Report_Preparation

Policy 322CSU Police Department Systemwide Policy Manual Copyright Lexipol, LLC 2025/08/30, All Rights Reserved. Published with permission by CSU Police DepartmentReport Preparation - 1Report Preparation 322.1 PURPOSE AND SCOPE Report preparation is a major part of each officer's job. The purpose of reports is to document sufficient information to refresh the officer’s memory and to provide sufficient information for follow- up investigation and successful prosecution. Report writing is the subject of substantial formalized training and on-the-job training. 322.1.1 REPORT PREPARATION Employees should ensure that reports are sufficiently detailed for their purpose and free from errors prior to submission. It is the responsibility of the assigned employee to complete and submit all reports taken during the shift before going off-duty unless permission to hold the report has been approved by a supervisor. Generally, reports requiring prompt follow-up action on active leads, or arrest reports where the suspect remains in custody should not be held. Handwritten reports must be prepared legibly. If the report is not legible, the submitting employee will be required by the reviewing supervisor to promptly make corrections and resubmit the report. Employees who dictate reports shall use appropriate grammar, as content is not the responsibility of the typist. Employees who generate reports on computers are subject to all requirements of this policy. All reports shall accurately reflect the identity of the persons involved, all pertinent information seen, heard or assimilated by any other sense, and any actions taken. Employees shall not suppress, conceal or distort the facts of any reported incident, nor shall any employee make a false report orally or in writing. Generally, the reporting employee’s opinions should not be included in reports unless specifically identified as such. 322.2 REQUIRED REPORTING Written reports are required in all of the following situations on the appropriate department approved form unless otherwise approved by a supervisor. 322.2.1 CRIMINAL ACTIVITY When a member responds to a call for service, or as a result of self-initiated activity becomes aware of any activity where a crime has occurred, the member shall document the incident regardless of whether a victim desires prosecution. Activity to be documented in a written report includes: (a)All arrests (b)All felony crimes (c)Non-Felony incidents involving threats or stalking behavior (d)Situations covered by separate policy. These include: (a)Use of Force Policy (b)Domestic Violence Policy CSU Police Department Systemwide Policy Manual Report Preparation Copyright Lexipol, LLC 2025/08/30, All Rights Reserved. Published with permission by CSU Police DepartmentReport Preparation - 2(c)Child Abuse Policy (d)Senior and Disability Victimization Policy (e)Hate Crimes Policy (f)Suspicious Activity Reporting Policy (g)Sexual Violence Response, Investigation, Title IX, CLERY, and VAWA Policy. (e)All misdemeanor crimes where the victim desires a report Misdemeanor crimes where the victim does not desire a report shall be documented using the department-approved alternative reporting method (e.g., dispatch log). 322.2.2 NON-CRIMINAL ACTIVITY The following incidents shall be documented using the appropriate approved report: (a)Anytime an officer points a firearm at any person (b)Any use of force against any person by a member of this department (see the Use of Force Policy) (c)Any firearm discharge (see the Firearms Policy) (d)Anytime a person is reported missing, regardless of jurisdiction (see the Missing Persons Policy) (e)Any found property or found evidence (f)Any traffic collisions above the minimum reporting level (see Traffic Collision Reporting Policy) (g)Suspicious incidents that may indicate a potential for crimes against children or that a child's safety is in jeopardy (h)All protective custody detentions (e.g. 5150 WIC or 300 WIC, etc.) (i)Suspicious incidents that may place the public or others at risk (j)Fires on campus (k)Behavioral health crisis (l)Citizen complaints (see Personnel Complaints Policy) (m)Whenever the employee believes the circumstances should be documented or at the direction of a supervisor (n)Non-criminal hate violence incidents (Education Code 67380) (o)Any non-investigative sexual assault (Penal Code 13823.95(b)) (p)As prescribed by any CSU PD policy, state, or federal law 322.2.3 DEATH CASES Death investigations require specific investigation methods depending on circumstances and should be handled in accordance with the Death Investigations Policy. The handling officer should CSU Police Department Systemwide Policy Manual Report Preparation Copyright Lexipol, LLC 2025/08/30, All Rights Reserved. Published with permission by CSU Police DepartmentReport Preparation - 3notify and apprise a supervisor of the circumstances surrounding the incident to determine how to proceed. The following cases shall be appropriately investigated and documented using the approved report: (a)Sudden or accidental deaths. (b)Suicides. (c)Homicide or suspected homicide. (d)Unattended deaths (No physician or qualified hospice care in the 20 days preceding death). (e)Found dead bodies or body parts. 322.2.4 INJURY OR DAMAGE BY STATE PERSONNEL Reports shall be taken if an injury occurs that is a result of an act of a State employee. Additionally, reports shall be taken involving damage to State property or State equipment. 322.2.5 MISCELLANEOUS INJURIES Any injury that is reported to this department shall require a report when: (a)The injury is