Hollywood Police Department SOP 216.1 Field Reporting System PDF

SOP HOLLYWOOD POLICE DEPARTMENT...

SOP HOLLYWOOD POLICE DEPARTMENT #216.1 FIELD REPORTING SYSTEM ORIGINATION DATE: 06/01/2002 REVISED DATE: 03/13/2015 APPROVED: CHIEF OF POLICE, JEFF DEVLIN PURPOSE: To establish guidelines and procedures for the Field Reporting System. SCOPE: This SOP applies to all Members of the Department. POLICY: It is the policy of the Hollywood Police Department to establish procedures for a Field Reporting System. These procedures will include guidelines to indicate when reports must be completed, software or forms to be used, information required, and instructions for using the Mobile Field Reporting System. INDEX: PROCEDURE:.............................................................................................................................................. 2 I. POLICE DATABASE SYSTEM:........................................................................................................... 2 A. PREMIER CAD:.................................................................................................................................... 2 B. OSSI RMS:......................................................................................................................................... 3 II. MOBILE FIELD REPORTING OVERVIEW AND PROCEDURES:...................................................... 3 A. REPORTING MODULES:......................................................................................................................... 3 B. MEMBER’S MOBILE STATUSES............................................................................................................... 4 C. SUPERVISOR’S MOBILE STATUSES:....................................................................................................... 4 D. PROCEDURES:...................................................................................................................................... 4 E. NAME AND VEHICLE CANDIDATING:........................................................................................................ 5 F. MOBILE NAME CANDIDATING:................................................................................................................ 5 G. VEHICLE CANDIDATING:........................................................................................................................ 6 H. PRIORITY REPORTS:............................................................................................................................. 6 I. ROUTINE REPORTS:.............................................................................................................................. 7 J. SUPPLEMENTAL REPORTS:.................................................................................................................... 8 K. ARRESTS:............................................................................................................................................ 8 L. CAPIAS ARREST:.................................................................................................................................. 9 M. NOTICE TO APPEAR (NTA):............................................................................................................... 9 N. FIELD CONTACT:............................................................................................................................... 9 O. REPORTS SUBMITTED (RTBS):......................................................................................................... 9 P. WHEN REPORTS ARE TO BE SUBMITTED:............................................................................................. 10 SOP 216.1 Field Reporting System Page 1 of 11  Q. SUPERVISORY APPROVAL RESPONSIBILITY:..................................................................................... 10 R. ACCOUNTABILITY OF MISSING REPORTS:............................................................................................. 11 PROCEDURE: I. POLICE DATABASE SYSTEM: Except for the V.I.N. Unit, all information initiated by Departmental personnel or Communications will be entered for statistical and analytical purposes in the Police Database System. The System is comprised of several separate yet integrated components: 1. Premier CAD (Computer Aided Dispatch) 2. OSSI MCT/MFR (Mobile Communications Terminal, Mobile Field Reporting) MFR refers to a feature of the MCT wherein police reports are completed and ultimately submitted to RMS. 3. RMS – (Records Management System) Refer to SOP #157 Police Records for guidance on releasing and maintaining Departmental records. 4. MOBLAN – (Mobile through LAN connection) MOBLAN refers to reports that can be retrieved and completed on computer terminals at designated locations in the Police building and Network Centers. The Premier CAD system will generate an Incident Number for every incident that Communications is aware of. This Incident Number contains all information available to Communications during the incident, including the original Call-Taker’s typed comments, all subsequent updates entered into the incident, and all radio transmissions documented by the Dispatcher. If a Member requests a report number, Dispatch will assign a disposition of RPT to the Incident Number in Premier CAD, and that number will now be referred to as a Case Number. The Premier CAD system transfers all pertinent information regarding the incident from the CAD system into the OSSI RMS Database. The Member who requested the Report Number is then responsible for completing a formal report (e.g., Mobile Field Report, Traffic Crash Report, Notice To Appear, etc.). A. Premier CAD: Computer hardware and software utilized by the Regional Communications Center to collect and disseminate pertinent information provided by Police personnel and others requesting Police services. 1. Incident Numbers contain 15 characters: (L33-100415-123456) a. The first character is the letter “L.” b. The next two characters will be the County designator for the City of Hollywood, “33”. c. The fourth/fifth characters will represent the year. (i.e., 10) d. The sixth/seventh characters represent the month of the Incident. (i.e., “04” for April and “12” for December)The eighth/ninth represents the day of the month. e. The tenth through fifteenth characters denote the specific number assigned to the Incident chronologically beginning at 000000 each year. When a Member completes an Incident which does not necessitate a Mobile Field Report, the Primary Reporting Member will type a short summary of the Incident via the P.M.D.C. (Premier Mobile Data Client). Members who do not have a Departmental issued computer with P.M.D.C. capabilities will have Dispatch/Communications enter the information for them via the Police Radio. In most instances, Members will not need to document the Incident Number. In the event a Member needs to provide a citizen with Incident Number, it should be requested from Dispatch or retrieved from the P.M.D.C. SOP 216.1 Field Reporting System Page 2 of 11  B. OSSI RMS: OSSI RMS is the Database that stores all comprehensive Police Reports and is used for statistical and analytical purposes as well as public dissemination for all incidents which occurred on or after July 1, 2010. All Incident Numbers are transferred into the OSSI RMS Database, Calls for Service Module in the form of Case/Report numbers no matter the disposition code. 1. Members are to specifically request Dispatch assign an “RPT” disposition to incident numbers for Incidents that require written documentation such as: a. Mobile Field Reports. b. Arrests / NTA’s. c. Traffic Crash Reports. 2. Report Case Numbers are the same as Incident numbers, without the “L” and the two-digit date. (33-1004-123456) 3. Instances that require Members to file a Mobile Field Report include: a. Citizen report of crimes. b. Citizens’ complaints. c. Criminal cases initiated by a Member. d. Criminal and noncriminal intelligence gathered by a Member. e. Citizen requests for service when: (1). Member is dispatched. (2). Member is assigned to investigate. f. Incidents that may involve liability to the City or the Officer. g. Release of Arrested Persons. h. Persons visibly injured or complaining of injury prior to Police contact. i. Persons who self-inflict injuries after Police contact. j. Stop-Stick Deployment that successfully disables a vehicle. k. S.W.A.T. Operational Incidents (Refer to SOP #290 Special Weapons and Tactics Team). l. Use of Force Incidents (Refer to SOP #200 Response to Resistance). m. Police Vehicle Pursuits. 4. When a Member issues a Traffic Citation, he will advise Dispatch “Citation issued, NR, 10- 8 (or 10-6 as applies).” The Member should not request an “RPT” disposition. II. MOBILE FIELD REPORTING OVERVIEW AND PROCEDURES: Incidents documented via Mobile Field Reports will be completed in MFR, either through a Mobile DATA Computer/MFR or a Departmental P.C. equipped with the MobLan Software. A. Reporting Modules: The following are the different reporting modules within the OSSI MCT/MFR and MobLan applications available within the Hollywood Police Department. 1. LW – Law Incident 2. LS – Law Supplement 3. AR – Arrest SOP 216.1 Field Reporting System Page 3 of 11  4. TA - Traffic Accident 5. TS- Traffic Accident Supplement 6. TC – Traffic Citation 7. FC – Field Contact B. Member’s Mobile Statuses The following are the different Mobile Statuses within the Member’s screen: 1. New – Report is saved but not submitted. 2. RTBS – Report is Ready to be submitted to the supervisor for review if applicable. 3. INCL – Incomplete. Officers may submit Reports Incomplete to retrieve them in MobLan. 4. SUBM – A submitted report. 5. DENY – A report which has been denied by a Supervisor and is pending corrections. 6. APPD – A report which has been reviewed and approved by a Supervisor. 7. ADDD – If additional information is supplemented to an already approved report by the originating Member, the status of the original report will change. 8. ARCH – A report has been submitted, approved, and sent to RMS for archiving. C. Supervisor’s Mobile Statuses: The following are the different Mobile Statuses within the Supervisor’s screen: 1. TBR – Report waiting to be reviewed. 2. SUBA – A report which has been reviewed and approved. 3. SUBD – A report which has been reviewed and denied. D. Procedures: The following illustrates how Members will initiate a Mobile Field Report: 1. Members will use the “F2” (CAD Events) function tab in OSSI/MCT to locate the incident/case number they will complete a report on. Members will then select the appropriate incident, highlight it and select the “Create Incident” or “Create Supplement” icons depending on their needs. If another Reporting Module is needed, see #2 below. If CAD is unavailable, Members will select the “F12” (MFR) function tab after receiving a Case/Report number from Dispatch. 2. If CAD is available when the Member “Creates an Incident,” the Case #, Report Date, and Location will transfer. Members will then complete as many of the available fields as possible. If CAD is unavailable, Members will select the “F12” MFR function tab, select the appropriate module (i.e., Incident, Arrest, Field Contact, Traffic Crash, etc.), and manually enter information in all the Basic Fields in addition to the above. 3. All Incident Numbers which need to be used as Case/Report Numbers will be given the disposition of “RPT” by dispatch. The Case Number and Report Number will be identical. (i.e., 33-# ### – # # # # # #). a. “33” is the County designator for the City of Hollywood. b. The third and fourth numbers signify the year. c. The fifth and sixth numbers signify the month. d. The remaining numbers signify the specific Case Report Number. 4. Certain Fields in MFR are color coded as follows; a. Yellow: Yellow-colored fields are mandatory and must be completed. b. Blue: Blue fields indicate a pick list; if the field applies to the incident, a selection must be made from that list with few exceptions. (i.e., City picklist) Pick lists can be accessed by typing a “/” (Forward Slash) in the field and pressing ‘Enter.’ SOP 216.1 Field Reporting System Page 4 of 11  c. Green: Green indicates a toggle field. Members must use the keyboard ‘space’ bar to select a choice if applicable. (1). Mandatory fields will include, but not be limited to, the following required information: (a). Report Number. (b). Date and Time of Report. (c). Location of Offense (d). Offense type (e). Narrative (f). Supervisory Review Group. 5. Members must use the “Tab” key when moving from one field to the next. This will ensure all information is auto-saved and all fields have been reviewed and completed if possible. 6. No punctuation is to be used except in the ‘Narrative,’ ‘Notes,’ or tattoo description sections. 7. If multiple Offenses exist, the Member must select the most serious Offense Type based on the UCR code. 8. Members must ensure that the incident/offense location in all modules is properly ‘geo-verify’ in the modules. E. Name and Vehicle Candidating: 1. Names and Vehicle candidating is a procedure to ensure the integrity and accuracy of the Names and Vehicle database is maintained. To avoid duplicate entries, this process will be limited to the following personnel: a. DATA Unit- Administrative Secretaries b. Records- Unit Supervisor c. After normal working hours and under special circumstances, the CID Lieutenant may contact the on-duty Broward Sherriff’s Office Records Supervisor at 954-831-8700. If this option is selected, a high-priority email must be sent by the CID Lieutenant to the Records Lieutenant, noting the incident number, subject’s name, and D.O.B. F. Mobile Name Candidating: 1. Mobile Name Candidating is the process whereby members enter and query names for inclusion in a Police Report. There are two ways to enter a name into a Mobile Field Report: a. By manually entering the last name first followed by the first name information into the ‘Related Names’ section of any module. Querying a driver’s license or a person’s information through the Criminal Justice Information System. (1). Once the name has been entered or selected from the ‘NAMES’ function button, the member can query the OSSI RMS Database for duplicate names. If the Name is not located in the database, the Member must ‘ADD’ the new Name by creating a new Name Record. (2). If a Member properly identifies a subject and their Name is already in the database, the Member may utilize the existing Database NAME verifying that the information is correct (i.e., address, contact, biographical, and employment information). If it is not, type over and save. b. If Members want to access Names previously entered and stored on their local laptop, they can do so by typing ‘L/” in the ‘Names’ Field and tabbing past the D.O.B. 2. A Lieutenant’s approval is required to select the “Restricted” box in the names section and must be noted in the narrative portion of the report. The Lieutenant must immediately send a high-priority email to the Records Supervisor notifying them of such. SOP 216.1 Field Reporting System Page 5 of 11  G. Vehicle Candidating: 1. Mobile Vehicle Candidating is the process whereby members enter and query vehicle license plates for inclusion in a police report. There are two ways to enter vehicle information into a Mobile Field Report: a. By manually entering all information into any module’s “Vehicle” section. b. By importing the information received from an NCIC/FCIC query. (1). To create a ‘Vehicle” Record, a Member must have license plate information that they have personally confirmed. In instances where a Member does not have license plate information or can’t personally confirm a vehicle’s information but has a vehicle description, they must list that in the ‘Suspect’ box of the ‘Related Names Section.’ 2. Reports containing a victim. a. If the victim is the ‘State of Florida, select ‘S’ for ‘State’ and SAVE the record. (No Name required) b. If the victim is the City of Hollywood’, select ‘G’ in the name “Type” for ‘Government.’ The name must be entered as ‘City of Hollywood’ in the last name field. 3. When entering suspect information with no name but with a physical description, select “Suspect” in the ‘Code’ field and SAVE the Record. The ‘Suspect’ icon will appear. Select the icon and enter all information available. NEVER use “UNKNOWN” IN THE NAME FIELD.) 4. If a subject, who is deceased or in custody, can’t be identified and must be listed as John or Jane Doe, the following procedure must be followed: a. In the ‘Name’ field of the “Related Names” section, enter DOE (Report #), JOHN or JANE, race, and sex, then the ‘SAVE” button. b. If multiple JOHN or JANE DOE’s are needed, follow the below format: (1). 1st One – JOHNA OR JANEA (2). 2nd One – JOHNB OR JANEB, etc. H. Priority Reports: The following Reports will be completed on a Priority basis and will be completed before any routine reports: 1. Animal Abuse 2. Arson 3. Aggravated Assault, Non-Domestic 4. Aggravated Battery, Non-Domestic 5. Battery, Non-Domestic 6. Bomb Threat 7. Burglary, Business 8. Burglary, Conveyance 9. Burglary, Residence 10. Child Abuse 11. Child Neglect 12. Domestic Assault 13. Domestic Battery 14. Domestic Disturbance 15. Elderly Abuse 16. Elderly Exploitation SOP 216.1 Field Reporting System Page 6 of 11  17. Explosion 18. False Imprisonment 19. Hate Crimes 20. Homicide 21. Kidnapping 22. Missing Person 23. Robbery, Armed 24. Recovered Persons 25. Robbery, Strong Arm 26. Sexual Battery 27. Stalking 28. Suicide 29. Theft, Grand 30. Theft, Grand Auto 31. Any Report where property items have been submitted per SOP #270 Property and Evidence. 32. Any other report as dictated by a Supervisor. I. Routine Reports: The following Reports are not a priority but must be completed by the end of a Member’s shift: 1. Accident, other 2. Assault, Non-Domestic 3. Crisis Intervention Call (Baker Act, Marchman Act) 4. City/County Ordinance Violation 5. Civil Incident 6. Counterfeiting 7. Credit Card offenses 8. Criminal Mischief/Vandalism over $100.00 or with a Suspect 9. Death, Non-Suspicious 10. Disturbance 11. Dog Bite 12. Embezzlement 13. Escape 14. Extortion 15. Fire 16. Forgery 17. Found Property 18. Fraud 19. Gambling 20. Loitering and Prowling 21. Liquor Violation 22. Lost Property 23. Narcotics/Drugs SOP 216.1 Field Reporting System Page 7 of 11  24. Obscene/Lewd Act 25. Overdue Rentals 26. Police Information 27. Pornography 28. Recovered Stolen Auto, AOA 29. Recovered Stolen Property, AOA 30. Suspicious Incident 31. Telephone Violation 32. Theft, Petit (excluding bicycles) 33. Trespassing 34. Weapons Violation 35. Any other Reports as directed by a Supervisor. J. Supplemental Reports: Supplemental Reports can be completed using the Mobile Field or MobLan System. 1. Supplemental Reports can be initiated in the following manner: a. Original reporting Member selects the ‘Supp Narr’ icon on page 1 of the previously completed and submitted Law report to add information after a report has been approved. b. Assisting Member selects the ‘CAD Events’ icon, the appropriate case/report number, and the ‘Create Supplement’ icon. c. The Member selects the Supplement Module in MFR and manually enters all the appropriate information. Note; Only the Names, Property, Vehicle, and Narrative sections can be completed. 2. Supplemental Reports are required in the following circumstances: a. By the Officer initiating a traffic stop where the Driver is subsequently arrested for b. D.U.I. by another Officer. c. Any Member retrieving or receiving evidence. d. By any Member who has direct involvement with an incident or acts as a witness to an incident that requires a Call-In Report by another Member. e. Involvement in Undercover Operations. f. As directed by any Supervisor or Investigating Detective. K. Arrests: Probable Cause Affidavits and Juvenile Transcripts will be completed using either the Mobile Field System or MobLan and submitted to a Supervisor for approval. 1. All Arrests, excluding Short Form Capias Arrests, require a Mobile Field Report that must be completed on a Priority basis. a. After Supervisory approval, the Member will print the Arrest Affidavit and forward a signed copy along with the Arrest Checklist (see SOP #203 Arrest Procedures) to the Records Section, Data Entry Drop Box. 2. If applicable, Members must indicate if it is a “Not-In-Custody” Probable Cause Affidavit. SOP 216.1 Field Reporting System Page 8 of 11  L. Capias Arrest: 1. When a Member makes an Arrest where the only charges are for a Warrant or Capias, the Member may handwrite the Capias Arrest Information Form (see Appendix A) and deliver it to the Data Entry Unit or complete a Probable Cause Affidavit in the OSSI Reporting System- Arrest Module. 2. If handwritten, the white copy of the Capias Form shall be given to BSO Detention Personnel, and the yellow copy shall be hand-delivered to the Records Section, Data Entry Unit Box. 3. If completed electronically in OSSI/MFR, the report must be submitted for supervisory approval. Once approved, signed, and witnessed, Officers, will submit a signed copy of the Arrest Reports along with the Arrest Checklist and related paperwork to the Data Entry Drop Box at the Records Section Members Information window. 4. Failure to deliver the Form to the Data Entry Unit will result in a Missing Report. M. Notice To Appear (NTA): 1. NTA’s can be completed in the following manner: a. Handwritten (complete and legible). One copy will be given to the arrestee on the scene, and the other will be deposited in the Data Entry Box in the Records Section for entry into RMS. b. In the Arrest Module of the OSSI Mobile Field Reporting System. Officers must print two copies of the NTA. One will be signed by the arrestee (original), and the second will be given to the arrestee on scene. The original and two copies will be deposited in the Data Entry Box in the Records Section Window. N. Field Contact: 1. A Field Contact Report documents pertinent suspect information. 2. Field Contact Reports are to be completed in the OSSI MCT/MFR Software. If a Member does not have a Mobile computer available, a Field Contact Report may be completed in MobLan. 3. See SOP #216 Patrol Functions and Responsibilities for guidelines and procedures. 4. Field Contact Reports require a Case/Report number to be included under the following circumstances: a. The Member is completing two or more Field Contact reports on two or more subjects at the same location. b. The subject identified in the Field Contact Report is believed to be a ‘person of interest’ in a corresponding incident. The Member will use that incident’s Case/Report number. O. Reports Submitted (RTBS): 1. When a Member properly completes a report in the Mobile Field Reporting software, they will select the ‘Ready to Submit’ icon. The report will go from green to blue on the main MFR screen. a. The Member must select the ‘Submit’ icon and send the report to the selected supervisory group. The report will now turn grey on the main screen. Note; Citations and Field Contacts do not require supervisory approval and will be submitted to RMS for Name Candidating. b. Approved Reports will automatically be forwarded to the Records/DATA Unit for review and Name Candidating via the Mobile Database. They will appear black on the Member’s main MFR Screen with an APPD Status. c. Denied Reports will be returned electronically to the Member with notes identifying the correction(s) that need to be made. Once all corrections have been made, Members must repeat steps (1) and (a) above. SOP 216.1 Field Reporting System Page 9 of 11  d. If a Member begins a report on the MCT/MFR and wishes to complete it in MobLan, the Member may submit the report ‘Incomplete’ and complete it in MobLan. Note; Once submitted as ‘Incomplete,’ it cannot be completed on the Member’s laptop. P. When Reports are to be Submitted: Unless permitted by a Member’s Supervisor, all Reports will be completed and submitted for Supervisory approval by the end of the Member’s shift. Supervisors are expressly responsible for ensuring that Reports assigned to Members under their command are submitted in a timely manner and are complete and accurate. Q. Supervisory Approval Responsibility: 1. Supervisors will review all completed and submitted reports at their first opportunity during their shift. They will review reports to ensure at least the following: a. Proper Case number format. b. Addresses are Geo verified. c. Clear and concise descriptions of events in the narrative section; (Narrative must be in UPPER CASE format) d. All required fields have been completed. (See II. D. 4). e. Person(s) names are adequately identified, and participation or roles are specified. (1). First and Last Name (2). D.O.B. (3). Address (4). Phone Numbers (5). OLN (DL#) (6). SSN # (7). Email Address f. Correct referral of victims; other involved parties. g. Property and Vehicle information is entered correctly if applicable. Stolen, lost, found, or recovered property is fully described, including reasonable value. Ensure a Lost Listings Form is left with the victim when appropriate. h. Appropriateness and completeness. i. Complete preliminary investigations of all incidents and offenses. j. Clear and concise descriptions of events in the narrative section; *NOTE – Narrative must be in UPPER CASE format.* k. Correct spelling, grammar, verbiage, sentence structure, and logical thought. l. In an arrest, ensure all elements of the offense are noted in the narrative. m. Appropriate M.O. is documented if applicable. 2. If Member’s immediate Supervisor is off or unavailable, the Shift Lieutenant will be responsible for assigning another Supervisor to review Member’s completed reports. 3. Supervisors are responsible for submitting all approved reports to RMS for Name Candida ting review and archiving, in most instances, at the conclusion of the shift. SOP 216.1 Field Reporting System Page 10 of 11  a. Exceptions include probable cause affidavits and reports where property items have been submitted, which must be approved as received. b. Supervisors will ensure all reports in the TBR queue are approved within 96 hours of report submission. c. Deny and return incomplete reports to Members for correction and re-submission. R. Accountability of Missing Reports: 1. If a Member creates an incident in the MCT/MFR System in error (where a report did not need to be completed), and a case number was created, the Member must complete the report and submit it to Supervisor with the following information: a. Case Number b. Location/Dates/Times c. Offense code must be listed as “Information.” d. Indicate in the narrative that the case number was created in error. e. Officer Name 2. The Criminal Investigations Division Major or designee will be responsible for generating a “Missing Report Notification Memorandum” on a periodic basis and forwarding it to all appropriate Sergeants and Lieutenants. 3. Upon receipt of the Memorandum, the Member will immediately contact the Data Entry Unit to resolve the Missing Report issue. 4. If the issue is not resolved within seven calendar days, the Member’s Major will be notified. ATTACHMENTS: Appendix A: Capias Arrest Information Form SOP 216.1 Field Reporting System Page 11 of 11  HOLLYWOOD POLICE DEPARTMENT CAPIAS ARREST / TRANSPORT INFORMATION FORM Capias/Warrant Arrest Probation/Parole Assist ARREST #: REPORT NUMBER HW R3305- LAST NAME FIRST NAME MIDDLE NAME RACE SEX AGE DATE OF BIRTH HOME ADDRESS DATE OF ARREST TIME LOCATION OF ARREST or PROBATION PICKUP ARRESTING OFFICER IDN# AGENCY SQUAD # or AGENT FILL IN CAPIAS / WARRANT COURT ORDER ORIGINATING AGENCY APPLICABLE WC# BOXES CAPIAS # COUNT BOND OFFENSES CHARGED WARRANT # NUMBER AMOUNT CASE # COMMENTS: RELEASE INFORMATION: DATE: RELEASE REASON: TIME: BY IDN # ARRESTING OFFICER/AGENCY SIGNATURE Original Date: 11/1/2001 Page 1 of 1 Revised Date: 10/28/2010 Appendix A SOP #216.1 File Name: Appendix A Capias Arrest Information Form.doc