Policy Text
Policy
344Mountain View Police Department
Mountain View PD Policy Manual
Copyright Lexipol, LLC 2019/12/16, All Rights Reserved.
Published with permission by Mountain View Police
DepartmentReport Preparation - 1Report Preparation
344.1 PURPOSE AND SCOPE
Police reports are essential business records that are used to record facts into a permanent record,
provide a means to coordinate follow-up and investigative activities, identify involved parties and
property, describe elements of an offense, enable prosecutors and defense attorneys to prepare
for trial, provide a level of protection for risk management, provide data and statistics for crime
prevention and resource allocation, and are a source for performance evaluation.
344.1.1 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.
344.2 REQUIRED REPORTING
All Department field activity, whether self-initiated or reported by a citizen or outside agency, must
generate a form of documentation. All incidents handled by the Department are documented with
a Computer Aided Dispatch (CAD) Report or Incident Report. The type of incident determines the
required level of reporting. The reporting level is determined by various factors that are defined
in the Report Writing Manual.
344.2.1 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 and Qualification Policy)
Mountain View Police Department
Mountain View PD Policy Manual
Report Preparation
Copyright Lexipol, LLC 2019/12/16, All Rights Reserved.
Published with permission by Mountain View Police
DepartmentReport Preparation - 2(d)Anytime a person is reported missing, regardless of jurisdiction (see the Missing
Persons Reporting 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
(i)Suspicious incidents that may place the public or others at risk
(j)Whenever the employee believes the circumstances should be documented or at the
direction of a supervisor
344.2.2 DEATH CASES
Death investigations require specific investigation methods depending on circumstances and
should be handled in accordance with Policy § 360 Death Investigations. 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.
344.3 GENERAL POLICY OF EXPEDITIOUS REPORTING
All Incident and Traffic Collision Reports must be completed in a timely manner, submitted for
supervisor review and approval, and finally submitted to Records for processing.
344.3.1 OFFICERS RESPONSIBILITIES
Officers responsibilities include:
(a)Complete reports in accordance with this policy and the Report Writing Manual's
guidelines.
(b)Submit completed reports for supervisor approval as required. Avoid holding cases
until the end of shift.
Mountain View Police Department
Mountain View PD Policy Manual
Report Preparation
Copyright Lexipol, LLC 2019/12/16, All Rights Reserved.
Published with permission by Mountain View Police
DepartmentReport Preparation - 3(c)If unable to complete a report by end of shift, request a supervisor to authorize the
report be held as incomplete. Reports should not be pending completion for more than
one business day.
(d)Obtain approval on missing person reports as soon as practical.
(e)Obtain approval for any felony affidavit prior to booking.
(f)Obtain approval for in-custody reports prior to off-duty status.
(g)Ensure that all reports are submitted and approved prior to going off duty when not
returning for duty for a period greater than one day.
344.3.2 SUPERVISOR RESPONSIBILITIES
(a)Ensure reports are reviewed during the course of the shift.
(b)Monitor activity and review reports that have a potential for development or are of a
sensitive nature prior to the end of shift.
(c)Review reports for legal and technical issues, clarity and readability, investigative
techniques used, forms and classifications used, grammar, spelling and neatness.
(d)Track follow-up