Florida Basic Recruit Training Program (CO) PDF

Unit 4 Report Writing Lesson 1 Report Considerations and Following Up Lesson Goal You will be able to recognize the type of report to create and the basic information to include. Think About This Officer Lee witnessed a fight between two inmates in a cell. After the fight ended, the officer...

Unit 4 Report Writing Lesson 1 Report Considerations and Following Up Lesson Goal You will be able to recognize the type of report to create and the basic information to include. Think About This Officer Lee witnessed a fight between two inmates in a cell. After the fight ended, the officer prepared an incident report. They included their name, the names of the inmates involved, and the date and time that the fight happened. What other information should the officer include in the report? Reports Report writing makes up a large share of the daily duties of a correctional officer. A report is a writ- ten account that communicates all the available facts of an incident, situation, person, or event encountered by the correctional officer in a correctional setting. ✅ CO241.1. Understand the importance of preparing reports Reports are important because they record what an officer observes and knows, and this informa- tion can be critical to the well-being of an inmate or officer. Reports are also used for legal cases, investigations, and discipline, and the information contained in a report can be used to prosecute an inmate or subject, shed light on an incident, or protect an officer from liability even after many years have passed. ✅ CO241.2. Understand why you should prepare reports with care and truthfulness Providing careful, detailed, and timely reports is an essential part of a correctional officer’s respon- sibilities. Once a report is written, submitted, and approved, it becomes a permanent public record. It can be read by other officers, supervisors, attorneys, judges, victims, the media, and members of the public. It can end up on the desks of legislators, the governor, or journalists. Because every report has the potential to be widely distributed, you must prepare your reports with care and truthfulness. Types of Reports Each agency creates its own report forms to document its administrative and operational responsibilities. 58 / Florida Basic Recruit Training Program (CO): Volume 1 ✅ CO241.3. Know the common types of reports that you will prepare Some of the commonly used report forms and logs in a correctional facility include: incident report—used in many correctional facilities to detail any incidents involv- ing inmates. corrective consultation (CC) form—used for minor disciplinary violations to detail the counseling and corrective actions taken. disciplinary report (DR)—used to provide a detailed account of the facts surrounding an inmate’s rule violation. This report sets in motion a series of events that ensure that the inmate receives due process. use of force report—used any time there is use of force and is attached to an Incident or disciplinary report. counts form—used to record inmate counts as required by Florida Statutes. special watch form—used to record activities of inmates under any type of special watch, such as suicide watch, 15-minute watch, and direct observation. equipment check form—used to record the location of all equipment at each post. Activities That May Need to Be Documented Officers should have basic computer skills and apply agency policies and procedures regarding the use of computers when writing reports. ✅ CO241.4. Know the types of activities to include in reports Some activities that you may need to document include: identifying inmates, staff, and visitors searches (person, cell, vehicle and area) inmate counts (work groups and their locations) inmate movement all safety and security checks and breaches all crimes committed and disciplinary actions taken inmate visitation inmate counseling confiscation and disposal of contraband Chapter 2 Communications / 59  inventory of equipment and supplies issued to, and received from, inmates inventory of officer’s equipment (flashlights, fire extinguishers, and so on) all investigations all emergencies, incidents, and unusual occurrences In addition, at the start of each shift, agencies require correctional officers to start a log, which is a chronological timeline of activities performed during that shift. What Should Reports Contain? The information you include in a report depends on the type of report you are preparing. In the event of an incident, the officer at the scene prepares the report. Certain incidents, such as use of force, may require additional documentation. Be familiar with and follow your agency’s policies and procedures regarding the different types of forms to use for different reports. You should also know the required content and review requirements, and you should know how to store reports. At a minimum, a report should answer who, what, where, when, how, and why, and state what follow-up action was taken. ✅ CO241.5. Know the specific rule, activity, or law violation committed when writing reports Who was involved (name, title and/or identification of people/inmates) are the victims, the witnesses, the suspects reported it is the reporting officer What: happened (report this chronologically) activity, rule violations, or crimes, if any, were committed action was taken items were lost, damaged, recovered, or stolen weapons or tools were used or recovered evidence was collected 60 / Florida Basic Recruit Training Program (CO): Volume 1 Where: did the incident occur (note the exact physical location) were all involved persons and officers at the time of incident When: did the incident occur (use date and time, or approximate time) did the officer arrive at the scene of the incident How: did the incident start did the incident progress was the incident reported Through observation, an officer can often determine how something happened. Why: did the incident happen were the people involved Attempt to verify reasons for the incident and the facts submitted in the interviewee’s statement. ✅ CO241.6. Know the follow-up actions you may be required to perform Follow-up action may include: administration of first aid to the sick or injured arrangement of transportation for the sick or injured to a clinic, health center, or hospital notification to the supervisor or designated person of the incident, activity, or occurrence the method of collection and disposition of evidence a housing decision regarding inmates involved pending a hearing the escort or transportation of the inmates involved other follow-up activities Chapter 2 Communications / 61