Reports, Records...Chapter 10

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Questions and Answers

When must a report be completed and submitted for review, unless otherwise approved by a supervisor?

Within 3 hours of the incident occurring

Within 24 hours of the incident occurring

By the end of the reporting officer's shift (correct)

By the end of the next business day

Which of the following situations requires the initiation of a case number and maintenance of a report?

When an officer observes a suspicious vehicle but takes no action

When an officer is dispatched to a citizen request for service (correct)

When an officer has lunch break

When a citizen asks for general directions

What is the minimum information that must be included in all reports?

The officer’s full name, badge number, and current work assignment

Date and time of initial reporting, the nature of the incident, and the nature, date, and time of any action taken by the employee (correct)

Nature of the incident, color of clothing worn by the suspect, and the time of dispatch

Only the officer's opinion on what they believe occurred

What action should an officer take regarding an incident that does not require a case report?

Document it with a CAD message that contains the minimum reporting information Signup and view all the answers

Under which of the following circumstances is it acceptable to discuss a sensitive case report with a colleague?

If required to do so by work assignment Signup and view all the answers

How should a case number be obtained during the primary investigation of an incident?

By calling dispatch via radio or telephone Signup and view all the answers

What is the correct way to maintain case report files?

In numerical order based on the case number Signup and view all the answers

What is the correct way to preface a case number?

With the year in which the report was taken Signup and view all the answers

What is the primary responsibility of clerks in the Records Bureau regarding new case numbers?

To ensure all new case numbers issued the previous day are accounted for and present. Signup and view all the answers

If a report is missing for more than four working days, who is responsible for communicating this to the appropriate division commander?

The Records supervisor. Signup and view all the answers

Which division maintains training records?

Training Bureau. Signup and view all the answers

Who is responsible for maintaining informant files?

The Special Operations Division Commander. Signup and view all the answers

What is required of the SIRE Administrator or designee?

To be NCIC certified and pass a fingerprint background check. Signup and view all the answers

When may SCOPE records be stored at an investigative site?

When SCOPE records are key to the integrity of case reporting. Signup and view all the answers

What code is used to indicate a seizure of property on the Property Report?

I Signup and view all the answers

How many individual property type codes can be entered on the Property Report?

Four. Signup and view all the answers

What action must the supervisor approving a narcotics seizure report take?

Forward a copy of the case to the Detective Bureau. Signup and view all the answers

What is the definition of a seizure in the context of narcotics arrests?

The taking into custody of property directly related to narcotics sales. Signup and view all the answers

Who conducts the annual review of forms and reports used by the department?

A Fiscal Specialist. Signup and view all the answers

What is the purpose of the annual review of forms and reports?

To identify redundancies and needed changes. Signup and view all the answers

Who gives final approval to all modifications of Department reports and forms?

The Chief of Police or designee. Signup and view all the answers

Where on a proposed form is the form number displayed?

Bottom left corner. Signup and view all the answers

After a proposed form is approved, where is it electronically transmitted?

To personnel in the Resource Management Division. Signup and view all the answers

Who is responsible for providing training on the proper use of a new form?

The employee or Division requesting the new form Signup and view all the answers

Which type of citations are utilized by Department Patrol officers?

Electronic citations (Brazos) Signup and view all the answers

What is the classification for a report when a single license plate is missing with evidence of it being stolen?

LARV-FRONT OR REAR LICENSE PLATE Signup and view all the answers

What must a registered owner do before a report is taken for a lost/stolen license plate?

Bring in the remaining plate Signup and view all the answers

How is a vehicle hold released for a Traffic Offense?

Through the Operations Command by creating a follow-up report in P1 Signup and view all the answers

In what format does the Records Division notify the appropriate tow company, once a vehicle's hold has been released?

FAX Signup and view all the answers

When completing the Vehicle or Property Field Release form, what boxes must be completed by the person releasing the hold?

Case number, vehicle identification and the hold release box Signup and view all the answers

Who is authorized to access files maintained by the CSI Bureau?

Only CSI Bureau personnel Signup and view all the answers

How should other Department components request copies of photographs from CSI Bureau files?

By using a photo request form Signup and view all the answers

What is the required standard for completing reports?

Reports need to be truthful, accurate, legible, and submitted promptly. Signup and view all the answers

When are reports due for submission, assuming a supervisor has not granted an exception?

By the end of the reporting officer’s shift. Signup and view all the answers

How should other agencies request copies of fingerprints?

Via telephone, fax or fingerprint examination request form Signup and view all the answers

What information does the Records Assistant note on the tow board copy of the report, upon receiving a hold release?

The name and serial number of the person releasing the hold, and date of the hold release Signup and view all the answers

What consequence may result from not submitting reports due to laziness?

Unsatisfactory performance and potential discipline. Signup and view all the answers

What specific action is required regarding arrest reports before the end of the arresting officer's shift?

Verifying they have been confirmed by a supervisor in P1. Signup and view all the answers

After the Records Assistant completes the updates to the database, what must they do?

Initial and date the record Signup and view all the answers

Who has the authority to release vehicle holds, if the Records Division Manager is not available?

The detective handling the auto theft detail, the Investigative Division Commander, or the Station Commander Signup and view all the answers

What is the consequence for not submitting a report at all?

Dereliction of duty and subject to discipline. Signup and view all the answers

What is the classification of a report, where both license plates are missing?

LARV-FRONT AND REAR LICENSE PLATES Signup and view all the answers

What is a shift supervisor’s responsibility in terms of reviewing police reports?

To review all reports initiated during their shift for proper procedure, grammar, and clarity. Signup and view all the answers

If a supervisor finds an issue with a police report, what is their responsibility?

To take corrective action regarding the deficiency or problem. Signup and view all the answers

Who is authorized to be in the CSI Bureau, without prior approval from a supervisor?

Only assigned CSI Bureau personnel, Department maintenance, Police Department sergeants, Bureau managers, or higher Police Department rank. Signup and view all the answers

What is the reporting officer’s role in determining if a case is routed to the Detective Bureau?

They make the decision based upon investigation and solvability criteria. Signup and view all the answers

If a case is not routed to the Detective Bureau, what is the reporting officer’s responsibility to the victim or person reporting?

To inform them that due to insufficient information, a continuing investigation may not be pursued at this time. Signup and view all the answers

What is the reviewing supervisor's role in field case screening?

To ensure that the incident report meets the criteria to be sent to the Detective Bureau or City Attorney. Signup and view all the answers

Which is NOT considered a solvability criteria that may warrant routing a case to detectives?

If the reporting officer wants to go home early that day. Signup and view all the answers

What should an officer do if they are unsure whether a case should be routed to the Detective Bureau?

The officer should err on the side of caution and route the case to the Detective Bureau. Signup and view all the answers

Which of the following is NOT a component of a supervisor’s review of a report?

To verify if the person was charged correctly. Signup and view all the answers

According to the content, who decides if an incident should be routed to the Detective Bureau?

The officer who completes the preliminary investigation. Signup and view all the answers

What should an officer do after discovering that an arrest report needs to be verified?

Ensure the supervisor verifies the report in P1 as soon as possible. Signup and view all the answers

Who is authorized to access files maintained by the Evidence Vault?

Only authorized Evidence Vault personnel Signup and view all the answers

How can other department components obtain copies of files held by the Evidence Vault?

By submitting a memorandum through the chain of command Signup and view all the answers

For outside agencies, what is the required method for requesting copies of Evidence Vault files?

A letter or fax, outlining the information needed and reason Signup and view all the answers

Who has restricted access to the Evidence Vault and its office areas?

Evidence Custodians, Senior Evidence Custodian, and the Evidence Vault Supervisor Signup and view all the answers

If other persons need to access the Evidence Vault, what must they do?

Obtain authorization, sign a visitor’s log, and be escorted by an Evidence Vault employee Signup and view all the answers

What is the primary responsibility of all NLVPD personnel in relation to media?

To follow the requirements of policy while respecting the media's right to information Signup and view all the answers

What is the role of media personnel in relation to access to department activities?

They act as 'agents' for the public in gathering and sharing information. Signup and view all the answers

Who appoints the Public Information Officers (PIOs)?

The Chief of Police Signup and view all the answers

To whom do assigned Public Information Officers (PIOs) report?

The Chief of Police Signup and view all the answers

What is the primary point of contact for media regarding department-related matters?

A Department Public Information Officer (PIO) Signup and view all the answers

What should department personnel do when contacted by a media representative directly?

Advise the media representative to contact a PIO Signup and view all the answers

What is one of the responsibilities of the PIO regarding the dissemination of information?

Ensuring the timely dissemination of accurate public information Signup and view all the answers

Who is responsible for monitoring news reports to ensure fair and accurate coverage of NLVPD activity?

The Department Public Information Officer (PIO) Signup and view all the answers

Under what circumstances are media interviews acceptable for personnel other than the PIO?

With prior approval from a PIO Signup and view all the answers

What is the policy regarding the doors to the CSI Bureau?

Doors must remain closed and locked at all times Signup and view all the answers

What is the required initial action for department personnel when a media representative requests a feature story interview (excluding on-the-scene situations)?

Refer the media representative to a PIO and avoid making any statements. Signup and view all the answers

Before participating in a media interview, what specific briefing should personnel receive?

A briefing by a PIO, covering the interview's topic, proper conduct, and information disclosure limits. Signup and view all the answers

What rule should officers follow regarding their conversations with media representatives?

All conversations with the media are subject to being quoted, so officers should not make off-the-record comments. Signup and view all the answers

Who is primarily responsible for maintaining the distribution list for media releases?

The PIO (Public Information Officer). Signup and view all the answers

When the Department participates in planned law enforcement activities, who is typically responsible for issuing a media release?

Either the Department's PIO or the Office of the City Manager. Signup and view all the answers

How far in advance should personnel submit a draft media release to the PIO for a planned community event?

At least two weeks before the event whenever possible. Signup and view all the answers

What crucial information should a media release for a community event include to help illustrate its newsworthiness?

General details of the event, activities, special units, demonstrations, and equipment, along with departmental interaction with community members. Signup and view all the answers

What is a primary consideration when the PIO issues a media release about a newsworthy incident?

To ensure the release is concise, accurate, and does not jeopardize an investigation or violate the law. Signup and view all the answers

Who is responsible for determining what information is released during media interviews about incidents and investigations?

The PIO, in conjunction with investigators. Signup and view all the answers

Is participation in media interviews at the request of a PIO mandatory for department employees?

Participation is voluntary, not mandatory. Signup and view all the answers

Why is it important for a PIO to be well-informed about a case before participating in or arranging media interviews?

To avoid the possibility of revealing false information or information that should be withheld. Signup and view all the answers

What is typically included in a media release about an incident, concerning the identities of the people involved?

Age, sex, and city of residence of persons involved when possible. Signup and view all the answers

What period is typically observed before the names of officers involved in a deadly force incident are released to the media?

After at least three days, absent credible threats against the officers. Signup and view all the answers

When a media release includes suspect information, where are copies of the release kept?

In the case file under the appropriate case number, alongside a copy saved in the PIO office. Signup and view all the answers

In a media release describing a newsworthy incident, what should be used if a specific fact, like an address, is not appropriate for release?

A generalization, like 'the xx hundred block of Main St,' should be used. Signup and view all the answers

Who is responsible for clearing Municipal Court warrants from NCJIS?

LESTs Signup and view all the answers

What should be done with a Municipal Court warrant once it is served?

Send it to the Police Records Division Signup and view all the answers

Upon initiating an identity theft report, what is provided to the victim?

Victim Information Guide and a Nevada Identity Theft Passport Kit Signup and view all the answers

Which division processes all recalled or quashed warrants?

Police Records Division Signup and view all the answers

What must occur before arranging transportation for a subject with a confirmed warrant?

Confirm the warrant with the Warrant Clerks Signup and view all the answers

Where should victims of identity theft be directed to file their reports?

Northwest or South Area Command Signup and view all the answers

Who is contacted for the replenishment of Nevada Identity Theft Passport Kits?

Police Records Manager Signup and view all the answers

What action must the officer take after a Municipal Court warrant is served?

Forward the served warrant to the Police Records Division Signup and view all the answers

What type of information should not be released without permission from the Chief of Police?

Name of a suspect under the age of 18 Signup and view all the answers

In what situation should the public information officer (PIO) be involved early on?

In major incidents like homicides Signup and view all the answers

What is required before releasing the name of a deceased victim to the media?

Notification of next of kin Signup and view all the answers

What should be done with statements made by suspects during questioning?

They should not be released at all Signup and view all the answers

Which of the following examples constitutes a major incident that requires media management?

Homicide Signup and view all the answers

In what scenario can the identity of a victim of a sex offense be disclosed?

With the victim's consent Signup and view all the answers

What should be done to ensure media personnel do not interfere with an incident scene?

Establish a close-off perimeter and manage access Signup and view all the answers

What is the role of the PIO during a major incident?

To provide information and manage media interactions Signup and view all the answers

Which information must be provided to the media during a situation briefing at a major incident?

A summary of known information about the incident Signup and view all the answers

What condition allows for the release of identifying information of a suspect under 18?

During an active search for that person Signup and view all the answers

How should officers treat media personnel at incident scenes?

With courtesy and professionalism Signup and view all the answers

Which agency typically releases the names of deceased individuals after confirmation?

The Coroner’s office Signup and view all the answers

What is an inappropriate information release regarding an accused person's status?

The existence of a confession Signup and view all the answers

What should occur immediately upon the arrival of a PIO at a major incident?

They should be briefed on all known information Signup and view all the answers

What should personnel do if a media representative attempts to enter a designated crime scene perimeter?

Explain the exclusion area and deny access. Signup and view all the answers

What is the primary responsibility of the Police Information Officer (PIO) during a joint agency investigation?

Coordinate public information releases with all involved agencies. Signup and view all the answers

Under what circumstance can media representatives be excluded from private or public property?

If the crime scene is within the building. Signup and view all the answers

Which of the following actions is prohibited regarding media interaction with persons in custody?

Letting media question arrested persons in the field. Signup and view all the answers

What must personnel do if they are unable to mark a crime scene with tape?

Delineate an exclusion area and inform the media. Signup and view all the answers

Which of the following is NOT permitted regarding the media's interaction with victims or witnesses?

Advising victims about contacting the media. Signup and view all the answers

What is the responsibility of officers regarding the media and private property during crime scenes?

To ensure the property owner's wishes are respected. Signup and view all the answers

What must personnel do if they are required to photograph prisoners outside the police department?

Avoid posing prisoners for the camera. Signup and view all the answers

Which of the following actions can personnel take to protect the integrity of an investigation?

Broaden the incident perimeter as needed. Signup and view all the answers

What is required before releasing arrest photographs to the media?

Confirmation that it will not jeopardize the investigation. Signup and view all the answers

What guidelines should personnel follow regarding media presence at an incident scene?

They must politely guide media representatives if necessary. Signup and view all the answers

What kinds of incidents can the media not be prevented from reporting on?

Physical injuries, including deceased persons. Signup and view all the answers

What is a crucial step if crime scene tape cannot be used?

Establish a designated exclusion area with reference points. Signup and view all the answers

When can personnel impose stricter access restrictions at an incident scene?

To protect evidence and maintain investigation integrity. Signup and view all the answers

Study Notes

Reporting Procedures

All actions and pertinent information are recorded.
Case numbers are assigned and reports maintained in specific situations.
Reports are submitted to a supervisor by the end of the reporting officer's shift unless approved otherwise.
Situations requiring reports include: citizen reports of crime, citizen complaints, citizen requests for service (when dispatched, assigned for investigation or immediate/future action), incidents initiated by a department member, and all arrests and non-traffic citations.
Reports must include a date/time of reporting, names (if available) of citizen and victim/complainant, nature of the incident, and details of actions taken.
CAD messages including the basic info are used for incidents not requiring a full report.
Case reports are confidential; not discussed with victims or shared among staff unless required. Reports are not printed or viewed for unrelated purposes, unless the subject is incarcerated.

Case Numbers

All NLVPD reports receive unique case numbers from the CAD system.
Case numbers are sequentially ordered within files, prefaced by the year.

Report Completion

Reports and forms are completed accurately, legibly, and truthfully, submitted through proper channels, and are immediately completed after completion.
No inaccurate, false, or improper information may be knowingly entered.
Reports must be submitted by end of shift, unless approved.
Unsubmitted reports due to negligence result in unsatisfactory performance, subject to discipline.
Arrest reports need supervisor verification in P1 before the end of the arresting officer’s shift.
Failure to submit any report is dereliction of duty subject to discipline.

Supervisory Review of Reports

Shift supervisors review all reports for compliance with police procedures, laws, correct spelling/grammar/style, completeness, and accurate reflections of actions and information.
Supervisors will identify deficiencies and initiate corrective action.
Supervisors will verify reports in P1.

Field Case Screening

The reporting officer decides if a case needs Detective Bureau investigation following preliminary investigation.
Decision is based on information in the report, including solvability criteria.
Cases with no solvability criteria, but specifically requested for capture, are routed to Detective Bureau investigation.
If investigation deemed unproductive, victims/reporters are informed, yet the incident is filed for retrieval.
Reviewing supervisors ensure an incident report meets the criteria for Detective Bureau/City Attorney forwarding before approval.

Solvability Criteria

Important points to consider in a field screening determination include: arrest status, witness availability, suspect identification/location, suspect vehicle identification, significant modus operandi, physical evidence, crime severity, insurance-only reporting, victim cooperation, and Detective Bureau capture requests.
Cases lacking solvability should be routed to the Detective Bureau when there is doubt.

Storage and Retention of Police Records

Original reports (with case numbers from CAD or relating to a master file number), work applications, background checks, internal investigations, and similar records are kept by the Records Bureau immediately after supervisor approval
Records clerks are responsible for verifying the presence of all newly assigned case numbers on daily CAD printouts.
Missing reports must be located within four working days by Records supervisors
Specific records are retained by different departments (personnel records by the Chief of Police, training records by the Training Bureau, informant files by Special Ops/Narcotics/Detectives, NCIC records by TAC, other records by scanning to SIRE).
SCOPE records should be kept in a protected location and only used when needed for case reporting integrity.
Retention and disposal adheres to all state and federal laws.

Narcotics Seizures

Property records reports now include codes for seizures and evidence.
Officers utilizing code “I” for seizures. Additional codes may be needed.
Supervisors approving reports forward copies to the Detective Bureau.

Form Development Process

Annual form/report review by Fiscal Specialist identifies redundancies and changes.
Chief of Police/designee may create a Forms/Report Committee for form/report development, modifications, and review.
Chief of Police/designee approves all form changes/revisions.
Form development process: employee develops form, obtains form number, submits form through chain of command and cover letter to Chief, chief approval, form sent to Resource Management for incorporation into index and printing.
Employee/Division may provide training on newly developed forms

Maintaining Regional Citation Records

Patrol Officers use electronic citations (Brazos). Other divisions (detectives, marshals) use handwritten citations.

Lost/Stolen License Plates

Reports are required for lost/stolen license plates.
One missing plate results in an impoundment.
Victims to obtain copy of report for DMV registration.
Plate loss vs. theft reporting classifications exist.

Release of Vehicle Holds

Vehicle hold releases require follow-up P1 reports and vehicle release forms based on offense type (traffic, narcotics, non-traffic felony/gross misdemeanor) to Records Division.
Records Division notifies appropriate tow company by fax.
Records assistant notes release details, updates systems, and contacts owners.

CSI Bureau Files and Security

Only CSI Bureau personnel, authorized maintenance, sergeants/managers, or higher-ranking officers access CSI files.
Non-CSI personnel, with supervisor approval, access files only when accompanied by CSI personnel.
Requests for copies of information are made using forms or memoranda.

Evidence Vault Files and Security

Only authorized Evidence Vault personnel access files.
Requests for physical/database files are completed using memoranda or letters to supervisors.
Access is restricted to Evidence Custodians/Senior Evidence Custodian/Vault Supervisor.
Other personnel need authorization and must be accompanied by an employee when entering.

Media Relations

NLVPD values community partnerships. Media receive professionalism & respect.
Personnel may not seek publicity or give information for personal gain.
PIO is primary media contact.
PIO issues accurate, timely media releases.
Supervisors coordinate media appearances.
Personnel are briefed on interview topics and conduct.
Statements are not “off-the-record.”
PIO manages releases, interviews, & press conferences.
PIO manages media relations, ensures dissemination, maintains relationships with media outlets, and monitors news coverage.
Draft media releases for events should be submitted at least two weeks in advance.
Information related to incidents is released as determined by the PIO and investigators..
Information not released includes victim details of sex offenses, names of deceased/injured before relative notification, statements from suspects, test results, information from other agencies without approval, opinions about an accused person, etc.
Media access to incident scenes or individuals in custody requires PIO approval.
PIO manages situations at major incidents.

Court Warrants

Justice and District (not booked at NLVCCC) Court warrants are handled by Records Division with faxing to facilities.
Arresting officer confirms the warrant.
Records Division is responsible for NCIC clearing.
Records Division processes recall/quashed warrants.
Warrant confirmations to Municipal Court are handled by Clerks.
Transportation is set up.
LEST is in charge of Municipal Court warrants for NCJIS clearing.
Records Division handles warrants within SCOPE.

Identity Theft Passport Program

Victims are directed to Northwest/South Area Command to file identity theft reports.
Victims obtain Victim Information Guide and Nevada Identity Theft Passport Kit and initiate Attorney General contact/appointment steps noted in the Kit.

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Description

This quiz covers essential protocols for managing case reports within law enforcement agencies. Understand timelines for report submission, information requirements, and the roles of various personnel in the Records Bureau. Test your knowledge on proper report handling and case number maintenance.