Policy Text
Policy
333Fremont Police Department
Report Preparation
333.1 PURPOSE AND SCOPE
Report preparation is a major part of every department member's job. The purpose of reports
is to provide information to refresh the department member'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. In addition to other reporting requirements,
this policy governs the preparation of reports by employees who process crime and traffic collision
scenes.
333.1.1 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 should not be held.
(a)The reporting department member should submit the completed report for review at
the end of watch, unless prior supervisor approval is received to hold over a non-Fast
Track report. Non-Fast Track reports must be completed on the next shift within the
current work week.
(b)Fast Track reports are defined as:
1.In-custody report where the suspect will not be issued a 30-day citation to appear
by either the officer or the detention facility.
2.Reports involving the addition/modification/removal of a MUPS record.
3.Reports involving the addition/modification/removal of a SVS record.
4.Reports involving the addition/modification/removal of an AFS record.
(c)Fast Track reports that contain a FCN shall not be held over.
(d)In-custody Fast Track reports should be completed prior to the end of shift.
(e)Officers shall notify a supervisor when an "In-Custody" arrest is made.
(f)A Probable Cause Declaration is required for all cases recommending criminal
charges and will be the responsibility of the officer to complete.
1.For "In-Custody" arrests officers must complete a Probable Cause Declaration
in CRIMS and receive approval from a supervisor prior to leaving the shift.
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.
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333.1.2 REPORT NUMBER ASSIGNMENT AND GUIDELINES
The Fremont Police Department will maintain all official reports controlled by a unique number for
each report. From the time of dispatch to permanent storage, a report will be uniquely identified for
maximum retrieval efficiency. The report will be filed in a centralized file within Records, maintained
in the Automated Reporting System (ARS) or scanned into a document imaging system.
Department members completing a report for any incident shall obtain a report number for the
incident by using the Mobile Digital Computer (MDC), voice transmission, or telephone call to
Communications Unit.
(a)The report number (Crime Report number or CR) is the three-digit numerical identifier
of a report written on a given day. In order for the report number to be unique it will
be preceded by the double digit number for the year of the decade (e.g., 11 for 2011),
followed by a double digit number for the month of the year (e.g., 01 for January, 02
for February, etc.), followed by a double digit number for the day of the month (e.g.,
01 for the first day of the month).
1.Example - 230302001 would be the first report number issued on 02 March 2023
(23 = year, 03 = month, 02 = day and 001= report number).
(b)The reporting department member shall write or enter the report number (all nine
digits) into the report number box on each page of the report, unless this is
automatically done, as in the case of ARS reports.
(c)If the department member determines that the incident does not require a report, the
department member will:
1.Notify Communications through the MDC, voice radio transmission, or
telephone, that the assignment is (select whichever is most appropriate for the
circumstances):
(a)Adjudicated
(b)Unfounded
(c)Gone on arrival (GOA)
(d)Unable to locate (UTL)
(d)The supplemental report for any incident will receive the same report number as the
original report followed by the 4-digit supplement number, e.g. 230101001 0001, in
ARS or the 3-digit supplemental number in CIMAGE.
1.Sources for locating an original report number are:
(a)Location searches (LOCS) in RMS
(b)Microfiche Alpha checks for older reports prior to computerized system
initiation in 1983
(c)Alpha check of Records Management System (RMS) using names of
involved persons
(d)Unit History Log of reporting employee.
(e)Incident History for original incidents
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Fremont Police Department
Report Preparation
(f)ARS queries
(g)Case Number Summary (CNS) or Case Number Query (CNQ for the daily
log)
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