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Policy 322Santa Ana Police Department Santa Ana PD Policy Manual Copyright Lexipol, LLC 2021/10/07, All Rights Reserved. Published with permission by Santa Ana 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 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. Arrest reports where the suspect remains in custody shall not be held. 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 (c)Child Abuse Policy (d)Senior and Disability Victimization Abuse Policy (e)Hate Crimes Policy (f)Suspicious Activity Reporting Policy Santa Ana Police Department Santa Ana PD Policy Manual Report Preparation Copyright Lexipol, LLC 2021/10/07, All Rights Reserved. Published with permission by Santa Ana Police DepartmentReport Preparation - 2(e)All misdemeanor crimes where the victim desires a report Misdemeanor crimes where the victim does not desire a report shall be documented in the comments of the call when entering the call disposition into the MDC. 322.2.2 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 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 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. 322.2.4 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. Santa Ana Police Department Santa Ana PD Policy Manual Report Preparation Copyright Lexipol, LLC 2021/10/07, All Rights Reserved. Published with permission by Santa Ana Police DepartmentReport Preparation - 3322.2.5 MISCELLANEOUS INJURIES Any injury reported to this department shall require a report when: (a)Attempted suicide (b)The injury is major/serious, whereas death could result (c)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. 322.2.6 MANDATORY REPORTING OF JUVENILE GUNSHOT INJURIES A report shall be taken when any incident in which a child 18 years or younger suffered an unintentional or self-inflicted gunshot wound. 322.2.7 ALTERNATE REPORTING FOR VICTIMS Reports may be submitted by the public via E-Reporting or the Telephone Reporting Unit: (a)Reporting criteria for reports accepted by the Telephone Reporting Unit: 1.There are no serious injuries or imminent danger 2.The incident is NOT in progress 3.The incident has NOT just occurred, to the point where immediate response