Effective Date — 03-24-06
Requirements for All Written Reports:
All reports initiated by employees or volunteers associated withthe Office shall contain, if applicable, the following information:A.The date and time of the initial reporting.B.The names, home and business addresses, and telephone numbers of individuals requesting theservice, reporting the incident, or being a party to the incident. This information should also includedates of birth, driver’s license numbers, social security numbers, and distinguishable physicalcharacteristics.C.The nature of the service request or incident reported.D.The date, time, and nature of the action taken, and the disposition assigned by the employee takingthe information.E.Although Communications records much of the aforementioned information into the CAD system,this information is basic to any report writing endeavor, and shall be recorded on all applicablereports.F.Any report referred to the Juvenile Court Center for prosecution, or incarceration, will have attacheda notarized affidavit attesting to the report’s truthfulness. The affidavit will be signed by the officer who wrote the report, or has personal knowledge of the investigation. A liaison officer cannot beused.6.
Written Instruction for Completion of Reports:
Office report forms used to record criminal or non-criminal activity, and procedures to be followed in completing these forms, are outlined in office reportwriting guidelines and Office Policy. Employees should consult with supervisory personnel when a questionarises concerning the use of special forms that deal with special circumstances, such as personnel grievance procedures, or on-the-job accidents.7.
All reports initiated by Office employees or volunteers which are used to recordincidents of crime, suspected criminal activity, traffic-related offenses or accidents, or other reportableactivity, shall be reviewed by supervisory personnel. Supervisors reviewing an Office report will ensure thefollowing:A.Reports are submitted in a timely manner and reviewed for accuracy, completeness, and clarity.B.Reports found to be substandard, or containing numerous spelling mistakes, grammatical errors, or other major deficiencies are rejected, and personnel found to be lacking in report writing skills are provided with the necessary guidance or training.C.Supervisors shall legibly sign or print their name, rank, and serial number to the report indicatingthat they have reviewed and approved the report.8.
The supervisor reviewing and approving a case report, or his designee, will forward a photocopy of the report to the appropriate district or division detective supervisor who will also review thereport.A.Should the report contain inaccuracies as to procedural format, such as, a wrong criminal computer code, the appropriate corrections shall be made, and the information routed back to the firstreviewing supervisor and reporting officer for training purposes.