Section 5-101 Incident And Field Reporting Systems PDF

Communications Intelligence Record and Data Collection Chapter 5 Section 5-101 Incident and Field Reporting Systems Effective Date: 07/01/2015 Revised: CALEA: 4.2.1; 61.1.5 h; 82.2.1 a, b, c, d, e; 82.2.2 a, b, c...

Communications Intelligence Record and Data Collection Chapter 5 Section 5-101 Incident and Field Reporting Systems Effective Date: 07/01/2015 Revised: CALEA: 4.2.1; 61.1.5 h; 82.2.1 a, b, c, d, e; 82.2.2 a, b, c, d, e; 82.2.3 Contents: 5-101 Incident and Field Reporting Systems 5-101.1 Policy 5-101.2 Field Reporting System 5-101.3 Case Reports 5-101.3.a Case Report Procedures 5-101.3.b Submission of Case Reports 5-101.3.c Commander’s Information Report (CIR) 5-101.4 Reporting and Investigation of Vehicle Accidents Involving Agency Personnel Operating Agency or County Vehicles Attachments References 5-101 INCIDENT AND FIELD REPORTING SYSTEMS The purpose of this order is to establish a comprehensive reporting system in order to ensure that a record is made of actions taken by law enforcement personnel, whether in response to a request for service or for self-initiated actions. Specific procedures are also established to ensure that proper action is taken to investigate complaints, evaluate suggestions, and correct deficiencies or refer them to proper authorities for correction. 5-101.1 POLICY Reporting Requirements It is the policy of the Office of the Sheriff that every incident reported in one or more of the following categories, if alleged to have occurred in Prince George’s County, be properly documented:  Citizen reports of crimes;  Citizen complaints;  Incidents in which an employee is dispatched or assigned;  Criminal and non-criminal cases initiated by Deputies;  Incidents involving arrests, citations, or summonses. Proper documentation may be in the form of a Case Report or may be documented by way of entry into the Agency Computer Aided Dispatch (CAD) or Records Management Systems (RMS), as indicated elsewhere in this Manual. The Office of the Sheriff does not normally conduct criminal investigations, but rather refers reports of crimes and citizen complaints to the law enforcement agency with primary responsibility for criminal investigations in which the alleged crime occurred. A unique exception exists in those geographical areas of the County in which the Office of the Sheriff responds to domestic violence emergency 911 calls, as provided for by the Annotated Code of Maryland and existing Memorandum of Understanding with the County governing body. As such, proper documentation upon referral of reports of crimes or citizen complaints may be in the form of a Case Report or may be documented by way of entry into the Agency Computer Aided Dispatch (CAD) or Records Management Systems (RMS), as indicated elsewhere in this manual. 5-101.2 FIELD REPORTING SYSTEM There are established specific forms for the field reporting of particular categories of incidents (Attachment ‘K’). Other procedures, specific to each individual field report may be referenced elsewhere in this Manual or by other authority, along with more detailed guidelines respective to each form and instance requiring submission. Unless stated otherwise, all reports are to be completed by the reporting employee prior to the end of his/her shift, or before securing from secondary employment, if applicable. All reports are required to be reviewed by a supervisor before the end of the supervisor’s shift and prior to submission to the Records Section. 5-101.3 CASE REPORTS The Office of the Sheriff has developed a Case Report that shall be completed and submitted whenever any of the following incidents occur: Any incident resulting in injury or property damage; Use of Force (see also General Order 7–107); Any off-duty warrantless arrests (including activities during Secondary Employment); Events or activities that are other than routine, or are suspicious in nature, that should be brought to official attention; When directed to do so by a supervisor; Assistance to other agencies in arrests or searches. This sub-section would not be applicable under the following circumstances: Back up of traffic stops that do not result in the full custody arrest of an individual; Activities performed as part of a multi-agency task force; Day-to-day fugitive extradition activities; Discharge of any firearm for any reason or cause, other than: o Training or qualification; o Formal target practice or competitions; o Testing or maintenance; o Agency sanctioned demonstrations or competitions; o Hunting, in accordance with the appropriate game statutes. Discharge of any Electronic Control Weapon (ECW) e.g., Taser, for any reason or cause, other than training. 5-101.3.a CASE REPORT PROCEDURES Case Reports shall be completed according to the RMS Report Writing Manual. RMS and Call for Service Numbering System Each incident of law enforcement service, including every Case Report and call for service, requires utilization of an RMS or Call for Service Number. Deputies are assigned a unique and consecutive Call for Service (PP) number for every incident, whether self-initiated or assigned through dispatch. Deputies are assigned a unique and consecutive case number, only when a Case report is to be written, that are computer generated and are given in a format based upon the current year, followed by a consecutive number (example 18-0025612 which represents 2018, and the specific report number- 0025612). RMS Number shall be obtained immediately from:  Public Safety Communications; or  Computer Aided Dispatch Terminal (CAD). 5-101.3.b SUBMISSION OF CASE REPORT Initial Case Report: The reporting member shall complete the initial Case Report and submit the report to his/her supervisor prior to securing from the shift; If off duty, the member shall submit the report no later than the end of his/her next scheduled duty day;  In exceptional circumstances, a supervisor may require an off-duty member to submit the report prior to securing from the incident. Supervisor’s Responsibilities: Supervisory review is required as the first step in the submission process. Typically, supervisory review is a function of the first line supervisor and is intended to ensure that an incident has been reported, consistent with the field-reporting system and/or an assignment has been completed satisfactorily. The reporting member's supervisor (or on-duty alternate) shall, prior to securing from the shift in which the report is received by the supervisor: o Review the report for completeness, correctness, and accuracy; o Following initial review, the supervisor (not the reporting member) shall forward a copy of the initial report to the: o Teletype and Records Division (TTY),and; O Office of Policy Compliance. o Following initial review, the supervisor shall reject the case report, through workflow, for any necessary re- completion or correction by the reporting member, according to the supervisor’s written instructions and/or guidance (pertaining and not limited to: proper grammar; narrative structure; material substance, and/or; the articulation of fact). Final Case Report: The reporting member shall be responsible for typing a final Case Report, conforming to the supervisor’s instructions or guidance and prior to securing from the next regularly assigned shift, post-incident; The final typed original shall be submitted through workflow to the reporting member’s supervisor, within 24 hours of the incident. Upon final reviews, the Case Reports shall be forwarded, through workflow, to the Teletype and Records Division, no later than 72 hours after the incident. Supplement Reports: A Case Report shall have only one writer; however, Supplement Reports may be submitted: As a follow-up report to an initial investigation; Along with primary Case Reports submitted by other involved agency members and in order for Deputies to document their actions in cases where another Deputy completes the initial report; Whenever there is a major change in a report’s status, e.g., escaped prisoner is later captured; lost property is recovered. In all instances, the Supplement Report shall carry the same RMS Number as the primary report. 5-101.3.c COMMANDER’S INFORMATION REPORT (CIR) The Commander’s Information Report (CIR) (Attachment ‘L’) is established for the timely reporting of incidents occurring during a shift or the previous 24-hour period and which may generate attention from Office of the Sheriff management, the media, or the public. The CIR shall also be used to report incidents, events or information which may or may not necessitate completion of a Case Report or other report forms. The CIR shall be immediately submitted (prior to the end of the shift) by the highest-ranking member in charge of or in control of a major incident, or when, in the judgment of the highest- ranking agency member at a scene or aware of an incident, the event in question constitutes making notifications in accordance with this directive and/or General Order 6-101. The CIR may also be submitted by a supervisor or commander to report significant events that occurred during a shift or within the preceding 24-hour period and particularly after additional details and/or more complete information comes to light, following the conclusion of the initial event or report. Following completion, the CIR shall be submitted by a supervisor or commander in the following manner of distribution: Original: Through the reporting member’s respective chain of command; Copy 1: Delivered to the Teletype/Records Section. It shall be the responsibility of each supervisor and commander within the reporting member’s chain of command to review the CIR, ensuring all pertinent information known and all relevant details available at the time of review are included within the report. Retention of CIRs shall be for a period of three (3) years, unless as directed otherwise by the Sheriff or Chief Assistant Sheriff. 5-101.4 REPORTING AND INVESTIGATION OF VEHICLE ACCIDENTS INVOLVING AGENCY PERSONNEL OPERATING AGENCY OR COUNTY VEHICLES When a member of the agency is involved in a motor vehicle accident involving a County-owned or leased vehicle, the member will immediately: 1) Notify Public Safety Communications via radio of: o their location, o the number of vehicles involved, and o whether there are any known injuries. 2) Request a supervisor from this agency to respond to document and investigate the accident; and 3) Complete and submit the following reports: i. RMS Case Report (this report shall only be written if the member is injured) ii. Vehicle Accident Report Form (Attachment F). The supervisor will, prior to the end of their shift: 1) Conduct and document an investigation to determine fault and cause, obtaining at minimum; i. A Duress Statement from the involved agency vehicle operator (Attachment I), ii. Photographs of the involved vehicles and scene, iii. Written statements from witnesses and civilian vehicle operators (Attachment J). 2) Complete and submit the following reports: i. Supervisor’s Accident Investigation & Report for Vehicles (Attachment E) ii. ACRS Report (Attachment G) 3) Ensure the member receives copies of the required Case Report Form and Vehicle Accident Report Form. 4) Ensure all information necessary for the member to complete the Vehicle Accident Report is provided to the member, prior to securing from the scene; and, 5) Complete and submit the RMS Case Report and Vehicle Accident Report if the member is unable to do so (e.g., due to injuries sustained). If an accident involves critical injury or death, the supervisor shall contact a County Police supervisor and request the Collision Analysis and Reconstruction Unit (CARU). The CARU investigator shall be in charge of the accident investigation, upon his/her arrival. If the accident occurs outside of Prince George’s County, the appropriate local law enforcement agency will be notified and requested to respond to write the ACRS report (or appropriate report, if out of state). If the member is injured as a result of the accident, a supervisor shall respond. Submission of Reports and Investigations of Vehicle Accidents If there are no injuries to any member of this agency, submission and control of reports and investigations of vehicle accidents remain consistent with the procedures (and all member and supervisory responsibilities) prescribed in sub-sections 5-101.2 and 5-101.3 of this directive. Accordingly, and following initial review, the supervisor, not the reporting member, shall forward the below-listed reports to the: o Teletype Section (Originals); and, o Policy Compliance Division (Copies): 1. Supervisor’s Accident Investigation and Report for Vehicles, 2. Vehicle Accident Report, 3. ACRS Report, 4. Duress Statement, 5. Photographs of involved vehicles and scene, 6. Written statements from witnesses and civilian vehicle operators. *Note: Both copies of the ACRS Report shall be forwarded to the Teletype and Records Section and only a photocopy of the ACRS Report shall be forwarded to the Office of Policy Compliance. If injuries are sustained as a result of the motor vehicle accident, procedures, as outlined in General Order 5-102, will be followed. Note: Copies of the ACRS Report may be picked up from the Teletype and Records Section, no sooner than five (5) days following the accident. Copies shall be available Monday through Friday, 0830 to 1600 hours, at a cost of $5.00 per copy (cash, money order or cashier’s check). ATTACHMENTS A- RMS Report B-Case Report Classifications: I:\General Orders Manual\Word General Order Attachments\Attach 5-101.b.doc C-Incident Report:..\..\New General Orders Manual\Word General Order Attachments\Attach 5-101.a.doc D- Incident Report Completion Instructions: I:\+POWER DMS\New General Orders Manual\Word General Order Attachments\Attach 5- 101.d.doc E – Supervisor’s Accident Investigation and Report for Vehicles (PGC Form 1385): I:\General Orders Manual\Word General Order Attachments\Attach 5-101.e.pdf F – Vehicle Accident Report PGC (PGC Form 555): I:\General Orders Manual\Word General Order Attachments\Attach 5-101.f.pdf G –Supervisor Follow up and Return to Work Notice:..\..\New General Orders Manual\Word General Order Attachments\Attach 5-101.g.pdf H- ACRS Report: I – Duress Statement Recommended Format: I:\General Orders Manual\Word General Order Attachments\Attach 5-101.i.doc J – Witness Statement Recommended Format: I:\General Orders Manual\Word General Order Attachments\Attach 5-101.j.doc K – Agency Field Reporting System Matrix:..\..\New General Orders Manual\Word General Order Attachments\Attach 5-101.k.doc L – Commanders Information Report (CIR): I:\General Orders Manual\Word General Order Attachments\Attach 5-101.l.doc REFERENCES General Order 5-102 (Occupational Injuries or Illnesses) General Order 6-101 (Notification of Major Incidents) General Order 8-111 (Criminal Investigations)