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Policy 210Santa Ana Police Department Custody Manual Copyright Lexipol, LLC 2024/03/19, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Report Preparation - 1Report Preparation 210.1 PURPOSE AND SCOPE Report preparation is a major part of each correctional officer's job. The purpose of these reports is to document incidents at the facility, refresh the correctional officer's memory, and provide sufficient information for a follow-up investigation and successful prosecution or a disciplinary proceeding. Report writing is the subject of substantial formal and on-the-job training. 210.2 POLICY It is the policy of this Department that members shall act with promptness and efficiency in the preparation and processing of all reports. 210.3 REPORT PREPARATION Employees should ensure that reports are sufficiently detailed for their purpose and free from errors prior to submission. Reports shall be prepared by the staff assigned to investigate or document an incident, approved by a supervisor and submitted to the Jail Administrator or the authorized designee in a timely manner (15 CCR 1044). Reports relating to the following types of incidents shall be submitted to the Jail Administrator as soon as practicable, but not later than 24 hours after the incident: incidents resulting in death, serious bodily injury or endangerment to staff, incarcerated person(s), or visitor(s), escape, a major disturbance, a facility emergency, or an unsafe condition at the facility. It is the responsibility of the assigned employee to ensure all the above-listed reports meet this requirement or that supervisory approval has been obtained to delay the report. The supervisor must determine whether the report will be available in time for appropriate action to be taken, such as administrative notifications or resolution, investigative leads, or an incarcerated person disciplinary proceeding. Handwritten reports must be prepared legibly. If the report is not prepared legibly, the employee shall be required by the reviewing supervisor to promptly correct the report. Employees who dictate reports by any means 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. 210.4 REQUIRED REPORTING Written reports are required in all of the following situations on the appropriate department- approved form unless otherwise approved by a supervisor (15 CCR 1044). Santa Ana Police Department Custody Manual Report Preparation Copyright Lexipol, LLC 2024/03/19, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Report Preparation - 2210.4.1 CRIMINAL ACTIVITY REPORTING When an employee responds to an incident, or as a result of self-initiated activity, and becomes aware of any activity where a crime has occurred, the employee is required to document the activity. The fact that a victim is not desirous of prosecution is not an exception to documentation. 210.4.2 INCIDENT REPORTING Incident reports generally serve as an in-house notation of occurrences in the facility and to initiate, document, and support the incarcerated person disciplinary process. The Department shall establish a filing system that differentiates between incident reports, crime reports, and disciplinary actions. This policy does not require the duplication of information on two different forms. Where both exist, cross-referencing facilitates retrieval of one or both. Incidents that shall be documented using the appropriate approved report include (15 CCR 1044): (a)Non-criminal incidents of rule violations by incarcerated persons. (b)Attempted suicide or suicidal ideation on the part of an incarcerated person. (c)Non-criminal breaches of security or evidence of an escape attempt. (d)Non-criminal security threats, including intelligence related to jail activities. (e)Significant incidents related to medical issues, health, or safety in the jail. (f)Discovery of contraband in the possession of incarcerated persons or their housing areas. (g)Detaining or handcuffing any visitor at the facility. (h)Traffic collisions involving department vehicles. (i)Risk management incidents, including injuries to incarcerated persons and lost or damaged property. (j)Accidental injuries of staff, incarcerated persons, or the public. (k)Unusual occurrences. 210.4.3 DEATHS All deaths shall be investigated and a report completed by a qualified investigating officer to determine the manner of death and to gather information, including statements of incarcerated persons and staff who were in the area at the time the death occurred. Reporting of deaths will be handled in accordance with the Reporting In-Custody Deaths Policy. 210.4.4 INJURY OR DAMAGE BY DEPARTMENT PERSONNEL Reports shall be taken if an injury occurs that is a result of an act of an employee. Reports shall be taken involving damage to property or equipment. 210.4.5 USE OF FORCE Reports related to the use of force shall be made in accordance with Santa Ana Police Department's Use of Force Policy. Santa Ana Police Department Custody Manual Report Preparation Copyright Lexipol, LLC 2024/03/19, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Report Preparation - 3210.5 GENERAL POLICY OF EXPEDITIOUS REPORTING In general