Policy Text
Policy
323Garden Grove Police Department
Policy Manual
Copyright Lexipol, LLC 2022/05/24, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentReport Preparation - 1Report Preparation
323.1 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.
323.1.1 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 forms must be prepared legibly. Employees who dictate reports should speak clearly,
so reports can be typed in a timely manner. 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.
323.2 REQUIRED REPORTING
Written reports are required in all of the following situations on the appropriate department
approved form unless otherwise approved by a supervisor.
323.2.1 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:
1.Use of Force Policy
2.Domestic Violence Policy
3.Child Abuse Policy
Garden Grove Police Department
Policy Manual
Report Preparation
Copyright Lexipol, LLC 2022/05/24, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentReport Preparation - 24.Senior and Disability Victimization Policy
5.Hate Crimes Policy
6.Suspicious Activity Reporting 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).
323.2.2 NON-CRIMINAL ACTIVITY
The following incidents shall be documented using the appropriate approved report:
(a)Any use of force against any person by a member of this department (see the Use
of Force Policy)
(b)Any firearm discharge (see the Firearms Policy)
(c)Anytime a person is reported missing, regardless of jurisdiction (see the Missing
Persons Policy)
(d)Any found property or found evidence
(e)Any traffic collisions above the minimum reporting level (see Traffic Collision Reporting
Policy)
(f)Suspicious incidents that may indicate a potential for crimes against children or that
a child's safety is in jeopardy
(g)All protective custody detentions
(h)Suspicious incidents that may place the public or others at risk
(i)Whenever the employee believes the circumstances should be documented or at the
direction of a supervisor
323.2.3 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
notify 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.
Garden Grove Police Department
Policy Manual
Report Preparation
Copyright Lexipol, LLC 2022/05/24, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentReport Preparation - 3323.2.4 INJURY OR DAMAGE BY CITY PERSONNEL
Reports shall be taken if an injury occurs that is a result of an act of a City employee. Additionally,
reports shall be taken involving damage to City property or City equipment.
323.2.5 MISCELLANEOUS INJURIES
Any injury that is reported to this department shall require a report when:
(a)The injury is a result of drug overdose
(b)Attempted suicide
(c)The injury is major/serious, whereas death could result
(d)The circumstances surrounding the incident are suspicious in nature and it is desirable
to record the event
The above reporting requirements are not intended to be all-inclusive. A supervisor may direct an
employee to document any incident he/she deems necessary.
323.2.6 MANDATORY REPORTING OF JUVENILE GUNSHOT INJURIES
A report shall be taken when any incident in which a child under 18 years of age suffered an
unintentional or self-inflicted gunshot wound. The Records Division shall notify the California
Department of Public Health (CDPH) of the incident as required by CDPH (Penal Code § 23685