Policy Text
Copyright Lexipol, LLC 2024/ 7/29, All Rights Reserved.
Published with permission by Santa Clara County
Sheriff's Office Daily Activity Logs and Shift Reports - 1 Policy
212 Santa Clara County Sheriff's Office
Custody Manual
Daily Activity Logs and Shift Reports
212.1 PURPOSE AND SCOPE
Accurate and legible records are vital to the management of the jail. They provide a means for
supervisors to review events and emergency situations that have occurred within the jail.
This policy provides guidance for creating and maintaining accurate and legible records necessary
for the management of the jail.
212.1.1 DEFINITIONS
Critical Incidents - Refers to any event or situation that poses a significant risk, potential harm,
or serious consequences to individuals, organizations, or the public. These incidents often require
immediate attention and intervention due to their potential impact.
Reportable Incidents - Encompass any significant deviations from expected norms or standards,
even in environments where these norms are inherently atypical or unconventional.
212.2 POLICY
This policy establishes the requirement for the preparation, maintenance and retention of
permanent logs and shift reports to provide a record of both routine activities and unusual events
such as emergencies, reportable incidents, critical incidents, or other notable occurrences.
212.3 PROCEDURES
All staff assigned to a security post shall prepare an accurate daily activity log and shift passdown.
The daily activity log is a permanent record of daily activities and will be kept at the staff's
workstation. Staff who falsify any official document may be subject to disciplinary action, up to and
including termination.
All members will adhere to the following procedures when preparing a daily activity log or shift
report:
(a) Black ink pen shall be used, unless entries are logged into an electronic record.
(b) Entries should be legible and provide sufficient detail to ensure that the log entry or
report properly reflects the events of the day.
(c) Entries shall include the name and badge number of the individual making the entry.
(d) Entries shall reflect the date and time of the event logged.
(e) Entries created and stored electronically shall not be modified. If corrections or
changes become necessary, they shall be done by way of a supplemental entry,
leaving the original entry unaltered and retrievable.
(f) Handwritten log entries requiring modification shall be crossed out with one line and
a new entry made, noting that it is a correction.
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Copyright Lexipol, LLC 2024/ 7/29, All Rights Reserved.
Published with permission by Santa Clara County
Sheriff's Office Daily Activity Logs and Shift Reports - 2 Santa Clara County Sheriff's Office
Custody Manual
Daily Activity Logs and Shift Reports
212.4 SHIFT ACTIVITY LOG
All pertinent activities should be documented in the daily activity log. At a minimum this includes:
• Personnel on -duty
• Formal counts
• Well-being checks, security checks and inspections, and routine activities
• All searches/shakedowns
• Incarcerated person movement within the facility and incarcerated persons received
at a housing assignment or leaving a housing assignment with the reason for the
movement (i.e., release, rehousal)
• Meal service
• Professional visits to the housing units, including maintenance work and tours
• Alarms and security equipment tests
• Medication delivery, sick call, or incarcerated person complaint of illness or injury, and
the action taken
• Availability of sick call request forms ("white cards")
• Locking and unlocking incarcerated person cells
• Disciplinary actions
• Supervisor rounds to the housing area and/or to specific incarcerated persons
• Unusual behavior by incarcerated persons
• Discovered contraband
• Activities and programs offered and the attendees
• Unusual occurrences
• Critical incidents
• Reportable incidents
• Sanitation inspections
• Use of emergency equipment
• Any use of force
• Key counts
The daily activity log will be retained in accordance with established records retention schedules.
212.5 SHIFT PASSDOWN
Each staff member assigned to a security post, as well as the supervisor, shall prepare a shift
passdown for the oncoming staff. This passdown shall include but not limited to the following:
Docusign Envelope ID: FBE60E71-1C61-4922-BBD6-8D540BF6FEEB
Copyright Lexipol, LLC 2024/ 7/29, All Rights Reserved.
Published with permission by Santa Clara County
Sheriff's Office Daily Activity Logs and Shift Reports - 3 Santa Clara County Sheriff's Office
Custody Manual
Daily Activity Logs and Shift Reports
(a) The formal incarcerated person count at the beginning and end of each shift
(b) Key count and exchange
(c) Money count (at whatever post money is handled)
(d) Exchange of security equipment (e.g., duress alarm, radio)
(e) The time the supervisor made rounds
(f