Police Scotland Notebooks PDF

OFFICIAL Unit 3 Lesson 9.1...

OFFICIAL Unit 3 Lesson 9.1 Notebooks Lesson Aim: The learner will be able to utilise the police notebook in operational duties Learning Outcomes: On successful completion of the lesson, Introduction students will be able to:- Your official police notebook is a very important piece of equipment. During this lesson you will receive instructions regarding 1. Explain the rules regarding notebooks a variety of important issues pertaining to its use. 2. Explain how to make entries in your An official police notebook will be issued to notebook you when you commence operational duty. Police Scotland will keep a register of all notebooks issued to you during your service. 3. Identify when you can use your A serial number, your name, rank and PSI notebook in court number are entered in the appropriate place on the front or inside cover. The Issuing Officer’s details and official Police Scotland stamp will also be entered on the inside cover. Each page of the notebook is lined and numbered. When you have completed a notebook, a new notebook will be issued and the old book retained. (All used notebooks should be lodged accordingly, seek guidance at Division in relation to storage of used notebooks). The procedures to be followed in relation to the recording of information on mobile devices are exactly the same as that of notebooks. 1 th Amended 24 April 2024 v.6 OFFICIAL  OFFICIAL Unit 3 Lesson 9.1 Notebooks Rules Regarding Notebooks Your police notebook is confined to matters which arise during your tour of duty and should not be used for any other purpose. The notebook entries should include details of all your tours of duty, dates of weekly rest days and holiday periods as they occur. You should use your notebook to record:- All details of the type of duties you have been engaged in Witness statements Statements made by accused persons under caution Sketch plans of road traffic crashes or other diagrams, e.g. the location of a weapon or position of a body in a murder case All relevant information pertaining to a criminal investigation Your notebook is your log of evidence relating to incidents you have attended. You will able to compile reports from entries made in your notebook and, on occasions, refer to it in court whilst giving evidence. It is therefore most important that the notes are made at the time of the incident or as soon as possible thereafter. Note:- On no account should you make notes elsewhere and later copy them into your notebook. It is important that all relevant information concerning a case, whether it points to the guilt or innocence of the accused, is revealed to the PF via your Standard Prosecution Report (SPR). If you subsequently discover relevant information in your notebook which you have not revealed to the Fiscal, you must bring it to their attention immediately. Key Information KI If for any reason any additional notes are made on paper and not within your police issue notebook then these should be lodged as a production. 2 Scots Criminal Law: Police Powers and Principles of Evidence OFFICIAL  OFFICIAL Unit 3 Lesson 9.1 Notebooks The accuracy of evidence submitted by the police may on occasions be challenged in court. If your notebook entries are made in a correct manner and comply with the rules, there is less likelihood of such a challenge to your evidence being successful. If the following rules are observed, it cannot be suggested that entries have been inserted or deleted at a later date. Note:- Under no circumstances should you make an entry in your notebook in advance of the event unless writing a caution/charge immediately prior to delivery. There are 5 notebook rules:- No Erasures or obliterations No Leaves torn out or damaged No Blank lines to be left No Overwriting No Writing between the lines, except corrections If you make a mistake, put a single line through it and add your initials to this. If it is a witness statement ensure they also initial the amendment. Notebook Security Your official notebook should be carried at all times whilst you are on duty and any loss of a notebook should be reported to your supervisory officer immediately. Remember your notebook is an official document and therefore could be requested at any time e.g. supervisors, Procurator Fiscal, Courts etc. It is also a restricted document, so be aware of who is reading the contents. This includes witnesses and Police Officers alike. Making Entries 1. Record the start and end of each day 2. Entries in chronological order 3. Pre-printed margins used exclusively for times 4. Entries accurate and providing sufficient detail and be legible 5. Pencil or black pen only 3 Scots Criminal Law: Police Powers and Principles of Evidence OFFICIAL  OFFICIAL Unit 3 Lesson 9.1 Notebooks 6. Reporting officer should have all details in notebook 7. Corroborating officer should include details requiring corroboration Appendix A illustrates the proper method you will adopt when making notebook entries. Operational officers are generally first to the scene of any incident prior to any specialist departments. Consequently, accurate and detailed notes within your notebook/ mobile device are of great evidential importance. Professional Standards PS Remember your notebook is an official document and if used properly will prove to be of valuable assistance to you when carrying out enquiries or as an aide to assist recall. It is checked on a regular basis by your supervisor and any irregularities will be highlighted. Activity 1 A1 Based on the theory from this lesson let's now make the first entry in your notebook. Remember:- You are required to keep this with you during your working day You are responsible for its security and safety You will be expected to update it with each lesson/activity you undertake during your working day This will be randomly checked by your instructor to ensure it is being filled in correctly 4 Scots Criminal Law: Police Powers and Principles of Evidence OFFICIAL  OFFICIAL Unit 3 Lesson 9.1 Notebooks Corroborative Entries Health and Safety HS For operational safety reasons, both officers should avoid having their notebooks out at the same time unless absolutely necessary. When two Constables are on duty together at an enquiry, it is usually sufficient for the enquiry officer alone to enter all of the details of the case. Both of you should, however, enter those details on which you may be called to give evidence in court, e.g. details of caution and charge and any subsequent replies. It is the responsibility of the reporting officer to ensure that all relevant information, which may include details listed in other officers' notebooks, is revealed to the PF via the SPR. See Appendix B for an example entry. Key Information KI It may be some time from when you made a notebook entry until the time you come to write the report and statements so it is essential that you note as much detail as possible in your notebook e.g. details of caution and charge and any subsequent replies, as well as the Officers own observations e.g. demeanour of perpetrator/victim, signs of disturbance at the locus, signs of injuries etc. Use of Notebook in Court The proper time to consult your notebook, is before attending court. You should not, however, hesitate to request to refer to your notebook when in doubt or when you are required to repeat a lengthy statement. It is important that statements are compiled accurately in your Police notebook because witnesses cannot always remember the salient points of the incident. This could be because the witness cannot remember, due to the passage of time, or some other reason. 5 Scots Criminal Law: Police Powers and Principles of Evidence OFFICIAL  OFFICIAL Unit 3 Lesson 9.1 Notebooks Furthermore, statements are seen and analysed by the defence. The original, noted in the officer's notebook, may be compared for accuracy with the typed version presented in court. Before referring to your notebook, you should ask permission of the Court’s presiding official out of courtesy. This may be a Judge within a High Court, a Sheriff within a Sheriff Court or Justice of the Peace, depending on which court you are in. If a notebook is produced in this manner in court, it may lead the defence to ask to look at it. Before attending court you should ensure that you have the notebook/ mobile device appropriate to the case with you and insert markers at the relevant pages, perhaps by using paper clips or elastic bands to hold the book open at the correct pages. Note:- If the relevant entries are stored on a mobile device, they should be downloaded from the PRONTO system (if the relevant shift is not already retained on the device). It is your responsibility to ensure that you have prepared accordingly prior to attending court. You should be fully aware of what is within your police issue notebook and operational statement. 6 Scots Criminal Law: Police Powers and Principles of Evidence OFFICIAL  OFFICIAL Unit 3 Lesson 9.1 Notebooks Feedback 1 F1 Your notebook entry should look similar to the example below. Friday 24th January 2020 0815 Attended Classroom 2 Scottish police College for registration, Duty student PC Smith 0830 Use of Notebooks Classroom 2 Staff Short 0915 Obtaining Persons Particulars Class 2 Staff Short 1000 Break 1015 Human Rights classroom 6 Constable Walker 1145 Lunch 1245 Identification Classroom 2 Constable Adams 1430 Retired from duty Saturday 25th January 2020 Rest Day Sunday 26th January 2020 Rest Day Monday 27th January 2020 0800 Attended Classroom 2 SPC for registration Duty Student PC Bright 52 7 Scots Criminal Law: Police Powers and Principles of Evidence OFFICIAL  OFFICIAL Unit 3 Lesson 9.1 Notebooks Appendix A Notebook Entry - Example 1 NE RESTRICTED T12345 Monday 20th January 2020 0745 Attended at Brookbank Police Station for duty. 0800hrs -1600hrs shift 0800 Briefed by Sgt Laing. Call Sign EM52A partnered alongside PC Brown (B552) tasked with uniformed foot patrol within Brookbank Town Centre. 0900 Attended at Asda Brookbank in regards to CCTV enquiry. Mr Thomson was not at work. Asked to attend on Wednesday when he returns RESTRICTED 55 8 Scots Criminal Law: Police Powers and Principles of Evidence OFFICIAL  OFFICIAL Unit 3 Lesson 9.1 Notebooks Appendix A continued Mobile Device Entry – Example 1 DE 9 Scots Criminal Law: Police Powers and Principles of Evidence OFFICIAL  OFFICIAL Unit 3 Lesson 9.1 Notebooks Appendix B Notebook Entry - Corroborative NE Entry RESTRICTED T12345 Monday 20th January 2020 0745 Attended at Brookbank PS for duty 0800 Briefed by Sgt Taylor. Call sign EM52A partnered alongside PC Brown (H552) tasked with uniformed foot patrol within Brookbank Town Centre. 1345 PC Thomson cautioned and charged Suzanne Smith for theft at Boots Understood "YES" No Reply Full details noted within PC Thomson’s Notebook T67891 1430 Retrospective Entry from 1345hrs Suzanne Smith (F) (24) 08/08/1995 @ Derby RESTRICTED 52 10 Scots Criminal Law: Police Powers and Principles of Evidence OFFICIAL  OFFICIAL Unit 3 Lesson 9.1 Notebooks Appendix B continued Mobile Device Entry - Corroborative Entry DE 11 Scots Criminal Law: Police Powers and Principles of Evidence OFFICIAL  OFFICIAL Unit 3 Lesson 9.1 Notebooks For further information, use the resources shown below:- Notebooks and PDAs SOP Review: You can explain the rules regarding notebooks You can explain how to make entries in your notebook You can identify when you can use your notebook in court Learning Log: How will what you have learned in this module impact your day-to- day role? Are there any skills or knowledge you would like to develop further following this module? End of Module 12 Scots Criminal Law: Police Powers and Principles of Evidence OFFICIAL