Incident Reporting Software Overview

Incident Reporting Software

• The Deputy Chief of Support Services manages the incident reporting software
• The Fire Prevention and Education Division (FP&E) is responsible for training, quality control, and managing the data entered into the software
• FP&E conducts weekly quality control checks on reports
• The officer in charge is responsible for ensuring that all incidents, staffing activity reports, and daily training reports are completed by the end of their shift
• The incident commander is responsible for completing the report when command is established
• If command is not established, the assigned officer of the first-arriving apparatus completes the report
• All records, regardless of incident type, are made available to FP&E by the end of the shift
• Reports for the end of the month must be entered by midnight on the first day of the following month
• The District Chief handles disciplinary issues involving late reports
• Disciplinary actions are handled according to the SFD.042 policy
• If the computer system is not operating, the member completing the report must notify their supervisor and the FP&E email group
• All members must complete an approved incident reporting class before having login access to the software
• FP&E will send an email notification to the person who completed the report if a correction is needed
• Corrections must be completed within six calendar days of the following month
• Failure to complete a correction within the specified time will result in disciplinary action

Release of Information and Reports

• The Deputy Chief of Support Services is responsible for the release of information and reports
• All information and reports are confidential and should not be shared with anyone outside of the Spring Fire Department
• Requests for information from individuals not affiliated with the department will be referred to the Administrative Assistant, who will forward them to the Deputy Chief of Support Services
• There is a processing fee for each report requested, as outlined in state statute; an Incident Request form must be completed prior to release
• The only exceptions to the processing fee and Incident Request form requirements are subpoenas from attorneys, law enforcement, and homeowners
• The Deputy Chief of Support Services is responsible for submitting all reports to TEXFIRS annually
• The Incident Commander or designee can release information to the news media on scene
• Any off-scene inquiries or comments distributed to the media must be approved by the Communications Director
• All media inquiries must be forwarded to the Communications Director

Incident Reporting Software

• The Deputy Chief of Support Services is the administrator of the incident reporting software.
• The Fire Prevention and Education Division (FP&E) manages training and quality control of all data entered.
• FP&E conducts quality control on all reports weekly and sends any corrections to the report creator.
• The officer in charge is responsible for the completion of the report and must complete it by the end of their shift.
• The District Chief and FP&E can be contacted for exceptions to the shift completion deadline.
• If the report is not complete by the end of shift, FP&E contacts the Captain and District Chief to determine responsibility for completion.
• If a report is not completed by the end of the month (midnight on the first day of the following month) disciplinary action follows SFD.042, Discipline and Corrective Action policy and procedures.
• If the computer system is down, the employee must notify their supervisor and FP&E by email or phone.
• Each member needs to contact their Station Captain to obtain access to the incident reporting software.
• FP&E must approve a completed incident reporting class before granting access.
• If there are errors in a report, FP&E will notify the creator, who must correct the error within 6 calendar days.
• Failing to correct the error results in disciplinary action.

Release of Information and Reports

• The Deputy Chief of Support Services is responsible for releasing any information or reports.
• No one is allowed to release information or reports, regardless of format.
• All requests from outside the department are directed to the Administrative Assistant, who forwards them to the Deputy Chief of Support Services.
• There is a processing fee for all reports unless released due to a subpoena from an Attorney, law enforcement, or homeowner.
• An incident request form must be completed before releasing any reports.
• The Deputy Chief of Support Services is responsible for submitting all reports to TEXFIRS annually.
• The Incident Commander or designee can release information or provide statements to the media at the scene of an incident.
• All other media inquiries must be approved by the Communications Director, including written or verbal comments.
• All media inquiries should be forwarded to the Communications Director.

Incident Reporting Software

• Spring Fire Department maintains a reporting database for all emergency and non-emergency responses.
• Deputy Chief of Support Services is responsible for the incident reporting software.
• The Fire Prevention and Education Division (FP&E) is responsible for training, quality control, and managing the incident reporting software.
• FP&E conducts weekly quality control on all reports entered into the software.
• Reports and corrections are due by the end of the shift, or by the first day of the following month.

Incident Reporting Responsibilities

• The officer in charge of the shift is responsible for ensuring all reports are completed.
• If command is established, the incident commander is responsible for the report.
• If command is not established, the officer on the first arriving apparatus is responsible.
• Reports must be completed by the end of the shift, or by the first day of the following month.
• FP&E is responsible for sending email notifications to Captains and District Chiefs if reports are not completed on time.
• Action will be taken according to the SFD discipline and corrective action policy and procedures.
• Members are responsible for notifying their station captains to obtain access to the software.
• All members must complete an approved incident reporting class before gaining access.
• Any corrections needed to reports must be completed within 6 calendar days of the following month.

Release of Information and Reports

• The Deputy Chief of Support Services is responsible for releasing information and reports.
• No one is authorized to release information or reports without authorization.
• All requests from anyone not affiliated with the Spring Fire Department will be sent to the Administrative Assistant, who will forward them to the Deputy Chief of Support Services.
• There is a processing fee for each report requested, as outlined by state statute.
• An Incident Request form must be completed before any report is released.
• The only exception is subpoenas from Attorneys, law enforcement, and homeowners.
• The Deputy Chief of Support Services is responsible for submitting all reports to TEXFIRS annually.
• Incident Commanders or their designee can release information to the media at the scene of incidents.
• All off-scene media inquiries must be approved by the Communications Director.
• All media inquiries should be forwarded to the Communications Director.