6.4 Incident Reporting

Exactly as extracted, unformatted — for checking against the original. The readable version is easier to read.

Centreville Police Department
Title: Incident Reporting Directive #: 6.4
Issued: 10.1.2016 Revised: 12.4.2017 / Rev. #1
Approved by: Charles M. Rhodes, Jr.
Chief of Police
A. Policy
All requests for police services will be appropriately documented and the records will be maintained.
B. Procedures
1. Overview
a. A record of every police action must be maintained for:
• citizen reports of crimes;
• citizen complaints;
• incidents resulting in an employee being dispatched or assigned;
• criminal and non-criminal cases initiated by officers; and
• incidents involving criminal arrests, citations, or summonses.
b. The Computer Aided Dispatch (CAD) system documents all calls for service and crimes by type and
location.
c. The CAD collects information which assists with analyzing crime trends, determining manpower
needs and preparing budgets.
d. The Records Management System (RMS) and Delta+ serve to ensure proper documentation is
maintained for further police investigation and/or prosecution.
e. The RMS maintains a searchable master name index of all persons with whom the CPD has had
contact (e.g., suspects, victims, witnesses).
f. Reports created in the CAD and RMS also serve to protect the officer against unjustified allegations of
improper or inadequate police action.
2. CAD Incidents and Report Numbers
a. A CAD incident will be generated for each call for service or police activity.
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b. Each call for service or police activity will be captured on only one CAD incident and, if applicable, one
Report.
c. Separate events involving the same incident (e.g., a traffic stop where the driver is arrested for
impaired driving and is found to have CDS which leads to the vehicle being stored) will be captured on
the same CAD Incident and same Report, unless different reports are specifically required.
d. An officer who receives information about an incident or observes an incident will ensure a CAD
incident is generated as soon as possible, by notifying communications personnel.
e. CAD incidents are grouped into categories which generally relate to the FBI Uniform Crime Reporting
system
f. A list of CAD incidents may be obtained through QADES.
g. A unique numeric identifier will be assigned to each incident by the CAD which will generate incident
numbers.
h. Citizens will be given the CAD incident number as a reference number.
3. Field Reports
a. Incident Report (IR)
(1) IRs will be completed using the RMS and in accordance with this directive.
(2) IRs are designed to record an officer's investigation and other actions taken during criminal
investigations and in response to certain non-criminal incidents.
(3) The RMS tracks the status of all reports which are entered into the RMS; supplemental
reports will be prepared as outlined below.
b. Delta+ Automated Crash Reporting System (ACRS) Reports
(1) ACRS reports will be completed using Delta+
(2) ACRS reports are designed to record an officer’s investigation related to vehicle crashes requiring
investigation.
4. Reports Required
a. The below table is an outline of the majority of incidents that CPD will respond to or handle and
associated reports that is required. This is not an all-inclusive list and any questions about whether to
complete a report should be directed to the employee’s supervisor.
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Incident Report Type Required
Abandoned Property (taken into custody) Property Report & Incident Report
Abandoned Vehicles (If towed) Stored Vehicle Report & Vehicle Release
Abduction Incident Report
Accidental Injuries (non-occupational, no assault) CAD
Airplane Crashes (civilian) Incident Report
Airplane Crashes (military) Incident Report
Alarms (False) CAD
Animal Complaints (other than cruelty) CAD
Arson Incident Report
Assault (all degrees) Incident Report
Assistance to Other Police Departments CAD
Attempt to Locate (specifically assigned) CAD
Attempts (used for all crimes attempted) Incident Report
Auto Improperly Parked, complaints of (no impound) CAD
Auto Larceny Incident Report
Auto Recovery (of Stolen Vehicle) Stored Vehicle Report & Vehicle Release
AWOL Incident Report
Bad Checks Incident Report
Barking Dog CAD
Bombing and Bomb Threats Incident Report
Burglary or Unlawful Entry Incident Report
Car Storage Stored Vehicle Report & Vehicle Release
Child Abuse, Abandonment Incident Report
Child Neglect Incident Report
Contributing to Delinquency Incident Report
CDS Violation Incident Report
CDS Complaint (no crime) CAD
Controlled Purchase/Investigatory Report Incident Report
Counterfeit Money, Securities Incident Report
Court Time (Motor Vehicle and Criminal) CAD
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Incident Report Type Required
Credit Card Offenses Incident Report
Crime Prevention Awareness Program CAD
Cruelty to Animals Incident Report
Cruelty to Children Incident Report
Deaths (except motor vehicle) Incident Report & Death Investigation Report
Malicious Destruction of Property Incident Report
Disabled/Unattended Vehicle CAD
Disaster Incident Report
Discharging Firearms Unlawfully (no assault) Incident Report
Disorderly Conduct (no arrest) CAD
Disorderly Conduct (arrest) Incident Report
Dog Bite Incident Report
Domestic Disturbance (no arrests, no assault) CAD
Drug Abuse Incident Report
Drunkenness Complaint CAD
Escapees Incident Report
False Fire Alarm CAD
False Pretenses Incident Report
False Report of a Crime Incident Report
Family Argument (no arrest, no assault) CAD
Fight (no arrest, no assault) CAD
Fire CAD
Firearms (illegal possession) Incident Report
Firearms Complaint (no arrest, no assault) CAD
Fireworks Violations CAD
Forgery Incident Report
Fraud Incident Report
Fugitive Arrest (FOA) CAD
Handgun Permit Violations Incident Report
Harassment Incident Report
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Incident Report Type Required
Homicide Incident Report
Hunting Complaint (no crime) CAD
Impersonation of Police Officer Incident Report
Incest Incident Report
Indecent Exposure Incident Report
Industrial Accidents Incident Report
Kidnapping Incident Report
Lewd Phone Calls Incident Report
Liquor Violations Incident Report
Liquor Violations (Civil Alcoholic Beverage Laws) Incident Report
Littering (not MV) Incident Report
Loitering CAD
Lost and Found Property CAD
Malicious Burning Incident Report
Malicious Destruction Incident Report
Manslaughter Incident Report
Manslaughter by Vehicle Incident Report
Mayhem Incident Report
Emergency Petition Incident Report & Emergency Petition
Missing Person Missing Person Report
Premise Checks CAD
Prostitution Soliciting, Incident Report
Pandering, Bawdy House Incident Report
Prowlers (no arrest) CAD
Racial, Religious, Ethnic Incident (Non- Criminal) Incident Report
Rape Incident Report
Recovery of Stolen Vehicles Vehicle Tow Report & Vehicle Report
Resisting Arrest Incident Report
Riot Incident Report
Robbery (all types) Incident Report
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Incident Report Type Required
Runaway (other jurisdiction, apprehended) Incident Report
Runaways Missing Person’s Report
Sex Offenses Incident Report
Shooting (assault) Incident Report
Sick or Injured Person Aided CAD
Stored Vehicles Vehicle Tow Report & Vehicle Release
Suicide (attempted also) Incident Report & Death Investigation Report
Suspicious Persons (no arrest) CAD
Tampering With Auto Incident Report
Telephone Misuse, Lewd, Obscene, Annoying Incident Report
Theft-All Types Incident Report
Trespassing (no arrest) CAD
Trespassing (arrest) Incident Report
Unauthorized Use Incident Report
Weapons, Unlawful possession CIR carrying Incident Report
Driving Under the Influence DUI Report
Traffic Crash (Reportable) ACRS
Community Policing CAD
Foot Patrol CAD
Traffic Enforcement CAD
Any time force above verbal commands is used Use of Force Report
Consent Search (Vehicle/Building/etc.) Consent Search Report or CAD
Case Follow up Supplement Report
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5. Completing Reports
a. Reports will be accurate and legible and submitted in by the end of the officer’s shift, unless an
extension is granted by a supervisor. In no case, will a report be submitted beyond 3 days from the
initial call that necessitated the report.
b. No officer or supervisor will downgrade a call so as to not have to complete a report.
c. All reports will contain, at a minimum, the:
(1) date and time of the initial report;
(2) full name, date of birth, race, sex, address, and work, home and cellular telephone numbers of the
complainants, victims, suspects and witnesses (unless refused or not applicable);
(3) date, time, nature, location and details of the incident;
(4) any action taken;
(5) statement that a victim/witness pamphlet was distributed (if applicable); and
(6) a case status recommendation.
6. Multiple Reports
a. Should an incident involve multiple victims in the same general area in what appears to be a
continuing course of conduct committed by the same suspect, only one report is required.
b. If the supervisor determines that there is an extensive separation in time or place, a separate IR will be
completed for each victim.
c. Examples of incidents requiring one report include:
(1) multiple vehicles on the same street have their tires slashed on the same day;
(2) numerous mailboxes are smashed on several streets in a community overnight;
(3) numerous thefts from vehicles in an apartment complex during the same time; and
(4) a bank robbery where there are multiple victims inside the bank are also robbed.
d. In the event of multiple missing persons, a separate IR will be completed for each missing person.
7. Reports Requiring Follow-Up
a. A follow-up investigation may be performed by a patrol officer or an investigator.
b. In addition to any required supplemental report, follow-up actions taken by an officer will be
documented on the original CAD incident.
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c. Supervisors will ensure that follow up investigations are assigned and documented as required.
d. Incidents under active investigation must have supplemental reports turned in every 30 calendar
days, or by the due date set by a supervisor.
8. Supplemental Reports
a. Supplemental reports are used to record information of action taken during the course of an
investigation after the submission of the original IR.
b. Supplemental reports shall be completed when an assisting officer actively participates in the
investigation of an incident or sees or hears something that may be of value to the case.
c. An officer who assists in a manner that does not affect the investigation (e.g., traffic direction, crowd
control) is not required to complete a supplement as their time will be captured on the CAD incident.
d. Supplemental reports will be completed using the report number assigned to the original IR.
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