Policy Text
University of California, San Francisco
Police Department General Orders
1
8.4 Records: Administration
8.4.5 Report Forms (Revised: 5/10/23 )
A. The police record system depends on the accurate and complete work product of those
writing reports. Police Department members will use the appropriate report forms as
indicated by the nature of the incident being reported.
1. All substantiated complaints of a criminal nature received by the Department that
occurred within UCSF Police Department jurisdiction will be recorded in a police
report in the RMS. Reports will be made on criminal acts that are brought to the
attention of the Police Department even though the complainant does not wish to
file charges or have a report made.
2. A police report will be made when a person is arrested for any criminal act
occurring with in the jurisdiction of UCSF Police Department .
3. A police report may also be used to record information on an incident of a non -
criminal nature.
4. Follow -up reports will be clearly identified as such.
5. “Outside Assis ts” or “Turned Over To” reports are also taken.
B. Computer Aided Dispatch (CAD) System
The CAD System may be used for documenting incidents only if the incident meets one
of the following criteria :
1. Non-criminal matters where the circumstances for the incident cannot be located
or verified. This includes circumstances where clearance comments would include
unable to locate, gone on arrival, etc.
2. Non-criminal matters where there exists no need to document the incident as there
is no contact with any party and the issue is not expected to in volve further
Department action or continue to raise community concern once the matter giving
rise to the incident is resolved. This includes matters such as debris in the
roadway, malfunctioning traffic signals, va lid alarm cancellations etc.
3. Criminal matters where there is no contact with any person related to the incident
being reported, outside of the reporting person, and there is no information
developed from a diligent investigation, beyond the reporting p ersons assertion, to
indicate the event being reported ever occurred. This includes matters such as
amplified sound where no activity is located and no persons are contacted, etc.
4. The CAD System may also be used to document the following incidents:
a. False a larms
b. Security/ welfare checks
c. Public a ssistance
d. Miscellaneous service reports .
5. All calls for service documented in the CAD system require brief clearance
comment s by the assigned o fficer, sufficient to give a clear picture of the outco me
of the incident.
University of California, San Francisco
Police Department General Orders
2
C. Records Management System (RMS)
1. Computerized Entry into the RMS
The officer receiving the report shall complete documentation in the RMS per
General Orders 8.4.3, “Documentation of Police Action” and 8.4.4, “Specific
Information for Documenting Police Action.”
D. Reporting Responsibility
1. Officers are responsible for including the necessary required information in the
RMS. This includes but is not necessarily restricted to:
a. All known information for which specif ic fields are required on the report
b. The names, sex, race, addresses, phone numbers and date of birt h of the
complainant, victim(s) and person(s) contacted and business involved
c. A descriptive, itemized list of all stolen, found, lost or damaged prope rty
including any identifying marks or numbers and the property value
d. A complete investig ative narrative of the incident
e. The name and radio call number o f the person writing the report
f. Occurred dates, times and premise type
g. The license plate, m ake, model and color of any vehicles involved
h. All required crime analysis data
i. All original attachments, including, but not limited to:
(1) CLETS entries or locates
(2) Clery Timely Warning “Crime Alert” Determination form
(3) CHP form 180
(4) Police Incident Report Copy Release form
(5) Photographs
(6) Lab results.
E. RMS Report Flow, Review and Approval
Every report submitted by an officer will be reviewed for completeness and accuracy,
thoroughness, etc., to ensure police department standard s are maintained. Reports shall
not be approved until properly completed in accordance with policy.
1. Upon completion, officers will forward report s to the on -duty Sergeant/Watch
Commander for approval.
2. Sergeants are responsible for reviewing and appr oving all reports. Sergeants will
indicate their approval electronically in the RMS .
3. Arrest reports will be forwarded to the ECC for processing and distribution (to
District Attorney, Own Recognizance P rogram, Evidence and Records
Technicians , Youth Gui dance Center, etc.).