sent direct to
way. In this case the Officer/ Member-In- Charge station, must notify provincial or station
district headquarters of the amount of the cheque. The form 100 will then be completed
at Provincial or District Headquarters and sent to the members station in order that the
amounts due in respect of items (a) to (h) as well as the amounts due in respect of items 0),
(k), (1) and (m) may be deducted from the member’s pay before it is handed to him.

8.9. If it appears that the final pay is insufficient to cover the amounts which are to be deducted, Insufficient pay
the Officer/ Member-In- Charge, station shall immediately radio FINPOL seeking procedure.
instructions.

9.0. PAY ON DEATH OF A MEMBER

9.1. On the death of a member, any salary or allowance held for payment to the member must Disposal of pay
be returned immediately to the Director (FINANCE) at Police General Headquarters for and allowances..
payment into the deceased’s estate.

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9.2. A cheque will be issued by Salary Service Bureau in respect of cash in leave due to a Cash in lieu of
deceased member for payment to his widow or dependants in terms of the Police (Leave) leave.
Regulations.

9.3. In order to establish the amount of debts due to the Government or the Force from the
deceased’s estate, the procedure outlined in paragraph 8. 1. of this part will, be followed
on the death of a member.

10.0. ILLEGAL ABSENCE OR IMPRISONMENT

10.1. A member shall not be entitled to his salary or allowance unless the Commissioner General Non-payment
otherwise directs, in respect of any period during which he is:- of salary in
the absence or
10.1.1. absent without leave; or imprisonment of
a member
10.1.2. imprisoned or detained pending trial at which he is thereafter convicted; or

10.1.3. imprisoned under a decree of civil imprisonment. Where any of the circumstances
specified in this paragraph arise, the Staff Officer (Pay and Records) will be advised as
soon as possible in order that arrangements may be made to apply the provisions of this
paragraph.

11.0. ZIMBABWE REPUBLIC POLICE SPECIAL CONSTABULARY: PAY

11.1. Members of the “A” and “B” Branches of the Z.R.Police Special Constabulary are paid with Method of
individual cheques produced by the Treasury Computer Bureau, following submission of payment.
form 351 (Police Special Constabulary Duty performed) to the Finance Section at Police
General Headquarters.

11.2. Form 351 is to be completed in triplicate. Officer/ Member-In-Charge (or whoever is Completion of
responsible for submitting claims) should retain one copy of the form for their own records form 351
so that they are able to confirm which claims have been submitted for duties performed.
The original and first copies should be forwarded direct to the Finance Section at Police
General Headquarters.

11.3. When submitting pay claims it is essential that separate claim forms be used for members Submission of
of the “A” and “B” branch (as well as separate claims for women members of the Z.R. claims.
Police Special Constabulary) in order that the monies involved may be allocated to the
correct votes at Police General Headquarters.

11.4. The pay cheques for duties performed will be made out to the individual constabulary Pay cheques
members and will be crossed. Members are, therefore, advised to open a bank, Building
Society or Post Office Savings Account in order to negotiate these cheques.

11.5. For the purpose of claiming Police special Constabulary duty pay, the following will Calculation of
apply: days/hours of
duty.
11.5.1. days of duty will be a period of six or more continuous hours in any 24 hour period:

11.5.2. hours of duty will be a period of five or less hours in any 24 hour period.

11.6. Period of employment of “A” and “B” Branch members of the Police Special Constabulary Period of
shall be as indicated below:- employment per
calendar month.
11.6.l. The minimum number of hours duty performed by members of the “A” branch during any
one month is sixteen hours.

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11.6.2. The maximum number of days duty that any “A” branch member may claim in any one
calendar month is ten days.

11.6.3. “B” branch members may be employed for a period not exceeding ten days in any
one calendar month ONLY ON AUTHORITY OF THE OFFICER COMMANDING
PROVINCE. Employment of “B” branch members for a period in excess of ten days will
only be authorized by Police General Headquarters.

12.0. GARNISHEE ORDERS: SALARIES AND ALLOWANCES

12.1. As a matter of law Garnishee Orders may be issued against the State in respect of the Salary A matter of law.
or allowances of a member of the Force and such orders will be lawful and binding.

13.0. ANNUAL BONUS

13.1. An annual bonus is automatically paid to all members together with their November Annual bonus
salaries. However, where a member attests into the Force after Ist January, the bonus will
be paid with his December salary and will be calculated at the rate of one twelfth of the
annual bonus for each complete calendar month of service from the date of appointment
to the 31 st December of that Year.

14.0. ALLOWANCES - GENERAL

14.1. All allowances payable in terms of the Police (Pay, Allowances and Quarters Regulations Application
are paid through pay sheets and must be applied for in terms of the instructions under the
appropriate allowance heading. No allowance will be paid in terms of the Regulations
unless a duly authorized claim has been submitted.

14.2. The application must be certified correct by the Officer/Member-In-Charge, who will Recommendation
forward it to the Officer Commanding District or Provincial Criminal Investigation
Officer, as the case may be for recommendation,

14.3. Application for any allowance must be submitted immediately the allowance becomes Submission of
due. Late claims for an allowance will not, normally be back dated beyond tire current claims
financial year i.e. from July to June of the following year.

14.4 Applications for allowance which are received by the S.S.B. Liaison Officer after the last Adjustments
working, day of the previous month will not normally be reflected on pay sheets for the
following month

15.0. LIVING OUT ALLOWANCE

15.1. The above is applicable to members of the rank of Assistant Inspector and below, who Rate of
are not provided with Police Quarters. This, however does not include married female
members of Sergeant (former Patrol Officer) and Assistant Inspector.

The living out allowance which may be paid to a married male member is calculated as
being the difference between $ 1 200 and 2.6 percent of member’s basic annual salary with
effect from 1/7/93.

The annual allowance paid to a married member residing in accommodation owned by

himself will be assessed on the basis of 10% of current evaluation of the house and 6% of
the value of the land, reduced at the rate of 18% per annum for a maximum of five years,
where the member built or purchased his house prior to Ist January 1973.

The allowance paid to a single member will be calculated on the difference between 2.6%
of gross salary and the actual rent paid up to maximum of $ 600 per annum It should be

236
 noted that this allowance is taxable.

The allowance paid to the ranks of Sergeant and below whether married or single is $
15,00 per month, plus an additional allowance for fuel light and water of $ 10,50 per
month.

Provided no member shall by virtue of this paragraph be deprived of his previous living
out allowance benefits except otherwise legally determined.

15.2. Applications should be submitted in duplicate, to the Staff Officer (Pay and Records), Application for
on Z.R. Police form 171 (Application for living out allowance - Sergeants (former Patrol the allowance.
Officer) and assistant Inspectors only) on Z.R. Police form 19 (Application for living out
allowance -Sergeant and Constable). Documentary proof of rent, or house valuation, must
accompany each claim. Originals of lease, agreements, receipts.

15.3. Single members of the rank of Sergeant and above are only permitted to live out of Police Single members
Quarters on the authority of the Commissioner General. Where no authority has been
given by the Commissioner General, claims for living out allowances will not be paid.

15.4. Where a member moves out of Police Quarters into a rented accommodation or purchases Vacation of
his/her own house, then Z.R. Police Form 62 (Vacation/ Acceptance of Police Quarters) Police Quarters
must be attached to the claim, otherwise rent for such quarters will continue to be deducted
from salary.

15.5. Should a member move into Police Quarters, a form 62 must be submitted immediately, Occupation of
indicating the date of taking occupancy, in order that payment of the living out allowance Police Quarters.
may be ceased.

15.6. Living out allowance in terms of paragraph 15. 1. above, will continue to be paid to Members on
members whilst they are on leave. leave.

15.7. Living out allowance is not payable to female members of the rank of Assistant Inspector Living out
and below who are legally married. allowances

15.8. Members of or above the rank of Assistant Inspector occupying official police quarters, Rate of rent for
i.e. accommodation situated within the confines of a Police camp or station, will have rent official Police
deducted from their salaries at the following rates:- Quarters.

Amount per month

Single guarters Married guarters

Assistant Inspector 12.50 40.50

Inspector 15.00 60.50

Chief Inspector and above 16.50 60.50

Provided Sergeants occupying single and married quarters who previously had deductions
of $9.00 and $35.50 respectively will continue having such deductions until otherwise
changed.

15.9. A member occupying official quarters who proceeds on ‘leave:- Procedure on

vocational leave.
15.9.1. may be permitted, if the quarters are not required, to store his furniture in one or more
of the rooms, or leave the quarters furnished in accordance with the direction of the
Commissioner General and will not be charged rent for the period of his leave, provided

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 that this is not less than 30 days.

15.10 Members of and above the rank of Assistant Inspector occupying pool and reserved houses Pool and reserved
will have rent deducted from their salaries at the following rates: houses

15.10.1. If occupying housing in an “open” i.e. basically within a municipal area, outside Police
Camps or Police Stations.

Assistant Inspector: rent up to a maximum of $53.00 per month; Inspector to Chief

Superintendent: rent up to a maximum of $60.00 per month: Assistant Commissioner and
above, rent: no maximum;

15.10.2. If occupying housing other than the above, at the rate laid down for married members in
paragraph 15.8. of this part;

15.10.3. where the rent paid by Assistant Inspectors and below exceeds 4.6% of their basic salary
they apply for living out allowance in terms of paragraph 15.2. of this part.

16.0. REFUND OF RENT PAID IN LIEU OF NOTICE

16.1. The Minister of Finance, may authorize the refund of up to one month’s Refund of rent Refund of rent
paid in lieu of notice when a member is transferred without rent warning and the expense
is unavoidable.

16.2. Applications for refund of rent paid in lieu of notice in terms of paragraph 16.1. above,
must be submitted in writing setting out full details, together with the usual claim voucher
(Form 7-852T), original and two flimsy papers and receipt for the rent paid.

17.0. PLAIN CLOTHES ALLOWANCES: CRIMINAL INVESTIGATION DEPARTMENT

17.1. No special application is necessary as this allowances is brought into effect by the S.S.B. Application
Liaison Officer on receipt of a casualty return advising that the member has been transferred
from Duty Branch to CID.

A duty branch member on attachment to CID must make an application for this allowance
in terms of paragraph 18.0. below. Should a member not receive this allowance within two
months of transfer to CID a radio message must be sent to the SSB Liaison Officer.

17.2. The allowance is riot payable to a member while he is absent from duty for continuous Non-payment of
period in excess of 42 days. allowance

17.3. The allowance will be paid to members at a rate as stipulated in all stations circulars from Rates of
time to time. allowance

18.0. PLAIN CLOTHES ALLOWANCES: UNIFORM BRANCH

18.1. The only members of the Duty Uniform or Staff Branch entitled to this allowance are Entitlement
those performing Crime Prevention Unit or PISI duties, or members On attachment to
C.I.D. Members of the Duty Uniform or Staff branches shall not be entitled to claim the
allowance, nor shall members of any branch, other than C.I.D. whilst they are attending
courses at any non police educational establishment.

18.2. Applications for this allowance must be submit-ted on Z.R. Police form 310 (Uniform Applications
branch, Plain clothes allowance claim) in duplicate to the S.S.B. Liaison Officer, Each
form MUST be endorsed with the nature of the duties performed and signed by the Officer/
Member-In- Charge. Separate forms are required for Assistant Inspectors and above, and
Sergeants and below. Each month claimed must have its separate forms.

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18.3. Plain clothes allowance will be paid to members at rates stipulated in all stations circulars Monthly rates.
I from time to time.

18.4. It is emphasized that claims may- only be submitted for the actual days on which the
duties were performed and this must NOT include days spent on time-off leave, sick etc.

19.0. SPECIAL DUTY ALLOWANCE: CRIMINAL INVESTIGATION DEPARTMENT

I9.1. No special application is necessary as this allowance is brought into effect by the S.S.B. Applications
Liaison Officer, on receipt of a Casualty Return advising that the member has been
transferred from Duty Branch to C.I.D. A duty branch member on attachment does not
draw this allowance Should a member not receive this allowance within two months of
transfer to radio message must be sent to the S.S.B. Liaison Officer.

19.2. Special duty allowance will be paid to members of the C.I.D. below the rank of Rates of
Superintendent at a rate stipulated from time in A.S.C allowance

20.0. SPECIAL DUTY ALLOWANCE: GENERAL

20.1. The allowance is also payable in terms of the Police (Pay Allowance and Quarters) Allowance to non
Regulations to such members with special skills or qualifications and in such amounts as C.I.D. Personnel.
the Commissioner General, on the authority of the Minister of Home Affairs may direct.

20.2. Detailed instructions on the payment of this allowance will be issued in circular form from Circulars
time to time by Police General Headquarters.

20.3. Applications for this allowance, where applicable will be submitted on Z.R. Police form Applications
309 in terms of paragraph 14.1. of this part, and will be forwarded through the usual
channels to the Staff Officer (Pay and records) P,O Box CY 34, Causeway.

21.0. ACTING ALLOWANCE

21.1. The authority for a member to act in a higher rank must be given in writing, by Officer Authority to act.
Commanding District/Province in the following manner:-

21.1.1. Complete Z.R. Police form 2 11 (Authority to Act in a Higher Rank) in duplicate.

21.1.2. Forward original to PGHQ for attention of Staff Officer (Promotions).

21.1.3. Officer Commanding Province/District to file duplicate copy pending a claim from the
member concerned.

21.1.4. Officer Commanding Province /District to advise the member concerned by radio signal.

21.2. The Officer Commanding Province may authorize acting allowance for a period not Period of Acting
exceeding 184 days. Where member is required to act for an indefinite period in excess of allowance.
184 days, authority will be required from Police General Headquarters in the following
manner: -

21.2.1. Complete Z.R. Police form 211 in duplicate.

21.2.2. Forward both copies to Police General Headquarters for attention of Staff Officer
(Promotions).

21.2.3. On completion of the final part of the form 211, the copy will be returned to Officer
Commanding District/ Province pending a claim form the member.

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 The Officer Commanding District/Province will advise the member concerned by radio
signal.

21.3. When acting for a period of three months or less, a member only submit one acting Submission of
allowance after the period is complete acting for a period of more than three months, a claims.
member may submit a claim for acting allowance after he has completed each period of
30 days or more. No payment will be made in respect of a claim which is for a period of
less than 30 days.

21.4. A claim for acting allowance is to be submitted in the following manner Applications.

21.4.1. Complete Z.R. Police form 210 (Acting Allowance Claim) with one flimsy copy.

21.4.2. The member’s Officer Commanding will check that the details are correct and certify that
the duties were carried out in terms of the authority previously given.

21.4.3. The original form, duly certified is to be forwarded to the Staff Officer (Promotion) who
will complete form 311 (Police Acting Allowance) in duplicate, and forward it, to the
S.S.B. Liaison Officer for inclusion in the member’s salary

21.4.4. The flimsy copy is to be filed with the authority of the file mentioned in paragraph 21.1.3.2
1.4.5. When the period of authority has been totally claimed the copy of the authority
together with the flimsy copies of the claims are to be filed on the members’ duplicate
record of service.

22.0. BICYCLE ALLOWANCE

22.1. Any Constable is entitled to this allowance with effect from the date he passes out from Entitlement:
depot, provided that he has purchased a bicycle. The rate payable will be stipulated from Constables
time to time. With effect from the fixed date any claims submitted for the period prior to
this date will be assessed by the S.S.B. Liaison Officer, at the rate applicable at the time.
“Fixed date in this paragraph means the date on which a new date is deemed to begin”.

22.2. On arrival at their stations, and if they will be using their bicycles for Police duties, Applications
members may apply, in writing to their Officer/ Member- In Charge. The Officer Member-
In -Charge will certify that the claim is correct, and forward it to the S.S.B. Liaison Officer,
at Police General Headquarters. The allowance will eventually be paid each month with
the member’s salary to the date he left depot, but not beyond the current financial year.

22.3. Bicycle allowance is payable during any period of leave.

22.4. Bicycle allowance is only payable to a member whilst he is in actual possession of a Cancellation of
bicycle which is in serviceable condition, and used in the performance of official duties. allowance

Any change from such circumstances must be notified immediately through the usual
channels in order that the allowance may be cancelled.

22.5. Members of the rank of Assistant Inspector and above may use their own bicycles for Allowance:
Police duties, and claim bicycle allowance on daily basis. Assistant
Inspectors and
above
22.6. The rate payable will be stipulated from time to time.

22.7. As it would be inefficient to pay a member for only one day, claims must be submitted
after a member has accumulated a minimum of 7days usage. Claims are to be submitted on
a form Z852T to Directors (Finance) and must certify that the bicycle is privately owned
by the member, and include the dates It was used and for what purposes.

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23.0. TRAVELLING AND SUBSISTENCE ALLOWANCE INCLUDING PATROL ALLOWANCE

23.1. Travelling and subsistence allowance and Patrol allowance in terms of the Police Payment of
(Travelling and subsistence allowances) Regulations, may be paid from the contingency allowances.
or imprest accounts as provided in paragraph 24.0. of this part.

23.2. The provisions of the Police (Travelling and subsistence allowances) Regulations, are Provisions
designed to ensure that members, are not out of pocket as a result of carrying out their applicable.
official duties and are not designed to provide an additional source of income for members.
The amounts quoted, therefore are maximum amounts and any claim for the maximum
amounts payable for any duty when the expenses actually incurred were obviously far
below this amount will not be accepted. Where there is any doubt as to the amount of
any allowance payable the claim must be submitted to the Director (Finance) for his
decision.

23.3. Claims for payment from imprest accounts of patrol allowances must be submitted on Submission of
Book 13. All other claims for allowances in terms of this paragraph, must be submitted on claims.
Z.R. Police form 144 (Travelling and Subsistence claim), single copy only except where
paid through a contingency account when the original form and two copies on plain flimsy
paper must be submitted and must show the number, rank, name, initials of the member
concerned.

23.4. Travelling and Subsistence Allowances may be paid in advance in certain Claims in Claims in
circumstances but usually only in respect of transfer and then not more advance than one advance
month in advance of the date of transfer. Claims for allowance to be paid in advance must
be submitted through the usual channels to the Senior Staff Officer (FINANCE) for his
authority and should be worded on the following lines:-

“To advance of travelling/ disturbance allowance in respect of the forthcoming transfer

from .......................................................... to (date of transfer)”. Every such advance
must be cleared by the submission on a further claim, on Form 144 clearly marked
“ADJUSTMENT OF CLAIM”, immediately after the transfer to other duty has been
completed

23.5. All claims for “Disturbance Allowance” in terms of the Police Travelling and Subsistence Disturbance
Regulations, must include a certificate signed by the claimant to the effect that his Allowance
household effects exceed 6cubic metres and where applicable, that he has one or more
dependants, and that he has one or more dependants, and that he was transferred not at his
own request.

23.6. No member may use a private vehicle while travelling on duty without the prior authority
of his Officer Commanding to whom he must produce a policy of insurance which complies
with the provisions of the Police (Travelling and Subsistence Allowance Regulations.)

23.7. A member who has been authorised in terms of paragraph 23.7 above to use a private
motor vehicle while travelling on duty, may be paid:-

23.7.1. Where his Officer Commanding certifies that, taking into account the urgency of the duty,
the saving of the members’ working time, and the fact that a private motor vehicle was
the most suitable means of transport, the mileage allowance as laid down in the Police
(Travelling and Subsistence Allowance) Regulations

23.7.2. Where the Officer Commanding is unable so to certify and the authority to use a private
motor vehicle was given for the member’s on benefit, the equivalent of the rail/road motor
service fares, together with the travelling and subsistence allowances based on the time the
journey would have taken by rail/road motor service.

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 Provided that if the amount payable in terms of this paragraph is greater than the total of
the amount payable in terms of paragraph 23.7. 1. above plus travelling and subsistence
allowances for the actual journey, the amounts specified in paragraph 23.7. 1. shall be
paid.

23.8. Provisions for authority to use a private motor vehicle is contained on the back of Travelling Provisions
and Subsistence Allowance claim form 144.Members with 3rd Party (Act only) insurance applicable
will be paid for a one day trip on transfer. No other claims will be met.

23.9. Where in terms of the Police (Travelling and Subsistence Allowances) Regulations, it is Hotel
necessary for a member to obtain hotel accommodation immediately prior to or following
a transfer, not at his own request, he may do so without further authority up to a maximum
of four days. The Officer Commanding province to which the member is being transferred
may authorize an extension of this period up to a maximum of fourteen days.

23.10 Detailed instructions on the application for and payment of allowances in terms of the Instruction on
Police (Travelling and Subsistence Allowances) Regulations will be issued by Police payment of
General Headquarters as and when required. allowances.

24.0. CONTINGENCY ACCOUNTS AND BANKING ACCOUNTS

2 4. 1. Contingency Accounts are opened on the authority of the Commissioner General with the Contingency
prior approval of the treasury and are normally maintained at Headquarter stations. Any Account
increase of the authorised advances held by Contingency accounts is subject to the prior
approval of the Commissioner General.

A banking account shall be opened to which the advance shall be credited and which shall
operate on a panel of signatories, the signatures of any two of whom shall be required
on any cheque drawn on the account. Under no circumstances will a banking account be
permitted to become overdrawn.

24.2 The contingency account shall be used to effect payment of Travelling and Subsistence Contingency
allowances, to members as promptly as possible, to provide banking facilities for account: use of
Government monies collected from various sources and for any other purpose involving
the receipt or distribution of Government money which the Director (FINANCE) may
deem fit.

24.3 A cash book, obtainable from Government Printing and Stationery item (Z 744 T), shall Cash Book.
be maintained at all stations where a contingency accounts operates. The Cash Book will
be entered in duplicate and shall be used for recording full details of all sums of money
received or disbursed.

24.4. An official receipt book item (Z 1015 T) will be maintained in terms of paragraph 28. Official receipt
1. of this part, and all receipts issued must clearly indicate details of the service for book.
which payment was made and must be cross-referenced with cheque, voucher and other
documents.

24.5. Books of bank deposit slips (items Z33) may be obtained from Government Printing Bank deposit
and Stationery. When making deposit into banking account, sufficient details of various slips.
monies banked should be entered on the counterfoil of the bank deposit slip to enable
checking with the cash book.

24.6. Books of cheque forms (items Z131 T) may be obtained from Government Printing and Cheque forms
Stationery. When a cheque is issued, sufficient details should be recorded on the counterfoil
to enable correct pasting on the Cash Book. Paid cheques returned by the bank shall be
filed in numerical order. Spoiled or cancelled cheques must be retained for inspection by
the Auditors. Should it be necessary to cancel a cheque, the cancellation must be made

242
 across the face thereof and the signatures of the signing members should be defaced.

24.7. Refunds of disbursements made from the Contingency account should be forwarded to Refunds of
the Director (FINANCE) P 0 Box CY 396, Causeway, on a claim voucher (Z 852 T)
supported by duly certified original vouchers against which payments were effected. The
contingency account should not normally be allowed to drop below 5005 of the authorized
amount before reclaims are submitted.

24.8. See Treasury instructions 1320 ET SEQ on unpresented, lost and outstanding cheques and Outstanding
on the drawing, crossing and delivery of cheques in general. cheques.

24.9. Members responsible for the contingency accounts shall, as soon after the end of each Responsibility:
month as possible, and in any case not later than the 10th of the month following, render Contingency
the following information to the Police General Headquarters for the attention of the accounts.
Director (FINANCE):-

24.9.1. Duplicate copy of cash book pages covering all the transactions during the month;

24.9.2. A bank certificate pasted to the final page of the aforementioned, showing the bank balance
as at the last day of the month;

24.9.3. A schedule of cheques which have been issued but not yet presented or debited to the
account;

24.9.4. A bank adjustment statement showing reconciliation of cash book balance with bank book
balance;

24.9.5. A Contingency account reconciliation statement showing reconciliation of cash book

balance with amount of authorized advances float;

24.9.6. A digest of balance showing balance of money held other than the balance of the
Contingency account advance on hand;

24.9.7. A digest of claims paid from the Contingency account for which refunds have not yet been
obtained, giving full details of such claims including the date thereof.

25.0. IMPREST ACCOUNTS

25.1. The object of Imprest accounts is to eliminate delays in the payment of claims submitted by Purpose of
members of the Force. All normal claims may be paid, with the following exceptions:- imprest account

25.1.1. Claims in respect of the transfer of a member;

25.1.2. Claims in respect of duties performed by members of the Special Constabulary;

25.1.3. Claims which are based on “PROVED” expenditure;

25.1.4. Claims in respect of Medical or dental treatment, when private mileage is being claimed;

25.1.5. Claims in respect of journeys outside Zimbabwe for any reason whatsoever;

25.1.6. Advances of Travelling and Subsistence allowances.

25.2. To ensure the compilation and acquittal of Imprest Account pages, the following Method of use.
instructions are issued for the guidance of Officers/Members-In- Charge: -

25.2.1. Ensure that carbon paper is correctly placed between the three copies of the imprest page

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 so that a correct entry is recorded on each copy.

25.2.2. Ensure that the correct names, rank and number are recorded.

25.2.3. Ensure that the correct dates and times are recorded.

25.2.4. Double check the amount of subsistence paid to avoid mistakes having to be rectified after
payment.

25.2.5. Ensure that entries are made only after the duties have been completed and that payments
are only made against the signature of the claimant. Advances of allowances are NOT
PERMITTED from imprest accounts.

25.2.6. Ensure that the paying Officer signs against each individual payment made and records the
correct date.

25.3. Claims for reimbursement may be submitted to the Provincial or District Clerk at any Reimbursement
time and repayment to Station imprest accounts will be effected by the Finance Clerk
immediately on receipt. There is to be no delay whatsoever in this respect.

A claim for reimbursement may be submitted whatever the state of the float on hand,
but claims should always be submitted before the float falls below 50% of the amount,
allocated to the station. At those stations where there is no bank and there are difficulties
in cashing cheques, particularly for large amounts, claims for reimbursement shall be
submitted more frequently than might otherwise be necessary, refund cheques thus being
kept to smaller amounts which can be more readily negotiated.

26.0. RECEIPT OF REMITTANCES

26.1. A remittance received register obtainable from Government Printing and Stationery (item Remittance
Z826T) shall be maintained at all stations, including Headquarters stations. received register

26.2. All cash and negotiable instruments and all registered mail received through the post shall
be recorded in the register, showing

26.2.1. the date of receipt;

26.2.2. whether received by ordinary or registered post;

26.2.3. from whom received;

26.2.4. nature of remittance (i.e. cash, cheque, etc) or other contents;

26.2.5. amount of remittance;

26.2.6. signature of members present at receipt of remittance or other contents;

26.2.7. signature of member to whom handed over.

26.3. The number and date of all registered slips received must be entered in the register before Registered slips
they are signed and handed to a member for collection of the registered article

26.4. Members receiving remittances delivered by hand must, if the delivery is recorded in a Remittances
“letter delivery book”, check that the remittances delivered are in accordance with the received by letter
description recorded in the book before signing. The remittances thus received shall then delivery book.
be entered in the “Remittances received register”.

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26.5. At least once a week the Officer/ Member- In- Charge or member responsible, as the case Responsibility
may be, will examine the register to ensure that all entries are complete and correct and Officer/Member-
that the remittances or other contents have been properly dealt with. In-Charge

26.6. All uncrossed cheques, money orders, postal orders and other negotiable instruments will Uncrossed
be crossed and stamped or inscribed with the words “Not negotiable for Government cheques money
account”. orders and Postal
orders.

26.7. Cash or negotiable instruments shall be kept in a place of safety at all times and properly Cash and
disposed of as soon as possible - see paragraph 7. 1. of this part, and Treasury instructions negotiable
0430-0435. instruments:
safekeeping.
27.0. DESPATCH OF REMITTANCES

27.l. A “remittance despatch register”, obtainable from Government Printing and Stationery” Remittance
(item Z 827 T) will be maintained at all stations, including Headquarters stations. At despatch register
stations where there is no great volume of registered mail or remittances received and
despatched, the back of the remittance received register with the column headings suitably
amended, may be used for recording despatches.

27.2. All remittances and registered mail despatched from the station will be recorded in the Registered mail
register prior to despatch showing. despatched from
station
27.2.1. the date of despatch;

27.2.2. whether despatched by registered post or ordinary mail,

27.2.3. to whom despatched;

27 2.4. nature of remittance (i.e. cash, cheques, etc) or other contents;

27.2.5. amount of remittance;

27.2.6. signature of members who witnessed the packaging and sealing of the remittance;

27.2.7. signature of member despatching-,

27.3. When remittances are sent by registered post, the registered receipt slip from the Post Despatch by
Office will be pasted in the register against the relevant entry. registered post:

27.4. Whenever possible payment of remittances should be paid by Government money order
(see paragraph 6. 1. of this part), or crossed cheque and the despatch of cash by hand
should be resorted to only when no other method is practicable.

27.5. Any money held at stations for payment to District Provincial or Disposal General Disposal of
Headquarters or to other Government departments shall be paid over as quickly and as money.
frequently as possible, and large sums of money shall not be held at stations for any length
of time where this can be avoided.

27.6. When money is to be forwarded to Police General Headquarters, it shall be paid into Money
District Provincial’s Contingency Accounts and a cheque drawn on this account for the despatched to
amount due shall be forwarded Police General Headquarters accompanied by a remittance PGHQ
despatch advice (Z.R. Police book 21), giving full details of the remittance and crediting
particulars where known.

27.7. At stations where banking accounts are maintained any money which may be paid into Stations

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 such accounts shall be banked daily wherever possible (See Treasury banking Instruction maintaining
0454). Accounts

28.0. MISCELLANEOUS RECEIPT BOOK

28.1. A miscellaneous receipt book, obtainable from Government printing and Stationery (item Miscellaneous
Z 1051 T) will be maintained at all stations, including Headquarters stations. receipt books.

28.2. At those stations where driving tests are carried out, a separate book will be used solely Driving test fees.
for cash received as driving test fees.

28.3. An official Government receipt utilizing the miscellaneous receipt book shall be issued Receipts and
immediately any remittance is received, except:- exceptions

28.3.1. Cash taken from a prisoner on his arrest which is entered in the Prisoner’s property and
detained book.

28.3.2. Where some other document e.g an admission of Guilt” form Z690), which is in itself a
form of receipt, is issued.

28.4. All official receipts will be completed in duplicate and members must ensure that all Duplicate copies.
particulars are correct and clearly legible on both original and duplicate copes. When the
original is issued, the duplicate copy shall remain in the book pending audit.

28.5. All receipts will show whether the remittance was received in the form of cash, cheque, Form of
postal order etc, and in the case of a cheque, the name of the drawer shall be shown if it remittances
differs from the name of the person to whom the receipt is issued.

28.6 No alterations or erasures shall be made on any official receipt. When an error is made the Mistakes/
receipt shall be cancelled by writing the word “Cancelled” within two parallel lines drawn cancellations
diagonally across the face of the form and duplicate copy thereof. All copies of cancelled
receipts shall remain in the book pending audit and shall on no account be thrown away or
destroyed.

28.7. Members must ensure that an official receipt is issued to them for all remittances handed Ensure a receipt
over or despatched by them. is issued

28.8. See also paragraph 3.7. of part G4 of standing Orders Volume 11 on the recording of General Record
receipt books in the general record book. Book.

29.0. CUSTODY OF FINANCIAL RECORDS

29.1. All account books, tradesmen’s requisition books, financial records, receipts and cheque Preservation of
forms shall be kept under lock and key, if possible in a safe or strong room and shall be documents
preserved from dirt, damp and destruction.

29.2. No holder of receipt forms shall supply forms to other stations except in case of extreme Transfer of
urgency. All such transfer and any returns to distributors shall be recorded on both the receipt forms
register of the supplying and receiving stations and shall be reported in writing by both
stations to the comptroller and Auditor General. The receiving station shall give the
supplying station acknowledgement of receipt which shall be retained for audit purposes.

29.3. Receipt books, etc, shall be recorded in the station receipt book register. At smaller station, Receipt book
this register is part of the General record book. See paragraph 3.7. of part G.4.of Standing register
Orders Volume 11.

29.4 The date of despatch and return of a receipt book sent from a station to post shall be Record of issues

246
 recorded in the station receipt book register. to posts.

30. 0. HOME STUDY COURSE: BONUS INCENTIVES

Treasury Authority G.E.16194 as amended.

30.1. Subject to provisions of this paragraph, the following bonuses may be payable to members
of or below the rank of Inspector who, on or after the 1st July, 1982 pass any of the
following examinations while serving in the force

30.1.1. Diploma in Training Management $300

30.1.2. Diploma in Personnel Management $300

30.1.3. Diploma in Adult Education $300

30.1.4. National Teachers Certificate /Diploma $300

30.1.5. Zimbabwe National Technicians Diploma (Grade A) $300

30.1.6. The Intermediate Examination of not more than one of the following professional bodies
:-$300

a) Chartered Institute of Secretaries and Administrators

b) Association of Certified and Corporate Accountants

c) Institute of Costs and Management Accountants.

d) Institute of Administration and Commerce of South Africa

30.2. No bonus shall be paid in terms of paragraph 30.1.above, unless, in the opinion of the Bonus
Commissioner General, the qualifications, obtained is of direct value in and related to the qualifications
work performed by member in the particular branch of the Force in which he is employed.
Members are, therefore, advised to ascertain by prior enquiry that the qualification they
seek will: meet the requirements of this paragraph before embarking upon a course of
study with a view to claiming a bonus.

30.3. A member who leaves the Force within one year of receiving a bonus in terms of paragraph Refund of
30. 1. above shall refund the whole of such bonus to the Government and should he leave bonus money to
after one year but within two years, he shall refund one-half of such bonus. In order to Government
ensure that such refund is recovered, the Director (FINANCE) will advise the Chief Staff
Officer (Human Resources) when the bonus is paid in terms of this part.

30.4. ‘LEFT BLANK’

31.0. COMPENSATION FOR LOSS OR DAMAGE

31.1. Compensation may be paid when the personal property of a member of the Force is lost Personal property
or damaged when being used during the performance of an official duty, provided that damaged on duty.
such loss or damage did not result from any negligence or carelessness on the part of the
member.

31.2. The state will not, however pay compensation to the full value in respect of personal Expensive items:
property where the value is in excess of an equivalent which would suit the purpose. policy
The majority of claims in are respect watches and bicycles and although are expected,
for instance, to use a watch on duty, it would not be reasonable for the State to pay

247
 compensation based, say on the value of an expensive gold watch when a watch for police
duties can be purchased for less than $65.

31.3 Compensatory payments will be limited, therefore to maximum amounts as follows:- Compensation:
maximum.
31.3.1. watches as reviewed from time to time.
31.3.2. bicycles as reviewed from time to time.

31.3.3. other items of personal property necessarily used on duty an assessed amount based on the
quality of an equivalent item which would serve the purpose.

31.4. Members are advised that if they wear or use during the course of duty, any items of Insurance cover.
personal property of value greater than the amount mentioned in paragraph 31.2. above,
they should take out insurance cover at their own expense to protect their interests.

31.5. It is stressed that compensatory payments are made on the depreciated value of any Assessment of
particular item and not on replacement value. compensatory
payments.
32.0. AUDIT INSPECTIONS

32.1. Audit inspections are held at the discretion of the Auditor General Audit inspections

32.2. Officers /Members-In-Charge shall give every assistance to Government Auditors in the Assistance to
pursuance of their duties. Government
Auditors.

32.3. It has been agreed with the department of the Comptroller and Auditor General that Inspection of
Government Auditors will not normally check physical holdings accounted for in terms physical
of the Supply. Account, the arms and ammunition return and the petrol, oil and lubricant
return. These will be checked by Provincial Quartermaster in terms of paragraph 17. 1 of
part Q. 1. of Standing Orders Volume 11.

33.0. FIXTURE OF RATES

33.1. For the purpose of the whole of this part any rates of payments deductions, computation
or calculation herein fixed may lawfully and subsequently be reviewed from time to time
and such latest fixtures made shall take precedence over the previous fixtures.

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PART C. 1

CRIME: PRISONERS, WITNESSES, COURT, IMMUNITIES AND PRIVILEGES

TABLE OF CONTENTS

1.0. Arrest

2.0. Fingerprints: Powers and Responsibility

3.0. Bail Granted by Police.

4.0. Searching of Prisoners.

5.0. Photographs of Criminals.

6.0. Recording of Prisoners and Prisoners’ Property.

7.0. Escorts of Prisoners.

8.0. Visiting Cells.

9.0. Drunk Prisoners, Prisoners Suffering from Infectious or Contagious Diseases, Insane
Prisoners and Violent Prisoners.

10.0. Interviews with Prisoners by Public.

11.0. Food, Water and Exercise for Prisoners.

12.0. ‘Female Prisoners.

13.0. Prisoners’ Blankets

14.0. Cleanliness of Cells and Surroundings.

15.0. Prisoners’ Underclothing.

16.0. Escape of Prisoners.

17.0. Witnesses.

18.0. Prosecuting duties.

19.0. Police Attendance at Court.

20.0. High Court.

21.0. Court Rolls.

22.0. Test Cases,

23.0. Issue and Service of Process.

24.0. Charges Against Members of the Defence Forces.

25.0. Co-operation with Magistrates and District Administrators.

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26.0. Disclosure of Police Dockets.

27.0. Supply of Plans and Photographs Contained in Police Dockets.

28.0. Disclosure of Names and Addresses of Witnesses.

29.0. The Supply of Written Reports by Police.

30.0. Interviews : Civil Cases.

31.0. Police Subpoenaed to Give Evidence in Civil Cases.

32.0. Regional Courts.

33.0. Diplomatic Immunity.

34.0. Privileges of Parliament: Powers of Police.

35.0. Criminal Prosecution of Members of other Government Departments.

36.0. Arrest of Foreign Nationals.

37.0. Service of Process from outside Zimbabwe.

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1.0 ARREST

1.1. See paragraph7.0 of the Police Duties and Investigations Manual as to arrest generally,
and paragraph 24.0 of this part as to arrest of Members of the Defence Forces.

1.2. If a person in employment is arrested, Police shall notify his employer of the arrest as Notification of
soon as possible, whenever this is both possible and practicable. This instruction applies employer
particularly when the employee holds a responsible position or is in charge of valuable
property.

2.0. FINGERPRINTS: POWERS AND RESPONSIBILITY

2.1. The Central Criminal Bureau (C.C.B.), situated at C.I.D. Headquarters, Harare maintains Central Criminal
records of convicted persons whose fingerprints have been recorded and certified with Bureau
detail of the conviction. The following references are used by the C.C.B.:-

2. 1. 1. C.B. No. (Criminal Bureau Number) (i.e. C.B. 123/84). Every set of fingerprints received Numbering of
at the C.C.B. is given a C.B. number, starting with number I at the beginning of each year; fingerprints at
the two final figures denote the year. A C.B. reference must be endorsed on indictments C.C.B.
and Warrants of Committal.

2.1.2. C.B.D. No. (Criminal Bureau Docket Number) (i.e. C.B.D. 84/ 123). When a person
sustains a second conviction a docket (C.B.D.) is opened in which is filed all subsequent
convictions that are supported by fingerprints. The first two figures of a C.B.D. reference
denote the year in which the Criminal Bureau Docket was opened.

A C.B.D reference indicates that the person has a criminal history and must on no account
be endorsed on an indictment or any other document likely to be seen by a Magistrate
before conviction.

2.1.3. The expression C.C.B. reference means any C.B. or C.B.D. number.

2.2. Fingerprints will be taken of all persons who have been arrested for an offence, unless Taking of
the Officer/ Member In Charge, for some good and sufficient reason, considers that it is fingerprints
neither necessary nor desirable in any particular case to take the fingerprints of any such
person.

2.3. Fingerprints must be taken of any person whose attendance at Court was secured by some
method other than arrest and who has been convicted:-

2.3.1. Of any Common Law Offence;

2.3.2. Of any offence under security legislation;

2.3.3. Of any other statutory offence where a fine of more than $50.00 or imprisonment without
the option of a fine was imposed;

2.3.4. Of any offence where a suspended sentence was imposed or the passing of sentence was
conditionally postponed;

2.3.5. Of any traffic offence where the accused’s driver’s licence was suspended or the accused
was prohibited from obtaining a driver’s licence;

2.3.6. Of any offence under the Parks and Wild Life Act, 14/75,

2.4. In all the above cases the local prosecutor must make an application to the trial Magistrate,
at the time of conviction for an order, to take the accused’s fingerprints in terms of Section

251
 306 of the Criminal Procedure and Evidence Act, Chapter 59, otherwise they cannot be
taken.

2.5. If it was impossible or inconvenient to take a person’s fingerprints at the time of arrest,
as for example where the person is drunk, they must be taken at the first opportunity
thereafter and before such person is released from custody or taken to court.

2.6. Where it is not legally possible to fingerprint an accused before trial and a criminal record
check is required, Z.R. Police Form 151, showing full particulars of the accused must
immediately be submitted in duplicate to the C.C.B. The Z.R. Police form 151 will be
returned to the Station reflecting the result of the search and on finalisation of the case,
either certified fingerprints or indictment must be forwarded to the C.C.B. accompanied
by the same Form 15 1.

2.7. Any member admitting an accused person to bail must first record finger prints

2.8. The primary responsibility for taking fingerprints lies with the arresting detail, but the
ultimate responsibility that this has been done is that of the Officer/Member-in- Charge,
Charge Office or station.

2.9. Fingerprints taken in terms of this Part must be sent to the Central Criminal Bureau. P.O.
Box CY 683, Causeway. Four copies of fingerprints are to be taken from all races, plus one
extra set for each country of residence, other than Zimbabwe.

The following points in the recording and despatching of fingerprints will be strictly
observed:-

2.9.1. Any known C.C.B. reference must be endorsed on the fingerprint form in pencil;

2.9.2 . The sex and race of the person finger printed must be clearly indicated;

2.9.3. The fingerprint form must clearly bear the signature (not merely the printed name) of the
member taking the fingerprints;

2.9.4. The fact of an amputation or injury to a finger or thumb must be noted in the relevant space
together with the date of amputation or injury;

2.9.5. Officers/ Members- In- Charge must ensure that details taking fingerprints impress the
subject’s thumbs simultaneously in the space provided at the foot of the form;

2.9.6. care must be taken that the name of the accused appearing on the fingerprint form agrees
with the name recorded on the indictment and other documents;

2.9.7. The modus operandi of crimes of dishonesty, sexual offences and other serious crimes
must be endorsed on all copies of the fingerprint form before forwarding to C.C.B.:

2.9.8. When fingerprints have been taken they must be sent to C.C.B. and the date of despatch
must be written in the Crime Register and on the relevant docket record;

2.9.9. When finger-print forms are returned from C.C.B., the date of return and the C.B. or
C.B.D. reference will be entered in the Crime Register and on the relevant docket record.
In addition the C.B. number only will be recorded at the head of the indictment when this
is prepared by police (See paragraph 2. 10);

2.9.10. Where, for any good reason, fingerprints are not sent to C.C.B. before trial but are forwarded Submission of
in support of conviction, they must be accompanied by Z.R. Police Form 208, which fingerprints after
will be endorsed by C.C.B. with C.B. or C.B.D. reference and returned to the station for conviction

252
 endorsements on records. In addition, the Superintendent of the Prison where the accused
is confined will be advised of the C.B. reference by the Station concerned;

2.9.11. On completion of trial, fingerprint forms will be certified with the results and returned to Certification:
C.C.B. without awaiting the outcome of any appeal or review. Any subsequent alteration fingerprints
must be notified to C.C.B. by radio, giving details of variation from the original judgement
or sentence. Where juvenile appears before a Juvenile court, any findings of that court
must be reflected and certified on the fingerprint form of the juvenile concerned. The
certification ‘Referred to Juvenile Court’ is not sufficient. The result must be typed or
written neatly and legibly, certified and counter signed.

2.10. When a person has been convicted of any of the offences mentioned in paragraph 2.3 and Recording of
it has not been possible to obtain fingerprints, a certified copy of the indictment, showing non fingerprinted
plea, finding and sentence, must be forwarded to C.C.B. and the Crime Register endorsed accused
with the date this has been done.

2.11. To facilitate compilation of Supplement ‘B’ (forthcoming gaol releases) by C.C.B.:

2.11.1. The C.B. reference must be endorsed on the indictment; this is the responsibility of the
Investigation Officer-.

2.11.2. The C.B reference number must be endorsed on the warrant of committal by the Clerk of
Court; and

2.11.3. In larger centres the Clerk of the Court will obtain a C.B. reference number from the copy
of the indictment handed to the trial Magistrate

2.11.4. UNDER NO CIRCUMSTANCES WILL. A C.B.D. REFERENCE BE ENDORSED ON

AN INDICTMENT OR SUMMONS. (See paragraph 2.1.2.)

2.11.5. if police have not prepared the indictment. the Investigating Officer will, immediately
before trial, endorse the indictment or summons with the C.B. reference or ask the
Prosecutor to do so.

3.0. BAIL GRANTED BY POLICE

3.1. Any member of or above the rank of Assistant Inspector and any member of whatever rank Granting of bail
who is in Charge of a Police Station, may admit a prisoner to bail in terms of section 120(2) by police
of the Criminal Procedure and Evidence Act, (Chapter 59), except when the prisoner is
charged with one of the offences listed in the Third Schedule to the Act. See also Police
Duties and Investigation Manual paragraph 8.0.

3.2. When a prisoner is admitted to bail by Police, the following procedure shall be adopted:- Procedure

3.2.1. Z.R. Police form 91 will be made out in duplicate, showing clearly the amount of bail
money deposited, the name and address of the prisoner, the court at which he is to appear,
the date and time of appearance, and the charge which he is to answer, and both copies will
be signed by the prisoner and by the member admitting him to bail.

3.2.2. A receipt from the ‘Miscellaneous receipt Book’ will be made out and the original Form
91 and the original receipt will be handed to the prisoner as acknowledgement of his
admission to bail.

3.2.3. At the earliest opportunity, the bail money and the duplicate Form 91 will be handed
over to the Clerk of Court who will issue a miscellaneous receipt for the money, which
will be pasted against the duplicate copy for the bail receipt which remains in the station
‘Miscellaneous Receipt Book’.

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4.0. SEARCHING OF PRISONERS

4.1. See Section 45(2) of the Criminal Procedure and Evidence Act (Chapter 59). Reference

4.2. Any person who has been arrested on any charge will immediately be searched by the Searching
arresting detail. The arresting detail will take into his possession all money, all things Prisoners.
which may be connected with an offence, and all things with which the prisoner could
cause harm to himself or to others, or which could be used to effect his escape, which are
found in the possession of the prisoner.

4.3. On arrival at the charge office or station with the prisoner, the arresting detail will hand the Responsibility
prisoner and anything found in his possession to the Charge Office Assistant Inspector or of the Officer/
to the Officer/Member-in-Charge, station. or his deputy, who will there and then carry out Member In
a further search of the prisoner. Charge

4.4. The searching of a prisoner must be thorough and attention should be paid trouser turn- Intensive
ups, the inside of socks and shoes, hatbands, etc. or where the prisoner is suspected of Searching
being of small articles such as precious stones or prisoner’s clothing should be removed
and examined. This must be done in private and strict decency observed. Such searches,
wherever possible, should be carried out by a Government Medical Officer.

4.5. The provisions of subsection (2) of section (45) of the Criminal Procedure and Evidence Searching of
Act (Chapter 59), regarding the searching of Women must be strictly observed (i.e women Women.
prisoners shall only be searched by a doctor or another the other woman private)

4.6. Wives of members of the force engaged for the purpose of searching female prisoners may
be paid a fee of $1.00 per maximum of $5.00 per day for each woman so recruited or any
other fee which may be fixed from time to time.

4.7. All property taken from the prisoner must be labelled, entered in the appropriate record Care of Prisoner’s
and kept in a secure place. Property.

5.0. PHOTOGRAPHS OF CRIMINALS

5.1. C.I.D. Headquarters, Criminal Records Office, maintains a photographic index of all Photographic
criminals who feature in Criminal History Sheets, (see paragraph 30 of Part 3), and it index
is essential that C.I.D. Studio photographic references are quoted when available, with
fingerprints submitted to C.C.B. for search or at the latest, when fingerprints are returned
to C.C.B. after trial.

5.2. All persons who have been arrested and are accused of the following crimes must be Persons to be
photographed- photographed

5.2.1. First schedule to the Criminal Procedure and Evidence Act, Chapter 59 - All offences with
the following proviso’s

i) All Rapes;

ii) All Store breaking and house breaking (Residential)

iii) Subject to the provisions of subparagraph (iv) of this paragraph, and of paragraph
5.2.4. Theft only in excess of an amount to be determined from time to time.

iv) Accused in ‘envelope switch’ cases and allied crimes will be photographed in all
cases

v) Accused in cases of culpable homicide or in assaults in which a dangerous wound

254
 is given will not be photographed.

5.2.2. All political offences;

5.2.3. All escapees and returned deportees.

5.2.4. Persons responsible for a spate of offences which individually may only be of a petty
nature.

5.3. It is the responsibility of the Officer/ Member- in-Charge of a Station having an accused Responsibilities
person who falls under a category specified in paragraph 5.2. to ensure that the photographs of Officers/
are obtained and in order to assist the following procedure will apply. Members In
Charge
5.3. 1. AT STATIONS WITHIN THE URBAN AREAS OF HARARE, BULAWAYO, GWERU,
MUTARE AND MASVINGO

i) Local C.I.D. Studios will photograph all such criminals

ii) C.I.D. Studio staff will only photograph an accused when he is accompanied by a
set of fingerprints ready for to C.C.B.

iii) The C.I.D. Studio staff will endorse their negative number on the reverse of the
fingerprint forms, make out a Photographic Portrait Slip (Form 31), attach it to the
fingerprints and despatch them both to C.C.B.

iv) The C.C.B. will endorse the C.B. number on the photographic Portrait Slip and
return it to the relevant studio.

v) The Studio will complete their register with the fingerprint number.

5.3.2. AT MARONDERA CHINHOYI BINDURA HWANGE, GWANDA, KWEKWE,

KADOMA AND RUSAPE:

The C.I.D. Stations concerned will take the necessary photographs but, as they do not Procedure outside
process films, will follow the procedure in 5.,1.3. below. urban areas

5.3.3. AT DISTRICT STATIONS OTHER THAN IN ABOVE):

i) The station of origin will fingerprint the accused as usual and forward these
fingerprints to C.C.B. as soon as possible.

ii) The station will photograph accused using a small slate held by him across his
chest showing the following information:-

Station and Crime Register Number; Name of the Accused;

iii) The station will maintain sufficient records to ensure accurate compilation of Z.R.
Police Form 2 1, when the roll of film has been used up and is now required to be
processed;

iv) The Form 21 will be completed in triplicate. C.B. /C.B.D. numbers must be
endorsed thereon before despatch. All copies with films may then be sent to the
C.I.D. Studio of the Province concerned;

v) The Studio will process the film, give a batch number to all Scenes photographs
and individual portrait number to each separate portrait;

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 vi) The Studio will endorse the Forms 21 with the relevant references, return one
copy to the station of origin with contact size prints of Scenes, but not portraits,
unless specifically asked for. One copy will be sent to C.C.B. and one copy with
all negatives will be filed at the Studio;

vii) C.C.B. will endorse their fingerprint records with portrait references.

6.0. RECORDING OF PRISONERS AND PRISONERS’ PROPERTY

6.1. Full particulars of prisoners and their property will be entered in the Prisoners Detained Recording of
Record (Z.R. Police Book 49), in the presence of a witness who will sign the book in the property and
place provided. particulars.

6.2. Prisoners’ property will be described in detail and general terms such as “clothing” or Description of
“personal effects” will not be used. The amount of money held will be clearly shown in property
writing as well as in figures and where there is no money held the words “cash-nil” should
be entered.

6.3. All property found in possession of the prisoner which is likely to be required as an exhibit Use of Exhibit
in any criminal proceedings must be entered in the Exhibit Book book.

6.4. Prisoners’ Detained Record will be checked daily by the Officer/Member in Charge, Checks on
station or Charge Office Assistant Inspector. Particular attention will be paid to ensure that the Prisoners
prisoners are not detained for longer than 48 hours unless a Warrant for Further Detention Detained
has been obtained.
6.5. Where a Warrant for Further Detention has been obtained this fact must be noted in the
first three columns of the Book 49.

6.6. Should a prisoner escape an entry to this effect will be made in the Prisoners’ Detained Prisoner’s escape
Record and his property will be transferred to the Found Property Book.

6.7. When a prisoner is released from custody his property shall be handed back to him against Prisoner’s release.
his signature in the appropriate column in the Prisoners’ Detained Record and this shall be
countersigned by the member handing over the property and two witnesses.

6.8. When a prisoner is transferred, the cash and property held for him and recorded in the Prisoner’s
Prisoners’ detained Record will be disposed of as indicated in paragraph 6.7, provided the Transfer.
escort will remain in possession of any item which could be used by the prisoner to effect
his escape or to do harm to himself or to others. A note of such item or property held by
the escort will be made on the escort’s route instructions, and must be handed on arrival
at the prisoner’s destination.

6.9. On arrival at destination, the prisoner will be re- detained and searched in the normal Transferred
manner and the necessary details entered in the Prisoners’ Detained Record Prisoner

6.10. Should a prisoner under Police escort wish to purchase refreshments (non-alcoholic) then Refreshments for
he may do so using the money in his possession. prisoners under
Police escort.

6.11. Under normal circumstances remand and convicted prisoners will be escorted by the Remand and
department of Prisons and all other prisoners by Police. convicted
prisoners

6.12. Although Police are only responsible for the safe custody of property in the possession Prisoner’s
of the prisoner at the time of arrest, reasonable facilities shall be given to prisoners to Communications
communicate with their friends or relatives regarding the disposal of property which may
have been left elsewhere.

6.13. Prison officials are only bound to receive and store such articles of prisoners’ property Deposit of

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 as can be carried on the prisoners’ persons. In cases where persons arrested own bulky prisoner’s bulky
property, such as bicycles etc., Police should afford them every opportunity of depositing property.
the property with relatives or friends, as otherwise Police may find themselves with the
problem of storage if the person is admitted to prison.

7.0. ESCORTS TO PRISONERS

7.1. The size of any escort shall depend upon the number of prisoners to be escorted, the Size of Escort
seriousness of the offences with which they are charged or of which they have been
convicted, and the character of the prisoners.

7.2. The member detailing the escort shall ensure that sufficient members are detailed to
provide a proper escort, bearing in mind the provisions of paragraph 7.1. above.

7.3. If the escorts consist of two or more members, the senior member shall be in charge of the I/C Escort party.
escort.

7.4. The escort or, where the escort consists of two or more members, the member in charge of Duties of member
the escort shall: in charge escort.

7.4.1. Be responsible for the safe custody of the prisoners and property committed to his
charge;

7.4.2. Consider the comfort and convenience of his prisoners but shall, nevertheless, take all
reasonable precautions against their escape:

7.4.3 Have all prisoners searched in his presence before taking charge of them,

7.4.4 Make sure that he receives proper written authority for the custody of his prisoners, and
that the authority is properly signed and refers to the prisoners handed over to him.

7.5. An escort shall not be separated from nor lose sight of its prisoners or property, either by Contact with
day or by night. Prisoners.

7.6. Members on escort duty shall not take intoxicating liquor or any substance having such Alcohol or
effect except when medically prescribed nor shall they allow their prisoners to drink intoxicating
intoxicating liquor, or such other substance as mentioned above under this paragraph. substances.

7.7. Armed escorts shall pay particular attention to the care and safety of their arms and shall Care of Arms
at all times keep their prisoners on the side furthest from their arms.

7.8. Female prisoners and juvenile prisoners will not be handcuffed unless there are exceptional Handcuffing
circumstances. All prisoners shall be handcuffed unless there is a good reason not to do so. prisoners.
When two or more prisoners are handcuffed, they should be handcuffed together, but if
convenience demands that they be handcuffed in separate groups then this may be done.

7.9. Members shall not ride bicycles when escorting prisoners. Riding bicycles

7.10. See paragraph 31.4. of Part Q 4-Standing Orders Volume 11 for class of travel of escorts
travelling by rail.

7.11. The member detailing an escort shall ensure that sufficient rations are issued for the Rations for
prisoners for the whole journey or that arrangements are made for the issue of rations en prisoners.
route.

Where the journey extends over one or more meal times and it is impossible to feed the
prisoner from rations enroute, meals may be purchased for the prisoner at a cost per meal

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 not more than that which shall be determined from time to time and the cost of the meals
paid from the station Imprest Account in terms of paragraph 25.0 of Part F.1.

7.12. The member detailing the escort shall provide the escort with clear and concise written Route instructions
instructions on Z.R. Police Form 80, “Route Instructions”

7.13. LEFT BLANK

8.0. VISITING CELLS:

8.1. Where no member is specifically placed on guard duty, all prisoners in cells shall be Cell visits
visited at least every half hour. Where several prisoners are confined in a cell, the member
visiting the cells must be accompanied by one or other members unless the inspection can
be done through a peep hole. Times of visits shall be recorded in the Charge Office Diary,
or in a Report Book maintained for the purpose.

8.2 Officers/Member -in-Charge of District Stations arrange for occasional visits to cells and Cell visits
shall ensure that at least one visit is made between 2000 hours and midnight and between districts
midnight and between midnight and 0400 hours. Times of such visits shall be recorded in
the Charge Office Diary, or in the Report Book maintained for this purpose.

9.0. DRUNK PRISONERS, PRISONERS SUFFERING FROM INFECTIOUS OR

CONTAGIOUS DISEASES, INSANE PRISONERS AND VIOLENT PRISONERS

9. 1 A prisoner who is drunk shall be detained in a cell separate from other prisoners. Such Detention of
Prisoner must be checked every twenty minutes to ensure he does not harm himself and drunk prisoners
that he does not choke or drown in his own vomit Medical treatment is to be obtained if
necessary.

9.2. A prisoner suffering from an infectious or contagious disease shall be detained in a separate Detention of
cell from other prisoners, and such prisoner shall be medically treated as soon as possible infectious or
contagious
after detention. prisoners

9.3. A prisoner who is insane shall be detained in a cell separate from other prisoners and Insane prisoners.
must be checked every twenty minutes. Medical treatment must be obtained as soon as
possible.

9.4. If it is found necessary to place a violent prisoner under restraint by the use of leg irons Violent prisoners.
or handcuffs, particulars of all the circumstances shall be recorded in the Charge Office
Diary, or in a Report Book maintained for this purpose.

9.5. Police have no right to punish violent prisoners who shall only be restrained so long as Period of restraint
is necessary for their own safety and for the safety of others.

9.6. A record of all checks carried out on prisoners mentioned in paragraphs 9.1.to 9.5 above Recording of
shall be recorded in the Charge Office Diary, or in a Report Book maintained for this checks
purpose.

10.0. INTERVIEWS WITH PRISONERS BY PUBLIC

10.1. Prisoners may communicate with their friends or relatives, if this can be done without Prisoners
prejudice to any pending prosecution, but only within the presence and hearing of a communication
member of the Force, and with the with the authority of the Officer/Member-In-Charge. with the Public

10.2. When a prisoner has been arrested by a member of the Criminal Investigation Department, C.I.D Prisoners.
permission of the Officer/Member-In-Charge of Station must be obtained before the

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 prisoner is allowed to communicate with friends or relatives unless there are exceptional
circumstances or it is a matter of urgency.

10.3. A legal adviser employed by the prisoner may interview the prisoner at any time; subject Interviews with
to a member of the Force being within sight but out of hearing of the interview. Legal advisor

10.4. Consular officials shall be granted all reasonable facilities to interview their nationals, Consular officials
and except in cases of espionage, sabotage or other subversive activities, the interview
shall take place within sight of hearing of a member of the Force. In cases of espionage,
sabotage or other subversive activities, interviews will always take place within hearing
of a member of the Force.

11.0. FOOD, WATER AND EXERCISE FOR PRISONERS

11.1. Prisoners shall be supplied with good drinking water sufficient wholesome food and Water, food and
adequate bedding prisoners. bedding prisoners

11.2. Prisoners shall be exercised, weather permitting, for two, thirty minute periods each day. Prisoners’
exercises.

11.3. Additional refreshments (excluding alcoholic drinks) for prisoners may, it their own Additional
request, be purchased out of the money taken from them unless that money forms part of refreshments
the subject of a charge against them. An entry shall be made in the Prisoners’ Detained
(Prisoner’s Property) Book, showing the cost of ill purchases made at the request and on
behalf of a prisoner.

11.4. Gifts of food may also be received by prisoners at the discretion of the Officer/ Member Gifts of food
In-Charge. Care must be taken to ensure that no message or implement is concealed within
the gift which must always be delivered to the prisoner by a member of the Force.

11.5. Prisoners shall be given rations in accordance with the scales set down in Volume 11 of Rations
Standing Orders Part Q.3 Appendix 4.

12.0. FEMALE PRISONERS

12.1. Female prisoners be kept in cells apart from male prisoners. Detention

12.2. Cells containing female prisoners shall not, be entered by male members of the Force Visiting female
except in exceptional circumstances and then only when accompanied by at least one cells by male
other member. members.

12.3. Where police cell accommodation is insufficient to allow for proper segregation of sexes, Insufficient
female prisoners should be admitted to the local prison as hereunder:- accommodation

12.3.1. By Warrant of Committal for further examination signed by a Remand Magistrate.

12.3.2. In the absence of a Magistrate by an order in terms of section 59 (1)(d) of the Prisons
Act (Chapter 21) as amended, signed by an Officer of the rank of Superintendent or above
which shall be valid until such time a Magistrate becomes available

12.4. Should it become apparent or suspected that a female prisoner is pregnant, the fact should Pregnant
be reported immediately to Officer/Member-In- Charge, who is required to inform the prisoners
Magistrate and local Prosecutor before sentence is passed.

12.5. No female prisoner who is breast feeding a baby shall be detained without the authority Breast feeding
of the Commanding Province, who will examine each case and decide on the necessity prisoners
of detaining such female prisoner. Should an Officer Commanding Province, order that

259
 a female with a young baby be detained in police cells then police shall provide adequate
facilities for the washing and drying of clothes and napkins.

13.0. PRISONERS BLANKETS

13.1. Every prisoner will be issued with three clean blankets which he will return to the police Issue of blankets
member who releases him

13.2. Blankets received from a released prisoner, which have been used more than once, or Washing of
where the prisoner has been known to have infectious or contagious disease, will be blankets
washed, dried and neatly folded and put away.

13.3 Blankets issued to a prisoner who remains in police custody for a lengthy period, shall be Long term
washed and dried after every seven days. detained prisoners

14.0. CLEANLINESS OF CELLS AND SURROUNDINGS

14.1. A General Hand will scrub out each police cell daily with detergent and disinfectant. Cell Care of cells
cleaning should take place during the daily prisoner exercise period wherever possible.

14.2. Officer/ Member-In-Charge, Stations shall arrange for cells to be inspected daily after Inspection of
scrubbing out by a General Hand. cells.

14.3. Exercise yards and cells surroundings will be swept out daily by a General Hand, and will Inspection of
be inspected simultaneously with the cells inspection. cells.

15.0. PRISONERS’ UNDERCLOTHING

15.1. All male and female prisoners shall be permitted to retain their under pants, at the time of Underclothing
their detention in police cells.

16.0. ESCAPE OF PRISONERS

16.1. When a prisoner escapes from custody, a docket will be opened on a charge under the Escape of
relevant Act, of escaping from lawful custody. prisoner

16.2. A full inquiry will be made into the circumstances of the escape and all relevant papers Inquiry into
will be forwarded to the Officer Commanding District, who will direct what disciplinary the escape of
action, if any is to be taken. prisoner.

16.3. Should Police have custody of a remand or convicted prisoner who escapes, the fact must Escape of a
be reported to the Officer- In- Charge of the nearest Prison. convicted remand
prisoner.
17.0. WITNESSES

17.1. Where witnesses are required to attend at a police station some distance from their home, Accommodation
they may be accommodated overnight in the police camp, and shall be issued with rations
as laid down in instructions which shall be issued from time to time by the Senior Staff
Officer (Quarter-master)

17.2. No witness shall be detained at a police station against his will. Detention of
witnesses.
17.3. No witness shall be required or permitted to remain at a police station or police camp for Witnesses:
longer than is absolutely necessary. duration permitted

17.4. The employer of any witness who is required to attend or remain at any police station shall Notification of
employer.
be advised accordingly of employer.

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18.0. PROSECUTION DUTIES

18.1. Members of the Force are required undertake prosecuting duties at stations where no Powers to
civilian Public Prosecutor is appointed, but must have powers to prosecute, delegated prosecute.
to them by the Attorney General in terms of Section 10 of the Criminal Procedure and
Evidence Act, Chapter 59. Officer/Member -In-Charge must ensure that they are in
possession of the necessary authority before undertaking prosecuting duties.

18.2. Authority may be obtained by application through the normal channels to Police General Authority
Headquarters.

18.3. Prosecutors are responsible for ensuring that:- Responsibilities

of prosecutors
18.3.1. All facts of a case are fully adduced before the court and that no material evidence which
might assist the accused in his defence is omitted, particularly when the accused is not
defended;

18.3.2. All dockets committed to his charge are treated as confidential and that the contents are
not divulged to unauthorised persons;

18.3.3. All dockets committed to his charge are available at the hearing of the case;

18.3.4. The results of trial and the sentence, if any, are noted on the docket cover before the
docket is filed or returned to the station of origin;

18.3.5. all remarks from the bench on the

19.0. POLICE ATTENDANCE AT COURT

19.1. Members of the Force shall observe strict decorum at court and no member shall be Conduct
allowed to smoke within the precincts of the court.

19.2. Expect when on Court Orderly duties, all members shall remove their head-dress when Head dress
entering the court.

19.3. Members giving evidence shall arrange with the Prosecutor an opportunity to peruse the Docket perusal
Docket of the case in which they are giving evidence in order to refresh their memories
of all events relevant to the case. This applies particularly to cases before the High Court
when the case may have occurred some considerable time previously.

19.4. See Police duties and Investigation Manual paragraph 15.0 regarding giving evidence in Giving evidence.
court.

20.0. HIGH COURT

20.1. In Harare and Bulawayo the following officers will attend the opening of the first Criminal Opening of High
Session of the High Court of the first term in each year High Court at the place where they Court
are stationed

20.1.1. BULAWAYO

The Officer Commanding Matabeleland North Province.

The Assistant Commissioner, Matebeleland North Province.
The Provincial Criminal Investigation Officer, Matebeleland.

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20.1.2. HARARE

The Officer Commanding Harare Province.

The Assistant Commissioner (Administration), Harare Province.
The Assistant Commissioner (Crime), Harare Province. The Provincial Criminal
Investigation Officer. Harare Province

20.2. At other centres the following officers will attend the opening criminal session of every
term;

20.2.I. MASVINGO

The Officer Comanding, Masvingo Province.

The Assistant Commissioner, Masvingo Province.
The Provincial Criminal Investigation Officer, Masvingo Province

20.2.2. GWERU

The Officer Commanding, Midlands Province.

The Assistant Commissioner, Midlands Province.
The Provincial Criminal lnvestigation Officer, Midlands Province.

20.2.3. MUTARE

Officer Commanding, Manicalan.d Province.

The Assistant Commissioner, Manicaland Province.
The Provincial Criminal Investigation Officer, Manicaland Province.

20.3. All Officers must be in uniform and must remain at the court until it has been initiated to Dressing
them by the presiding judge that they are at liberty to withdraw.

20.4. At Masvingo, Gweru and Mutare, at the commencement of the criminal session of each Guard of honour
term, a guard of honour consisting of not less than twelve members of the Force will be
paraded at the court building. The judge will be invited to inspect the parade by the in
attendance.

20.5. At Masvingo, Gweru and Mutare, the senior officer attending in terms of paragraph 20.2
of this section, possibly together with the senior local Magistrate, will escort the judge
from his hotel to the court at the commencement of the session. Thereafter, the judge will
be escorted to and from his hotel by an Officer or Inspector of the force, unless another
official is in attendance or unless the judge indicates that he does not require such escort.

20.6. On each day that the High Court is sitting in criminal session the court will be attended Force presence
by an officer or Inspector of the force. Whether the member attending should be of which
rank is left to the discretion of the Officer Commanding Province, who will be guided by
the nature and seriousness of the case or cases being heard on any particular day:

20.7. The member attending court in terms of paragraph 20.6 of this part will record in writing Recordings
any remarks made by the judge on the conduct of, or of interest to the Police, and will remarks
obtain, if possible, a certified extract of such remarks from the official shorthand writer of
the court.

As soon as possible thereafter, the written note and/or certified extract will be submitted
to the Officer Commanding Province, who will forward them for the information of the
Commissioner General.

20.8. Members of the Force proceeding to the High Court for the purpose of giving evidence are

262
 to contact the Inspector in charge of High Court who has custody of dockets, in order to Members
reacquaint themselves with the details of the evidence which they are required to give. The attending High
Inspector- in-Charge of High Court or other member responsible for this duty will ensure Court
by personal enquiry that all police witnesses have had sight of the relevant dockets for the
purpose stated.

21.0. COURT ROLLS

21.1. Z.R. Police Form 88 will be used for court rolls, except at large centres where the large Use of form 88.
number of copies required necessitates the use of plain paper with the heading typed
thereon.

21.2. When a member of the Force is included on the court roll as a witness, his official Members of the
designation shall be stated as well as his full name. force.

21.3. One copy of each court. roll will be maintained on the station Force Functional File Force file C/7/7
C/7/7.

21.4. One copy of the court roll showing results of trials will be forwarded to the Officer Results
Commanding District, for his information. notification

22.0. TEST CASES

22.1. Test cases are cases which raise a novel point of law and will be referred to the Attorney
General for direction, through the normal Police channels, before prosecution is
commenced.

23.0. ISSUE AND SERVICE OF PROCESS

23.1. At stations where a magistrate is not always readily available, the Officer/ Member-In- Authority to issue
Charge should ensure where no such authority has been given, representation is made process
through the usual channels to Police General Headquarters to obtain this authority.

23.2 Police will serve all process in respect of criminal cases heard in magistrates courts. Serving of
process

23.3. Police will serve all process in respect of criminal cases heard in the High Court where the Serving of High
person on whom the process is to be served resides outside the urban or commonage areas Court process
of Harare, Bulawayo, Gweru, Kadoma, Masvingo, Mutare, Chivhu and Kwekwe. Within
these areas such process will be served by the Deputy Sheriff.

23.4. Civil process will be served by members of the Force except in the following instances Serving of Civil
process
23.4.1. In cases of special urgency and then only with the approval of , the Officer Commanding
District. A report of the circumstances of such service will be forwarded to Police General
Headquarters

23.4.2. Under the Maintenance Orders (Facilities for Enforcement) Act (Chapter 36) and
the children’s Protection adoption Act (Chapter 33).

23.4.3. In proceedings in forma pauperis (where the plaintiff cannot afford to pay costs
and the High Court has given permission to sue without costs) when the court so directs.

24.0. CHARGES AGAINST MEMBERS OF THE DEFENCE FORCES.

24.1. Whenever a member of the Defence Forces is arrested for any offence the superior officer Notification
of such member will be notified immediately.

263
24.2. Whenever a member of the Defence Forces or commissioned officer of the Zimbabwe Summoning
National Army is summoned to attend court to answer any charge, a copy of the summons defence force
will be forwarded via the usual channels to Police General Headquarters and then to the members
appropriate service authority.

24.3. Whenever a member of the Defence Forces or commissioned officer of the Zimbabwe Conviction of
National Army has been Convicted in court of any offence a certified copy of the indictment the defence force
will be forwarded via the usual Police channels to Police General Headquarters and then members
to the appropriate service authority. The copy of the indictment will show whether or not
an appeal has been lodged.

24.4. Where a member of the Defence Forces is found to be driving in Government vehicle on Speeding in
duty in excess of the appropriate speed limit, no prosecution will be brought against the vehicles
driver but a full report of the matter will be forwarded to Police General Headquarters for
passing to the Chief of General Staff or the Chief of Air staff, as the case may be.

25.0. CO-OPERATION WITH MAGISTRATES AND DISTRICT ADMINISTRATORS

25.1. It is of the utmost importance that absolute confidence shall exist between magistrates and Relationship
members of the Force. Officer/Member-In-Charge and all Officers shall communicate between force
personally and frequently with magistrates and keep them informed of every occurrence members and
which can affect the public peace. magistrates

25.2. A close liaison will be maintained between Police and District Administrators and in Liaison
particular, those Administrators who are responsible for communal areas must be kept with district
informed of all unusual occurrences involving or affecting people in their areas. administration

26.0. DISCLOSURE OF POLICE DOCKETS

26.1. Subject to the provisions of this paragraph, paragraphs 24.0, 25.0 and 26.0 of this part and Disclosure of
paragraphs 20.7 and 20 8 of Part C5, police criminal dockets sudden death dockets and docket contents
the contents thereof, shall not be disclosed to any private person, corporation, statutory
body, or any other Government department.

26.2. The provisions of subsection (1) shall not prevent the submission of dockets to the Attorney Disclosure
General, a Public Prosecutor or a Magistrate in accordance with law. of dockets to
lawmen.
26.3. If any application is made for sight of any Police docket, the application, together with the Application for
relevant docket, properly summarised, will be forwarded via the usual channels to Police police docket
General Headquarters for decision.

26.4 At the discretion of the Officer Commanding Province, and where no embarrassment could Summaries
possibly result, a summary of any police docket may be supplied to an applicant upon
request. Summaries of criminal dockets shall be on plain paper and not on Z.R.Police
Form 52. Summaries of sudden death dockets shall be on Z.R.Police Form 43.

26.5 Notwithstanding the provisions of paragraph 26.1, a witness or accused person maybe Witnesses and
supplied with a copy of his own statement made to the Police and the Legal representative accused persons.
of a witness or accused person may be supplied with a cop of any statement made by his
client to the Police if he produces his client’s written consent.

26.6 If a member of the force is subpoenaed to give evidence in a civil case and is asked to Civil cases
produce any statement made to him by a witness, he shall do so unless the statement is
one in which the witness making it can be considered an informer and gives information
as to the identity of an accused or the commission of a alleged offence In such cases the
member shall appeal; to the presiding judge or magistrate for permission to withhold the
statement of the grounds that is privileged. The member shall then abide by the ruling of

264
 the judge or magistrate.

27.0 supply of plans and photographs contained in police

dockets

27.1 Police are not compelled to supply any plans or photographs contained in any Police docket Supply of plans
to any accused person or to such person’ legal representative prior to the actual hearing of and payments
the case. However such plans or photographs may be so supplied at the discretion of the
Officer/ Member-In-Charge and upon payment of the prescribed fees.

27.2 For the convenience of the court, a Public Prosecutor whether or not he is a member of Supply by public
the Force, to whom a police docket has been passed for prosecution, may supply free of prosecutors
charge to an accused person or to such person’s legal representative a copy of any plan or
photograph contained in the docket, prior to the actual hearing of the case, if contained in
the docket, prior to the actual hearing of the case, if sufficient copies are available. Any
extra copies which have to be prepared but the Police for supply to any accused person or
his legal representative will be charged for at the prescribed rates.

27.3 Police dockets passed to the Public prosecutor for prosecution shall contain the original Dockets for
plus three copies of any necessary plans or photographs. prosecution

27.4. Plans maybe be made available to any of the parties in a civil action upon payment of the Condition of
prescribed fees and subject to the following conditions:- production

27.4.1. Where a criminal prosecution has taken place and the plans were produced at the trial as
an exhibit, the plans as they were produced;

27.4.2. Where no criminal prosecution has taken place or the plans were not produced at the
trial as an exhibit, provided that all the information obtained from witnesses other than
members of the Force has first been deleted;

27.4.3. Where plans have been compiled solely from Police observations, whether or not any
criminal prosecution has taken place.

27.5. Prescribed fees for the supply of plans or photographs will be paid to the Officer Member-
in-Charge before any such plans or photographs are supplied: - Such fees may be prescribed
from time to time.

27.6. A miscellaneous receipt will be issued by the Officer/ Member-In-Charge for any money Receipt of
received in payment of plans or photographs and the receipt will show the nature of the payment
documents supplied, e.g. “Sale of two photo copies of plan of scene of collision ex Banket
C.R. 111/4/75”.

27.7. The money paid will be forwarded to Police General Headquarters via the Provincial or Banking of
District Contingency Accounts for credit to revenue, and the receipt number and brief money collected
details of the transaction will be entered in the Police Diary Log of the Docket of the
Case.

27.8. Nothing contained in this paragraph shall affect the supply to the Clerk of Court of such Supply of plans
number of the plans or photographs as he may require in respect of any case which has photographs to
been indicated. See also Police Duties and Investigation Manual, paragraph 27.0. to clerk clerk of court
of court

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28.0. DISCLOSURE OF NAMES AND ADDRESSES OF WITNESSES

28.1. Any of the parties in any legal action may be supplied with the names and addresses of Supply of names
any witnesses in a traffic accident case by the Officer/ Member-In-Charge, Station and in and addresses
all other cases, at the discretion of the Officer Commanding, District, providing:- of witnesses by
Police
28.1.1. the identity of an “informer” is not revealed,

28.1.2. the disclosure of such information would not be contrary to public policy; or

28.1.3. there is no likelihood of embarrassment being caused to the witness concerned.

28.2. If there is any doubt as to 28.1.3. above, the witness will be asked whether he has any Witness’s consent
objection to his name being disclosed. Should he object, his name and address will not be
disclosed.

29.0. THE SUPPLY OF WRITTEN REPORTS BY POLICE

29.1. At the discretion of the Officer/ Member-In-Charge Station an Insurance Company or Supply of report.
other interested party may be supplied free of charge with a written report by the Police as
follows:-

29.1.1. In cases involving theft

The report may contain the following information: -

i) whether the alleged theft was reported to the Police and, if so, whether the report
was made by the complainant or some other person, and the date and time of the
report:

ii) the date and time of the alleged left;

iii) whether police have discovered any evidence of forced entry into premises from
which property is alleged to have been stolen;

iv) the description and value of property alleged to have been stolen;

v) whether any property has been recovered, and if so, the description and value
thereof-,

vi) whether or not any arrest has been made.

29.1.2. In Road Accident Cases, the report may contain only the following information if such Recovery of
information is immediately available without any further enquiries by Police:- stolen property.

i) the date, time and place of the accident;

ii) the names and addresses of the drivers of all vehicles involved;

iii) the make, type and registration number of all vehicles involved.

iv) the type of insurance held in respect of each vehicle involved and the names of the
respective insurance companies;

v) whether criminal action is being taken against any of the parties involved in the
accident.

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 (This information must only be given when it has definitely been decided to prosecute).

29.2. Where a report has been supplied in terms of this part, any supplementary information as
where stolen property is later recovered, may be supplied to the party whom the report was
originally supplied.

29.3. See also “Police Certificates of Character” in paragraph 4.0 of Part C.5.

30.0. INTERVIEWS : CIVIL CASES

30.1. If an Attorney or any party to any civil action wishes to interview a member of the Force Written
in connection with such civil action, he must apply in writing to the member’s Officer applications
Commanding, stating briefly the nature of the case and the evidence required.

30.2. The interview shall take place at a Police Station at a time specified by the Officer Times for
Commanding. interview.

30.3. The interview shall take place in the presence of an Officer, Inspector or other senior Privileged
member of the Force. Care will be taken to ensure that no privileged information is information
disclosed.
30.4. No statement will be recorded but there is no objection to notes being taken, provided the Recording of
member being interviewed does not sign these notes. notes.

30.5. A Charge of $2 per half hour or such amount as may be fixed from time to time or portion Interview levy
thereof will be made for each interview and the money will be submitted to Police General
Headquarters via the District or Provincial Contingency Accounts, for credit to revenue,
provided that the Commissioner General may at his discretion waive such charge.

30.6. If Counsel wishes to interview a member of the Force concerning a civil action, the above Interviews by the
mentioned conditions apply except that the Officer Commanding may give permission for counsel
the interview to take placed in the Counsel’s Chambers.

30.7. Where a member of the Force has to travel for an interview, normal travelling expenses Payment of
will be charged to the person requesting the interview. travelling
expenses.
31.0. POLICE SUBPOENAED TO GIVE EVIDENCE IN CIVIL CASES

31.1. Officers/ Members-In-Charge must appreciate that subpoenas to attend Court in a civil Civil case
action have the same force of law as criminal subpoenas, and any member of the Force so subpoenas
subpoenaed to attend court will be given every facility to do so.

31.2. Where the evidence which the member is to give is in connecting with his official duties, Dressing court
he will attend court in uniform. attendance

31.3. A member travelling to give evidence in a civil case in answer to subpoena shall be Claims
considered to be travelling on duty and may claim travelling and subsistence allowance
as laid down in Police Regulations. All witnesses’ fees and expenses shall be claimed
and submitted to Police General Headquarters via District or Provincial Contingency
Accounts, for credit to revenue.

32.0. REGIONAL COURTS

32.1. When an Officer In- Charge, Station, considers that a case being investigated at his station Submission
is one that may be prosecuted in a regional court (in cases of doubt, he must ask the of dockets to
local Public Prosecutor to seek an appropriate remand and, as soon as investigations are regional court
complete, he shall submit the docket properly summarised to the Officer Commanding,
District, or, in the case of C.I.D., to the Provincial Criminal Investigation Officer.

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32.2. The Officer Commanding, District, or P.C.I.O., as the case may be, shall satisfy himself Dockets to be sent
that the docket has been prepared in a proper manner and, if he agrees that the case is one to the Director
for trial before a regional court, he will send the docket without delay to the Director of Prosecution
Public Prosecutions.

32.3. It is emphasised that all dockets for prosecution in a regional court, will be submitted Dockets to Officer
through Officer Commanding, District, or Provincial Criminal Investigation Officers, Commanding
as the case maybe, and will not Commanding be submitted direct to the regional court District
prosecutors or the Director of Public Prosecutions by Officers/ Member-In-Charge.

32.4. There is no need for the dockets referred to in this paragraph to be forwarded to Police Special matter
Headquarters, C.I.D. Headquarters, or Officers Commanding Province, unless there is dockets.
some special matter upon which guidance is sought, or which should be brought to the
attention of a superior officer.

33.0. DIPLOMATIC IMMUNITY

33.1. The Privileges and Immunities Act, (Chapter 28), confers on diplomats, their staff, families Areas covered by
and domestic servants immunity from suit and legal process and inviolability of official immunity.
premises, residence and archives. A more limited privilege is conferred upon consuls in
relation to their official duties and premises. These immunities cover riot only arrest and
summons but extend to interviewing and interrogation in any capacity including that of
witness or complainant.

33.2. No diplomatic agent of any class should therefore be approached direct on any matter. Waiver of
All requests for interviews or information should be made through the usual channels to privilege.
Police General Headquarters who will arrange for waiver of privilege in suitable cases.

33.3. Should a diplomatic agent or one of his servants make a complaint to the Police of a criminal Complaints by
offence, a member will attend the diplomatic agent concerned, ascertain his wishes and diplomats and
carry out such investigation as maybe required in accordance with those wishes. their servants.

Thereafter, and before any proceedings are instituted, the matter will be referred to Police
General Headquarters for further direction.

33.4. Diplomatic and Consular motor vehicles carry a plate bearing the letters “CD” or “CC” Identification
followed by a series of numbers on a white background. Such vehicles must be insured privileged
but are deemed to be registered and licensed. Breaches of the law relative to these vehicles personnel
should be reported to Police General Headquarters for direction.

33.5. Persons entitled to diplomatic privilege are issued with identify cards by the Ministry of Identification
Foreign Affairs. Tan-coloured cards are issued to diplomatic missions and those issued to privileged
consular posts are black. personnel

33.6. A record of identity cards and plates issued is maintained by the “Chief of Protocol, Records of I.D.
Ministry of Foreign Affairs. Cards/Plates.

34.0. PRIVILEGES OF PARLIAMENT: POWERS OF POLICE

34.1. The Privileges, Immunities and Powers of Parliament Act, (Chapter 10) defines the Privileges of
privileges, Immunities and powers of the House of parliament the members and office parliament and
bearers of the House of parliament, Officers of Parliament and certain other persons. In powers of police
this paragraph references to ‘House’ are to be construed as references to the House of
Parliament and references to ‘Member’ are to be construed as references to a member of
the House of Parliament and includes the Speaker.

34.2. The more important privileges enjoyed by members: -

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34.2.1. FREEDOM OF SPEECH

A member is not criminally or civilly liable for any words spoken in the course of
proceedings in Parliament. It follows that a member cannot be arrested for something said
in debate no matter how seditious or otherwise criminal it may be. (Section 5 of the Act).

34.2.2. FREEDOM FROM ARREST

i) Civil Cases

Members are immune from arrest, whether within or outside the House or its
precinct during the period commencing forty days before the House first meets after
prorogation or dissolution and ending forty days after Parliament is prorogued or,
if Parliament is dissolved without being prorogued, after the elapse of a reasonable
and convenient time for ex-members to get home. The arrest in connection with
civil proceedings of a member or ex-member whilst he enjoys immunity constitutes
a contempt of Parliament.

Any request made to the Police by the Sheriff or messenger or other officer of
court to assist in the arrest of a judgement debtor or the like should be referred
to Police General Headquarters if there is reason to believe that the person to be
arrested may enjoy immunity by reason of his membership or past membership of
Parliament.

ii) Criminal Cases

Arrests with warrant-

Within the House or its precincts when the house is sitting. The arrest by warrant of
a member within the House or its precincts when the House is sitting is a contempt
of Parliament unless the leave of the House is first obtained.

A request that the leave of the House be obtained should be made to the Speaker
through the

Secretary to Parliament after authority to make the request has been given by
Police General Headquarters.

Within the House or its precincts when the House is not sitting

A warrant should be executed within the House or its precincts when the House is
not sitting only after consultation with the Secretary to Parliament and only if it is
likely that no reasonable opportunity to execute it successfully elsewhere will be
forthcoming.

Outside the House or Precincts

No question of privilege arises but if the House is sitting the arrest by warrant of a
member who is on his way to attend a meeting of the House is to be avoided unless
the offence is serious and no other reasonable opportunity to execute the warrant
successfully at some other time is likely to be forthcoming.

Arrests without warrant:-

Within the House or its precincts when the House is sitting

For an offence committed outside the House or its precincts:-

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 The arrest of a member without a warrant within the House or its precincts when
the House is sitting for an offence committed outside the House or its precincts
would be regarded as a contempt and no action should be taken without reference
to the Secretary to Parliament.

For an offence committed outside the House or its precincts

A Police Officer on duty within the house or its precincts when the house is sitting
is required on the verbal order of the Speaker, whether conveyed to him personally
or by the Sergeant at Arms or otherwise, to arrest and detain a member who creates
or joints in any disturbance in Parliament whilst it is actually sitting, that is, in the
Chamber in the actual view of the House. The arrest of a member or other person
in the actual view of the House without the authority of the Speaker would be a
contempt. A police officer on duty elsewhere in the House or its precincts when the
House is sitting may arrest a member on his own authority only in order to prevent
the escape of a member who has committed such an offence. In all other cases an
arrest may be made only on the authority of the Speaker.

Within the House or its precincts when the House is not sitting

An arrest of a member without a warrant within the House or its precincts when
the House is not sitting for an offence wherever it is committed should be made
only after consultation with the Secretary to Parliament and only if it is likely that
no reasonable opportunity to arrest the Offender elsewhere will be forthcoming.

Outside the House or its precincts

The position is the same as in the case of an arrest by warrant.

34.2.3. Freedom from Molestation

Molestation of a member constitutes a very wide field and includes the service of summons
and subpoena upon members and any obstruction of a member on his way to or from the
House.

The Main Points to Note are-.-

i) Service of Process

Criminal or civil process (Summons and Subpoena) may not be served within
the precincts of the House whilst the House is sitting. If police wish to serve any
process upon a member, as a general rule it should be served at the member’s place
of residence and not at the House.

If for some reason service at the House is necessary, such service may not be
affected without prior authority from Police General Headquarters and in all cases
an approach must be made to the Secretary to Parliament so that leave of the House
is obtained before any attempt is made to serve the process.

ii) Obstructing a Member

Nothing must be done which would obstruct any member within the precincts of
the House or delay or prevent his reaching the house to attend to Parliamentary
duties. This is a very wide prohibition and would probably include such matters as
:-

attempting to obtain a statement from a member on his way to, or in the precincts

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 of, the House: or approaching a member to ask him to pay a deposit fine for some
minor offence in similar circumstances.

34.3. Many acts and omissions constitute a contempt of Parliament. Some of these are described Contempt of
in the Schedule to the Act. Police have no powers of arrest in matters of contempt, except parliament
upon the orders of the speaker.

It should be remembered however, that members of police on duty at the House, are there
primarily in the capacity of Officers of the House responsible to the Speaker and as such
they do not have to await an express order from the Speaker to take action e.g. where a
member of the public deliberately interrupts the proceedings of the House.

It should be noted that any policeman may remove any member of the public from the
House on the order of the Speaker, or Sergeant -at-Arms.

34.4. In general terms it may be said that the Speaker of the House has complete control over Powers of the
the affairs and proceedings of the House, and the premises in which he performs his duties speaker
are with few exceptions inviolate.

Police powers should not be exercised within the precincts of such premises, except on the
express orders or with the permission of the Speaker. Whenever police seek to exercise
any powers in the premises the Secretary to Parliament should be consulted.

All members of the force are required to assist the Speaker or any officer of the House
when called upon to do so, and are also required to assist in the execution of a warrant or
summons issued in terms of the Act.

Those members of the Force actually on duty at the House, have rather special powers, in
so far as they are officers of the House responsible to the Speaker for seeing that order is
preserved.
Finally it should be rioted that many of the privileges, claimed by members are also
applicable to the various officers of Parliament.

35.0. CRIMINAL PROSECUTION OF MEMBERS OF OTHER GOVERNMENT

DEPARTMENTS.

35.1. Whenever a member of another Government Department is the accused in a serious Serious criminal
criminal offence, a summary of the case is to be forwarded to Police General Headquarters offence.
for the information of the appropriate head of department.

35.2 All offenses involving dishonesty, drunkenness (with serious implications), violence or Reportable
those with sexual connotation, are reportable offences.

35.3. It is not necessary to report petty statutory offenses are not likely to be of any interest to Petty offences
the department concerned.

36.0. ARREST OF FOREIGN NATIONALS

36.1. When ever a foreign national is arrested for any offence and detained for a period in Arrest and
excess of 24 hours, Police General Headquarters shall be informed of the arrest as soon detention of
as possible by the section or station concerned. foreign nationals

36.2. The Secretary for Foreign Affairs and the Secretary for Home Affairs shall be informed by Secretaries to be
Police General Headquarters, of any report received in terms of paragraph 36. 1. informed

36.3. The final disposal of any case following an arrest described in paragraph 36.1. shall be Final disposal of
advised to Police General Headquarters, who will in turn, of case advise the Secretary for case.

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 Foreign Affairs and the Secretary for Home Affairs.

36.4. No onus will be placed on police to notify any foreign National of his rights to consular Consul assistance.
assistance but where such assistance is specifically requested, police will advise the
appropriate consul.

37.0. SERVICE OF PROCESS FROM OUTSIDE ZIMBABWE

37.1. WARRANTS OF ARREST:

In terms of Section 4 of the Extradition of Offenders (Republic of South Africa) Act, Execution of
(Chapter 61), and section 7 (1) of the Service of Process and Execution of Judgements warrants.
(Zambia and Malawi) Act, (Chapter 53), a warrant of arrest received from outside Zimbabwe
shall be endorsed by a local magistrate before it is executed. it is the magistrate’s duty to
satisfy himself that the warrant is correct in all formalities before passing it to police for
execution.

37.2. SUMMONS -Similarly, in terms of section 8 (1) of the Witnesses Compulsory Attendance Serving of
Act, (Chapter 55) a subpoena or summons received from outside Zimbabwe shall be summons and
endorsed by a local magistrate within whose district the witness resides. The Magistrate subpoenas.
will only make the endorsement after due enquiry to determine the Witness’ reasonable
expenses. In both cases, stations MUST not execute a warrant or serve a summons or
subpoena before it is duly endorsed by the magistrate.

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PART C.2

BEATS, PATROLS AND INTELLIGENCE RECORDS

TABLE OF CONTENTS

1.0. Police Station Area Boundaries

2.0. Maps

3.0. Patrolling : Rural Areas

4.0. Types of Patrols : Rural Areas

5.0. Beats and Patrols : Urban Areas

6.0. Intelligence Records Rural Areas

7.0. Intelligence Records Urban Areas

8.0. Patrol Reports Rural Areas

9.0. Record of Visits Rural Patrols

10.0. Patrols Outside Zimbabwe

APPENDIX 1 (of C.2)

Specimen Patrol Report

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PART C.2

1.0 POLICE STATION AREA BOUNDARIES

1.1 Every Officer/ Member-In-Charge shall familiarise himself with the boundaries of the Station area
Police Station area under his control, and with various beats and patrol areas falling within Boundaries
his Police Station Area.

1.2 Police Station Area and district boundaries may be adjusted by Officers Commanding Adjustment of
Provinces, and Police General Headquarters advised when the adjustments have been Boundaries.
effected.

1.3 Recommendations for alterations to the Police District of Station Area Boundaries should
be submitted to Officers Commanding Provinces, through the normal Police channels. In
submitting such recommendations the following points must be covered;

1.3.1 no objections from residents whose properties are involved in the alterations;

1.3.2 no difficulties in respect of magisterial areas of jurisdiction caused by such

alterations. If there are any difficulties which cannot be over come locally, the
matter should be referred to Police General Headquarters,

1.3.3 alterations to Police Station Area or District Boundaries do not affect existing
Provincial boundaries.

1.4 Approved amendments to Police District or Station boundaries will be notified to Police Notification
General Headquarters for record purposes.

1.5 Alterations to Provincial boundaries shall only be effected on the authority of the Authority
Commissioner General to whom recommendations for such alterations should be submitted
by Officers Commanding Provinces.

2.0 MAPS

2.1 Map Requirements will be submitted to Provincial Quartermasters who will consider the Procedure
requirements and, if reasonable, will arrange for the necessary maps to be obtained.

2.2 All Stations will maintain the following maps: - Maps to be kept

2.2.1 a map of Zimbabwe,

2.2.2 a map of the Police Station Area showing patrol areas;

2.2.3 a map of the Police Station area showing Police Special Constabulary patrol areas;

2.2.4 a map of any town or village falling within the Police Station Area, showing street names,
important buildings and installations;

2.2.5 a map of any town or village falling within the Police Station Area, showing beats and
check points-,

2.2.6 a map of that part of any foreign territory which is adjacent to the Police Station.

2.2.7 individual maps of each patrol area for use by members on patrol in that particular area.

2.2.8 exact location code point accident statistics maps applicable to the Police Station Area.

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2.3 Whenever possible, patrol areas and Police Special Constabulary Patrol areas should be
arranged to coincide so that the maps referred to in (2.2.2) and (2.2.3) could, in fact, be
only one map, and the maps referred to in (2.2.7) could also be made available to Police
Special Constabulary section leaders.

2.4 Members on patrol and Police Special Constabulary section leaders should be encouraged Observations
to mark in pencil on their patrol maps any interesting features such as paths, dams, villages, when on Patrol
compounds, etc., which the Officer/ Member-In Charge could then incorporate into the
map of the Police Station Area.

3.0. PATROLLING : RURAL AREAS

3.1. Officers/ Members- In-Charge must ensure that all parts of their Police Station areas are Responsibilities
Officer/Members
patrolled regularly and as frequently as available manpower permits. In Charge

3.2. In order to achieve the maximum possible patrolling, Officers/Members-In- Charge will Patrol “Target”
prepare a patrol “target” to be aimed for. This “target” will show the number of patrols to
be performed in each - patrol area during the year, the duration of such patrols, the rank of
the personnel who will perform the patrols and the transport which they will use.

3.3. This patrol “target” will be submitted to the Officer Commanding District, for his approval Procedure of
and will be reviewed periodically by the Officer Commanding District, in the light of implementing the
changing conditions or population plan .

3.4. A chart will be prepared at the beginning of each year showing clearly the patrol target for Planning for the
the year. Patrols actually performed will be indicated on this chart so that the relationship new year
between patrols carried out and the patrol target may be seen at a glance.

3.5. The Member- in-Charge of a patrol shall:- Briefing

3.5.1. Be given a reasonable time in which to prepare for patrol;

3.5.2. Make sure that he fully understands the duties required of him and the members under him
on the patrol;

3.5.3. Parade the patrol for inspection by the Officer/Member-In-Charge Station, prior to
departure;

3.5.4. Be responsible for the conduct, efficiency and discipline of all members of the patrol and
for the proper care of prisoners, equipment vehicles and animals in his charge;

3.5.5. Enquire from all residents visited whether they have any complaints and shall record
replies in his Patrol Sheet (Z.R. Police form 116);

3.5.6. Investigate all offences which come to his notice;

3.5.7. Contact his station by telephone daily, if practicable;

3.5.8. Avoid accepting hospitality from residents which is likely to embarrass the Police in the
execution of their duties, and shall record the fact of any hospitality offered or accepted;

3.5.9. Not accept any Government monies except when authorised to do so;

3.5.10. Take all reasonable precautions to maintain the health of all members of the patrol.

3.5.11. Visit areas adjacent to his own patrol area and Police Station area when ever the opportunity

275
 arises;

3.5.12. Obtain signatures of all residents visited on Patrol Sheet (Z.R.Police Form 116).

3.6. On the return of the patrol, the Member-In-Charge of the patrol shall :- Debrief

3.6.1. Complete his Patrol Reports,

3.6.2. Bring up to date all cases arising from the patrol or investigated during the course of the
patrol:

3.6.3. Complete all station records affected by the patrol;

3.6.4. Return to store in clean and serviceable condition all station equipment used by the
patrol.

4.0. TYPES OF PATROLS: RURAL AREAS

The following patrols will be carried out in rural areas as often as required:- Types of Patrols

4.1. FARMING AREA PATROLS

Patrols of farming areas will be carried out by truck, motor-cycle, pedal cycle or foot,
using base camps where possible.

4.2. COMMUNAL LAND PATROLS

Patrols of Communal Lands and other areas will be carried out by truck, motor-cycle,
pedal-cycle or foot, using base camps where possible.

4.3. SATURATION PATROLS

Where lawlessness has been or is expected to be unduly prevalent in any particular area,
that area should be patrolled by a large number of Police supplied by the station concerned
and neighbouring stations of the Officer Commanding District. The objective of the patrol
is to ensure that the local residents maintain a healthy respect for law and order and will
normally be carried out by means of four-wheeled transport from which independent
motor-cycle or foot patrols will operate.

4.4. ROAD PATROLS

Road patrols will operate for the purpose of checking for vehicle offences and for travelling
criminals. They will operate by day and by night and will normally be operated by means
of four-wheeled transport.

4.5. NIGHT PATROLS

Apart from night road patrols which are primarily designed to check for vehicle offences,
other night patrols will operate on roads and paths to check for travelling criminals
particularly in the early hours of the morning. In addition, night patrols will operate to
check for such specific crimes as illegal hunting by night.

5.0. BEATS AND PATROLS: URBAN AREAS

5.1. Beats and patrols in urban areas will be performed as directed by the Officer-in- Charge Responsibilities
Station, and approved by the Officer Commanding District. of Officer/
Member i/c

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5.2. The value of- the man on the beat must never be underestimated. His value stems from
both the deterrent effect of his mere presence and the possibility of the early discovery
of crimes through the use of his powers of observation. With this in mind, the following
guidelines to patrolling in urban areas should be followed wherever possible:-

5.2. 1. Beats and patrols should be arranged so as to achieve the maximum coverage of the area
concerned;

5.2.2. Although patrolling is more necessary during hours of darkness, patrols during the daytime
should not be neglected. A twenty-four hour system of patrolling is ideal;

5.2.3. Beat systems must be elastic enough to allow for variations to be made in them in order
to deal with any particular circumstances which may arise (e.g., crime epidemics in one
particular area, etc.);

5.2.4. Patrols on foot and by pedal cycle should be carried out by Sergeants as well as Constables.
Although motor vehicle patrols have great value in town, the closer observation achieved
by the man on foot must not be forgotten;

5.2 5. When the beat systems are arranged, sufficient time must be allowed between the various
“check points” to enable the patrolling detail to check properly the premises along the line
of beat;

5.2.6. To avoid areas being denuded of police when reliefs change over, the members going off
duty must make their last point at the same time as the members going on duty make their
first point;

5.2.7. Although it is necessary, for the purpose of checking, to ensure that patrolling details
report at the various check points at specified times, the routes taken between the various
check points should be left to a great extent to the discretion of the patrolling detail.
Patrolling details must be discouraged from following the same route on every occasion
which would allow criminals to anticipate their whereabouts. Also, with this later point in
mind, beat systems must be varied in every shift;

5.2.8. Each beat must, have a “Beat Card” on which the various check points and the various
systems for working the beat are set out. In addition, any other useful information should
be included on these cards and they should be made available for easy reference for all
members. They must not be removed from the station without the authority of the Officer/
Member-In Charge, or Assistant Inspector i/c. Beat cards, if removed, must be returned at
the end of the period of duty;

5.2.9. Officers/ Members- In- Charge and Assistant Inspectors i/c. Beats, must try to instil in the
patrolling details a sense of pride in keeping the area for which they are responsible free
from crime. This will be easier to achieve and patrols made more effective if the same
details are left responsible for the same areas for long periods during which they should
get to know the area and the people staying in the area well enough to detect variation
from the normal.

5.3. A member on beat duty shall:-

5.3.1. Be acquainted with all important buildings, institutions, etc., on his beat; Observations
when on Beat
5.3.2. Make a list of all premises situated on his beat which are likely to be the target of criminal
activities (i.e., jeweller’s shops, banks, post offices, etc), and make them the object of
special scrutiny as well as rear entrances, sanitary lanes and other places where criminals
might be able to operate out of the public eye;

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5.3.3. Get to know all night watchmen, security guards, etc,. employed in his area and make
contact with them during the course of patrol;

5.3.4. Make note of the situation of all public telephones so that he can contact his station
immediately during an emergency.

5.3.5. Report to the Officer/ Member-in Charge or the Assistant Inspector In Charge Beats at the
earliest opportunity any unusual occurrences, offences or other matters of interest which
may come to his notice but he shall not leave his beat for this purpose unless it is of the
utmost urgency or importance;

5.3.6. Make full use of his police note book as detailed in paragraph 5.4. below

5.4. Note books carried by members performing beat duties shall, in addition to criminal and Use of the
other matters, be used to record the following matters in the fullest detail: - Notebooks

5.4.1. Any unusual occurrence or matter of interest coming to notice;

5.4.2. Any absence from a beat or guard and for what purpose;

5.4.3. Failure to make any point on time and for what reason;

5.4.4. Any other information as instructed by a superior.

5.5. Note books will be checked by the Officer/member-In- Charge, Assistant Inspector In Checking of Note
Charge, Beats or other specially designated member before the patrolling member goes books
off duty and any matters requiring attention must be dealt with there and then

6.0. INTELLIGENCE RECORDS: RURAL AREAS

6.1. To provide members who are based at stations within rural areas with: - Station
Intelligence:
6.1.1 Information on contingency plans in respect of non-routine or security situations and a records
reaction thereto :

6.1.2 Information on manpower and material resources available to the station, in excess of
normal station strengths:

6.1.3 Information on places and subjects of

6.2. Only one copy of the Station Intelligence Scheme need to be maintained and will be held Number of
at the station. copies.

6.3. SYSTEM:

Station Intelligence Records will consist of four files and the station master map. Files
will be prepared in conjunction and cross-referenced with the master copy. Each file
will contain records of information referred to below. The records listed are the mandator
minimum Should a need arise to retain information of subjects not referred to, such
information may be included after discussion between Officers/Members-In-Charge and
Officer Commanding Districts. Before including additional items the following questions
to be posed and the decision to include additional information made on the basis of the
answers:-

6.3. Is the information useful, or merely interesting

6.3.2. Will it be used frequently

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6.3.3. If not at hand, would its absence cause undue delays inefficiency?

6.3.4. is the effort that will be required to maintain the record proportionate to its value?

6.3.5. Can it be kept up ‘to date?

6.3. 6. Is the information obtainable from another source without undue delay or inconvenience?

6.4. THE FILES

Note that reference to “files” does not indicate that a separate file is necessary for each
part of the Intelligence Scheme. Files (A), (B) and (C)for instance may all fit into one file,
but must be clearly sub-divided.

6.4.1. PLANS AND ARRANGEMENTS (A)

No attempt should be made to plan for every eventuality; however, as an aide memoire
a Z.R. Police Form 40 should be completed and constitute the first document on this file.
Other information to be maintained in this file is:-

6.4.1.1. Station Attack Plan:

Plans should be concise and based on common sense. They must be capable of being
understood by all persons living within the confines of the Station and Camp. Complicated
plans create confusion and uncertainty, and are to be avoided.

6.4.1.2. Arrangements for:

i) Police Special Constabulary call-out;

ii) Guarding of key and vital points and Protected Places and Areas- additional to the
day to day guarding of such sites.

iii) Guarding and evacuation of school hostels.

6.4.1.3. Reaction to Homestead Attacks:

This must be restricted to setting out standard operating procedures and should riot be a
detailed plan of action.

6.4.1.4. Any other Reaction Plan deemed necessary by the officer/Member in Charge and approved
by his Officer Commanding District.

6.4.2. RESOURCES (B)

Resources referred to are those additional to the normal regular establishment. The
following information must be retained:-

6.4.2.1. Nominal Roll of Police Special Constabulary:-

i) Names;

ii) Force Numbers;

iii) Addresses;

iv) Telephone Numbers:

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6.4.2.2. Nominal Roll of Trackers of proven ability, with their addresses.

6.4.2.3. Police Special Constabulary patrol Bases, giving map references and call signs of the
bases. The site of such bases can be marked on master maps, symbolised by a red square.

6.4.2.4. Signals equipment, including privately owned equipment that may be useful. This record
is to be maintained in the following form:-

Type of Set, Mobile/Static, Battery/Mains

Frequencies, Quantity and Location, and by whom owned.

6.4.2.5 Road Block Equipment. This record must be laid out in the form of a schedule with the
following headings:-

Type of Quantity Where

Equipment Located
Information on road block sites is not necessary, as selected fixed sites are of little practical
value in most instances.

6.4.3. SPECIFIC SUBJECTS C - B

A “Specific Subject” is defined as anything, subject, material object or topographical

feature about which it is necessary to have knowledge. Records kept on this file can be
expected to change frequently. The following information will be retained;-

6.4.3.1. Chiefs, Headmen and Villages: - The information available must enable members to locate
villages. A schedule containing:-

i) Name of personality;

ii) Village name; is to be maintained.

iii) The name of each village is to be placed in alphabetic order, numbered and numbers
endorsed on the master map in the area of village site.

6.4.3.2. Road and Tracks: - When new roads and tracks are brought to notice, the master map must
be annotated accordingly using the standard cartographic symbol. If deemed necessary,
information relating to roads or tracks (such as that a road is usable in dry weather only)
may be included in this file.

6.4.3.3. Air Strips and Aerodromes:- A schedule is to be maintained showing:

Name of Surface Map If Strip

Aerodrome Type Reference is All
or Strip weather

Air strips and aerodromes should be marked on the master map using
the symbol in red.

6.4.3.4. Homestead Identification Signs:-

A schedule of homestead identification signs in numerical order, to include the name of the
property and the map reference of the homestead, is to be maintained.

6.4.3.5. Water Points:-

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 Information on water points need only be documented in respect of dry and uninhabited
areas. The site of water points in such areas must be annotated on the master map using
standard cartographic symbols and colours.
Necessary documentation relating to water availability at various times of the year will be
filed in this section and must include a map reference and the time of the year that water
which is fit for human consumption can be found.

6.4.3.6. People and Places of Spiritual Significance:

i) People: Stations are not required to keep a record of all spirit mediums, traditional
healers and the like. The criteria to be applied is the degree of influence that the
individual has over the local people. The guidance of Local Government should be
sought in this respect.

ii) Places : A schedule is necessary to enable members to be aware of the location

and significance of places that have a noticeable influence over the local people.
Again, Local Government should be approached for assistance in the selection of
such places.

6.4.3.7. Population Distributions:

Within the Station Areas. This record will be maintained on Z.R. Police Form 37.

6.4.3.8. Any Other Record:

Other records relating to a specific subject that is considered necessary to retain as a written
document will be retained in this file. The prior approval of the Officer Commanding
District must be obtained in all such cases. (Subject matters are to be considered with the
criteria established under sub-paragraphs 6.3.4. to 6.3.5. in mind).

6.4.4.0 Properties

Information relating to properties will be retained; on Property Intelligence Cards (Z.R.

Police form 205) and kept in respect of: -

6.4.4.1. All occupied properties:

Within the rural area, including farms in the small scale commercial areas and isolated peri
urban small holdings. Rural properties that are unoccupied and which contain substantial
buildings or installations should also be recorded, but discretion must be used in this
respect. Information giving particulars of persons who have knowledge of safe routes to
the property should be included on the card.

6.4.4.2. Stores

Should be marked on master maps with a red circle, inscribed with a number. A method
of establishing the name of the store, and its position on the map should be maintained.
Property cards numbered to accord with the numbers appearing on the map.

6.4.4.3. Educational and Medical Institutions, Including missions should be marked on the master
map with a black square, numbered and placed on a corresponding schedule.

6.5. The map is mounted on a plywood frame and covered with a polyacrathene coating. Master Mounting of
maps must be kept up to date and annotated to correspond with the Intelligence Files. Maps

6.6. The map can be written on with chinograph pencil removable by rubbing with a damp Writing on the
cloth, or felt tipped pen removable by brasso or methylated spirit. Each station must Map

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 retain twelve copies of all sheets in the 1:50 000 scale that cover the station area for the
immediate use of Security Force Patrols. There is no need to annotate these maps as they
can be brought up to date from the master map as and when required.

7.0. INTELLIGENCE RECORDS: URBAN AREAS

7.1. The following information will be recorded and maintained at all stations covering urban
areas:

7.1.1. Population statistics in respect of each township or sub-division within the Police Station Population
Area, showing the population and the number employed. Statistics

7.1.2. Population statistics in respect of each residential area, showing number of adult males, Residential Areas
number of adult females, number of children and the total number living in each residential
area.

7.1.3. A list of all large blocks of offices, including Government offices, showing the names of Office Blocks.
the office blocks in alphabetical order.

7.1.4. A list of all hostels, in alphabetical order, showing their situation and address. Hostels.

7.1.5. A list of all boarding houses, in alphabetical order, showing their situation and address. Boarding House.

7.1.6. A list of all Blocks of flats in alphabetic order, showing their situation and address. Blocks of Flats.

7.1.7. A list of all street names, in alphabetical order, showing their situation and exact Street names.
location.

7.1.8. A nominal roll of all Justices of the peace and Commissioner Generals of Oaths in the Justice of
area peace and
Commissioner of
8.0. PATROL REPORTS: RURAL AREAS Oaths.

8.1. On the completion of a patrol, the patrolling detail will submit to his Officer/ Member Patrol
In Charge, a report in triplicate showing all information gained during the patrol under
headings as laid down in Appendix I of this part.

8.2. Patrol reports will be numbered consecutively throughout the year. Numbering of
reports

8.3. One complete copy of each patrol report will be forwarded immediately to the Officer Responsibility of
Commanding District, by the Officer/ Member-In-Charge. Officer/Member
i/c

8.4. The second copy of each report will be divided into three sections and, if any section Dividing and
contains any information of value, it will immediately be distributed as follows:- Distribution of
Copies
Section A - to P.C.I.O.
Section B - to S.O. P.I.S.I.
Section C - to any officer who is likely to be interested in or affected by the
information contained therein.

Any portions of the second copy of each patrol report which are not required for distribution
will be destroyed.

8.5. The third copy of each patrol report will be filed in numerical sequence on the Station Filing of third
Force Functional File C/2/12, copy.

8.6. Officers/ Members- In-Charge will give frequent lectures to all members under their Frequent lectures.

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 command on the necessity of obtaining intelligence information.

8.7. See also the Internal Security Manual.

9.0. RECORD OF VISITS: RURAL PATROLS

9.1. A list of all properties in the rural areas will be maintained in alphabetical order, within the Force Functional
various patrol areas on Z.R. Police Form 59 and 60 in Force Functional File C/4/5 on all File
stations covering rural areas.

9.2. Whenever a property is visited by a member of the Force for any reason whatsoever a note Visiting
of the date of the visit and the initials of the member concerned will be made on the Form Properties.
59 or 60.

9.3. Officers/ Members- In-Charge will check these records frequently to ensure that all Checking of
properties are being visited regularly. records

10.0. PATROLS OUTSIDE ZIMBABWE

10.1. No member shall proceed out of Zimbabwe on duty unless he has prior authority to do so, Cross Boarder
in terms of this part Authority

10.2. Routine visits outside Zimbabwe to places close to the Zimbabwean border, for local Cross Boarder
liaison purposes, may be authorised by Officers Commanding Provinces, and Provincial visits.
Criminal Investigation Officers.

10.3. Any visits on duty to countries outside Zimbabwe other than to places close to the Commissioner
Zimbabwean border may only be authorised by the Commissioner General. General’s
authority

10.4. See paragraph 23.2 of Part P.2, regarding the wearing of uniform outside Zimbabwe and Wearing of
paragraph 13.0 of Part Q.4 Standing Orders Volume II, regarding journeys in Government Uniforms and
vehicles outside Zimbabwe. use of State
Vehicles outside
Zimbabwe.

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APPENDIX 1

SPECIMEN PATROL REPORT

1.0. CONFIDENTIAL

1.1 Station..................No. of Report................

Area Patrolled............................................

...................................................................

...................................................................

...................................................................
Period (Date and time out) .......................

(Date and time in) .......................

Number of days on Patrol .........................

Type of Patrol ..................................

(Security, General, Check, etc)

Signature of Member Reporting:

2.0. CONFIDENTIAL

2.1. Section A Crime

(Note - the following will be reported upon under each of the headings given:-

2.1.1. Cases reported to patrol;

2.1.2. Further enquiries made into outstanding cases, and

2.1.3. Arrests made or suspects brought in for questioning.

3.0. PROPERTY

(Measures taken to deal with lost, found and stolen property generally, early morning
checks on roads etc).

4.0. STOCK THEFT AND MATTERS AFFECTING STOCK GENERALLY

(Include reference to lost, found, stolen, stray stock, matters concerning fences, cattle
trespass, dipping, animal health, water and grazing, as well as any malicious injury to
stock).

5.0. GENERAL CRIME MATTERS

(Include statutory cases not covered by headings). Assaults, brawls, etc include
recommendations for any special measures deemed necessary to reduce crime in area
patrolled.

6.0. LICENCES, REVENUE, CUSTOMS AND EXCISE AND GRAIN MARKETING

(To include - trading in liquor, dog vaccination, wireless licences, illegal distillations,

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 hotels, eating houses, butcheries include state of premises as well as licence. Comment on
trading practices-prices quality volume of trade, etc. where necessary.)

7.0. VICE

(Dagga excess drinking procuring, prostitution. etc).

8.0. ROAD TRAFFIC AND STOLEN MOTOR VEHICLES

(Checks made. Tickets and warnings issued where applicable).

9.0. CRIME INDEX

(Wanted persons, habitual criminals). (Include C.I.D. (C.C.B.) reference for information
of C.R.O.)

CONFIDENTIAL

10.0. POLITICAL ACTIVITIES

10.1. Comment on visits to opposition party Politicians and visits by known opposition party
Politicians from other areas.

10.2 Visits by outside politicians to include details of meetings held or projected, collections
made, transport used, local strength and popularity of organisation.

11.0 EXPATRIATES

Only where enquiries are currently being made into the status of a person, to confirm if he
is an expatriate, will mention be made under this heading , apart from a general statement
that expatriates in the area where visited as instructed. Officers/Members-In-Charge to
confirm that appropriate records have been sent forward and station files amended.

12.0 CRIMINAL MATTERS OF SECURITY INTERESTS

12.1 Smuggling and lawful possession of firearms, explosives,, etc.

12.2 Rumoured presence of strangers living in hide-outs, caves, etc. (who may be bandits,
intelligence agents or agitators.)

12.3 Rumours of intended wide spread defiance of laws, damage to property or violence.

12.4. Reaction locally to conviction and sentences for security offences.

13.0 REACTION TO MAJOR NEWS ITEMS OF POLITICAL OR SECURITY

SIGNIFICANCE

14.0 PROPAGANDA, INDOCTRINATION AND INTIMIDATION

14.1. Distribution of subversive literature, pamphlets, etc. Methods of indoctrination, and

subverting or undermining Government authority, or Government servants.

14.2. Reaction to Government counter- propaganda e.g. Ministry of Information films, People’s
Weekly, Z.B.C., Z.T.V.

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15.0. GENERAL ATTITUDE OF CHIEFS, HEADMEN AND OTHER PERSONS IN
AREA

15.1. Any anti-Police or anti-Government feeling and reason thereof.

15.2. Any pro-Police or pro-Government reaction and reasons thereof.

15.3. Any distinct changes of attitude of local populace and assessed reasons.

15.4. Any discussions of matters of political or local Government interest with individuals
which show a misunderstanding of the true facts.

16.0. TRIBAL INFLUENCES

Disputes between tribal authorities over tribal matters. Information regarding influence
and activities of spirit mediums, traditional healers and suspect persons visiting them.
Notes of sacred places with strong tribal connections.

17.0. RURAL COUNCILS AND COMMUNITY DEVELOPMENT

Comment on formation of new bodies, local reaction (including proposed councils),

details of any known opposition party Politician, ex- restricts, etc., in executive positions.
Contact with Council Secretaries, Including Boards and Committees, formed for specific
projects.

18.0. SCHOOLING AND EDUCATION MATTERS

Attitudes of teachers and parents to tribal authorities, possible indoctrination of pupils by

subversive elements, information on any projected closures of schools by strikes or any
demonstrations.

19.0. RELIGIOUS SECTS AND MISSIONS

Details of formation of any new religious community, large scale meetings increased
activity by any particular religious sect. Visits by prominent Church leaders into rural
areas. Influence of Missions on local affairs.

20.0. ACTIVITIES OF SOCIAL, CULTURAL AND SPORTING CLUBS, ETC.

Including activities of youth organisations, Young farmers clubs, women’s clubs, etc.,
which could have political affiliations or sympathies.

21.0. LAND, AGRICULTURAL AND HOUSING PROBLEMS ETC.

Sources of irritation to the local population; re-conservation works, dipping, animal

health, land distribution including boundary disputes, squatters, reaction to re-settlement
programmes and evictions, irrigation projects.

22.0. MIGRATION AND OTHER USUAL MOVEMENTS OF PERSONS.

Include incidents caused by dissident activities beyond the border, refugees there from,
and information on such movements and other intelligence gleaned from persons returning
across the border. Illegal large scale movements of persons within, into or out of the
District due to land problems, etc.

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23.0. TRADE UNIONS, LABOUR RELATIONS AND PROBLEMS

23.1. Visits to area by Officials of Farmers’ Union, Zimbabwe :Teachers’ Association, Railway
Workers’ Union and other trade unions, including other organisations; meetings of such
organisations, and details of local office-bearers; apparent local strength and popularity.
Collections made, and transport used by visiting officials.

23.2. Labour relations between employers and employees, and apparent reasons for any
discontent, discussions concerning wages, conditions, of work, etc. Stoppage rumours
and unemployment.

24.0. GENERAL

Any other matters of security interest, e.g. race relations.

25.0. GENERAL ASSESSMENT OF AREA PATROLLED

CONFIDENTIAL

Section C - General Intelligence

26.0. NEW PROPERTIES, RESIDENTS, RURAL DEVELOPMENT.

Government, Community or Private.

27.0. EDUCATIONAL AND RELIGIOUS MATTERS

New schools, churches, increased activities, etc.

28.0. COMMUNITY WELL BEING

Land, crops, cattle, housing, health, hygiene, water supplies, etc. Any discussion of interest
affecting same. Interest in developments in other African territories.

29.0. TRIBAL INFLUENCES

Visits to chiefs, sub-chiefs, headmen, etc. Strength of following. Loyalty of tribal heads to
Government and of followers to tribal heads. Administrative ability and control exercised
in areas of influence.

30.0. DISSEMINATION OF PROPAGANDA

Anti grass-fires campaign. Warnings about snaring, rabies inoculation of dogs, etc.

31.0. GENERAL

(Any matter of interest not covered in the above headings, including usefulness of patrol,
etc).

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PART C.3

POLICE BOOKS AND RECORDS

TABLE OF CONTENTS

1.0 Crime Register

2.0 Duty Roster (District)
3.0 Duty Roster (Town)
4.0 Exhibit Book
5.0 Found Property Book
6.0 Lost Property Book
7.0 Note Book
8.0 Traffic Accident Book
9.0 Visiting Station Record Book
10.0 Address Book
11.0 Reports Received Book
12.0 Assistant Inspector i/c. Beats Reports BooK
13.0 Visiting Officers Book
14.0 Work Book
15.0 Compilation of Dockets
16. 0 Closing of
17.0 Filing of Dockets
18.0 Destruction ion of Dockets
19.() Diary/Log
20.0 Scene Report
21.0 Cases of petty theft
22.0 Police Gazettes
23.0 Type of- Information Published in Gazettes
24.0 Supplements to the Gazette
25.0 Submitting Information for Publication in Gazettes
26.0 Details Required in Respect of Persons
27. 0 Action to be taken when Persons Traced
28.0 Submission of Cancellations
29.0 Cancellation of Gazettes on Stations
30.0 Station Criminal Bureau Dockets
31.0 Wanted Persons Index
32.0 Sudden Death Index
33.0 Sudden Death Dockets and Report Book
34.0 Filing of Sudden Death Dockets
35.0 Notice to Appear in Court
36.0 Theft of Motor Vehicles

Appendix I
Specimen form of Indemnity: Found Property.

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01.0 CRIME REGISTER

1.1 A Crime Register (Z.R. Police Form 54) will be maintained at all stations other than C.I.D
stations, but not at Police Posts.

1.2 All crimes reported or disclosed at the station will immediately be entered in the Crime Purpose
Register with the following exceptions:

1.2.1 Disciplinary charges against members of the Force under the Police Act, Chapter 98.

1.2.2 LEFT BLANK

1.2.3 Statutory offences where the accused pays a deposit fine at the time the charge is put to
him or indicates an intention to pay within a prescribed time.

1.3 All entries will be numbered consecutively throughout each month and divided from each Numbering
other by a single line drawn across the entries. A fresh page will be commenced at the entries
beginning of each month.

1.4 The pages of the Crime Register will be numbered consecutively throughout year and will Numbering of
show the year (e.g 25/08 means page 25 of the year 2008). pages

1.5 In any case where there is no complainant, the name of the informant will be entered in Entering
column 3. Informants name.

1.6 The names of the accused must be underlined

1.7 Registration Certificate or Identity Card particulars of all persons will be shown where Recording of
possible. Where these particulars are not available, full particulars will be shown. Identification
Particulars
1.8 Where an accused or a complainant is employed, his employer’s name and address will be
shown as well as his own residential address.

1.9 When, an accused has been warned or summoned to appear in court, the date he is due Warning for
to appear will be entered in column 8 as well as the date of the warning of the service of Court/summons.
summons.

1.10 When a warrant of apprehension has been issued, this fact will be entered in column 10, Warrant for
showing the date of issue and the name and office of the person issuing. apprehension

1.11 When a deposit fine has been accepted, the date of payment, the amount paid and the serial Form Z.69(J)
number of the Form Z.69 (J) will be entered in column 10.

1.12 Movements of the relevant docket to and from the station will be recorded in pencil in
column 10, showing dates of movements.

1.13 Dates of appearances in court, dates of remands and result of- trial will be entered in Results
column 10.

1.14 Dates fingerprints sent for search, dates of return, C.C.B or C.B.D number of accused, the
date fingerprints sent in support of conviction will be recorded in the Crime Register.

1.15 A half inch wide column at the right edge of each page is to be used for inserting the date C.S.I. Forms
of completion of C.S.I. Forms.

1.16 Should a docket, which has been closed, be re-opened, a new entry will be made in the
Crime Register, but the entry will not be given a new number. The original entry will be

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 inscribed: “Re-opened on Page

1.17 Where one accused is charged with two or more counts, each count will be given a separate
number even though all counts maybe included in the one entry. Where two or more
accused are charged with one crime, only one entry number will be allocated.

1.18 At the end of each month a list will be drawn up in the Crime Register showing in two
separate columns:

1.18.1 All those cases which are still under investigation; and

1.18.2 All those cases which are pending trial.

As soon as these cases are cleared they will be struck off the list.

1.19 When a docket is permanently transferred to another station, it will be accompanied by a Docket
Docket/Report Transfer Receipt Form (Z.R. Police Form 153), which will be completed
and signed by the Officer/Member i/c of the station to which the docket is transferred and
returned to the station of origin where it will be pasted across columns 9 and 10 of the
relevant entry in the Crime Register.

1.20 Whenever a report is received of a crime which occurred in another Police station area, an
entry will be made in the Crime Register of the station at which the report was received
and the docket will be transferred to the station in whose area the crime was committed
after all possible action has been taken at the station where the report was received.

1.21 The Crime Register will be indexed at least weekly and the member indexing shall impress
the station date stamp under the last entry indexed and shall write his initials within the
stamp impression. The index will be compiled as follows--

1.21.1 The names of all accused, complainants and information entered in the Crime Register
will be entered in the appropriate alphabetical division of the index and the number of the
page of the Crime Register on which the name appears will be written against the name in
the index.

1.21.2 The code letter “A”, “C”, “D” and “I” will be used in the index to indicate whether the
name recorded is of an accused, complainant, deceased or informant, respectively.

1.21.3 After the last entry of each year, in each alphabetical division, three lines, will be left and
on the fourth line the new year will be entered.

1.21.4 When a name is added to the Crime Register after the relevant page has been indexed, the
member entering the name must index it immediately.

2.0 DUTY ROSTER (DISTRICT)

2.1 A Duty Roster (District) Z.R. Police Book 8,) will be maintained at all district stations and
will be entered daily to show the duties performed by all members of the section during
the previous day. The following symbols will be used:

(this is a tick)
“V” Present

“E” A patrol for investigation or enquiry purposes.

“E. R” Exercise ride

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 “G” Guard duty.

“H” Hospital.

“L” Leave.

“L. D” Light duty (including office duty)

“N. D” No duty

“N. P” Night patrol (with number following showing the area patrolled)

“R. P” Road Patrol

“S,D” Special duties (including observation or Security patrols undertaken for P.

I.S.1 or C.I.D).

“E. D” Escort duty

“T.O” Time off.

“S.B” Stand By duty (including Reserve Duty)

“C.P”, Check patrol (with number following showing area patrolled).

“V.O” Visiting officer duty

“R,B” Road Block

“P.P.S.” Police Patrol Security duties.

“P.R.G” Police Reaction Group duties.

“P.A.B.U” Police Anti Bandit Patrol duties.

A number on its own will indicate a general patrol in the patrol area enumerated.

2.2 In deciding whether a member should be shown as “E” (patrol for investigation or
enquiry purposes) or a number (general patrol), the primary object of the patrol should
be considered, if the primary object is an enquiry and the opportunity is taken to patrol
properties in the area, then the duty should be shown as “E”. If the primary object is a
general patrol, but petty inquiries are to be made the duty should be indicated as a general
patrol by the use of the number of the patrol area concerned.

2.3 The time occupied on Visiting Officer shall also be recorded in the Duty Roster. Visiting Officer.

3.0 DUTY ROSTER (TOWN)

3.1 A Duty Roster (Town) (Z.R. Police Book 7,) will be maintained at all Town Branch stations Town Duty
and at such other stations as the Officer Commanding, Province may direct. It will be used Roster.
to record the duties to be performed by all members of the section each day.

3.2 So far as they are applicable, the symbols used in the Duty Roster (District) will also be Symbols used.
used for the Duty Roster (Town).

3.3 The fact that a member is on beat duty will be indicated by the use of a number corresponding Beat duty.
with the number of the beat which he is patrolling.

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4.0 EXHIBIT BOOK

4.1 An Exhibit Book (Z.R Police Book 34), will be maintained at all stations, unless otherwise Exhibit Book.
directed.

4.2 All exhibits taken into possession by the Police in connection with any case will Recording of
immediately be recorded in the Exhibit Book. The member recording such entry shall Exhibits.
ensure that it contains an accurate description, including any serial numbers or identifying
marks, of all articles which form part of the exhibit.

4.3 Entries will be numbered consecutively throughout the year and the relevant number will Numbering of
be recorded on the Exhibit label attached to the exhibits and on the Docket of Case. entries.

4.4 Exhibits which are produced in Court will be handed to the Clerk of the Court who will Exhibit
sign the Police Exhibit Book against the relevant entry and who will also record on the Production in
Police Exhibit Book the number of the Court Property Book entry which refers to tire Court.
exhibits handed over.

4.5 Exhibits which are not produced in court will be held at the station until an officer authorizes Destruction
their destruction or disposal in some other way, or, if the case to which they refer has been or Disposal of
disposed of, they may be returned to the owner. Prior to authorizing the destruction of any Exhibits.
exhibits, officers shall personally inspect them and satisfy themselves that such a course is
warranted and desirable.

4.6 At the beginning of each year a list of all entries which refer to exhibits still on hand will New Year
be recorded in the Exhibit Book immediately before the first entry for the new year Entries.

4.7 When a new Exhibit Book is opened, full particulars of all exhibits on hand will be Transfer of
transferred from the old book to the new book Exhibits.

4.8 Exhibits handed over to the owner or any other person will be signed for in the Exhibit Signing for
Book or on a form of receipt which will be pasted in the Exhibit Book against the relevant Exhibits.
entry. Exhibits sent away by post will be accompanied by a form of receipt which will
be signed by the recipient and returned to the station of origin for pasting against the
relevant entry. All receipts will be countersigned by the member handing over the exhibits
or despatching them, as the case maybe.

4.9 Where an exhibit is transferred to the Exhibit Book of another station or to some other Transfer of
exhibits to
record (e.g a Found Property Book), both entries will be cross referenced. another station/
book
4.10 See also Police Duties and Investigation Manual paragraph 16.0 “EXHIBITS’ Further reference.

5.0 FOUND PROPERTY BOOK

5. 1 A Found Property Book (Z.R. Police Book 33), will be maintained at all stations, unless Found Property
otherwise directed by the Officer Commanding, Province and will be used for recording Book.
particulars of all lost or abandoned property found by the Police, or found by members of
the public and handed in or reported to the Police by them. All entries will be numbered
consecutively throughout the year.

5.2 The finder of lost property, other than a member of the Force, is not obliged to hand it over Obligations : a
to the Police, but having notified the Police, he may retain it in his possession, pending the finder other than
possible identification of the owner. Alternatively any found property handed over to the a member of the
Police may be recovered by the finder, other than a member of the Force, if it has not been Force.
claimed by the owner within a period of three months from the date of entry in the station
Found Property Book. Where the finder of any property retains it or states an intention to
recover it, this fact will be noted against the relevant entry in the Found Property Book.

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5.3 Where property is retained by or handed over to the Finder in terms of paragraph 6.3 Form of
and where property is handed over to a claimant whose ownership is in doubt, a form of Indemnity.
indemnity will be signed by the finder or claimant, as the case maybe. See Appendix 1.

5.4 All found property handed over by the Police will be signed for by the recipient against the Counter signing
relevant entry in the Found Property Book or on a form of receipt which is then pasted in
the Found Property Book. All receipts will be countersigned by the member handing over
the property.

5.5 All found property sent away by post will be accompanied by a form of receipt which Found Property
will be signed by the recipient and returned to the station of origin where it will be pasted sent by Post.
against the relevant entry in the Found Property Book. Where the property is transferred to
another Police Station, the recipient will also note on the form of receipt the entry number
of the Found Property Book of the station to which the property has been transferred.
Receipts will be counter signed by the member despatching the property.

5.6 Members are required to take reasonable steps to trace the owner of found property and Tracing of owner.
a record of all such steps taken shall be made in the “Remarks” column of the Found
Property Book. When an owner has been traced, he shall be informed that his property has
been found and is available for collection by him. A note to this effect will be made in the
“Remarks” column of the Found Property Book.

5.7 The following instruction refer to specific types of found property: - Types of Found
Property.
5.7.1 CASH: etc

If cash (Including bank notes, foreign currency, travellers” cheques and other negotiable
instruments, or any portion thereof, which has been found, is not claimed by the owner
within one month, it will be forwarded via the usual channels to Police General Headquarters
unless the finder wishes to claim it, then it will be handed over to him subject to his signing
a form of indemnity. N.B. Members of the Force may not claim cash, etc, found by them.

5.7.2 Unwrought Gold, Amalgam, etc

Unwrought gold, amalgam, etc, which has been found, will be entered in the Found
Property Book and then handed to the nearest CID Station against receipt, The CID Station
receiving such gold or amalgam will forward it through C.I.D Channels to the Officer/
Member i c, CID Gold Section, Harare, who will arrange to have it assayed and handed
over to the Mining Commissioner,

5.7.3 Driver’s licences, indemnity cards and similar personal documents, badges, etc, issued by
a Government Department or private organization, will be entered in the Found Property
Bock and forwarded immediately to the nearest office of the Department or Organization
concerned against receipt.

5.7.4 Government Property Government property will be entered in the Found Property Book
and returned to the nearest office of the appropriate Government Department, against
receipt.

5.7.5 Perishables Found perishables which cannot be stored may be retained by the finder unless
he is a member of the Force. If such property is not retained by the finder, it shall be sold
to the best advantage and the cash received forwarded via the usual channels to Police
General Headquarters.

5.7.6 Animals Persons finding animals must be advised that there are no facilities for keeping
them at Police Stations.

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 i) Animals other than stock

Animals other than stock may be taken by the finder to the nearest S.P.C.A branch
or retained , by the finder until claimed by the owner.

ii) Stock As regards lost and found/stray stock see paragraph 5.0 of Part C.5 of these
Standing Orders.

5.7.7 Cycles

Found cycles will be entered in I be Found Property Book and full particulars of each
such cycle will be forwarded as soon as possible to the local C.I.D Station by radio. The
local C.I.D Station will check its records and, if the cycle is not recorded as stolen, it will
be included in a return of all such cycles, which will be submitted to C.I.D.H/Q by local
C.I.D Station on the 28th of each month. C.I.D. H/Q will distribute a monthly schedule
of all found cycles to C.I.D Stations for checking against local records of stolen cycles.
Where a cycle found is recorded as stolen the Police Station concerned will be advised
accordingly.

5.7.8 See also “Disposal of Unclaimed Property” paragraph 2 1. 0 of C. 5.

6.0 LOST PROPERTY BOOK

6.1. A lost property book (Z.R Police Book 11), will be maintained at all stations, unless Maintenance of
otherwise directed, and will be used for recording particulars of all property which is the Lost Property
reported to the Police as having been lost. All entries will be numbered consecutively Book.
throughout the year.

6.2 Lost or strayed stock will not be entered in the Lost Property Book but will be investigated Lost or Strayed
as though the stock were stolen. stock.

6.3 The Loss of a passport, Government identity card or other document of special security Documents of
significance will be entered in the Lost Property Book and fully investigated. The loss of special security
a driver’s licence, registration certificate and similar personal documents of no special significance.
security significance will not be entered in the lost Property Book unless they were lost
together with other property of value, but persons reporting their loss will be referred to
the nearest office of issue.

6.4 Officers/ Members in Charge will circulate lists of lost property to such stations and such Responsibilities
persons as the nature of the property and the circumstances of the loss may justify. A note of I/C’s
of stations and persons advised will be recorded in the “Remarks” column of the Book.

7.0 NOTEBOOK

7.1 Police Note Book (Z.R. POLICE Book 6) will be maintained on personal charge by all Police Note book
members and will be carried at all times on or off duty in the leather cover provided.

7.2 Note Books will be allocated a serial number by the Officer/Member In Charge when such Recording of
book is issued to a member and a record of such issue will be made in the Station General issues of Police
Record Book- see paragraph 3.6 of Part G.4 of the Standing Orders Volume Il. Note books.

7.3 The last twelve pages in each note book have been divided into sections for noting “Persons Division in the
Wanted” lost and Stolen Property” and “Stolen Vehicles and Cycles. Officers/ Members In last pages.
Charge will have to be selective in regard to their choice of material for these sections.

7.4 The first entry in any book will record the serial number of the note book possessed Serial Numbers.
immediately before hand and the last entry will record the serial number of the new book

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 issued on replacement.

7.5 Care must be taken to ensure that current information in a completed note book concerning
“Wanted Persons”, “Lost and Stolen Property” and “Stolen Vehicles and Cycles” is copied
into the new note book.

7.6 Note books, when completed, will be withdrawn and filed in numerical sequence at the Filing of Note
station of issue. A member proceeding on transfer will have his note book with drawn and Books.
filed at the station of issue.

7.7 Note books may be destroyed after one year from the date of the last entry therein. Destruction of
Note Books
7.8 Obtaining a full record of the initial facts of a case or other matter of police interest is the Initial facts
responsibility of the first member to arrive at the scene. Such record should appear in the and matters of
interest to the
note book (unless a T.A.B. is appropriate) and should be made at the time of the occurrence Police
or as soon as possible thereafter. Note books shall be kept in neat and chronological order;
dates and times of each entry will be recorded, no pages will be removed, nor must entries
be erased. Errors will be crossed out so as to leave the original words legible. The main
object of the Note book is to enable a member to give evidence accurately and to refresh
his memory. An untidy or incomplete note book is unlikely to impress a court as to the
member’s recollection if the facts are challenged.

7.9 All note books in use will be examined by the Officers/ Members-in-Charge or their deputies Checking of
at least once a month, in addition to such checks as specific patrols or investigational Note Books.
requirements may dictate, and shall be signed and dated accordingly.

7.10 Note books, both current and completed, will be examined from time to time by Officers
Commanding and other Inspecting Officers to ensure that such books are being used and
filed.

8.0 TRAFFIC ACCIDENT BOOK

8.1 Traffic Accident Book (Book 52) will be used to record the particulars of all traffic Use of Traffic
accidents which come to the notice of the Police. Accident book

8.2 Each T.A.B will be numbered in chronological sequence throughout the year and will be Filing
maintained in numerical order on file C/5/2.

8.3 A T.A.B Index Book will be maintained at all stations and will contain:

8.3.1 A register showing the T.A.B. number, the date of the accident, the place of the accident,
the C.R, S.D.D or other reference, and the name of the investigating detail, and

8.3.2 The names of all persons who are mentioned in all T.A.B.’s in alphabetical sub divisions,
with the number of the relevant T.A.B recorded against each name.

8.4 Wherever a traffic accident is investigated, either as involving an offence or as a sudden Investigation
death, the T.A.B will be retained in the relevant docket until the case is finalized, when the of a Traffic
T.A.B will be placed in a file. accident.

8.5 Whenever a T.A.B. is withdrawn or withheld from the file, to be retained in a docket or Withdrawal or
for any other purpose, and whenever a T.A.B. is transferred to another station, a slip will withholding of
be placed in the file showing the T.A.B. number, the date, time and place of the accident, TAB
the make, type, registration number and driver of each vehicle involved, the name of the
investigation detail and where the T.A.B. may be found or to which station it has been
transferred, as the case maybe.

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8.6 The T.A.B number will be recorded on the top right hand corner of the outside front Recording of
cover of the T.A.B thus: “16/85” meaning T.A.B number 16 of the year 1985. The space TAB number.
marked “Reference” will be reserved for the C.R number S.D.D number, or , where there
is no such reference, the other reference letters “R.I.T.A.” indicating that the accident was
“reported in terms of the Act-.

9.0 VISITING STATION RECORD BOOK

9.1 A Visiting Station Record (Book 18) will be maintained at all stations where beats are Maintenance of
maintained. Book 18.

9.2 Members on beat duty or on patrol in Urban areas who have reason to visit the station Use of Book 18
any time prior to the completion of their duties will, record the fact in the Visiting Station
Record, and will report to the Charge Office Assistant Inspector, Assistant Inspector In
Charge Beats or other Senior Member oil duty.

9.3 When leaving station to resume patrol or beat, the member will book out in the Visiting Resuming of duty.
Station, Record, and will again report to the member to whom he reported oil booking in
who will initial the entry in the Visiting, Station Record as being correct.

9.4 Notwithstanding the provision of section one, where Book 18 in pad form is used, Use of Book 18
completed pages thereof maybe destroyed oil the authority of an Officer three months in pad.
from the date of last entry therein.

10.0 ADDRESS BOOK

10.1 An address book will be maintained at all stations and will be used for recording names Maintenance
and addresses of: -

10.1.1 All members who are on leave from the Station;10. 1.2 All members who have been
discharged from the station;

10.1.3 All members who live out of the Camp.

11.0 REPORTS RECEIVED BOOK

11.1 A Report Received Book (Book 25) will be maintained at all stations and will be used for Maintenance of
recording all reports received other than those of an internal administrative nature (see Book 25.
paragraph 2.0 of Part G.4 Volume 11 - Charge Office Diary). The book provides for a
duplicate copy of every report.

11.2 Reports received from persons calling at the station or by telephone will be recorded in Reports Received
the Reports Received Book so that the original and unedited version of the initial report Book
is on record. The taking down of reports or messages on other pieces of appear is to be
discouraged.

11.3 When a report concerns a criminal offence, the original may be detached and included in Detachment of the
Original Copy.
the relevant docket as a record of the First information of Crime.

11.4 When a report concerns a sudden death or a road accident or some other occurrence which Sudden Death,
Road Accident
will invetiably result in documentation in a T.A.B or S.D Report Book, the entry in the Reports: Entry
Reports Received Book can be finalized by simply endorsing the S.D.D or T.A.B reference
number.

When it is necessary to detach the original for purposes of follow up action and where
it is not thereafter contained in a docket, it may be pasted back into the book as the
completed record, provided that where other papers are attached to it, it should be filed on

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 the appropriate F.F.F and the copy remaining in the book suitably cross referenced. In any
event it is desirable that such initial reports to be covered in the Report Received Book
which is intended to be a chronicle of all reports received and a means by which a check
can be made that all matters reported have been correctly dealt with.

11.5 The Reports Received Book will be checked daily by Officer/Member-In Charge so as to Checking of the
ensure that the necessary action has been taken in respect of reports received. R.R.B

11.6 At some stations it may be of benefit to maintain an index of persons named in the Reports
Received Book and such an index may be so maintained at the discretion of the Officer
Commanding District. The Crime Register index may be used for this purpose in a similar
manner as is described in paragraph 1.21 of this Part.

12.0 ASSISTANT INSPECTOR I/C BEATS REPORT BOOK

12.1 A Report Book for Assistant Inspectors I/C Beats will be maintained at all urban stations.

12.2 After parading a relief for duty the Assistant Inspector I/C Beats will enter in the Report Responsibility
Book the fact that he has taken over the section, name of the Assistant Inspector whom he of Member In
relieved, and that he has paraded his relief for duty as per Duty Roster. Charge

12.3 He will also enter in the Report Book all visits paid to the members of his relief and his Entering of visits.
not activities during visits

12.4 When he has paraded his relief off duty, the Assistant Inspector I/C Beats will note the fact Section
in the Report Book, stating to whom he has handed over the section Handover.

13.0 VISITING OFFICERS BOOK

13.1 A Visiting Officers Book will be maintained at all stations unless otherwise directed and Maintenance
will be used by members performing V.0 duties to record details of such duties.

13.2 Members carrying out V.0 duties will record the time of commencement and completion Recording of V.O
of such duties, the type of transport used, the names of persons and places visited and any Duties.
comments which they may wish to make.

13.3 Where details of a V.0 duty are recorded in the Visiting Officers Book, there is no need to V.O Book
enter details of the duty in the Charge Office Diary.

14.0 WORK BOOK

14.1 A Work Book will be maintained by every Officer/Member in Charge of a station or Maintenance and
section and will be used for recording all dockets, enquiries, etc, being dealt with by his use.
subordinates.

14. 2 Each subordinate member on the station or section will be allocated a separate page or Allocation
pages which will be headed with the member’s name and which

14.2.1 the C. R or other reference;

14.2.2 the offence or subject of the enquiry.
14.2.3 the nature of the action required;
14.2.4 the date passed to the member for action.

14.3 As each enquiry, etc, is concluded by the member concerned, it will be deleted from the
page allocated to that member.

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15.0 COMPILATION OF DOCKETS

15.1 A Docket Record (Form 66) must be completed in every case, except Form 66

15.1.1 Which are dealt with by Scene Report Forms 149, 149A, 149B, or equivalent form in
terms of paragraph 2 1.0.

15.1.2 In which no documentation is necessary in terms of paragraph 2 1. 0.

15.1.3 In which a crime Docket cover (Form 17) is used.

15.2 If any particular case does not involve an undue number of attachments Report prejudicing Report Record
efficiency of presentation, the entire documentation may , Record be confined to the
Report Record. If, however, the case is one which involves a number of attachments, a
Crime Docket cover must be used.

15.3 Whether a Report Record or Crime Docket cover is used the result of trial or officer’s ‘Results’
instructions regarding closing must be noted in the space marked “Results” and the filing
instructions duly completed.

15.4 Whenever a Docket is forwarded to P.G.H.Q for any reason or a docket which has been Indicated
indicted for High Court or which is intended for trial before a regional court is forwarded Dockets/
to District or Provincial Headquarters, Summary of it will be accompanied by a completed Summary of case.
Summary of Case (Form 52) in triplicate.

15.5 All documents contained in a docket will be marked with an identifying number of letter
and properly indexed. Documents will be maintained in the following order:-

15.5.1 Summary of Case (Where applicable);

15.5.2 Investigation Diary;
15.5.3 Witness’ Statements;
15.5.4 Documentary Exhibits;
15.5.5 Radio Messages;
15.5.6 Other Documents

16.0 CLOSING OF DOCKETS

16.1 No dockets shall be closed other than by a Senior Officer, and only when he has satisfied Authority: Person
himself that the case has been thoroughly investigated and all courses of investigation to close dockets.
have been exhausted close dockets.

16.2 All dockets investigated by the C.I.D will normally be closed and classified by an Officer C.I.D dockets.
of that Department.

16.3 Notwithstanding the instructions contained in sub-paragraph 16.1 the docket of any case Closed dockets
which has been disposed of at court shall be considered closed, except in those cases
where the charge has been withdrawn before plea by the Prosecutor or where the accused,
because of some mental or physical defect, has been found unfit to plead.

16.4 Dockets shall be closed under one or either of the following classification which must be Classification
specified by the Officer closing. of dockets for
closing.
16.4.1 WITHDRAWN

Cases where an offence has been committed and where the identity of the accused is
known, but where:-

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 i) it is undesirable for good and sufficient reasons to institute criminal proceedings,
e.g offences by juveniles which the Social, Welfare Officer prefers to deal with
himself, or

ii) a private complainant can be considered as more aggrieved than the State and such
complainant has requested that the case be withdrawn or; the Attorney General has
declined to prosecute; or

iv) the accused, because of some mental or physical defect, has been found unfit to
plead; or

v) the charge has been with drawn in court by the prosecutor except in those cases
which are withdrawn before plea or because it has become apparent to the Prosecutor
that some person other than the accused has committed the Crime charged.

16.4.2 FALSE

Cases where investigation has established that no offence has been committed.

I6.4.3 UNDETECTED

Cases where an offence has been committed, but investigations have failed to establish the
identity of the accused or where evidence is insufficient to warrant prosecution.

16.4.4 ACCUSED NOT LOCATED

Cases where an offence has been committed and where the identity of the accused is
known and evidence is available to warrant prosecution NOTE

i) It is emphasized that the word “accused” does not include a suspect, no matter how
strong the suspicion against him maybe, if there is insufficient evidence then and
there to take him to court, when he is available.

ii) Known identity of Persons means Registration Certificate particulars or Identity

particulars.

17.0 FILING OF DOCKETS

17.1 When a docket has been closed it will be filed at the station of origin under one of the
following filing classifications which will be specified by the Officer closing the docket:

Provided that dockets closed by an Officer of the Criminal Investigation Department in

terms of paragraph 16.2 will normally be filed as directed by that Officer and not necessarily
at the station of origin.

17.1.1 Complete

All dockets which have been closed “False” or “withdrawn”, and all dockets which have
been disposed of, at court, except those in which the accused has, because of some mental
or physical defect, been found unfit to plead and, because of the seriousness of the offence,
the closing officer considers it desirable to retain “Incomplete” pending possible recovery
of the accused. Dockets concerning accused who, are unfit to plead must not be filed
“Complete” unless the offence is very petty indeed. Normally such dockets should be filed
Incomplete ‘B’ or “C”.

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17.1.2 INCOMPLETE “A”

All dockets referring to crimes of a petty nature which have been closed: -

i) “Undetected” and where it is improbable that any further evidence will come to
light, or

ii) “Accused not Located”. or

iii) “Withdrawn before plea” or where it has become apparent to the prosecutor that
some person other than the accused has committed the crime charged and where
some good purpose is likely to be served by keeping the docket for at least three
years.

17.1.3 INCOMPLETE “B”

All dockets, other than those referring to crimes of either a petty or an extremely, serious
nature, which have been closed-

i) “Undetected”, where there is a reasonable probability of further evidence coming

to light at some future date, or where fingerprint evidence is available;

ii) “Accused not located”, or

iii) “Withdrawn”, where the accused, because of some mental or physical defect, was
found unfit to plead: or

iv) Withdrawn before plea where it has become apparent to the prosecutor that some
person other than the accused has committed the crime charged and where some
good purpose might be served by keeping the docket for at least five years.

17.1.4. INCOMPLETE “C”

All dockets referring to crimes of an extremely serious nature which have been closed

i) “Undetected”, where there is a reasonable probability of further evidence coming

to light at some future date or where fingerprint evidence is available;

ii) “Accused not located”, or

iii) “Withdrawn”, where the accused, because of some mental or physical defect, was
found unfit to plead, or

iv) Withdrawn before plea where it has become apparent to the prosecutor that some
person other than the accused has committed the crime charged and where some
good purpose might be served by keeping the docket for at least seven years.

17.2 Complete dockets will be numbered consecutively throughout the year and filed Numbering of
annually. Dockets.

17.3 All dockets filed incomplete will be filed “A” “B” or “C” and numbered consecutively Summarising
throughout the year in their respective categories. Incomplete “B” or “C” dockets shall be Incomplete
summarized before filing. dockets.

17.3.1 At the end of each year, incomplete “A” dockets shall be wrapped in brown paper or
cupboard boxes, correctly labelled and placed in store,

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17.3.2 Permanent schedules, showing the filing number, C.R. number and final disposal, will
be maintained in respect of all incomplete “B” and “C” dockets. These schedules will be
maintained in the General Record Book or at larger stations, in a separate register; and

17.3.3 Officers/ Members i/c will review Incomplete “B” and Incomplete “C” dockets from time
to time and will ascertain whether there is any further information as to the identity or
whereabouts of the accused.

17.4 No docket which has been given a filing classification shall be reclassified except where it Reclassification of
Closed Dockets.
has been re-opened on the discovery of fresh evidence.
Labelling of
17.5 All dockets containing fingerprint evidence will be labelled on the outside front cover dockets (Form 49)
with a form 49 “Do not destroy without reference to C.I.D” before filing, and the Officer
closing the docket must satisfy himself that all such dockets are so labelled.
Commissioner
17.6 All incomplete murder dockets and all dockets where an accused has been found unfit to General’s authority
plead (other than in very petty cases where the docket is filed complete), must be inscribed on docket
in red on the outside front cover: DO NOT DESTROY WITHOUT AUTHORITY OF destruction.
THE COMMISSIONER GENERAL.

17.7 No docket which has been given a filing classification shall be removed from its package
for no apparent reason and without the permission of the Officer/Member in Charge or in
charge Crime.

17.8 If for one good reason or another, a docket having filing classification is removed from
its package an A4 size typing, or- bench paper must be placed in its position indicating
the whereabouts of the docket, the member who removed it, the person to whom it was
handed, their particulars and signatures, the person who permitted its removal and the date
and time it was removed. The paper must be typed in duplicate and a copy filed in Force
Functional File C/4/1.

17.9 In addition such dockets if taken away for a considerable period of time, must be
accompanied by and receipted under a classified Document Advice Form.

18.0 DESTRUCTION OF DOCKETS

18.1 Subject to the provisions of paragraph 1.0 “Complete” dockets may be destroyed when Destruction of
they have been retained on file for a period of not less than three years. Complete dockets.

18.2 Incomplete dockets may be destroyed on the authority of an Officer when they have been Destruction
retained on file for not less than the following periods. of Incomplete
dockets.
18.2.1 Incomplete “A” Three years
18.2.2 Incomplete “B” Five years
18.2.3 Incomplete “C” Seven years:

Provided that Incomplete “C” dockets closed “Accused not Located’ or “Withdrawn” will
be retained for twenty years so long as evidence is available, and murder dockets, and
Incomplete “B” and “C” dockets in which the accused has been found unfit to plead,
shall only be destroyed on the authority of the Commissioner General. To this end, all
such dockets will clearly be labelled or inscribed “DO NOT DESTROY WITHOUT
AUTHORITY OF THE COMMISSIONER” before filing.

18.3 Incomplete and complete dockets dealing with offences involving witchcraft, indigenous Dockets to be sent
custom, or other matters of great, general or historical interest will not be destroyed but to P.G.H.Q
will, on the expiry of the filing periods, be forwarded to P.G.H.Q where they will be
examined and suitable cases selected for permanent preservation in Archives. To this end,

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 all such dockets will clearly be labelled “DO NOT DESTROY WITHOUT AUTHORITY
OF THE COMMISSIONER GENERAL” before filing.

18.4 Notwithstanding the instructions contained in paragraph 18.2 regarding the filing of Officer’s powers.
Incomplete “B” and “C” dockets, any officer who is satisfied that evidence is no longer
and will never be available, may authorize the immediate destruction of any such docket
if it has retained for at least three years:

Provided that murder dockets shall only be destroyed on the authority of the Commissioner
General.

18.5 Where a docket has been labelled or inscribed “Do not destroy without reference to C.I.D Inscriptions to be
“or” Do not destroy without authority of the Commissioner General”, this instruction must adhered to.
be complied with adhered to.

18.6 An officer giving authority for the destruction of Incomplete “B” and “C” dockets shall do Officer’s
instructions to be
so in writing against the relevant entry in the “Final Disposal” portion of the schedule. in writing.

18.7 On the destruction of any docket, notification must be sent to the C.R.O (Crime Record Destruction
Office) for the cancellation of any relevant Gazette entries, and any exhibits should be of dockets
returned to the owner or, if this is not possible, dealt with as Found Property A certificate notification
of C.R.0 that this has been done should be written against the relevant entries in the Crime
Register and Exhibit Book, respectively, and signed by the person responsible.

19.0 DIARY/LOG

19.1 A Diary/Log (Z.R Police Form 11), will be used for recording particulars of all investigations Diary/.Log
made into any case. Form 11.

19.2 Reports of investigating details will be recorded in full in the Diary/Log and signed by the Recording of
member concerned. particulars.

Provided that where the investigating detail records particulars of his investigation in the
form of a statement for prosecution purposes, only a brief entry need be made in the Diary/
Log.

19.3 Irrelevant matter, such as the type of transport used by the investigating detail and duties Irrelevant matter.
performed not connected with the case under investigation, shall not be made in the Diary/
Log

19.4 Where investigations are prolonged, they will be summarized from time to time in the Prolonged
Diary/ log. Investigations.

19.5 Entries in the Diary/log will be numbered consecutively on the left hand margin and each Numbering of
page will be numbered in the top right hand comer. The name of the Station and the Crime Entries.
Register or other Police reference number of the case under investigation will be written
at the top of each page of the Diary/Log.

20.0 SCENE REPORT

20.1 Scene Report Forms (Z.R Police Forms 149, 149A, 149B) will be used to record details of
all thefts, violence, miscellaneous and all house breaking with intent to steal respectively
other than:-

20.1.1 Cases in which the value of the property stolen exceeds an amount to be determined from
time to time;

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20.1.2 Cases which present a definite lead to the investigating detail:

20.1.3 Theft of Government property or breaking into Government Buildings;

20. 1.4 Theft of unwrought precious metal, uncut precious stones, firearms, explosives, poisons or
drugs ) and

20.1.5. Cases dealt with in terms of paragraph 2 1.0.

20.2 The following forms may be used in lieu of Scene Report forms for the specific type
of theft indicated but will, for the pur-poses of this section be treated as Scene Report
forms.

20.2.1 Theft from Motor Vehicle Report Form (Z.R. Police Form 195).

20.2.2 Car Theft Report Form (Z.R.P Form 199); and

20.2.3 Theft of Car Parts Form (Z.R.P Form 244).

20.3 Whenever a case of Theft or Housebreaking with intent to steal is reported, other than Investigating
those cases specifically excluded in sub paragraph 20.1, the investigating detail will detail’s
complete a scene report and will visit the scene of crime and interview the complainant or responsibilities.
will arrange for this to be done. Full details of initial investigations will be entered on the
Scene Report, together with the names and addresses of all witnesses and brief summary
of the evidence which they can give.

The Form will then be submitted to the Officer/Member in Charge.

20.4 Normally the Officer/Member i/c will only instruct that a docket be a definite lead has been Opening of
disclosed. In the absence of any such lead, the Officer/member i/c will instruct that the dockets
Scene Report Form be closed “Undetected” or, if applicable “False on Enquiry”, after all
necessary steps for the circulation of particulars of the stolen property have been taken.

21.0 CASES OF PETTY THEFT

21.1 No documentation is necessary, other than C.R. entry, for cases of petty theft in which the
following conditions exist: -

21.1.1 The property is unidentifiable,

21.1.2 the value of the property is less than an amount to be determined from time to time:
21.1.3 there is no, reason to suspect any person;
21.1.4 the theft was not accompanied by any other crime;
21.1.5 the theft does not form part of a series of thefts or an epidemic” of crime;
21.1.6 Petty cases of Malicious Injury to Property which are non political; and
21.1.7 theft of bicycles where the numbers are not known and cannot be ascertained.

21.2 Such cases must be entered in the Crime Register and may be closed immediately by the Crime Register
Officer/Member in charge in column 10 of the Crime Register: “No docket. No suspect
value under an amount to be determined from time to time. Closed “Undetected” by
Officer/Member in Charge on (date)”.

21.3 Nothing in this section shall prevent an Officer/Member in Charge opening a docket or Opening of
Scene Report form in any case where he feels it would be of advantage to do so. docket/scene
report form
22.0 POLICE GAZETTES

22.1 The Zimbabwe Republic Police Gazette is the official publications of the Force for the Police Gazette

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 dissemination of important criminal and other information and shall be maintained on permanent record
file as a permanent record at all stations. Members responsible must keep this record up
to date by scrupulously carrying out amendments and cancellations which are published
from time to time.

22.2 The Gazette will be published periodically and will be compiled under the following
headings and sub headings:-

SPECIAL NOTICES
APPREHENSIONS SOUGHT
White
Asiatic and Coloured
Black
INFORMATION SOUGHT
White
Asiatic and Coloured
Black
MISSING PERSONS
White
Asiatic and Coloured
Black
ADDITIONAL INFORMATION
PERSONS IN CUSTODY WHO MIGHT BE
WANTED ELSEWHERE
CANCELLATIONS

22.3 The following will be published as supplements to the Gazette:- Gazette

Supplements.
SUPPLEMENT “A” - Annual review of outstanding Gazette entries.

SUPPLEMENT “B” - Monthly list of discharges from prison

22.4 The Gazette will be compiled at the discretion of the Officer Commanding , Criminal Officer
Commanding
Investigation Department. C.I.D

22.5 The Gazette is to be perused and, where applicable, initialled by all members of the Force. Matters arising
Officer/Members in charge must point out and explain to their subordinates all matters of
local interest.

22.6 In certain cases of very serious crimes and in instances where dangerous criminals escape Special Police
from custody, a “Special Police Gazette”, printed in red, may be published. Any requests Gazette
for the inclusion of such serious crimes and dangerous criminal escapes may be included
in the Special Police Gazette and shall be routed through Provincial Criminal Investigation
Officers to the Officer Commanding, Criminal Investigation Department.

22.7 If any issue of the Gazette is not received at any station, this fact must be reported immediately Notification of
to the Officer Commanding C.I.D Headquarters, P 0 Box CY 683, Causeway. none receipt of
Gazettes
23.0 TYPE OF INFORMATION PUBLISHED IN GAZETTE

23.1 SPECIAL NOTICES

Under this heading may be published serious crimes or unusual matters such as the
circulation of forged currency, the identity of deceased persons, and other exceptional
cases. Stolen or lost identifiable property may also be published, but normally such
property will only be carded by C.R.0 (Criminal Record Officers).

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23.2 APPREHENSIONS SOUGHT

Wanted persons will only be published under this heading where a Warrant of Apprehension
has been issued in respect of.-

23.2.1 Any common law offence;

23.2.2 Any Statutory offence where the Officer/member i/c is of the opinion that a sentence of
not less than one month I.W.L or a fine of $50 is likely to be imposed; and

23.2.3 An unpaid fine of $ 100 or more.

23.3 INFORMATION SOUGHT

Only in exceptional circumstances will entries be made under this heading. Normally,
particulars of persons about whom information is sought will be carded at local C.R.0
(Criminal Record Office) and at Headquarters C.R.O (Criminal Record Office). In
practice, this heading is generally used where information is sought as to the whereabouts
of important witnesses.

23.4 MISSING PERSONS

Where the circumstances are unusual or there is suspicion of foul play, particulars of
missing persons will be published in the Gazette. The purpose of the enquiry for a missing
person should always be ascertained and the member concerned must satisfy himself that
the enquiry falls within the scope of Police duties before submitting for publication. Where
foul play is not suspected by Police, publication will only be made where the enquiry was
at the instance of a near relative whose written authority for publication must be obtained
and held at the station concerned.

23.5 ADDITIONAL INFORMATION

Where additional information is received about a matter which is already the subject of a
Gazette entry, a further entry will be made and will be cross referenced with the original
and any subsequent entries on the same subject.

23.6 PERSONS IN CUSTODY WHO MAY BE WANTED ELSEWHERE

Where it is possible that a person who has been arrested may be wanted in connection with
other offences committed elsewhere, particulars, of such person will be published in the
Gazette. Particulars forwarded for publication should include name, description, charge,
date and place of arrest, C.R number and details of the offence which, because of the
similarity of method, other circumstances, maybe useful in connecting cases of undetected
crime in other parts of the country.

23.7 UNUSUAL MATTERS OR SERIOUS CRIMES

Information concerning the circulation of forged currency, identity of deceased persons

and other exceptional cases will be published in the Gazette as Special Notices.

24.0 SUPPLEMENTS TO THE GAZETTE

24.1 SUPPLEMENT “A”

This supplement published annually contains all outstanding Gazette entries up to five Gazette
years prior to the date of its publication. As it automatically cancels all such Gazette Supplement.
entries, the Gazettes may be destroyed except those held by Headquarters C.R.O and

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 Provincial C.R.O. The entries in the supplement will be given a new reference in addition
to the original reference . Therefore, when dockets are submitted for destruction, either
the Original Gazette reference or the Supplement “A” reference may be quoted when
effecting cancellation.

24.2. SUPPLEMENT “B”

A Monthly list of all persons who are serving a sentence of six months imprisonment
or, more and whose records indicate that they are likely continue criminal activities,
who are due to be released from prison the following month. This list is compiled from
returns in by Officers in Charge of Prisons and in this connection court orderlies and
Public Prosecutor’s, as the case may be, must ensure that Warrants of Committal to Prison
bear the relevant C.B.D or fingerprint number so that the identity of a prisoner may be
established before publication.

25.0 SUBMITTING INFORMATION FOR PUBLICATION IN GAZETTES

25.1 Form 169 (Property) and Form 170 (Persons) will be completed in triplicate when Forms 169 and
information is required to be published in title Gazette or for carding at Criminal Record 170
Office. Two copies of the form will be sent direct to Headquarters Criminal Record Office,
P. O. Box CY 683, Causeway, and the third copy will be sent to the stations local C.R.O.

25.2 Headquarters C.R.0 will return one copy of the form to the station of origin via the local Rejection/
C.R.0, after information has been accepted for publication in the Gazette, whether it will Acceptance
be carded at C.R.0, or whether it is rejected as being unsuitable for either publication or
carding. The C.R.0 reference number must be quoted oil all correspondence on the same
subject.

25.3 Before Forms 170 are submitted to Headquarters or C.R.O. the Investigating Officer Establishment of
must establish the correct identity of indigenous Blacks from the District Administrator correct identity
concerned. The verified registration certificate particulars should then be endorsed on the
Form 170 and despatched to headquarters C.R.O. Upon receipt of the Gazette, stations are
to ensure that the appropriate District Administrator is aware that the subject is wanted.

25.4 Where a wanted person is known to have a criminal record, stations should check with Known criminal
their local C.R.0 whether a photograph of the subject is available. If so, one copy of records: wanted
the photograph should be forwarded to C.R.O. together with the forms 170 in order that person.
wanted person it may be published together with the entry.

25.5 Information for publication in the Gazette or for carding should be forwarded to C.R.O Information for
with the minimum of delay. It will be appreciated that the chances of recovering stolen publication/
property, for example, rapidly decrease with the passage of time. carding.

25.6 When information is submitted to C.R.0 for publication in the Gazette the category Publication:
under which it is to be published must be clearly specified i.e “Apprehension Sought”, Information
“Information Sought”, etc. classification.

25.7 It should be borne in mind that Provincial and local C.R.0 act as information and filtering Information
centre for their own areas and in many instances are able to supply immediate information Filtering centres.
concerning persons and property forming the subject of a police enquiry within that area.

26.0 DETAILS REQUIRED IN RESPECT OF PERSONS

26.1 GENERAL

Give as clearly as possible the person’s full name, the best description available (avoiding Description
generalities), race, sex, age, habits., last known address, any known criminal history and

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 full details of crime, date , place and modus operandi, if applicable.

26.2 WHITES

Give the National Registration Certificate number, date of birth and place, date of original
entry into Zimbabwe.

26.3 ASIATIC

Give the National Registration Certificate number, and residential Certificate number
wherever possible.

26.4 BLACKS

Give full names, registration certificate number or identity card number, as the case may
be and office of original issue, and full tribal particulars wherever possible.

26.5 A copy of the wanted person’s fingerprints are to be attached to the Forms 170 completed
in respect of him prior to despatching them to C.I.D Headquarters. There fingerprints are
not available the C.B file reference is to be endorsed on the Form 170. If no such reference
is known then the Forms 170 are to be endorsed:-

NO FINGERPRINTS OR C.I.D HQ REFERENCE KNOWN

26.6 DESCRIPTION

Obtain fullest details of any peculiarities such as Lost finger, visible scars, etc, peculiarities
of gait or movement.

26.7 HAUNTS AND HABITS

Give details of places or types of places frequented by the subject, known friends and type
of company kept, outstanding habits, usual occupation, etc.

26.8 REFERENCE

Quote any known Criminal Bureau fingerprints number, Criminal Bureau Docket number
C.I.D File number or fingerprint classification.

27.0 ACTION TO BE TAKEN WHEN PERSON TRACED

27.1 APPREHENSION SOUGHT

Only persons against whom a Warrant of Apprehension has been issued are published
under this heading. Where such person has been located and properly identified he should
be arrested forthwith and a notification of his arrest sent immediately to the station
responsible for the insertion of the Gazette entry, who will advise what further action is
required.

27.2 INFORMATION SOUGHT

Where a person, whose particulars are published under this heading, has been located, full
details should be obtained and these passed without delay to the station responsible for the
insertion of the entry, who will advise the locating station what further action is required.
Such persons will not be arrested without prior reference to the station concerned and then
only when permitted by law.

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28.0 SUBMISSION OF CANCELLATION

28.1 When a Gazette entry ceases to be applicable, e.g where an accused is arrested or property Cancellations.
recovered, the station responsible must forward the necessary cancellation to C.R.0 without
delay. If this is not done, serious consequences, such as wrongful arrest, may result.

28.2 Details of the entries to be cancelled must be stated fully, giving full names of persons Entry.
arrested or located and full description of property recovered. It is insufficient merely to
state, for example, ‘Gazette. 111/85, paragraph 99 - Accused Arrested’.

29.0 CANCELLATION OF GAZETTE ON STATIONS

29.1 It is the responsibilities of the Officer/Member i/c to ensure that cancellations and Responsibilities.
amendments are properly carried out.

29.2 Gazette entries should be clearly cancelled by a diagonal line drawn across the entry with Diagonal Line.
the number of the Gazette authorizing the cancellation written alongside in the margin.

29.3 Where a portion only of any entry is cancelled, this should be made clear. Cancellation of
entry portion
29.4 The member carrying out the cancellation must complete and sign the certificate Certificate
incorporated in the cancelling Gazette. incorporated

30.0 STATION CRIMINAL BUREAU DOCKETS

30.1 Prior to the release from Prison of a habitual criminal or a person who is likely to continue Habitual Criminal
a life of crime, C.I.D HQ C.R.0 may issue a criminal history sheet in respect of such or person likely
person. The criminal history sheet will bear photographs of its subject and will contain to continue
information on previous convictions, modus operandi, addresses where crimes were committing
committed and deformity codes. crimes.

30.2 The criminal history sheet will be sent to all districts and C.I.D. stations in whose area the Criminal history
subject has operated or is likely to operate. In addition, C.I.D stations will receive copies sheet.
of the subject’s fingerprints. The criminal history sheet will then be placed in a file cover
together with all other documents relevant to the subject and will thereafter be referred to
as a station CBD and maintained in numerical order by the station concerned.

30.3 Each C.I.D station will hold a copy of all station C.B.D. opened within its area and will C.B.Ds indexes.
maintain its own indexes in this respect.

30.4 Criminal History Sheets will be supplied only by the C.I.D. HQ C.R.O but the Officer/ Supply of
Member/ i/ c any station, may request the issue of a Criminal History Sheet in respect of a Criminal History
criminal operating in that station’s area. Such a request will be made by indicating on the Sheet.
certified fingerprints that it is desired to open a station C.B.D and by the submission of ten
copies of the subject’s photograph with the certified fingerprints. In the sole discretion of
C.I.D HQ C.R.O a criminal history sheet may then be issued.

30.5 In conjunction with other duties, routine supervisory checks will be carried out on every Routine
subject of a station C.B.D and recorded on a Diary/ Supervisory Log (Z.R Police Form II) Supervisory
and retained in the station C.B.D. checks

31.0 WANTED PERSONS INDEX

31.1 A card index of wanted persons will be maintained at all stations. Card Index

31.2 Carding will only be carried out by stations in the following instances: Stations carding.

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31.2.1 Where a person is shown under Apprehension Sought or Information Sought in Police
Gazette and originates from or is believed to frequent that stations’ area;

32.2.2 All accused persons and valid suspects wanted by that station irrespective of race, and
whether or not such persons have appeared in Gazette unless the case is of such petty
nature as not to warrant carding.

31.3 Z.R Police Form 90 will be used for carding wanted persons. Form 90

31.4 As soon as a Police Gazette is published, stations will check and card any entries applicable Checking and
to them. A note is to be made in the margin of such Gazette where applicable indicating carding
that the subject has been carded and the date that this was effected.

31.5 When a Gazette entry is cancelled, cards must also be cancelled and the entry endorsed in Cancellation
the relevant gazette to this effect of gazettes and cards. of gazettes and
cards.

31.6 Any enquiries completed in respect of persons carded at stations will be endorsed on Enquiries and
Diary/Log (Form 11) which will be held on File C.3.15 and a suitable cross-reference endorsements.
endorsed on the card. Results of checks made will therefore be held separate from the
cards.

31.7 Information contained in the card index must be brought to the attention of all members Members on
proceeding on patrol or who are likely to come into contact with the wanted person and patrol.
details of such information should be recorded in notebooks.

31.8 The wanted persons index must be checked thoroughly at least twice a year by the Officer Checking of
/member /i /c to ensure that such persons are still required, that evidence against such wanted persons
persons is still available and that regular checks have been made where applicable. index.

31.9 Where it is necessary to advise a District Administrator that the whereabouts of a person is Whereabouts
sought, Whereabouts Sought Notification Form (Form 12 1), will be used. This form will Sought
also be used for checks at other stations in respect of persons who have not been published Notification
in gazettes and for location of witnesses. (form 121)

31.10 On receipt of a Form 121 stations will cause not less than two checks to be made for the Checks on receipt
person mentioned unless information is received which makes a further check unnecessary. of Form 121
The results of these checks will be endorsed on the reverse of the form which will then be
returned to the station of origin.

31.11 When a person is no longer required, notification of the cancellation must be sent to the Notification of
respective District Administrator and police station immediately, Form 121 should be used Cancellation:
for this purpose. Form 121

32.0 SUDDEN DEATH INDEX

32.1 A Sudden Death Index will be maintained in book form at all stations and will be used to Maintenance
record details of all sudden deaths which are investigated by Police or in respect of which
a postmortem examination is requested by Police.

32.2 The sudden death index will be compiled in seven columns under the following Compilation
headings:-

32.2.1 Serial number and year;

32.2.2 Date and time of report, reference and name of investigating detail;

32.2.3 Name and particulars of deceased;

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32.2.4 Brief circumstances of death including date and time where known, the medical opinion
of cause of death,

32.2.5 Place of death (including whether rural or urban area);

32.2.6 Dates (i.e of movements of dockets, inquests, postmortem, magistrates instructions, etc);
and

32.2.7 final disposal of docket.

32.3 An entry will be made in the index as soon as a report comes in of a death which police Entry in the
are not absolutely satisfied was due to natural causes. index.

32.4 Entries shall be numbered consequently throughout the year. Numbering of

entries
33.0 SUDDEN DEATH DOCKET AND REPORT BOOK

33.1 When a Sudden Death Docket is opened it must be thoroughly investigated without delay Opening Sudden
and should be submitted to the local magistrate via the Officer Commanding District Death Docket.
within thirty days of the report of the death. Where this is not giving a brief summary
of the Sudden Death and indicating the reasons for the delay, will be submitted to the
local magistrate within thirty days via the Officer Commanding District. One copy will be
retained with the docket.

33.2 All reports of Sudden Deaths including those rising from road accidents in which there is Sudden Death
no culpability on the part of any other person, will be the sub ect of a Sudden Death Report Book (Book 1)
Book (Book 1).

33.3 Where the postmortem subsequently shows that the death was due to natural cause, the Filing
Sudden Death Report book will be filed under category “A” with the Application for
Postmortem on F. F. F C / 5 / 1.

33.4 Where death is not due to natural causes but there is no suspicion of foul play the following Death due to
procedure will be adopted: unnatural causes.

33.4.1 On completion of the sudden death report book it will be forwarded to the Officer
Commanding District together with the postmortem report and two copies of form 43.
One copy of the Form 43 will be held at the station for reference purposes.

33.4.2 The officer commanding district will then forward all these forms to the local magistrate.

33.4.3 The magistrate will endorse his findings on page 10 of the sudden Death Report book before
forwarding it together with the postmortem report to the Director of Public Prosecutions.
The magistrate will normally retain the copies of Form 43 until the return of the sudden
death report book and postmortem report from the Director of Public Prosecutions.

33.4.4 When the magistrate has received the Sudden Death Report Book and postmortem report
from the Director of Public Prosecution he will return these to the Officer commanding
District, with one copy of the from 43.The other copy of Form 43 will be retained by the
Magistrate for record purposes.

33.4.5. The officer commanding district, will then endorse his filing instructions on the front of
the Sudden Death Report Book before returning all papers to-the Officer/member i/c.

33.5 If at any time, whether before, during or after any inquest which might be held, it becomes Crime Register:
apparent that the death under investigation was caused by the criminal action of any Sudden Death.
person, the Sudden Death entry will be transferred to the Crime Register and criminal

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 Index will be cross, referenced.

33.6 Where it is necessary for a statement to be recorded for Sudden Death Dockets these must Inquests
be recorded in affidavit form as far as practicable. Thus it may be possible for oral evidence
to be dispensed with, in the event of an inquest. (See section 11 (4) of the Inquests Act,
(Chapter 16).
33.7 Where it is obvious from the outset that the death was caused by criminal action of any Death due to
person and a criminal docket is opened, there is no need for a Sudden Death docket to criminal activity.
be opened in addition, but the Magistrate should be advised within 30 days of the death
by forwarding a copy of the form 43 in terms of paragraph 33.1 and, in addition, the
Notification of Death Form must also be completed in the usual manner. An entry will be
made in the Sudden Death Index in terms of paragraph 32.0, but this will merely be cross
referenced with the Crime Register number.

34.0 FILING OF SUDDEN DEATH DOCKETS

34.1 For filing purposes, sudden Death Dockets will be classified ‘A’ or’B’ as hereunder: Classification of
Sudden Death
dockets
Class ‘A’ - Dockets in which the cause of death is or where death was due to no criminal
act, or where there are no other reasons for retaining the docket for longer than three
years. Subject to the provisions of paragraph 33. 1. Such dockets may be destroyed on the
authority of an Officer after they have been retained for three years.

Class ‘B’ - Dockets referring to deaths in which there is complication, such as suspicious
circumstances, where a suicide has followed the commission of a crime, where the docket
could reveal evidence in a criminal court, or when there is any other good reason for
retention of the docket for more than three years. Subject to the provisions of paragraph
33. 1, such dockets may be destroyed on the authority of an Officer after they have been
retained for twenty years.

34.2 Summaries of dockets and ‘Application for P. M’ where death was due to natural causes, Summaries
will be filed in numerical order in File C/5/1 and will show whether the actual docket is Filing.
filed ‘A: or ‘B’, or whether it has been transferred to the Crime Register.

34.3 Provided summaries are correctly filed in file C/5/1 there is no need to give Sudden Death File C/5/1
Dockets separate filing numbers. They may be filed under their original Sudden Death
Index number in numerical order. The summaries in File C/5/1 and the Sudden Death
Index will show whether any particular docket is filed ‘A’ or ‘B’ or whether it has been
transferred to the Crime Register.

34.4 Any Sudden Death Docket which has been filed under one or other of the two categories Reclassification
may be re-classified by an officer. of Sudden Death.

35.0 NOTICE TO APPEAR IN COURT - Z.R. POLICE FORM 265

35.1 Z.R. Police Form 265 (Notice to Appear in Court) will be used by all Stations/ Sections for Docket Form 265
all minor offences whether traffic or otherwise

the form serves as :-

35.1.1 Invitation for production of documents (Driver’s Licence, etc)

35.1.2 Invitation to pay deposit fine;

35.1.3 As summons/written notice to secure attendance in Court (In terms of section 128 (a) (1)
of C.P and E, Act. Chapter 59; and

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35.1.4 As a warrant of arrest (When endorsed by the magistrate).

35.2 The notice is to be completed in triplicate. The original and the first copy are printed on Carbon
carbon impregnated paper therefore there is NO need for the issuing detail to use carbon Impregnated.
paper. In cases where the forms 265 are not carbon impregnated, carbon papers (preferably
blue) should be used. Issuing members should therefore check whether or not the Forms
265 are carbon impregnated.

35.3 Certain items of information will be common to all copies. Common

Information
These are:-
35.3.1 The Court where the accused person has to appear.

35.3.2 The date and time he has to appear;

35.3.3 the offence;

35.3.4 The date, time and place of occurrence of the offence;

35.3.5 the name, business and residential addresses and telephone numbers of the accused;

35.3.6 the date, town and country of birth of the accused person;

35.3.7 the amount of the deposit fine that may be paid by the accused:

35.3.8 the date by which the deposit fine must be paid;

35.3.9 in traffic cases the vehicle registration number, make and type; and

35.3.10 the particulars of the issuing detail.

35.4 On completing the above information on the original, the detail will detach it from his Detachment of
book and hand it to the accused person. the original copy.

35.4.1 The issuing detail will then turn to the third copy (i.e the of the three pages) and endorse
in the space provided such details of the offence as are necessary, together with the names
and addresses of any witnesses.

35.5 Should the Notice be cancelled for any reason, all copies must be cancelled and retained. Cancellation of
The issuing details must know the court dates for the hearing of cases arising from Notice Notice to appear
to Appear in Court. It will be embarrassing to find that a court date has been set on a in court.
Saturday/Sunday or public holiday or when there is no session.

35.6 It is most important that the issuing detail fully explains the significance of the form to Significance of
the accused person at the time of issue. The accused must be informed that the Notice is Notice.
in fact a summons requiring him to appear in court and that should he fail to do so, then
the attached warrant of arrest will be duly signed by the magistrate for his arrest. Should,
however, the accused admit his guilt and wish to deposit, then he may do so within the
stipulated period at a police station of his own choice. The accused should be encouraged
to name a specific Police Station of his own choice at which he will pay his deposit, as this
will facilitate the checking.

35.7 Where it is necessary to prosecute an employer rather than an employee, then a copy of Prosecution of an
the Notice must not be handed to the employee. It will be necessary to go to the employer employer.
and serve a copy of the notice on him.

35.8 On returning to his Station, the issuing detail will detach the first and second copies from Responsibilities

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 his book and hand them to his Officer/Member i/c, The Officer/ Member/ i / c checks the of the Officer/
two copies for accuracy and ensures that all the required information has been correctly Member i/c
endorsed.

35.9 The Officer/member i/c will then take his Register (Z.R.Police Form 265) and opposite the Form 265
relevant notice serial number, endorse the necessary information. The Officer/ Member/
i/ c will retain both copies of the Notice until ‘due date’. On the day following this date
(due date), both copies together with an indictment will be sent to the Public Prosecutor.
It will be necessary for the Prosecutor to sign for the receipt of the copies. The Officer/
Member i/c should properly account for all Forms 265 held by his station and ensure that
none (whether completed or not) is lost along the way.

35.10 When the accused fails to appear, the Magistrate will endorse the warrant of arrest and Accused failing
forward it to the relevant Police Station for action. to appear.

35.11 Where a Notice to Appear in Court is accompanied by the Price Control Card copies, the Price control
second and third copies of the Price Control forms should be attached. The indictment card.
must be endorsed on the reverse of these forms.

35.12 Police Stations must NOT accept a deposit fine after the due date endorsed on a Notice. Fines paid after
The Courts may do so and the onus will then be on them to notify the Prosecutor’s office the due date.
that the case has been finalized.

36.0 THEFT OF MOTOR VEHICLES

PROCEDURE TO BE FOLLOWED:

36.1 Whenever a motor vehicle is reported stolen, Car Theft form (Z.R. Police Form 199)will Reported stolen
be completed. motor vehicle.

36.1.1 The station will immediately telephone Harare Central Control room giving full particulars Notification of
of the stolen motor vehicle for inclusion in the computer; Control Room
Harare

36.1.2 Harare Central will advise C.I.D Car Thefts section of the theft; and

36.1.3 Each station upon receiving the radio will enter particulars of the stolen motor vehicle in
the register.

36.2 The investigating officer will send a signal to all stations class B.C.D. G and J advising the Signal class
date, time and place of the theft together with a full description of the vehicle, including B.C.D.G. and J.
engine and chassis numbers.

36.3 Police Stations will be responsible, where appropriate, for passing a copy of the signal Passing of signal
to the local Customs Officer i/c and the local Inspector i/c V.I.D. These officials will be to other Officers
similarly advised of the other recovery of a stolen motor vehicle.

36.4. On the recovery of the vehicle normal investigation procedures will apply and a signal will Customs/
be sent to all V.I.D. stations class B.C.D.G. and J without delay advising the date and place recovery of stolen
where the vehicle was recovered and the registration number. motor vehicle.

36.5. The Officer/Member in Charge Harare Central Control Room is responsible for ensuring Officer i/c
that all stolen motor vehicles reported by each station are fed into the computer and that Control Room
Harare Central:
all cars on the road or call signs are advised. responsibilities.

36.6 Members having such record of stolen Motor Vehicles be it in their note books or elsewhere Cancellation on
should ensure they cancel entries on recovery to avoid later arrests of rightful owners or recovery of stolen
other persons having lawful custody of the vehicles. They should therefore endeavour to motor vehicles.

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 continuously check whether their record has been subject to cancellation or is up to date.

37.7 Stations are to advise Central Vehicle Registry, of stolen motor vehicles in their respective Signal to Vehicle
areas. If this is not done, it may result in stolen motor vehicles being processed for change Registry
of ownership by Central Vehicle Registry. C.V.R. to be advised through radio so that
information can be endorsed on the cards of stolen vehicles. In the case of stations within
Harare Province, Control room to advise C.V.R. as and when these reports come in.

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 PART C.3.APPENDIX I
(PART C.3.)

SPECIMEN FORM OF INDEMNITY

FOUND PROPERTY

Station...............................................F.P.B. No ...................................................................

I,.....................................................................................

.......................................................................................

do hereby acknowledge having this . ............................day of.................

19 ............................... , received from the Z.R Police at .......................the

within-mentioned property which was found by me and handed to the said

Police on .................... 19 . .........................and in consideration thereof I do hereby agree to

indemnity the said Police from all claims and demands loss, damage, costs of action incurred or to
be incurred by reason of any suit, claim or demand, in any way connected with the said property

Description of Property: .......................................................................................................................

....................................................................Signed ...........................

Witness: ................................

No .............................. Rank ......................Name:...................................

Officer/Member-in -Charge: ..................................................

Date: ......................................................................

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PART C.4

CRIME AND AIDS TO INVESTIGATION

TABLE OF CONTENTS

1.0. Reporting of Serious Crime and Matters of Importance.

2.0. Riots, Civil Commotion or Public Disorder.
3.0. Rewards and Compensation: Members of the Public
4.0. Trapping
5.0. Submission of Exhibits to the Forensic Science Laboratory.
6.0. Examination of Fireanns and Ammunition.
7.0. Examination of Documents.
8.0. Requests for the Services of Police Dogs.
9.0. Requests for the 5ervices of Sub-Aqua Sections.
10.0. Use OF Police Batton and Whistles.
11.0. Security Offences : Notification of P.I.S.I.
12.0. Electrical Accidents-Investigations.
APPENDIX I

Brands List Directory

316
CRIME AND AIDS TO INVESTIGATION

1.0. REPORTING OF SERIOUS CRIME AND MATTERS OF IMPORTANCE

1.1. The Officer/Member in Charge, Station, who receives a report of a serious crime or other Reporting of
matter of importance shall notify the Provincial Criminal Investigation Officer or Officer/ serious crime/
Member in Charge C.I.D. Station, the Officer Commanding District, and the Officer/ matters of
Member in Charge of any other station which may be affected by the report. importance

1.2. The services of a member of the Criminal Investigation Department, if required, shall be C.I.D. services.
specifically requested by the Officer/Member in Charge, Station when making his report.
Provided that the Provincial Criminal Investigation Officer may always assume direct
responsibility for the investigation of any crime although not specifically requested to do
so.

1.3. Reports of the following crimes will always be made:- Crimes to be

reported
1.3.1. All serious common law crimes;

1.3.2. All contravention of the Criminal Amendment Act (Chapter 58)

1.3.3. All crimes involving interference with railways or railways equipment, including stoning
of trains, attempted derailments, etc.;

1.3.4. All crimes involving illicit dealings in, possession of, or theft of firearms, ammunition or
explosives;

1.3.5. All crimes involving illicit dealing in, possession of. or theft of unwrought gold or uncut
precious stones,

1.3.6. All crimes against property which are believed to have been committed by professional or
travelling criminals, or by criminals who may have operated in adjoining districts.;

1.3.7. All epidemics of crimes

1.3.8. All security offences as defined in paragraph 11.0 of this Part; and

1.3.9. All crimes involving counterfeit notes and coins.

1.4. Reports of the following matters of interest will always be made:- Matters of
interest.
1.4.1. Industrial disputes, strike, or faction fights of a serious nature;

1.4.2. Unrest or dissatisfaction among the local population upon political, religious, economic or
other grounds;

1.4.3. Presence of known or suspected agitators,

1.4.4. Newspaper reports or pamphlets containing seditious or inflammatory statements.

1.5. Officers Commanding, Districts, and Provincial Criminal Officers will be kept fully Notice of the
informed of the progress of invest investigations into all serious cases. investigation of
serious cases.

1.6. In all cases where reports are made in terms of this part, the message will be prefixed by Prefix word.
the word, “Serious” and any stations receiving messages so prefixed will give the matter
priority treatment.

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1.7. In addition to reports made in terms of paragraph 1.1. of this Part, it is emphasised that the C.I.D. to be
P.C.I.O, must be advised of any case entailing extensive investigation or extraterritorial advised
enquiries.

2.0. RIOTS, CIVIL COMMOTION OR PUBLIC DISORDER

2.1. It is the duty of every member of the Force to take all steps necessary to preserve the peace Preservation of
and to suppress all forms of riot, civil commotion or public disorder that may occur in any peace
part of Zimbabwe. This duty is defined at length and in detail in Section 3 (2) of the, Law
and Order (Maintenance) Act (Chapter 65), which should be studied.

2.2. If any riot, civil commotion or public disorder is anticipated, the matter must be reported at Anticipation of
once to the Officer/Member in charge-who will be responsible for such immediate Police disorder/action
action as may be necessary to safe guard life and property. The Officer/ Member in Charge
will inform the Officer Commanding District, by the most expeditious means, who, in
turn, will advise the Officer Commanding Province. The latter will advise the Deputy
Commissioner General (Crime) who will advise C.I.O, and the Commissioner General.

2.3. Police will abstain from any show of partisanship during industrial or political meetings,
confining themselves entirely to the impartial administration of law and the preservation
of peace.

2.4. At all times Police must exercise the greatest tact and be careful not to precipitate any riot Police to exercise
or affray by hasty or provocative action. It is the responsibility of Police to protect life and tact.
property from harm at the hands of the mob, but at the same time it must be remembered
that conflict between Police and public results in serious and far reaching consequences

2.5. If it is necessary for Police to use force to carry out their duties, in times of riot, civil Use of force by
commotion or public disorder, Public Order and Security Act (Chapter 65) provides Police.
authority therefor. Every policeman must have a thorough knowledge of his powers and
obligation under this Act.

2.6. The golden rule is that the force which is used must not exceed that amount which is Golden rule.
necessary to effect the immediate object.

2.7. Every Policeman is individually responsible under the law for his actions and nothing in Individual’s
these Standing Orders can over-ride the law. If he does not comply with the provisions of responsibility for
the law he may be charged with an offence and it will be for the court to decide whether his action .
he was justified in the circumstances.

2.8. Section 18B of the Police Duties and Investigation Manual and Chapter 14 of the I.S.
Training Manual are to be read with this paragraph.

3.0. REWARDS AND COMPENSATION: MEMBERS OF THE PUBLIC

3.1. The payment of monetary rewards by members of the Criminal Investigation Department Payment.
or P.I.S.I, to members of the public who have rendered material assistance to the Police
shall be in accordance with instructions issued by the Officer Commanding Criminal
Investigation Department or P.I.S.I. as the case may be.

3.2. Officers/ Members in Charge in the uniformed branches who feel that there is justification Uniformed
for the issue of a monetary reward in connection with any specific case should make branches.
representations through the usual channels to the Officer Commanding Province, who
may recommend to the C.I.D. or P.I.S.1 the issue of such reward from C.I.D. or P.I.S.I.
funds.

318
3.3. Requests by members of the uniformed branches for payment to informers for information Uniformed
branches : request
received in connection with any Police enquiry should be referred to the Officer for payment from
Commanding District, who may recommend to the C.I.D. or P.I.S.I. that payment be made P.I.S.I./C.I.D
from their funds fund

3.4. Provision is made in Section 37(l) of the State Service (Disability Act 274 of 197 1), for Disability
the payment of compensation to a member of the public who suffers an injury or dies benefits or death
whilst, in the opinion of the Minister, he was assisting Security Forces in anti-dissident benefits.
operations or the Police or Prison Service in the execution of its public duties. Should a
member of the public be injured (or killed) as the result of assisting Police in the execution
of their duties, the injured person (or the next of kin as the case may be) shall be advised
that a claim for compensation may be submitted to the Government Pensions Officer,
P.O. Box CY 397, Causeway, for consideration at the same time, full particulars of the
incident shall be recorded in anticipation of a request by the Pensions Officer to verify the
circumstances.

4.0. TRAPPING

4.1. No trapping will be carried out by Police without prior authority of an Officer. Authority for
trapping.
4.2. For instructions on the methods of trapping see Police duties and Investigation Manual
paragraph 35.0

5.0. SUBMISSION OF EXHIBITS TO THE FORENSIC SCIENCE LABORATORY

5.1. Exhibits for analysis or comparison should be forwarded to the Forensic Science Liaison Exhibits to
Officer at C. I. D. Headquarters, Harare (P O Box CY 683 Causeway), for examination at F.S.L.O, or
Government
the Police Forensic Science Laboratory except where the examination required is Analyst Analyst.
solely for blood, semen or poison, the exhibit may be sent direct to the Government Analyst
in Harare (P O Box CY 231, Causeway). In cases of urgency, stations in Matebeleland may
send exhibits for examination for blood or semen only to the Public Health Laboratory,
P.O Box 858, Bulawayo.

5.2. Exhibits should be conveyed by hand where ever possible but documentary and other Transportation
small exhibits may be forwarded by registered post. Where exhibits are conveyed by hand,
the escort and his transport will wait at the laboratory until given further instructions or
dismissed.

5.3. All exhibits for analysis or comparison must be accompanied by a separate envelope Application
containing a properly completed “Application for Scientific Examination” (Z.R. Police for scientific
Form 36) in triplicate. Each form must bear the appropriate C.R.,or S.D.D reference Examination.
Examinations will not be carried out unless this reference is quoted on the form.

5.4. Where, after submission of an exhibit, further information is obtained which might affect Further
the scope of or necessity for the examination or which might assist the scientist in any information
way, this information must be passed to the appropriate laboratory without delay.

5.5. Stations will be advised of the result of the examination as early as possible. When results Notification of
appear to be positive, an affidavit will be furnished for production in court in terms of results.
Section 260 of the Criminal Procedure and Evidence Act (Chapter 59). Scientists should
not be called in to give oral evidence unless absolutely necessary.

5.6. Where it is necessary or desirable to have the Police Forensic Scientist called to attend a Forensic Scientist
attendance at a
scene of crime, application should be made through, P.C.I.O.s. scene of crime

5.7. No exhibits will be submitted to the Forensic Science Liaison Officer or Government Authority for the
submission of
Analyst without prior authority of an Officer. exhibits.

319
5.8. Stations requiring stocks of rectified spirit for the preservation of specimens for analysis Rectified spirit.
must advise the Officer/Member in Charge of their respective Camp Hospitals or Clinics
who will arrange for it to be despatched

5.9. See Police duties and Investigation Manual on the handling of exhibits functions
and facilities of Police Forensic Science Laboratory and the Government Analyst’s
Laboratory.

6.0. EXAMINATION OF FIREARMS AND AMMUNITION

6.1. Firearms and ammunition which require examination for possible evidential value may Armaments
be forwarded direct to the Officer/Member in Charge, Armaments Section, P O Box section.
CY 23, Causeway unless the examination is to be carried out in conjunction with other
examination of a scientific nature, such as examination for blood-stains, hairs, etc., when
all exhibits should be forwarded through the Forensic Science Liaison Officer as described
in paragraph 5. 1.

6.2. Exhibits for examination by the Armaments Section may only be forwarded on the
authority of an Officer. All exhibits must be accompanied by Application for Scientific
Examination form (Z.R. Police Form 36) in triplicate containing a brief summary of the
case under investigation.

6.3. See Police Duties and Investigation Manual Part 1I.

7.0. EXAMINATION OF DOCUMENTS

7.1. A Questioned Documents Examiner (Handwriting Expert) is attached to the Forensic Services of
Science Laboratory and is available to assist investigation by the examination of documents, Q.D.E.
comparison of handwriting, etc.

7.2. All applications for the service of the Questioned Document Examiner should be submitted
to the Officer Commanding Criminal Investigation Department (for attention F.S.L.O. /
Handwriting), P O Box CY 683, Causeway, together with duly completed Z.R. Police
Form 35 (Exhibit for Examination by Questioned Documents Examiner) in duplicate.

7.3. Before submitting material for examination, the case must be fully discussed with the C.I.D. Station.
nearest C.I.D.

7.4. The authority of an Officer must be obtained prior to the submission of any exhibits for
examination.

7.5. See also Police Duties and Investigation Manual - “Handwriting”.

8.0. REQUESTS FOR SERVICES OF POLICE DOGS

8.1. The services of Police dogs may be obtained by a telephone call to the Officer/Member Police dogs.
in Charge of the nearest dog section. Speed in getting dogs to any scene is of paramount
importance and there is no need to seek authority to call dogs when this would cause
delay. The Officer/Member in Charge, Dog Section will be given a brief description of the
circumstances from which he can assist and shall advise his Officer Commanding of the
despatch of dogs to any scene.

8.2. See Police Duties and Investigation Manual on the use of Police dogs at scene of crime.

9.0. REQUEST FOR THE SERVICES OF SUB-AQUA SECTION

9.1. Permission to use Police divers must be obtained from the Officer responsible for the Permission to use

320
 supervision of the section. When seeking permission, details of, operating depth, nature of Police dogs
search required and the degree of urgency must be stated.

9.2. When the operating depth exceeds 18 metres, the request shall be referred to the Officer in Operating
Charge, Sub-Aqua, for his decision. depth.

9.3. The decision whether or not Police divers will be used depends on the seriousness of the
case and the hazards likely to be encountered.

9.4. For information on the use of Sub- Aqua sections in criminal work see Reference Police Reference
Duties and Investigations Manual.

10.0. USE OF POLICE BUTTONS AND WHISTLES

10.1. Buttons are issued to members to protect themselves against violent attack and for use Use of battons.
when absolutely necessary in effecting the arrest of violet offenders.

10.2. Buttons should be aimed at the arms and legs of the offender, as blows to these parts of the Vital points.
body are least likely to cause serious or permanent injury. Blows should not be aimed at
the head, except as a last resort.

10.3. Whenever a button is used in the course of duty, it must be produced to the Officer/ Production of
Member in Charge or other senior member for inspection as soon as possible and the fact batton after use.
that it was used shall be stated in evidence at any subsequent trial of the offender of whom
it was used.

10.4. A Police whistle may be used by a member to summon other members to his assistance Use of whistle.
when that assistance cannot be obtained in any other way. When it is necessary to use a
whistle for this purpose, three short loud blasts should be given repeatedly. As the use of
Police whistles may create unnecessary alarm, or cause a crowd to collect, they should not
be used without good and sufficient cause.

11.0. SECURITY OFFENCES : NOTIFICATION TO P.I.S.I

11.1. For the purpose of this section, “Security Offence” means any offence which:- Definition

11.1.1. is known, reasonably suspected or likely to have been inspired by political motives; or

11.1.2. is directed against or likely to affect the safety or economy of the country, e.g., sabotage
of railways, power stations the telephone system, etc.

The mere fact that an offence might be chargeable under (so called) “Security Legislation”
does not necessarily mean that it is a “security offence” unless it comes within the meaning
defined above.

11.2. Crimes such as arson, stone-throwing, malicious injury to property, etc., are not always Distinction
politically inspired and those which are security offences must be distinguished from those
which are not.

11.3. In all “security offence” cases an extra copy of fingerprints will be taken from accused or Fingerprinting
suspected persons. Until the case is finalised this extra copy will be processed in exactly of accused/
the same way as the other sets of fingerprints taken in terms of paragraph 2 of Part C.1 of suspect for
these Standing Orders. Security
offences

11.4. When the case is finalised the extra copy is to be fully endorsed and sent to the Officer/ Copy to P.I.S.I.
Member in Charge of local P.I.S.I. station and Headquarters for information and filing.

321
11.5. The Officer/Member in Charge of the local P.I.S.I. station will extract whatever information Responsibility
he requires and forward the fingerprints via his Provincial P.I.S.I. Officer to P.I.S.I. P.I.S.I.
Headquarters for information and filing.

12.0. ELECTRICAL ACCIDENTS: INVESTIGATIONS

12. 1. The Electricity undertaker in Zimbabwe has agreed to provide assistance to the Police in Electricity
investigations of electrical accidents Undertaker

12.2. In the case of an accident where the the undertaker itself might be at fault then expert Expert advice
advice will have to be sought from outside ZESA.

12.3. The public electricity undertaker in Zimbabwe is the Zimbabwe Electricity Supply Public electricity
Authority with a head office in Harare. Area Offices, Undertaker District offices and sub- Undertaker
offices are located throughout Zimbabwe. The Power Authority transmits power via 330
000 volts over head transmission lines to consumers throughout Zimbabwe. The generation
output of the Power Authority is approximately 1100 megawatts.

12.4. In the event of accidents or incidents involving installations, the nearest office of ZESA
should be advised immediately in order that the installation be checked and made safe.

12.5. When requests of assistance for technical advice are required from ZESA these should be
made to, the Area Managers and District Managers for their areas of responsibility at the
following branches: -

Area Manager (Harare), Harare

Area Manager (Northern), Chinhoyi
Area Manager (Souther-n), Gweru
Area Manager (Eastern), Mutare
Area Manager (Western), Bulawayo

District Manager, Bindura, P 0 Box 44, Tel 506/7

District Manager, Bulawayo, Box 2097, Tel 67061/2
District Manager, Masvingo Box 5, Tel 2138/9
District Manager, Kadoma, Box 520, Tel 2304
District Manager, Gweru, Box 659, Tel 2726
District Manager, Marondera, Box 11, Tel 2568/66
District Manager, Kwekwe, Box 103, Tel 2975
District Manager, Harare, Box 2549, Tel 7214/14
District Manager, Zvishavane, Box 99, Tel 2285
District Manager, Chinhoyi, Box 192, Tel 282
District Manager, Mutare, Box 216, Tel 64636

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APPENDIX 1
Stations listed hereunder will hold the BRANDS DIRECTORY

MASHONALAND CENTRAL PROVINCE

Mount Darwin Mazoe Centenary

Bindura

MASHONALAND EAST PROVINCE

Marondera Goromonzi Macheke Mutoko

Murehwa Nyamapanda Wedza Beatrice

MANICALAND PROVINCE

Headlands Nyanga Chimanimani Mayo Cashel

Rusape Nyazura Odzi Chipinge Nyanyadzi
Penhalonga Buhera Ruda Mutare Rural

MASVINGO PROVINCE

Masvingo Rural Chartsworth Triangle Mashava Mwenezi

Chiredzi Chivi Bikita Gutu

MIDLANDS PROVINCE

Gweru Rural Kwekwe Rural Shurugwi Zvishavane Mberengwa

Gokwe Lalapanzi Silobela Mvuma Chivhu
Featherstone

MASHONALAND WEST PROVINCE

Kadoma Banket Selous Chakari Eiffel Flats

Karoi Mhangura Mubaira Chegutu Kariba
Chinhoi Battlefields Chirundu Mutorashanga

MATEBELELAND NORTH

Hillside Victoria Falls Inyati Nkayi Dete

Nyamandlovu Hwange Lupane Tsholotsho Binga
Mbembesi

MATEBELELAND SOUTH

Mangwe Esigodini Matobo Coleen Bawn Kezi

Tuli Plumtree Mphoengs Fort Rixon Figtree
Beitbridge Sun Yet Sen West Nicholson Filabusi Gwanda
Kezi

HARARE PROVINCE

Borrowdale Highlands Mabelreigh Marlborough Phodesville

Chitungwiza Marimba Waterfalls Hatfield

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PARTC.5

MISCELLANEOUS AND EXTRANEOUS DUTIES

TABLE OF CONTENTS

1.0. Enquiries for other Government Department

2.0. Enquiries on behalf of Private Persons and Organisations

3.0. Police Guards for Private Property, etc

4.0. Police Certificate of Character

5.0. Lost and Found/Stray Stock

6.0. Animals found in Cruel Circumstances

7.0. Road Reports : Automobile Association

8.0. Escorts to Deportees.

9.0. Escorts to Lunatics

10.0. Escorts to Lepers or Sexually Transmitted Disease Patients

11.0. Isolated Graves

12.0. Historical Monuments

13.0. Action by police on receipt of Report of a Dead Body

14.0 Application for PostMortem Examination

15.0 Identification of Body

16.0 Murder and Culpable Homicide Dockets

17.0 Notification of Death

18.0 Sudden Death Cases where Deceased has been attended by a Doctor

19.0 Sudden Death on Operating Table

20.0 Fatal Accidents Investigated by other Departments

21.0 Disposal of Unclaimed Property

22.0 Admission of Guilt : Deposit Fines

23.0 Municipal Traffic Tickets

24.0 Police Duties in Cases of Fire

25.0 Communications to the Press

26.0 The President of Zimbabwe

27.0 Missing Persons

28.0 Emergency Travel Documents

324
MISCELLANEOUS AND EXTRANEOUS DUTIES

1.0. ENQUIRIES FOR OTHER GOVERNMENT DEPARTMENTS.

1.1. When requested to do so by officials of other Government Departments, Police shall Undertaking
undertake enquiries if the interests of the Government are concerned. requests by
Government
Departments

1.2. Enquiries concerning debtors to the Government shall be confined to ascertaining the Government
debtor’s whereabouts and his apparent ability to pay. Enquiries shall be discreet and no Debtors
direct approach shall be made to the debtor himself.

2.0. ENQUIRIES ON BEHALF OF PRIVATE PERSONS AND ORGANISATIONS

2.1. Unless authorised by the Officer Commanding, District, no enquiries shall be taken by Authority
Police oil behalf of any private person or organisation.

2.2. If requested to do so by the Agricultural Finance Corporation of Zimbabwe, police may Agricultural
supply information already in their possession concerning the whereabouts of debtors Finance
to the Corporation, whether they are in occupation of farms, and generally as to their Corporation
Debtors
financial position. No special enquiries are to be made for this purpose.

2.3. Character reports may be given to Urban and Rural Councils which have assumed the Licencing
office and functions of Licensing Authority. Such reports may be obtained by the Council Authority
on written application to the Officer Commanding, C. 1. D. Headquarters, P 0 Box CY
683, Causeway. Two sets of fingerprints (taken normally by the District Administrators
Office) must accompany the application.

3.0. POLICE GUARDS FOR PRIVATE PROPERTY ETC.

3.1. Subject to the availability of manpower and on the authority of the Officer Commanding, Supply of
Police Guards at
Province, Police may supply guards for private property or to attend to private functions private Property/
in accordance with the provisions of Section 7 of the Police (General) Regulations. Functions.

3.2. Private persons or organisations employing Police Personnel in terms of this paragraph Employment of
shall be charged at the rates which are determined from time to time, by the Commissioner Police Personnel
General.

3.3. The charges referred to in paragraph 3.2. of this Part will be paid by the private person Charges/
or Organisation concerned direct to the Officer Commanding, Province, for payment into Payments.
contingency accounts and subsequent credit to Revenue or, on the authority of the Officer
Commanding, Province, payment to the members concerned in terms of subsection (6) of
Section 7 of the Police (General) Regulations.

3.4. In furtherance of the provisions of paragraph 3.3. of this part the Officer/Member In Responsibilities
Charge Station, or other member arranging the private employment of members, in terms of Officer/
of this part , shall submit to the Officer Commanding Province, a schedule in duplicate Member
in Charge
showing the numbers, rank and name of each member so employed, the nature arranging arranging
of the employment, the hours of employment, and whether the member would normally private
have been required for duty during those hours. employment

3.5. A copy of this schedule, showing which of the charges were credited to Revenue and Notification
of the
which were paid to the member concerned, will be forwarded by the Officer Commanding, Commissioner
Province to the Staff Officer (Finance) for notification to the Commissioner of Taxes. of Taxes

3.6. Every private person or Organisation who employs a member of the Force in terms of this Form of
section shall be required to sign a form of indemnity (Z.R. Police Form 2 or Z.R. Police Indemnity

325
 Form SC 45).

3.7. The provisions of this paragraph apply to members of the Police Special Constabulary, Police Special
Constabulary
and apply to the provision of guards for refractory patients in hospitals. members

3.8. Nothing in this part shall be construed as relieving Police of the responsibility for taking
all reasonable precautions, including the provision of guards, for the protection of any
private property which, through criminal activity, fire or accident, has become exposed to
risk of loss or damage, until such time as the owner thereof or some other person acting on
his behalf, can make suitable arrangements for its protection.

3.9. Government motor vehicles may be hired by private persons or organisations for use by
members of the Force employed by them as described in this part, subject to the conditions
set out in paragraph 15.0 of Part Q.4 of the Standing Orders Volume II.

4.0. POLICE CERTIFICATES OF CHARACTER

4.1. Persons seeking entry to certain countries are sometimes required to produce a certificate Police Certificates
from the Police of their last country of residence to the effect that they have no criminal of character
record in that country. In Zimbabwe such certificates are issued by C.I.D. Headquarters
upon request.

4.2. Any person wishing to obtain a certificate is required to complete an Application for Police Application for
Certificate (Z.R. Police Form 137) and to forward it to the Criminal Records Office C.I.D. Police Certificate
Headquarters P 0 Box CY 683, Causeway.

4.3. If the applicant is resident in Zimbabwe, he is required to obtain a $4 Zimbabwean Revenue Stamp.
revenue stamp and to affix it to the application form before forwarding it. If the applicant
is resident outside Zimbabwe he is required to forward a Postal Money Order to the value
of an amount to be determined from time to time, together with the application form.
Postal Orders, etc, should be crossed and made payable to “C.I.D.”.

4.4. When application forms are received at C.I.D. Headquarters, they will be entered in a C.I.D. Register.
register of Applications and numbered consecutively throughout each year. The register
will also show the mode of payment i.e. by revenue stamp, postal order, money order
etc.

4.5. When an application form is accompanied by a Postal Order or Money Order, an amount Affixing Revenue
to be determined from time to time Revenue Stamp will be affixed to it at C. I.D. Stamp on
Headquarters. application forms.

4.6. After certificates have been issued, all application forms, properly stamped, will be filed Filing.
in numerical sequence at C.I.D. Headquarters.

5.0. LOST AND FOUND/STRAY STOCK

5.1. Police should continuously advise members of the Public to report any found/stray or Reporting of
suspected stray stock known by them. Members of the public should be encouraged to stray/found stock.
report loss of stock after a reasonable effort has been made by them to check or locate their
stock.

5.2. After receiving such reports, police may suspect the stock to be stolen or reported stolen Advise other
and send signal messages to neighbouring stations advising them that stock of the given stations.
description are held as suspected stolen, lost or stray. The purpose of the Signal Message is
to assess whether such stock has been reported stolen or lost at the neighbouring stations.

Police details concerned shall also check the suspected stolen, stray or lost stock against

326
 their own records of reported stolen, lost or stray stock.

5.3. Persons having custody of found/stray stock will be asked to keep the stock pending
inquiries to determine whether or not they have been reported stolen and also their final
disposal if lost or stray. A period of two weeks after the report is sufficient to enable the
police to determine whether or not the stock has been stolen.

5.4. If reported stolen, the stock will be returned to their owner, signed for and the case dealt Return stock to
with in accordance with the evidence available. Provided it is clear that the stock were check.
only stray, the case will be finalised “False on Inquiry”.

5.5. Lost or stray stock should not be entered in the Lost Property Book, but will be investigated
as though the stock were stolen.

5.6. Found/Stray stock shall be entered in the Found Property Book with all necessary Entering of
particulars endorsed. The stock will then be retained by the person in whose custody Found or stray
they are or handed over to any person who is capable of looking after and taking care of stock in F.P.B.
them. The person having their custody will then sign for the stock in the disposal column
An indication in the remarks column will be made to the effect that the stock are being
kept temporarily and cross referenced with an entry in the Force Functional File C/2/12.
A running log in this file will be maintained to indicate routine checks made on persons
having temporary custody once a month. These deliberations will also be reflected in the
patrol reports under paragraph 4.0 of Appendix 1 to Part C2 of these Standing Orders.

5.7. If questioned about compensation, the Officer/Member In Charge will advise persons Compensation
having custody of the found/stray stock that they may be compensated for looking after after an auction
or taking care of the stock. Persons having custody may be advised that they will be has been
compensated by the state only if the stock in their custody are subjected to a sale by conducted
public auction. If the owner of the Lost or Found/stray stock successfully claims stock
pending auction the issue of compensation will be between the claimant and the temporary
custodian of the cattle.

5.8. Found or stray stock shall be kept for a maximum of three months as from the time Found stock to
they were discovered or reported to the police, if the owners are not located they will be be auctioned in
subjected to a public auction in 3 months. 3 months.

5.9. Public Auctions are normally done by licensed auctioneers and their services should be Licensed
utilised where it is deemed fit. In deciding whether a public auction should be done by a auctioneer.
licensed auctioneer or not, the following should be considered:-

5.9.1. the value of the stock;

5.9.2. the cost of auctioning:

5.9.3. the cost of looking after or caring for the stock; and

5.9.4. the cost of droving where it is likely to be incurred.

5.10. If auction by a licensed auctioneer is seen to be unsuitable in view of the above O/I/C or M/I/C
considerations, the auction may be carried out by the Officer/Member in Charge of the to carry out the
local police station or he may request the local District Administrator to carry out the auction.
auction.

Provided the Officer/Member In Charge or District Administrator shall not receive any No payment
payment for carrying out such auction.

Provided further, that the Officer/Member In Charge shall first request permission to carry O/C’s authority

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 out Such auction or for such auction to be carried out by the District Administrator. Such to be sought.
permission will be sought from the Officer Commanding Province who may direct that the
auction be carried out by a licensed auctioneer if he deems it fit.

5.11. To avoid suspicion, the following procedure should be adopted:- 14 day

Publication of
auction

5.11.1. the intended auction should be published fourteen days before the date of auction.
Publication may be through a local newspaper and/or by way of bold printed posters
evenly stuck around public places in and around the policing area of the police station
concerned.

5.11.2. payment for sold stock should be done immediately and not on credit;

5.11.3. no stock should be set aside for purchase after the sale:

5.11.4. the market forces at the auction should determine the prices;

5.11.5. the District Administrator or the Officer/Member In Charge must not purchase from the
auction he is conducting.

5.12 The provisions of paragraph 2. 10 of this part regarding the procedure and remission of Auction proceeds
auction proceeds shall equally apply to those in respect of auction of found/stray stock if
conducted by Officer/Member In Charge or the District Administrator.

5.13. Compensation for looking after or taking care of stock shall be $3.00 per head per month
or such other amounts which may be fixed from time to time or approved by the Officer
Commanding Province.

5.14. Where appropriate, payment for the droving or movement of stock from one point to
another may be done.

5.15 Officers Commanding and Officer/Members In Charge must pay particular attention to Objections
exorbitant charges by persons (particularly farmers) for looking after and caring for stock. to exorbitant
Where appropriate, objections may be raised through the Officer Commanding District charges.
and Province for communication to the claimant.

5.16. Where it is apparent that charges for looking after stock are exorbitant, Officer/Members
In Charge may get the average cost from other farmers. Where difficulties arise the matter
should be referred with supporting argument to the Officer Commanding District for
decision.

5.17. Stock in this part will adopt the meaning attached to it in terms of the Stock Theft Act,
Chapter 72.

5.18. The finder of lost or stray stock shall not have the right to claim ownership of the stock if No claim of
the owner cannot be located or the owner is unknown. ownership by
finder
6.0. ANIMALS FOUND IN CRUEL CIRCUMSTANCES

6.1. Animals taken into safe custody in terms of section 7 of Prevention of Cruelty to Animals Detention
Act, Chapter 71 are to be treated as exhibits and dealt with in terms of Section 4.0 of Part
C.3. Since expenditure is incurred by individuals and by the S.P.C.A. for the care and
feeding of lost or suspected stolen animals, it is essential that such animals are not unduly
detained at Police instigation.

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7.0. ROAD REPORTS: AUTOMOBILE ASSOCIATION

7.1. Officers/ Members In Charge shall pass to the Automobile Association of Zimbabwe any Passing
of reliable
reliable information received in connection with roads becoming impassable or dangerous information to
because of flooding or for any other reason. the Automobile
Association

7.2. Information shall be passed by Police radio to Information Room, Harare, for onward Information
Room.
transmission to A.A.Z. Head Office.

7.3. No special patrols should operate for the purpose of obtaining this information.

8.0. ESCORT TO DEPORTEES

8.1. The Criminal Investigation Department will arrange for the deportation Deportation of Deportation
deportees. To facilitate this, the Uniformed Branches will provide escorts when required.

8.2. The instructions contained in this paragraph shall apply to all deportees irrespective of Deportation
instructions.
race.

8.3. The number of deportees in any party travelling under escort shall not exceed six at any Size of
time. The provisions of paragraph 7.0 of Part C. 1 are applicable to escorts for deportees. deportees

8.4. Stations having deportee/s shall make arrangements for the deportee to be sent to either Deportation
Harare or Bulawayo, advising the respective Provincial Criminal Investigation Officer of arrangements
the date and time of arrival at the centre. for stations

9.0. ESCORTS TO LUNATICS

9.1. Police will not be responsible for the escort of non-criminal female lunatics but will render Escort of non-
criminal female
every assistance in finding suitable persons to act as escorts when the necessity arises. lunatics

9.2. Police will not undertake the escort of uncertified persons who are proceeding voluntarily Uncertified
persons
to a mental hospital or institution for treatment.

9.3. When a lunatic under escort travels by rail, a compartment shall be reserved in the Travel by rail
appropriate class.

9.4. Except where rail facilities are available, lunatics will be transported by motor transport. Travel by road
Police transport may be used when no other Government transport is available for this
purpose.

9.5. When transport is required to transport a lunatic from a railway station of destination, the Local Police
local police must be advised by radio before hand in order that arrangements maybe made advised by radio
to have transport available.

9.6, When a lunatic is being escorted to a mental hospital, the hospital authorities must be Escort to Mental
advised beforehand of the expected time of arrival. Hospital

9.7. Escorts to lunatics will normally wear plain clothes unless otherwise directed by the Dressing of
Officer Commanding, District. Escorts

9.8. Escorts must bear in mind that all lunatics are potentially dangerous and suicidal. They Escorts:
must be kept under supervision at all times, even when visiting a lavatory. Escorts must responsibilities
take steps to minimise public attention, and handcuffs and leg-irons will only be used
when the circumstances of any particular case justify their use.

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9.9. Women recruited from outside the Public Service for the purpose of escorting female Payments of
lunatics will be paid at the rates specified in sub-paragraph 7.13 of Part C. 1. female lunatic
Escorts

10.0. ESCORTS TO LEPERS OR SEXUALLY TRANSMITTED DISEASE PATIENTS

10.1. Police are not responsible for providing escorts for lepers or patients suffering from general Escorts
sexually transmitted disease.

11.0. ISOLATED GRAVES

11.1. All isolated graves situated within the Police Station Area will be recorded in the General Isolated graves
Record Book. See paragraph 3.0 of Part G4 of Volume 11 of the Standing Orders.

11.2. Owners or occupiers of private land where graves are situated may sometimes undertake Graves private
to attend to such graves and, an entry to this effect should be made in the General Record land
Book.

12.0. HISTORICAL MONUMENTS

12.1. Old forts, battle sites, bushman paintings, etc situated within the station area will be Recording
recorded in the General Record Book. See paragraph 3.0 of Part G.4 of the Standing
Orders Volume II

12.2. Such historical monuments are visited regularly by Inspectors of the Historical Monuments Historical
Commission. Monuments
Commission.

12.3. Any instances of vandalism against, or deterioration of, historical monuments should Recording/
be noted in the General Record Book and reported immediately to the Chief Inspector, notification of
Historical Monuments Commission -P 0 Box 3248, Bulawayo, in addition to any other matters that need
attention
police action which may be taken if the facts reveal a crime.

13.0. ACTION BY POLICE ON RECEIPT OF REPORT OF A DEAD BODY

13.1. Upon receipt by the police of a report of a dead body:- Receipt of a

dead body report
procedure.
13.1.1. if a medical certificate has been issued to the effect that death was due to natural causes
and no foul play is suspected, no police action need be taken and the body may be buried,
provided that a burial order has been obtained where necessary;

13.1.2. if no medical certificate has been issued but police are satisfied that death was done to
natural causes and the registrar is prepared to issue a burial order where required no police
action need be taken and the body may be buried;

13.1.3. if police have the slightest suspicion that the death was not due to natural causes,
whether or not the registrar is prepared to issue a necessary burial order, the scene of
death will be visited and the body and surrounds thoroughly examined (see Police Duties
and Investigation Manual “Dead Bodies”, the Police Powers, Procedure and the Law of
Evidence Manual, and the “Inquests Act” Chapter 16.

13.1.4. if after visiting the scene police are still not satisfied that death was due to natural
causes unaccompanied by any suspicion of foul play, neglect, ill-treatment of faulty
medical treatment, a Sudden Death Docket will be opened and the Magistrate informed
immediately;

13.1.5. an application for post-mortem will then be made in all circumstances where this is likely
to be of assistance. No application for a post-mortem should be made where the cause of

330
 death is obvious and no foul play is suspected, e.g. cases of death by lightning, attacks
by wild animals, etc. When police decide not to apply for a post-mortem they should
include this fact in their report to the Magistrate and obtain his approval, which must be
noted in the docket. Close co-operation and early discussion with the doctor who normally
performs the post-mortem should ensure that the correct procedure is adopted, and also
whether a postmortem is necessary or not.

13.2. In any case, police will not be satisfied that death was due to natural causes unless:- Police
satisfaction.
13.2.1. a medical certificate to this effect has been issued-, or

13.2.2. “where the body is that of a person identified as having been a patient under the care of
the Island Hospice Service at the time of death, the police shall contact the nearest official
representative and advise of the death. At the time a request for a medical certificate should
be made and obtained within a reasonable time”

13.3. “Natural causes” means disease of similar internal causes and does not mean external Definition.
causes such as water, fire, lightning, wild animals, etc. See also paragraphs 14 to 20,
inclusive of this part and paragraphs 32.0, 33.0 and 34.0 of Part C.3.

14.0. APPLICATION FOR POSTMORTEM EXAMINATION

14.1. Where post-mortem examination of a body is required, the Government Medical Officer Post-mortem
or other doctor who is to perform the examination will be asked to examine the body at examination.
scene where this is necessary, otherwise, the body will be conveyed to the mortuary after
having been labelled with a tie-on label bearing the following information:-

14.1.1. full name of deceased (and N.R. particulars where applicable),

14.1.2. name of person or persons identifying the body

14.1.3. date, time and place of death, and

14.1.4. investigating detail.

14.2. An “Application for Postmortem Examination” will be made out in quadruplicate and three Despatching
copies handed to the mortuary attendant, sister or doctor, as the case may be, to enable the
Hospital Secretary to send one copy to the Director of Census and Statistics. Every such
application form must be the sudden death docket number or crime surrounding the death.
The application should state concisely how death is believed to have been caused and
whether there is the likelihood of the case becoming the subject of a criminal trial. If for
any reason it is considered that a full internal examination is not necessary then a limited
examination may be requested.

14.3. It is the responsibility of the Police to look after all property which is found with the body Deceased’s
and which is not claimed immediately by relatives. All property which can be removed property
from the body will be removed and stored until it can be handed over to the deceased’s
relatives. Such property will be listed in the Found Property Book and will be signed for
in the usual manner by the persons to whom it is handed. Valuables, such as rings, etc,
which cannot be removed from the body will be listed on the Application for Postmortem
Examination Form and will be signed for by the person to whom the body is handed over
at the mortuary.

15.0 IDENTIFICATION OF BODY

15.1. The investigating detail must arrange for the body to be identified to the doctor performing Identification of
the post-mortem examination and a member of the force, preferably the investigating the body.

331
 detail, must be present during this identification, and whilst the post-mortem examination
is being performed.

15.2. It is not sufficient to have the body of the deceased identified as that of a named person Proper method
only, the body must be identified as that of the person who was involved in the occurrence of identifying the
from which death resulted. A.S. Circular 48/81 dated 8th October 1981). body

15.3. if the body has already been identified to a policeman and there is no objection to that Policeman
policeman identifying the body to the doctor performing the postmortem examination, if identifying body
there would be reasonable delay in getting the witness to attend the postmortem examination for postmortem
for a second identification or if the second identification might prove a harrowing examination
experience for the witness, the policeman may identify the body for postmortem.

16.0. MURDER AND CULPABLE HOMICIDE DOCKETS.

16.1. Where a death has been investigated from the stage as a murder or culpable homicide and Murder/Culpable
where, after thirty days, there is no prosecution pending, the docket will be forwarded to homicide docket
the Officer Commanding District, or Provincial Criminal Investigation Officer, as the case
may be, for direction.

16.2. The Officer Commanding District or Provincial Criminal Investigation Officer will either Docket to the
suggest a new line of enquiry or if he is unable to do so, he will direct that the docket be Magistrate for
forwarded to the Magistrate in order that an inquest may be held. inquest.

16.3. Before forwarding the docket to the Magistrate it will be entered in the Sudden Death Entering docket
Index and the Sudden Death number cross referenced with C.R. Number. A summary will in Sudden Death
be prepared in triplicate. Index.

16.4. Depending upon the result of the inquest and/or any comments made by the magistrate Result of Inquest.
or the Attorney General, if it is decided that death was due to causes other than criminal
action, the docket will be filed as a Sudden Death Docket, but if it is decided that the death
was caused by criminal action, the accused will be prosecuted if he is known and available
or the docket will be filed as a criminal docket. (See paragraphs 16.0 and 17.0 of Part
C.3).

17.0. NOTIFICATION OF DEATH

17.1. The next of kin of a deceased person should be notified of the death without delay in cases Notification of
where such death is the subject of an inquiry or is otherwise reported to Police. death.

Wherever possible the next of kin will be visited by local police and advised in person
of the death. Notification should not be made by telephone. Where the next of kin of a
deceased resides out of Zimbabwe, notification will be made to PGHQ who will arrange
for such next of kin to be advised. Where the next of kin of a Black deceased cannot
be located, She local District Administrator will be advised. (See Police Duties and
Investigation Manual).

The death of a member of the Defence Forces should be notified in the normal way
provided that, if not undue delay in notification is likely, the death of a member of the
Army should be notified to the local Army Headquarters whose Chaplain will inform next
of kin.

17.2. A “Notification of Death” Form will be completed and forwarded to the Registrar of Notification of
Births and Deaths in any case where registration is compulsory in terms of the Births death form.
and Deaths Registration Act, (Chapter 30). This is normally the responsibility of the
deceased’s relatives or, if the deceased died in hospital, of the hospital authorities, but if
this responsibility cannot be allocated elsewhere, police will undertake the responsibility

332
 themselves.

17.3. Where a foreign national has died of any cause, PGHQ is to be informed by means of a Notification of
radio, giving the following Information of a foreign national. the death of a
foreign national.
17.3.1. Full names;

17.3.2. Nationality;

17.3.3. Passport Number;

17.3.4. Date and place of birth,

17.3.5. Date and place of death; and

17.3.6. Brief circumstances sur-rounding the death.

17.4. In addition to the notification referred to in Police paragraph 17. l. and 17.2, a “Notification Police
of Death Form will be Completed by Police whenever the death of any person comes to Responsibility
their notice and will be forwarded to the local District Administrator in the case of citizens
of Zimbabwe, and to the Foreigners Identification Bureau in the case of foreigners.

18.0. SUDDEN DEATH CASES WHERE DECEASED HAS BEEN ATTENDED BY A

DOCTOR

18.1. Where a deceased has been attended by a doctor immediately prior to his death, before Doctor’s
a postmortem is requested, the doctor who attended the deceased will be asked if he is signing.
prepared to sign a clear death certificate after seeing the body of the deceased. If he is
prepared to do so, no further action need to be taken unless the body has to be transferred
to the mortuary for the doctor to see it. In this case, the body will be accompanied by a
letter stating: - “No postmortem examination required at this stage, body to be seen by
Doctor.................................. (name) who will decide whether to issue a death certificate”.

If the doctor subsequently issues a death certificate no further police action is required.

18.2. In cases where the doctor refuses to issue a death certificate he should be asked to give his Doctor refusing
reasons and also the nature of the disease which he has been treating and type of treatment to issue death
given. Where a deceased had been attending a clinic but has not been seen by the doctor certificate.
the nature of his disease and the type of treatment should similarly be ascertained.

18.3. A sudden death docket will then be opened containing the above information, consultation Sudden death
with the magistrate will then decide whether to apply for a postmortem in accordance docket.
with paragraphs 14 and 15. If he so decides, the above information will be included in the
application form.

19.0. SUDDEN DEATH ON OPERATING TABLE

19.1. When a report is received of a person dying under anaesthetic or whilst undergoing a Person
surgical operation, a Sudden Death Docket will be opened and a postmortem examination dying under
by some doctor other than a doctor who was present at the operation will be applied for. anaesthetic.

19.2. An identifying witness is required to identify the body to the doctor performing the Identifying
postmortem as that of a person upon whom a named doctor performed a certain operation, witness.
as well as someone who can identify the body as that of the named person. Normally
an orderly or nurse can be used for this purpose and the theatre sister should only be
approached as a last resort,

333
19.3. The Medical Superintendent of the hospital where the operation was performed should be Advising
advised of the death and given full details including Police references. He will be asked to the Medical
obtain reports from the doctor or doctors’ present at the operation and to forward them to Superintendent
the Police for inclusion in the Sudden Death Docket.

19.4. Should any queries arise or should the necessary reports not be forthcoming, the Medical Reports not
Superintendent will again be approached. The doctors present at the operation will not be coming .
approached directly by the investigating detail.

20.0. FATAL ACCIDENTS INVESTIGATED BY OTHER DEPARTMENTS

20.1. Mining accidents are investigated by Inspectors of the Department of Mines. Aviation Fatal accidents
accidents involving civil aircraft are investigated by Inspectors of the Department of Civil investigated by
Aviation. Industrial accidents are sometimes investigated by Inspectors of the Factories other departments
and Works Inspectorate. Railway accidents are usually the subject of an inquiry in terms
of section 40 of the Railways Act, (Chapter 261).

20.2. Where, however, any accident results in the death of any person, unless such person Military or Air
is a member of the Armed Forces and a Military or Air Force court of enquiry is held, Force court of
Police are required by section 3 of the Inquests Act (Chapter 16) to investigate the inquiry.
matter, notwithstanding any investigation that may be held by any other Government
department.

20.3. To avoid duplication of enquiries and bearing in mind that aviation, industrial and mining Matters of
accidents usually involve matters of a technical cr specialist nature, it has been agreed with technical and
the Government Departments concerned that if an aviation, industrial or mining accident specialist nature.
results in a fatality, investigation will still be made by Inspectors of the appropriate
department and that, subject to the provisions of paragraphs 20.4 and 20.7, copies of all
statements recorded by such Inspectors and a report of the findings of the departmental
enquiry will be supplied to Police.

20.4. The main consideration of the departmental enquiry is usually to ascertain the cause of Considerations
the accident rather than to allocate blame. For this reason, witnesses are often advised by of departmental
departmental Inspectors that their statements will not be used in any proceedings against enquiry.
them. In view of this, if any witness makes a statement to an Inspector incriminating
himself, in case of an aviation or industrial accident, the department concerned, at its
discretion, may decline to supply police with a copy of such statement, and, in lieu thereof,
will advise police that a statement has been recorded and that it is incriminating. Police
may then approach the witness themselves and record a further statement, under caution if
necessary.

20.5. A similar procedure will be adopted in the case of mining accidents, save that after an Mining accidents.
investigation into a fatal or potentially fatal mining accident an Inspector of Mines is
required to submit a report thereon, and any statements taken by him to the Police.

20.6. Where a statement has been recorded by a departmental Inspector it is not necessary Statement
for Police to record a further statement from the same witness unless the statement is recorded by other
inadequate or insufficient for Police purposes or unless in the case of aviation or industrial departments.
accidents, the statement is not being made available to Police as described in paragraph
20.4.

20.7. Reports and copies of statements made to Police investigating fatal accidents may be Government
available to Government Inspectors required by statute to conduct an investigation into the Inspectors.
accident.

20.8. Statements and reports made available to and by Police in fatal accident enquiries are Disclosure of
supplied on the strict understanding that they are not to be disclosed to unauthorised statements:

334
 persons. unauthorised
persons.
21.0. DISPOSAL OF UNCLAIMED PROPERTY

21.1. Any found property which has not been claimed within three months of entry in the Sale by public
Found Property Book in terms of paragraph 5.0 of Part C.3, will be sold by public auction. auction.
Officers/Members -In-Charge of stations in Harare province and the Bulawayo Urban
area, will arrange to have all unclaimed property held at their stations transferred to the
Lost and Found Property Office at the main station at Harare and Bulawayo respectively
at least once a week. A receipt for the property will be obtained in the stations Found
Property Book which will be cross-referenced with the Found Property Book of the Lost
and Found Property Office. Entries in respect of property retained by the finder in terms of
subparagraph 5.1.2. of Part C.3 will also be transferred to the Found Property Book of the
Lost and Found Property Office.

21.2. The Officer/Member-In-Charge will arrange to have the sale conducted by the Local Government
Government contract auctioneer where one is available, or, if one is not available, by contracted
some other licensed auctioneer. If neither a Government contract auctioneer nor some auctioneer
auctioneer is available, the Officer In Charge will arrange the sale himself and will ensure
that it is publicised as widely as possible to enable as many members of the public as
possible to attend.

21.3. Where the Officer/Member-In-Charge conducts the sale himself, he will issue a Officer/Member
miscellaneous receipt to all purchasers for the amount of the purchase price. Each receipt i/c conducts sale.
will show the name of the purchaser, the F.P.B. reference and a brief description of the
property.

21.4. Where the sale is conducted by a licensed auctioneer, the Officer/Member-In-Charge will Miscellaneous
issue a miscellaneous receipt to the auctioneer for the cash proceeds of the sale less the receipt.
auctioneer’s commission This receipt will show the F.P.B. references of all property sold.

21.5. Money received from the sale of Found Property will be forwarded to Provincial Banking of sale
Headquarters where receipts will be issued to cover those issued by stations. moneys.

21.6. Money forwarded to Provincial Headquarters in terms of paragraph 21.5 will be Particulars
accompanied by the auctioneer’s statement where applicable, and by a schedule of all accompanying
property sold showing the names and last known address of all owners, the relevant F.P.B. money sent
references, a brief description of the property, the amount realised by the sale of each to Provincial
specific lot of property covered by one F.P.B. reference, and all relevant miscellaneous Headquarters
receipt numbers.

21.7. The schedule referred to in paragraph 21.6 will be retained at Provincial Headquarters and Consolidated
the money forwarded to the Staff Officer (Finance) who shall, upon receipt of same, credit Revenue Fund
it to the Consolidated Revenue Fund.

21.8. Where found property is claimed subsequent to its sale, and the claimant is able to establish Refunds.
his claim to the satisfaction of the Officer/Member-In-Charge, a report of the facts of the
case will be submitted through the usual channels to Police General Headquarters where
a refund will be obtained from Treasury, the amount of the sale price, less auctioneers
commission, if any, and payment made to the claimant.

21.9. If the person arranging the sale of unclaimed property is of the bona fide belief that a Bona fide belief
higher price might be obtained for any property by selling it by tender or by private treaty
instead of by public auction he should submit a report through the usual channels to Police
General Headquarters giving grounds for his belief ‘ and authority will be sought from
Treasury to have the property sold by tender or by private treaty.

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21.10 Notwithstanding the provisions of paragraph 12.2., at stations where no licensed auctioneer Property with
is available, property other than stock over the apparent value of $200 will, wherever value $200
possible, be transferred to the nearest station where there is a licensed auctioneer, for sale
by him.

21.11 See also paragraph 5.0 of Part C.3

22.0. ADMISSION OF GUILT: DEPOSIT FINES

22.1. Police may accept deposit fines within limits imposed by section 336 of the Criminal Police accepting
Procedure and Evidence Act, (Chapter 59), and subject to the conditions imposed by this Deposit fines.
section and paragraph 23.0 of this Part.

22.2. In terms of G.N. 625/64 members of the Force are “prescribed officers” for the purposes Prescribed
of section 336 (1) (a) of the Criminal Procedure and Evidence Act, (Chapter 59), and as officers.
such are empowered to assess and accept deposit fines. The assessing of deposit fines will
be carried out by an officer in Urban Commands and by the Officer/Member-In-Charge in
District Commands. Magistrates will not assess individual deposits, but members assessing
them may consult their local Public Prosecutor or magistrate for guidance. Magistrates
will however continue to issue lists showing their considered opinions of the amount of
deposit fine to be accepted for the more common statutory offences.

22.3. Deposit fines may be accepted at any Police Station by the Officer/Member-In-Charge Accepting deposit
fines.
or by any member of his staff authorised by him. At district stations, members on patrol
may accept deposit fines during the course of the patrol when authorised to do so by the
Officer/ Member-In-Charge.

22.4. Except as is provided in paragraph 35.0 of Part C.3, persons paying deposits fines will Z.69(J)
normally appear in person at a police station and sign an admission of guilt on a Form
Z.69(J). Where a person insists, however, on making payments through the post and
includes with his deposit a signed letter admitting his guilt of the offence charged, the
deposit should be accepted and the signed admission of guilt attached to the court copy
of the Form Z.69(J), which should be completed and inscribed in the portion set aside for
the signature of the accused with the words, “See attached letter admitting guilt”. Cheques
may be accepted at the discretion of the Officer/Member-In- Charge.

22.5. Subject to the provisions of paragraph 35.0 of Part C.3, deposit fines may be accepted Accepting deposit
at any police station regardless of the magisterial district in which the offence was fines stations
committed, provided that the member accepting the deposit ensures that the amount is in other than, the
accordance with the assessment of the prescribed officer of the district in which the offence station of issue.
was committed, a note to this effect is made on the Form Z.69(J). If these conditions are
complied with, there is no need to send the deposit fine to the station in whose area the
offence was committed but it may be paid to the clerk of court of the district in which the
accepting station is situated.

22.6. When accepting a deposit fine, the member concerned must ensure that a Form Z69(J) is Completing Form
accurately completed in quadruplicate. Care must be taken that all four copies are clearly Z.69(J)
legible, that all particulars are written in capital letters and that the accused’s name is
shown in full, together with Registration Certification/I.D particulars if applicable.

22.7. No alteration may be made on the Form in Z.69(J) Should an error occur, all copies of Cancellation of
the form will be marked with the word “Cancelled” between two parallel lines drawn form Z.69(J)
diagonally across the face of each copy of the form. All copies of cancelled forms are to
be retained in the book pending audit. On no account may any copies of a cancelled form
be thrown away or destroyed.
Disposal of
22.8. Copies of Form Z.69(J) will be disposed of in the following manner:-
Z.69(J) copies

336
28.8.1. Top (white) copy to the clerk of court together with the deposit fine money (unless the
money is paid into some other collector of revenue);

28.8.2. Second (green) copy, to be handed to the accused;

28.8.3. Third (Pink) copy for statistics and recording of previous convictions.

22.8.4. Fourth (fast) copy to remain in the book.

22.9. Forms Z.69(J) forwarded to the clerk of court will be accompanied by a schedule of the
deposit fines on Z.R. Police Form 89 completed in duplicate.

The Z.R. Police Forms 89 will show the court of the magisterial district in which the
offence occurred. Separate sets of Z.R. Police Form 89 will be used for each magisterial
district. The local fines officer/clerk of court will issue a receipt to the local police station
for the cash received. He will thereafter forward the original copies of the Z.69(J) and
Z.R. Police form 89 to the clerk of the court of the magisterial district where the offence
occurred.

22.10 Section 336(4) of the Criminal Procedure and Evidence Act, (Chapter 59), requires the Admission of
authorization of the corporate body concerned before a plea of guilty can be accepted from guilt by corporate
the representative of such corporate body who wishes to pay a deposit fine for an offence body.
for which the corporate body is chargeable.

22.11 When the whole or part of a deposit fine is to be refunded by the clerk of court, he will submit Refunding
a refund voucher to the accountant of the Department of Justice, giving full particulars, deposit.
and the accountant will arrange payment direct to the person entitled to the refund. This
payment may be effected through local police but clerks of court will not refund cash
direct to police. Where the payment of a deposit fine has been noted as a conviction at the
Central Criminal Bureau or at the Traffic Branch Records Office, a suitable advice must
be sent to the appropriate office in order that the records may be amended.

22.12 Prior to accepting any deposit fine members must make it clear the accused that his Steps to take
admission of guilt has the effect of recording a conviction against him and that he is in no before accepting
way compelled to pay a deposit fine but may elect to appear in court to answer the charge fine.
in person.

22.13 Deposit fines will not be accepted by Police for any offence involving non-payment of tax Non repayment
in which it is likely that the court would give civil judgement for the amount of tax due. of tax.

22.14 An accused person will not be invited to pay a deposit fine in terms of this paragraph
unless there is sufficient evidence to support against him should he decide to appear in
court to answer the charge.

23.0 MUNICIPAL TRAFFIC TICKETS

23.1. ‘Municipal traffic tickets are issued in terms of the Municipal Traffic Laws Enforcement M.T.L.E Act
Act, (chapter 2 10), which provides for the payment of “fixed penalties” to local authorities
in respect of offences committed in contravention of bye-laws or regulations made by
them.

23.2. A person who has been issued with a municipal traffic tickets has the opportunity of paying Payment of
a fixed penalty” to the appropriate local authority within the prescribed time noted on the MTT does not
ticket. Payment of such penalty does not constitute a conviction against the constitute a
conviction
conviction person

22.3. If the “fixed penalty” is not received by the local authority within the prescribed period, Non payment of

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 criminal proceedings may be taken against the person in respect of the offence for which the fixed penalty
he received the ticket, and such person is prohibited from paying a deposit fine to the
Police in terms of section 336 of the Criminal Procedure and Evidence Act, (Chapter 59)
but must appear personally in court

23.4 The Attorney General has stressed that when criminal action is taken against a person who Attorney General
has failed to pay a “fixed penalty” in terms of the Municipal Traffic Law Enforcement
Act, (Chapter 210), he must appear in the court of the magistrate for the district in which
the offence was committed. There can be no divergence from this rule.

23.5 The provisions of this section apply at present only to traffic tickets issued by the City City of Harare
of Harare as Municipalities outside Harare have not yet availed themselves of the right
conferred by the Act to collect the “fixed penalty”. Therefore, deposit fines may still be
paid to police by persons who have received “parking tickets” in any town or city outside
Harare.

24.0 POLICE DUTIES IN CASES OF FIRE

24.1 In cases of fire, police will warn the occupants of the burning premises and neighbouring Police duties in
premises and shall summon the Fire Brigade at once, before the Fire Brigade arrives, cases of fire.
police shall take all reasonable steps to save life and property and to extinguish or contain
the fire.

24.2 On the arrival of the Brigade, police shall be responsible for controlling any crowd which
may have gathered, keeping people and vehicles clear of house, appliance and the burning
premises and generally ensuring that the work of the Fire Brigade is not hampered in
any way. It may be necessary to erect road blocks or otherwise to prevent the passage of
vehicles and/or pedestrians along streets near the scene of the fire.

24.3. If a fire occurs at any place where no Fire Brigade is available, police will render all Duties in areas
possible assistance in saving life and property and in extinguishing or containing the fire where no Fire
Brigade is
so that it causes a minimum amount of damage. available.

24.4. Police shall remain at the scene of any fire e until it is completely extinguished and all Police guards.
danger to the public is passed, and shall then place a guard oil the premises until such time
as the owner or occupier has had a reasonable opportunity of making proper arrangements
for the safety of the premises and contents. A close watch shall be kept for pilferers both
during and after the fire and suspected persons must be kept well clear of the premises.

24.5. Police shall in all cases either satisfy themselves that the fire was not caused by any Investigations.
unlawful act or shall investigate accordingly.

25.0. COMMUNICATION TO THE PRESS

25.1. Except as otherwise provided by this paragraph or other instructions, no member shall Communication
publish in any form whatsoever, or communicate directly or indirectly to the Press, any with the press.
information on any matter concerning or connected with the Force or the Government, or
his opinions on such matters, without authority of the Commissioner General. If a member
communicates any such information or opinions to any unauthorised person, such member
shall be held responsible for any subsequent publication of the information or opinions so
communicated.

25.2. Any member authorised to supply information to the Press in terms of this paragraph or Authority.
any other instruction shall do so upon request as early and as fully as possible, subject to
the limitation imposed by this section, but shall take care to ensure that no information
is supplied which might prejudice Police investigations or the administration of justice.
Requests by members of the Press for information from the Police must be referred to

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 an Officer whenever there is any doubt as to whether or not that information may be
supplied.

25.3. Officers/ Members-In-Charge, Stations or, at Headquarters stations, an officer or the senior Authorised
personnel/type
Inspector or Chief Inspector on duty, may supply members of the Press with the following of information
information on occurrences dealt with by the Police:- to be supplied
to press.
25.3.1. The nature of the occurrence (i.e., vehicle accident, sudden death, type of crime committed,
etc.,);

25.3.2. the place, date and time of the occurrence:

25.3.3. The number of persons arrested, their race, age, sex, but not their names or addresses;

25.3.4. The names and addresses and the fate (i.e., whether killed, injured, etc.,) of other persons
involved, but names or addresses shall not be given of,

25.3.5. Complainants of rape, indecent assault or other offence of an indecent or sexual nature;

25.3.6. Persons suffering from mental disease-,

25.3.7. Persons below the age of 18 years involved in any criminal case;

25.3.8. Children or young persons who have absconded from any school or other institution; and

25.3.9. The school or institution from which any child or young person has absconded.

25.4. Next of kin of persons who have been killed or injured should be advised of the death or Notification of
injury before the names and addresses of such persons are published. However, it is not the next of kin.
necessary to await confirmation of notification of next of kin before such information is
released to the press; provided that police have arranged for notification by despatching a
telegram or police radio message, etc., the information may then be released.

25.5. Police do not supply members of the Press with “Press Identity Cards” and it is the Press identity
responsibility of every member of the Press to establish his identity and authority to any cards.
member of the Force from whom he seeks information.

25.6. The release of information in times of emergency or civil unrest is governed by the Emergency/
provisions of Z.R. Police Security Instructions, (Chapter 10). It should be noted that Civil unrest
information of a factual and police nature on day to day occurrences not connected with press releases.
the emergency or unrest may continue to be released to the Press as provided in this
paragraph.

26.0 THE PRESIDENT OF ZIMBABWE

26.1. The President is the Head of the State and Commander in Chief in and over Zimbabwe and President
shall be accorded the respect due to his position and rank.

26.2. At all police functions attended by the President, he shall be received by the senior
officer.

26.3. Officers Commanding-and Officers/ Members In Charge, Stations shall be advised of all Persons to be
official tours and shall make arrangements for ensuring that Police are on duty where advised of the
required and that the aide-de-camp to the President is kept informed of road conditions President’s visit.
and any other matters relevant to the journey.

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27.0. MISSING PERSONS

27.1. Z.R. Police Form 28 will be completed in all instances where a report of a missing person is Z.R.P. Form 28
received and a record of enquiries maintained. When the missing person has been located
or, if not located, after all necessary enquiries have been made, the Form 28 will be filed
on Force Functional File C/5/9, “Missing and wanted Persons”.

27.2. Should the missing person be over the age of eighteen years, or under the age of eighteen Age of 18 or
years but tacitly emancipated, the person instituting the enquiries will not be advised of under, but
the whereabouts of the alleged missing person unless such person first signifies that he or emancipated.
she has no objection to such notification being made.

28.0. EMERGENCY TRAVEL DOCUMENTS

28.1. Members of the public requiring emergency travel documents for entry into the Republic of Emergency travel
Mozambique, Malawi, Botswana or South Africa, are to be referred to a Passport Officer documents.
or to the local District Administrator should no Passport Officer be stationed locally

28.2. Police are not to provide members of the public with letters to assist them to enter Provision of
neighbouring countries without valid passports or other travel documents. letters to facilitate
entry.

28.3. No after hours service for the issue of emergency travel documents is maintained by the After hours
Chief Passport Officer or by District Administrator. service

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