Policy Text
CATEGORY DATE ADOPTED LAST REVIEW
3 01/24 /2011 03/01/201 8
TUSTIN POLICE DEPARTMENT GENERAL ORDERS
_____________________
344 - Report Preparation 1 POLICY 344 REPORT PREPARATION
344.1 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.
344.1.1 ACCREDITATION STANDARDS
This section pertains to the following CALEA Standards: 1.2.5 , 44.2.2, 61.2.3, 82.2. 1, 82.2.2 ,
83.2.6 , 84.1.1
This policy pertains to the following Standard Operating Procedures: CP344
344.1. 2 REPORT PREPARATION
Employees should ensure that reports are sufficiently detailed for their purpose and free from
errors prior to submission. I t 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 prepared legibly, the submitting
employee will be required by the reviewing supervisor to promptl y make correct ions and resubmit
the report. Officers who dictate reports by any means shall use appropriate grammar, as content
is not the responsibility of the typist. Officers who generate reports on computers are subject to all
requirements of this poli cy.
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 inci dent, 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.
Once a report has been completed, it should be turned in for supe rvisory approval.
344.2 REQUIRED REPORTING
Written reports are required in all of the following situations on the appropriate Department
approved form unless otherwise approved by a supervisor.
344.2.1 CRIMINAL ACTIVITY REPORTING
When an employee re sponds to a call for service, or as a result of self -initiated activity becomes
aware of any activity where a crime has occurred, the employee is required to document the
CATEGORY DATE ADOPTED LAST REVIEW
3 01/24 /2011 03/01/201 8
TUSTIN POLICE DEPARTMENT GENERAL ORDERS
_____________________
344 - Report Preparation 2 activity regardless of whether a victim desires prosecution . The following are exampl es of
required documentation:
a) All arrests ;
b) All felony crimes ;
c) Non-felony incidents involving threats or stalking behavior ;
d) All misdemeanor crimes where the victim desires a report ;
e) Situations covered by separate policy including :
1) Use of force;
2) Domestic vi olence ;
3) Child abuse ;
4) Adult abuse ;
5) Hate crimes ;
6) Suspicious activity reporting .
Misdemeanor crimes where the victim does not desire a report shall be documented using the
department approved alternative reporting method (e.g., dispatch log , FI card ).
344.2.2 NON -CRIMINAL ACTIVITY
The following incidents shall be documented using the appropriate approved report:
a) Anytime a person is r eported missing , regardless of jurisdiction (see the Missing Persons
Reporting Policy) ;
b) Any f ound property and found eviden ce;
c) Any t raffic collisions above minimum reporting level (see Policy Manual § 502 Traffic
Accident Reporting) ;
d) All protective custody detentions;
e) Located missing person initiated from another agency ;
f) Any suspicious activity not amounting to a crime or info rmation an employee determines
to be necessary and/or useful for documentation sh ould be documented on a TPD
Crime/Incident Report
g) Any use of force against any person by a member of this department (see the Use of
Force Policy);
h) Suspicious incidents that may indicate a potential for crimes against children or that a
child’s safety is in jeopardy;
i) Suspicious incidents that may place the public or others at risk;
j) Whenever the employee believes the circumstances should be documented or a t the
direction of a supervisor.
344.2.3 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 ;
CATEGORY DATE ADOPTED LAST REVIEW
3 01/24 /2011 03/01/201 8
TUSTIN POLICE DEPARTMENT GENERAL ORDERS
_____________________
344 - Report Preparation 3 b) Suicides ;
c) Homicide or suspected homicide ;
d) Unattended deaths (No physician or qualified hospice care during the period immediately
preceding death