200 - Organizational Structure and Responsibility
Policy Number: 200 – Organizational Structure and Responsibility
Effective Date: February 5, 2020
Revision Date: September 9, 2026
Approved By: Brandon Gatlin, Chief of Police
200.1 PURPOSE AND SCOPE
This policy establishes the organizational structure of the Montana State University Billings Police Department (Department) and defines the general responsibilities, authority, and chain of command of Department members.
200.2 POLICY
The Department will establish and maintain an organizational structure that provides clearly defined lines of authority, responsibility, accountability, supervision, and communication. Each position and assignment shall have clearly identified responsibilities and a defined chain of command to promote effective management, accountability, and efficient operation of the Department.
200.3 DIVISIONS
The Chief of Police has overall responsibility for administering, managing, and directing the Montana State University Billings Police Department and is ultimately responsible for the effective operation of all Department divisions and programs. The Chief of Police is assisted by the Assistant Chief of Police, who is responsible for the overall leadership, management, direction, and coordination of the Department’s four divisions.
The Montana State University Billings Police Department consists of four divisions:
- Administration
- Clery Compliance
- Patrol
- Parking Compliance
The Assistant Chief of Police provides general oversight and direction to each division and is responsible for ensuring that Department programs, personnel, policies, and operations are effectively managed. The Chief of Police retains overall authority and responsibility for the Department and provides direction and oversight to the Assistant Chief of Police.
200.3.1 ADMINISTRATION
The Administration Division is overseen by the Assistant Chief of Police, whose primary responsibility is to provide leadership, management, direction, and coordination for the administrative functions of the Department.
The Assistant Chief of Police is responsible for the general management and oversight of administrative operations, personnel administration, training, departmental records, purchasing, policy development and review, and other administrative functions as assigned by the Chief of Police.
The Assistant Chief of Police directly supervises the Police Department Administrative Associate and provides administrative oversight and support to the other divisions of the Department. The Assistant Chief of Police is responsible for coordinating departmental activities and ensuring effective communication and collaboration among the Department’s divisions.
The Chief of Police retains overall authority and responsibility for the Administration Division and may assign additional responsibilities or duties to the Assistant Chief of Police as necessary.
200.3.2 CLERY COMPLIANCE
The Clery Compliance Division is responsible for coordinating the University’s Clery Act Compliance Program.
The Assistant Chief of Police provides overall departmental oversight of the Clery Compliance Division and ensures that the Department maintains appropriate processes, procedures, and resources necessary to support Clery compliance.
The Clery Compliance Specialist is responsible for the day-to-day administration and coordination of the Department’s Clery Act responsibilities and for supporting the University’s compliance with applicable Clery Act requirements. Responsibilities include, but are not limited to, coordinating the collection, review, classification, and reporting of Clery-reportable crime statistics; maintaining required Clery documentation and records; coordinating the development and distribution of the Annual Security Report and Annual Fire Safety Report; supporting timely warning and emergency notification requirements; coordinating Clery-related training and education; and working collaboratively with Campus Security Authorities (CSAs), University departments, law enforcement agencies, and other reporting entities to facilitate the accurate and timely reporting of Clery-reportable incidents and compliance with applicable reporting requirements.
The Assistant Chief of Police provides supervision and direction to the Clery Compliance Specialist and reports Clery-related concerns, significant compliance issues, and program status to the Chief of Police. The Chief of Police retains overall authority and responsibility for the Department’s Clery Act responsibilities and ensures that the University Police Department fulfills its assigned responsibilities under applicable federal, state, and University requirements.
200.3.3 PATROL
The Patrol Division is overseen by the Assistant Chief of Police, whose primary responsibility is to provide leadership, management, direction, and oversight for the Patrol Division.
The Assistant Chief of Police is responsible for ensuring that patrol operations are conducted in accordance with Department policies, procedures, University requirements, and applicable law.
The Assistant Chief of Police directs and manages the activities of the Patrol Division through the Patrol Sergeant and is responsible for ensuring the effective delivery of law enforcement, public safety, emergency response, crime prevention, and community policing services.
The Patrol Sergeant is responsible for the overall performance and direct supervision of the Department’s Patrol Officers. The Patrol Sergeant has primary responsibility for the day-to-day supervision and operational management of patrol personnel, provides direction and guidance to officers, ensures appropriate staffing and coverage, and reports significant operational and personnel matters to the Assistant Chief of Police.
The Chief of Police retains overall authority and responsibility for the Patrol Division and may provide direct direction or intervention when necessary.
200.3.4 PARKING ENFORCEMENT
The Parking Compliance Division is overseen by the Assistant Chief of Police. The Parking Compliance Specialist reports directly to the Assistant Chief of Police and is responsible for managing and overseeing all aspects of the University’s parking program, including parking registration, permitting, compliance, and enforcement. The position promotes compliance with University parking regulations on the University and City College campuses by students, faculty, staff, and visitors to support the convenience, accessibility, and safety of the campus community.
The Parking Compliance Specialist is responsible for selling and issuing parking permits,
maintaining parking program records, monitoring parking compliance, and coordinating
the day-to-day operations of the parking program. The position also supervises Parking
Enforcement personnel, including the Parking Enforcement Officer and student parking
citation writers. Supervisory responsibilities include recruiting, hiring, training,
scheduling, assigning duties, and providing ongoing direction and oversight to parking
enforcement personnel.
The Parking Compliance Specialist is responsible for ensuring parking regulations are consistently and fairly applied and for issuing or overseeing the issuance of parking citations when violations are observed. The Patrol Division supports the Parking Compliance Division as needed through the issuance of parking citations, traffic control, and assistance with parking-related duties and activities.
The Parking Compliance Specialist works collaboratively with University departments and other campus stakeholders to address parking concerns, communicate parking regulations, and identify opportunities to improve the effectiveness and efficiency of the University’s parking program.
200.4 COMMAND PROTOCOL
200.4.1 SUCCESSION OF COMMAND
The Chief of Police exercises command over all members of the Department. During a planned absence, the Chief of Police shall designate the Assistant Chief of Police as Acting Chief of Police.
In the event the Chief of Police is unexpectedly absent or otherwise unavailable and has not designated an Acting Chief of Police, the Assistant Chief of Police shall assume command of the Department until relieved by the Chief of Police or otherwise directed by the appropriate University authority.
If both the Chief of Police and Assistant Chief of Police are absent or unavailable, the Sergeant shall assume command of Department operations until relieved by a higherranking law enforcement authority or until command is otherwise designated.
The succession of command is as follows:
-
- Assistant Chief of Police
- Sergeant
200.4.2 UNITY OF COMMAND
The principle of unity of command promotes effective supervision, accountability,
and control within the Department. Generally, each member shall be accountable to
one supervisor for a given assignment or responsibility. Supervisors may temporarily
direct personnel outside their normal chain of command when necessary to address an
operational, emergency, or safety-related need. When practical, the employee’s
immediate supervisor shall be notified of the direction provided.
200.5 AUTHORITY AND RESPONSIBILITIES
Each Department member shall be assigned duties and responsibilities and shall be delegated the authority necessary to effectively perform those duties. Department members are accountable for the appropriate and lawful exercise of delegated authority and for the proper performance of their assigned responsibilities.
In the absence of a supervisor, the senior officer present shall assume temporary responsibility for the scene or operation unless another officer has been designated to assume command. Seniority alone does not supersede the authority of an officer who has been specifically designated to assume command.
An officer designated to assume command shall have the authority and responsibility necessary to direct personnel and manage the incident, scene, or operation until relieved by a supervisor or other authorized officer designated by Department command staff.
Nothing in this policy shall prohibit the Chief of Police, Assistant Chief of Police, or other designated supervisor from assuming command of an incident when circumstances require immediate action to protect life, property, or public safety.
Nothing in this policy shall prohibit a Department member from communicating directly with the Chief of Police or Assistant Chief of Police regarding immediate safety concerns, allegations of misconduct, significant operational issues, or other matters requiring command-level attention.
University Police Department Organizational Chart
________________________________________________________________________________________________________ ↓ ↓ ↓ ↓
Specialist Sergeant Specialist
↓ ↓ ↓ ↓
(Cancels and replaces all previous versions - Command Structure)