Writing (or Rewriting) Your Extra Duty Policy: A Practical Framework

Using CALEA Standard 22.2.5 as a foundation for a policy that actually holds up.

Most agencies have some form of extra duty policy on the books. Far fewer have one that’s specific enough to actually enforce, current enough to reflect how the program runs today, and clear enough to hold up under audit or legal challenge.

Start With a Recognized Standard

CALEA Standard 22.2.5 provides a solid foundation for extra duty policy. Building from an established standard – rather than starting from scratch – gives your policy credibility with auditors, legal counsel, and accrediting bodies.

What a Strong Policy Actually Addresses

• Eligibility rules: Who can work extra duty, and under what conditions.
• Hour limits and rest requirements: Explicit caps, not vague guidance.
• Approved job types and client restrictions: What kinds of assignments are and aren’t permitted.
• Pay rates and equipment charges: Documented and consistently applied.
• Approval and revocation authority: A clear process for granting and removing extra duty privileges.

Involve the Right Stakeholders Early

A policy built in isolation by command staff alone tends to generate pushback later. Involving union representatives, legal counsel, risk management, and officers themselves in the drafting process builds consensus around the objectives – and surfaces practical issues before they become grievances.

Treat It as a Living Document

A policy assessment shouldn’t be a one-time event. Review incident reports, audit findings, and compliance gaps periodically. Benchmark against peer agencies. As staffing, technology, and case law evolve, your policy should evolve with them.

A policy nobody has reread in three years is a liability in waiting – put a review on the calendar, at minimum annually, and treat it with the same seriousness as any other high-risk operational policy.