6.4 Incident Reporting

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.

Page 1 of 8 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.

Page 2 of 8 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 Page 3 of 8 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 Page 4 of 8 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 Page 5 of 8 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 Page 6 of 8

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.

Page 7 of 8 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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