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__________________________________________ ____________________________ ______ _______________________________ General Order B -59 1 of 17 Report Writing Manual TEMPLE TERRACE POLICE DEPARTMENT GENERAL ORDER EFFECTIVE DATE 08/01 /2013 FILE INDEX NO. B-59 SUBJECT: REPORT WRITING MANUAL INDEX AS: REPORT WRITING MANUAL RESCINDS: D-2010 -1 REVISES: DATE REVISED: DISTRIBUTION ALL MEMBERS I. PURPOSE: To establish guidelines to indicate when reports must be written, forms to be used, required information, procedure s to be followed for completing rep orts and procedure s for submitting and processing reports . II. SCOPE: All Personnel III. Definitions A. Parked Report – A report that has been removed from the computer it was written on and sent to the s erver (the main computer where all reports are stored). A report can be parked without submitting it allowing the report to be ret rieved/opened on another computer within the network for additional work. B. Submitted Report – A report that has been completed and submitted for supervisory review. A report which has not had all mandatory fields completed cannot be submitted . Reports that are not completely finished should not be submitted . Incomplete reports should be parked so that they can be retrieved fr om other computers /users for revision /completion . C. Delay Request – A report that does not have all mandatory fields completed can onl y be submitted by requesting a delay in finishing the report. This is useful in situations where the information you have in the report may be needed by CID or the Administration but you are not able to complete all of the report. D. Rejected Report – A report that has been submitted but rejected by a supervisor. It must be retrieved, corrected and resubmitted. E. AFR – Automated Fi eld Reporting F. UCR – Uniform Crime Reporting G. RMS – Records Mana gement System IV. PROCEDURE : A. All reports shall be c ompleted in accordanc e with this manual . 1. Reports are completed using the established departmental procedures . 2. Reports will be submitted by the originating officer for supervisory approva l. 3. Supervisors sha ll review reports in accordance with this manual . 4. The reviewing supervisor’s approval shall indicate that the report was satisfac torily completed and reviewed. B. All reports approved by a supervisor will be reviewed b y Records prior to being submitted into the RMS system. __________________________________________ ____________________________ ______ _______________________________ General Order B -59 2 of 17 Report Writing Manual 1. This review includes ensuring correct UCR informatio n is entered. 2. Once the report has been accepted into the RMS system, the report is embedded within the system as a PDF file so that the information cannot be changed. C. The Report Writin g Manual and all associated forms shall be reviewed by the Patrol Division Commander and updated annually during the month of October. D. Procedures for accessing AFR: 1. Open Automated Field Reporting (AFR) by double clicking on the AFR Police Reports Icon. 2. Enter your User ID (personnel number) then press the "Tab" key once to go to the Password box. Enter your password (please do not change your password from the original) and press the “Enter ” key or click the “OK” button . 3. AFR will open and will ask if you w ant to start the session by downloading reports (approved or rejected reports). a. If you choose "Yes" ; AFR Report Central will open and after a few moments a list of reports that are on the server will be displayed. i. The li st includes "Parked R eports", "Res ponse Reports", "Parked Reports with Responses", and "Review Reports" . ii. Click the "+" mark beside any of these to view a list of reports of that type. iii. From there, you may check the reports you wish to download to your computer, and then click the "Dow nload Selected" reports button. b. If you choose "No" you will be taken directly to AFR Report Central . The right side of the window will di splay a list of reports that you have written and have stored on the computer being used . c. The icon next to each report indicates its status. 4. To the left of the report list is a descriptio n of the status icons. It is sometimes necessary to double click on the icons in this list, to refresh the report list. a. Double clicking on "All Reports" will show you the status of all your reports that are currently on this computer . 5. To the left of the status i cons are buttons for opening an "Incident" report, a "Supplement" report or a "Traffic Accident" report. At the bottom of thi s section you can click on the “TTPD Reports" butto n to access FIR's and Missing Person reports. E. Creating a new r eport : 1. General Tips: a. Use the “Tab” key or mouse to move between blocks in the report. b. Use the "Previous", "Next", or "NFD" (No Further Description) buttons to move sequentially between section s of the report. i. This is the method you should use to complete your report to ensure that all sections are covered. ii