Applicable To: All Field Operations Division Personnel

Approval Authority:  Deputy Chief H.R. Dunovant

Signature:  Signed by HRD

Date Signed:  9/30/2004

1.               PURPOSE

The intent of this directive is to establish a uniform policy in the Field Operations Division to ensure that all hand written reports are delivered to Central Records Unit in a timely and documented manner.

2.               POLICY

Field Operations Division personnel will complete all offense and traffic reports in a timely manner and deliver those reports to the Central Records unit with verified documentation.

3.               RESPONSIBILITIES

3.1              The zone/section commander will ensure that all personnel under his/her control adhere to this procedure.

3.2              The Unit Commander will ensure that all reports generated during the shift are completed by the reporting officer and submitted to a supervisor for review.

3.3              The Unit commander will ensure that all reports are delivered to the Central Records Unit in a timely and documented manner.

3.4              The designated reviewing supervisor will ensure that all approved police reports that are hand written are logged on the Report Receipt Sheet and delivered to the Central Records Unit in a timely and documented manner.

3.5              The reporting officer will complete all police reports and submit them for review.

4.                               ACTION

4.1              The reporting officer will complete all police reports before the end of his/her tour of duty.

4.2              The reporting officer will submit all police reports to a supervisor, for review, prior to the end of his/her tour of duty.

4.3              The reviewing supervisor will review all submitted police reports.

4.4              Once a report is approved, the reviewing supervisor will log the hand written report on a Report Receipt sheet. 

4.5              Prior to the hand written reports being delivered to Central Records, a copy of those reports will be made and placed on file at the work site.

4.6              All approved hand written reports, along with the report receipt sheet, will be delivered to the Central Record Unit at the end of the shift.

4.7              Central Records personnel will receive the reports after the reports and the Report Receipt sheets have be reconciled.

4.8              The delivering officer will have the Central Records personnel sign and date the Report Receipt sheet.

4.9              The delivering officer will return the signed Report Receipt sheet to the work site.

4.10            The signed Report Receipt sheet will be maintained of file for review at the work site for a period of one year.

5.               DEFINITIONS

5.1              REPORT RECEIPT SHEET: Find this form on MSWord’s File/New under the “APD Administration” tab.  The form is called “Incident and Accident Report Receipt Sheet”.

5.2              RECONCILED: To match the listed reports on the Report Receipt sheet with the submitted reports.

6.               CANCELLATIONS

FOD.CM.02.02
     

7.               REFERENCES

APD.SOP.3060 “Reports and Report Writing”