Compiling, Submission, and Processing of Dockets PDF

**COMPILING, SUBMISSION AND PROCESSING OF DOCKETS** **TABLE OF DOCUMENT DETAILS** Title -------------------------------- -- Reference No Relevant Department or group Ownership Document author...

**COMPILING, SUBMISSION AND PROCESSING OF DOCKETS** **TABLE OF DOCUMENT DETAILS** Title -------------------------------- -- Reference No Relevant Department or group Ownership Document author Approved by Approval Date Implementation Date To be Reviewed Date Last Revised Date Quality Assured By Protective Marking Linked to other Standing Order Relevant Legislation Pages (including this page) **TABLE OF CONTENTS** [Introduction](#Introduction) [Page 03](#Introduction) [Section 1](#Introduction) ----------------------------------------------------------------- ----------------------------------- -------------------------------------- [Timeliness work Control System](#s2) [Page 03](#s2) [Section 2](#s2) [Security of Investigation Dockets](#s3) [Page 05](#s3) [Section 3](#s3) [Investigation Docket No 1](#s4) [Page 06](#s4) [Section 4](#s4) [Processing of Docket No 1](#s5) [Page 13](#s5) [Section 5](#s5) [Investigation of Docket No 2](#s6) [Page 15](#s6) [Section 6](#s6) [Processing of Docket No 2](#s7) [Page 1](#s7) [Section 7](#s7) [Inquests](#s8) [Page 17](#s8) [Section 8](#s8) [Investigation papers received from other Police Agencies](#s9) [Page 17](#s9) [Section 9](#s9) [Diary of Action / Requests from Republic](#s10) [Page 17](#s10) [Section 10](#s10) [Requests from Criminal Records Office (CRO)](#s11) [Page 1](#s11) [Section 11](#s11) [Dockets handed over to other agencies](#s12) [Page 18](#s12) [Section 12](#s12) [Prosecution results / Classification](#s13) [Page 18](#s13) [Section 13](#s13) [Not guilty plea / Disclosure](#s14) [Page 19](#s14) [Section 14](#s14) [Warrants](#s15) [Page 19](#s15) [Section 15](#s15) [Administration](#s16) [Page 20](#s16) [Section 16](#s16) [Abbreviations and Glossary](#AbbreviationsGlossary) [Page 21](#AbbreviationsGlossary) [Section 17](#AbbreviationsGlossary) **INDEX OF ANNEXES** [Appendix 1](https://modgovuk.sharepoint.com/:b:/r/teams/25468/Police%20Forms/Orders,%20Policies%20and%20Contingency%20Plans/STANDING%20ORDERS%20NEW/Administration/SO%20A6-Appendix1.pdf?csf=1&web=1&e=H8UogW) [Information Sharing Agreement between the ACRO Criminal Records Office and SBA Police](https://modgovuk.sharepoint.com/:b:/r/teams/25468/Police%20Forms/Orders,%20Policies%20and%20Contingency%20Plans/STANDING%20ORDERS%20NEW/Administration/SO%20A6-Appendix1.pdf?csf=1&web=1&e=H8UogW) ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- [Appendix 2](https://modgovuk.sharepoint.com/:b:/r/teams/25468/Police%20Forms/Orders,%20Policies%20and%20Contingency%20Plans/STANDING%20ORDERS%20NEW/Administration/SO%20A6-Appendix2.pdf?csf=1&web=1&e=e8V5lv) [International Criminal Conviction Exchange -- Request](https://modgovuk.sharepoint.com/:b:/r/teams/25468/Police%20Forms/Orders,%20Policies%20and%20Contingency%20Plans/STANDING%20ORDERS%20NEW/Administration/SO%20A6-Appendix2.pdf?csf=1&web=1&e=e8V5lv) [Appendix 3](https://modgovuk.sharepoint.com/:b:/r/teams/25468/Police%20Forms/Orders,%20Policies%20and%20Contingency%20Plans/STANDING%20ORDERS%20NEW/Administration/SO%20A6-Annex%203.pdf?csf=1&web=1&e=JjpFo5) [CJU Decision Making Process Flow Chart for Crime Docket 1](https://modgovuk.sharepoint.com/:b:/r/teams/25468/Police%20Forms/Orders,%20Policies%20and%20Contingency%20Plans/STANDING%20ORDERS%20NEW/Administration/SO%20A6-Annex%203.pdf?csf=1&web=1&e=JjpFo5) [ ] [Appendix 4](https://modgovuk.sharepoint.com/:b:/r/teams/25468/Police%20Forms/Orders,%20Policies%20and%20Contingency%20Plans/STANDING%20ORDERS%20NEW/Administration/SO%20A6%20Annex%204.pdf?csf=1&web=1&e=UcBhya) [CJU Decision Making Process Flow Chart for Docket 1 other than Crime & Docket 2](https://modgovuk.sharepoint.com/:b:/r/teams/25468/Police%20Forms/Orders,%20Policies%20and%20Contingency%20Plans/STANDING%20ORDERS%20NEW/Administration/SO%20A6%20Annex%204.pdf?csf=1&web=1&e=UcBhya) []{#Introduction.anchor}**1. Introduction:** 1.1 This Standing Order aims to provide investigating officers and their first and second line managers with set standards in compiling and submitting an investigation docket. Furthermore, it aims to lay down a system of processing an investigation docket with minimum paperwork and at the same time raising the standard of investigation to maximise efficiency. **2.**[]{#s2.anchor} **Timeliness -- Work Control System** 1. The Divisional Crime Manager (DCM) or in his absence the Deputy Divisional Crime Manager (DDCM) through SBAPS applications will monitor timeliness, quality and progress of the investigations files on all crime cases. The [CJU](#CJU) Sergeants through SBAPS applications will monitor timeliness, quality and progress of all investigations files (Docket No. 1 and 2), other than crime cases under investigation. 2. In respect of criminal cases the [DCM](#DCM) or in his absence the [DDCM](#DDCM) soon after the case is initiated will set in the Diary of Action the investigation parameters, setting in that way the investigation plan. The [DCM](#DCM) or in his absence the [DDCM](#DDCM) will set a review day in SBAPS in which date the progress of the investigation will be seen with the Investigating officer of the case. First and Second Line Managers should be closely monitoring investigation progress and quality and ensure that all parameters are met by the [I.O.](#IO) 3. In respect of all other cases (Docket No. 1 and 2) the first line manager or in his absence the second line manager of the [I.O.](#IO) soon after the case is initiated will set in the Diary of Action the investigation parameters, setting in that way the investigation plan. The first line manager or in his absence the second line manager of the [I.O.](#IO) will set a review day in SBAPS in which date the progress of the investigation will be seen with the Investigating officer of the case 4. Once the investigation of a case is initiated, review dates will be set as mentioned below. The target is that the investigating officer will submit the docket to the [DCM](#DCM) or [DDCM](#DDCM) (Crime Cases) or to his/her Sergeant/Inspector without translations and typing. - Crime Cases - 30 calendar days - Fatal Accidents - 30 calendar days - Road Traffic accident with injuries - 30 calendar days - Road Traffic Accidents Damage Only - 22 calendar days - Traffic Offences (Docket No 1) - 14 calendar days - Admin Offences (Docket No 1) - 14 calendar days - Minor Traffic Offences (Docket No 2) - 7 calendar days 5. The aim is that the review dates should not exceed the period of time set above. If more time is needed for good reasons then a review date will be set by the [DCM](#DCM)/[DDCM](#DDCM) (crime cases) or by the line managers of [I.O.](#IO) (Other than crime cases) and further review dates will be authorised until the work is finally completed. A relevant entry with justification should be made in the Diary of Action of the case by the Manager who is authorising the delay. 6. If a detected case Docket No. 1 is rejected due to bad quality or investigative omissions, the Inspector should dictate a "review date" on the SBAPS Diary of Action along with clear directions as to the further action required. Delay in submissions and re-submissions of dockets must be sufficiently justified in the Diary of Action, otherwise unjustified delay may result in disciplinary action. 7. On perusing a file, the [DCM](#DCM)/[DDCM](#DDCM) (crime cases) and [CJU](#CJU) Sergeants (other than crime cases), will assess the quality and timeliness of the investigation dockets. The above should make a note on the front page of the investigation file regarding timeliness and quality. In cases of bad investigation quality and unjustified delays, relevant entries should be made in the Diary of Action. Particular attention will be given to statement taking, interviewing, evidence gathering, presentation and timeliness of the docket. If appropriate, relevant entries should be made in the Investigating Officers [PDR](#PDR)s for consideration on assessing the officer's annual performance and his/her developmental needs. Bad quality standards and unjustified delays should be also taken into consideration on assessing First and Second Line Managers performance. 8. The System Administrator will regularly circulate SBAPs reports concerning Pending cases (Timeliness) and [CMS](#CMS) errors. The reports will be forwarded to line managers who in turn will be responsible in ensuring that errors are remedied and pending cases are forwarded to [CJU](#CJU). 9. The element of accuracy in respect of timeliness is of paramount importance and should be safeguarded at all times so that relevant statistics will be governed by the desired level of integrity. 3. []{#s3.anchor}**Security of Investigation Dockets** 1. Investigation dockets are marked "Police in Confidence" and once a case file has been initiated it comes under the full responsibility of the investigating officer. 2. Any person who is not connected with the investigation of the case should not have sight of the contents of the docket without the approval of the investigating officer or his/her supervisor. Unattended dockets could breach the security of the investigation and can be a threat to the organisation. 3. Other police agencies may have sight of an investigation docket and its contents, if it is necessary, in the interest of the investigation, with the knowledge and authority of the investigating officer or supervisor. Where appropriate, legal advice should be sought from [AGLA](#AGLA)'s office with the authority of [DCM](#DCM) or [DDC](#DDC)s. The investigating officer and Supervisors should make the appropriate and necessary entries, on the SBAPS Diary of Action, in relation to the movements of the docket. The case status field on the [CMS](#CMS) SBAPs is updated automatically. 4. Copies of documents may be released with the approval of the [DCM](#DCM) or [DDC](#DDC)s through [CJU](#CJU) base location. Advice from [AGLA](#AGLA)\'s Officer should be sought when necessary. 5. Investigating officers should not normally carry investigation dockets whilst off duty. If an enquiry requires the file being taken out of the Station, the respective supervisor should make an entry to that effect in the Diary of Action. **4.**[]{#s4.anchor} **Investigation Docket No. 1** 1. Investigation Docket No. 1 (red), consisting of four pages, should be used for all cases of Crime, Admin and Traffic, excluding minor Traffic Offences. - - - - - - - - 4.2 **Transferring of photographs into the System and forwarding those to OIU.** a. b. c. d. e. a. b. c. d. 1. 2. 4.3 **Criminal Disclosure Ordinance-sensitive and non-sensitive material** 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. **Disclosable Unused Non - Sensitive Material (Green form)** [SBAP/INV/44] 1. Original statements of those witnesses who do not form part of the case 2. Agendas for interview of witness and suspect 3. Notes of Police officers obtained during statement taking 4. Copies of police officers pocket books 5. Previous convictions 6. Antecedents of accused 7. Custody record 8. Volunteer record 9. Bail forms 10. Formal Invitations as per Section 12 of the Criminal Procedure ord. 2016 11. DRMV forms 12. Incident log 13. **Non Disclosable Unused - Sensitive Material (Pink form)** [SBAP/INV/45] 1. Page of statement with details of deponent 2. [SIO](#SIO)s Policy book 3. [FLO](#FLO)s log book 4. Intelligence reports 5. Any correspondence between Police and AGLAs office 6. Victims profiles 7. Subjects profiles 8. Police Operation Orders 9. Application of warrants of search (if nothing found) 10. Page of Identification parade form with details of persons taking part in the parade 11. Risk Assessment Forms (DASH) **5.** []{#s5.anchor}**Processing of Docket No. 1** 5.1 Once the offence comes to the knowledge of the police, an investigating officer should be appointed and a [CMS](#CMS) should be raised. Then within the time limits shown above, depending upon the nature of the investigation, the investigating officer will submit the docket to his/her Sergeant without translations and typing. For Crime Cases a Summary Report should be prepared on those occasions provided in [Standing Order CR 1 section 13](https://modgovuk.sharepoint.com/:w:/r/teams/25468/STANDING%20ORDERS%202023/Standing%20Orders%202023%20onward/CRIME%20INTELLIGENCE%20SAFEGUARDING/CRIME/CR%201.docx?d=w350011853bab4f1fbf46f9f09b665858&csf=1&web=1&e=I3dfYk) in which a specimen is provided at [Appendix 17 of SO C1]. In all cases other than crime, a Summary Report should also be prepared that will be more concise but still in line with the principles of [Appendix 17 of SO C1]. In the event that further investigation is required, then the progress of the case is reviewed by the [DCM](#DCM)/[DDCM](#DDCM) (crime cases), first or second line manager (other than crime cases) at 7 day intervals. An entry must be made on the Diary of Action, which sufficiently justifies the delay. The [DCM](#DCM)/[DDCM](#DDCM) and Uniform Inspectors are to peruse case dockets during and after the completion of the investigation. 5.2 **Crime Cases** 5.3 **Docket No. 1 other than Crime** 5.4 **Translation and Typing** 5.5 **Result of Investigation** **6.** []{#s6.anchor}**Investigation Docket No. 2 [(Form SBAP/INV/17)]** 6.1 Investigation Docket No.2 (yellow) shall be completed for minor traffic offences only. Investigating officers should ensure that before submission, all information fields on Page 1 are filled in and enter in Pencil the offence(s) capable of proof, with the respective section of Law mentioned alongside. 6.2 All actions regarding the investigation will be recorded in the computerised Diary of Action which will also include upon completion, a brief entry on submission made by the Investigating officer. A print out of the Diary of Action will be produced on submission of the case by [CJU](#CJU) and will be inserted in the docket. 6.3 Page 3 of the investigation docket should be used for inserting the Reporting Officers' Typed Statements, either on Statement sheets or the Appropriate Forms available. Sketch Plans when required should be drawn on A4 paper sheets and be attached on this page. This procedure will enable prosecuting officers to furnish the Police Officers giving evidence at Court, normally in trials in absence, with all relevant information. 6.4 Page 4 is exclusively for use by the Criminal Justice Units only. **7.**[]{#s7.anchor} **Processing of Docket No: 2** 7.1 Within 7 calendar days of the reporting date, the investigating officer should submit the docket to his/her Sergeant with a submission entry on the SBAPS computerised diary of action. If a [P150](#P150) form has been issued then the investigating officer must still comply with the above deadline, even if the accused has not produced his documents. A delay beyond this period may only be permitted in the event of: - [V.D.R.S](#VDRS) (must be submitted within 3 days of the expiry of the 21 day period). - [Fixed Penalty](#FPN) (must be submitted within 3 days of the expiry of the 30 day period). - Diary of Action to CYPOL (delay of receipt must be justified on SBAPS computerised Diary of Action). - DRMV Form SBAP/MISC/32 (delay of receipt must be justified on SBAPS computerised Diary of Action). - Re-submission by Supervisor to Investigating Officer for further investigation or amendments. 7.2 The Sergeant will review the case and make a decision as to the appropriate action to take. If prosecution is recommended then he/she must sign in the space provided on page 1. Should further investigation be required or amendments need to be made then the Sergeant must make a brief entry to that effect on SBAPS computerised Diary of action and return it back to the investigating officer. Without any further delay the Sergeant through his/her Inspector will submit the docket to the respective [CJU](#CJU) Sergeant (East/West). 7.3 The [CJU](#CJU) Sergeant will ensure that the docket is processed and within 5 working days of submission, from the Policing Team / Department Sergeant, is to prepare the charge sheet or warning letter. 7.4 In cases of investigations below standards, the [CJU](#CJU) Sergeant will return the docket to the Investigating Officer's Supervisor with relevant comments and directions for action required, recorded on the SBAPS computerised Diary of Action. Unjustified delays will be also recorded by [CJU](#CJU) Sergeant and in cases of repeated investigating shortcomings/unjustified delays the [DDC](#DDC) should be informed for rectification action. **8.** []{#s8.anchor}**Inquests** 8.1 An inquest is a judicial enquiry seeking to establish the circumstances that led to and the cause of a sudden or unnatural death. As regards compiling of inquest files see [Standing Order OP 30]. **9.** []{#s9.anchor}**Investigation Papers Received From Other Police Agencies** 9.1 When investigation papers from any other police agency are received, at any location within the organisation for further investigation by SBA Police and are to be subsequently dealt with before the SBA Court, such papers will be submitted immediately to the respective [DDC](#DDC). 9.2 The [DDC](#DDC) will receive the papers and will consider what action is required in consultation with Divisional Crime Manager in the event of a crime case or with [CJU](#CJU) sergeant in the event of a case other than crime. They will then appoint an investigating officer, who if appropriate should start a [CMS](#CMS) and make a relevant entry in the Daily Occurrence Record (DOR). The advice of [Senior Crown Counsel](#CrownCouncel) may be sought when it is necessary. 9.3 The investigating officer will immediately initiate a docket and liaise, if necessary, with the police agency which submitted the papers in order to complete the investigation.**10 Glossary of Terms & Abbreviations** **10.**[]{#s10.anchor} **Diary of Action/Requests from Republic** 10.1 In the event that a Diary of Action or other request is received from a Republican agency requiring only some form of assistance without a need to raise a CMS, then such papers are to be forwarded to the [CJU](#CJU) Sergeant. A Register is maintained in the Divisional [CJU](#CJU)s for documenting the reception of the requests from the Republic. The [CJU](#CJU) Support Officer will take the action requested and on certain occasions may seek assistance from the Uniform Officers. [CJU](#CJU) Sergeants will monitor progress of the action requested and ensure completion within appropriate time limits. **11.**[]{#s11.anchor} **Requests from Criminal Records Office (CRO)** 11.1 **Requests from Republic of Cyprus Criminal Records Office** 11.2 **Requests from UK [ACRO](#DCC) Criminal Records Office** **12.** []{#s12.anchor}**Dockets Handed Over to Other Agencies** 12.1 Any docket which requires to be handed over by the SBA Police to any other agency will be done so upon the authority of the [AGLA](#AGLA) by the [CJU](#CJU) Sergeants, through [DDC](#DDC) and a full copy of the docket must be retained by the respective [CJU](#CJU). **13.** []{#s13.anchor}**Prosecution Results / Classification** 13.1 At the conclusion of each court sitting, [Senior Crown Counsel or Crown Counsel](#CrownCouncel) (The prosecutors) will prepare the prosecution results and submit them to the respective [DDC](#DDC). A copy will be forwarded to the respective [CJU](#CJU) and will be retained in the relevant [CJU](#CJU) File. [CJU](#CJU) Sergeant will notify in writing the Divisional Exhibit Officer (CID Detective Sergeant) as to any Court Orders relating to disposal of exhibits, for relevant action. Prosecution results are updated in SBAPS by the Court Registrar whereas final classifications are updated by [CJU](#CJU) Sergeants. **14.** []{#s14.anchor}**Not Guilty Plea / Disclosure** 14.1 In the event of a Not Guilty plea a copy of the docket in question will be retained by the [CJU](#CJU) Sergeant. The [Crown Counsel](#CrownCouncel)s will determine which papers are to be disclosed to the defence. This procedure will serve to diminish the possibility of unauthorised disclosure of contentious or irrelevant material to the defence. Should further assistance or clarification be required by the defence then such a request must be brought to the attention of the representative from the [AGLA](#AGLA)'s office and material should only be disclosed upon his/her direction. **15.** []{#s15.anchor}**Warrants** 15.1 The [CJU] Sergeants, in addition to warrants of committal/arrest received from CYPOL, will also monitor all requests received from CYPOL in relation to warrant of search activity. For this purpose whenever such request is received by SBA Police, the [CJU] Sergeant must be informed accordingly. Also when such a request justifies application for a warrant within the frame of Law, the officer receiving it [must] supply the [CJU] Sergeant with a true copy of the application for a warrant, followed in due course by a true copy of the issued warrant. Upon execution of the same and once endorsed by the officer who executed it, the warrant is to be submitted to SBA Court [only] through [CJU] Sergeant. 15.2 The [CJU](#CJU) aide in liaison with the uniform branch will ensure that immediate action is taken for the purpose of executing warrants of committal against persons who reside, work or frequent in the SBAs. Divisional [OIU](#OIU)s in liaison with the Criminal Investigation Department (CID) and Tasking and Co-ordination Unit (TCU)s should organise operations and issue relevant tasks for the execution of warrants of search and arrest in relation to criminal investigations. 15.3 [CJU](#CJU) sergeants will prepare and circulate at regular intervals hard copies of outstanding warrant lists within the divisions for relevant action. **16.**[]{#s16.anchor} **Administration** 16.1 The Decision-Making Process and the movement and submission of files are outlined on flowchart as per [Annex 4] for easy reference. For Crime Cases, the said procedure is outlined in the flowchart as per [Annex 3]. []{#AbbreviationsGlossary.anchor}**Abbreviations and Glossary** []{#DCC.anchor} ***ACRO:*** *The ACPO Criminal Records Office (ACRO) was founded in 2006 following a decision by the [Association of Chief Police Officers (ACPO)](http://www.acpo.police.uk/) to establish an operationally focussed unit that would organise the management of criminal record information and improve the links between criminal records and biometric information.* []{#AGLA.anchor}***AGLA:* *Attorney General and Legal Adviser.*** *The AGLA office is responsible for: providing legal advice to the Administrator on all aspects of the Administration's business, and on the interpretation of the Treaty of Establishment and the United Kingdom's Declaration regarding the Administration of the Sovereign Base Areas.* []{#CJU.anchor}***CJU:** Divisional Criminal Justice Unit.* []{#CMS.anchor}***CMS:** The SBA Police Computerised Case Management System.* []{#CrownCouncel.anchor}***CROWN COUNCEL / SENIOR CROWN COUNCEL:** They are lawyers who provide advice to the SBA Administration and act as prosecutors in cases.* []{#DCM.anchor}***DCM:*** *Divisional Crime Manager\#.* []{#DDC.anchor}***DDC:** Deputy Divisional Commander.* []{#DDCM.anchor}***DDCM:*** *Deputy Divisional Crime Manager* []{#FLO.anchor}***FLO:** Family Liaison Officer.* []{#FPN.anchor}***FPN:** Fixed Penalty Notices as provided by [Fixed Penalty Ordinance 25/2010].* []{#IO.anchor}***I.O.**: The Investigating Officer of a case.* []{#ItSa.anchor}***IT SA:*** []{#P150.anchor}*Information Technology System Administrator.* ***P 150:** Memorandum to drivers for production of their Driving License and/or Insurance Policy.* []{#PDR.anchor}***PDR:** Is the SBA Police Officers' Personal Development Review.* []{#OIU.anchor}***OIU:** Operational Intelligence Unit.* []{#SIO.anchor}***SIO:** Senior Investigating Officer.* []{#SOCO.anchor}***SOCO:** Scene of Crime Officers.* []{#VDRS.anchor}***VDRS:** Vehicle Defect Rectification Scheme as provided by [Standing Order RT 10.](https://modgovuk.sharepoint.com/:w:/r/teams/25468/STANDING%20ORDERS%202023/Standing%20Orders%202023/ROAD%20TRAFFIC/RT%2010.docx?d=wc8c11b8489b84cef94c3319bd3e6a0b8&csf=1&web=1&e=aSUVwF)*