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HomeMy WebLinkAbout323 Report PreparationIowa City Police Department Policy Manual • • • • Effective Date: 08/22/2023 Revised Date: Issuing Authority: Chief Dustin Liston 323.1 PURPOSE AND SCOPE The purpose of this policy is to provide guidance to those members of the Department who complete investigations and reports as a part of their duties. 323.2 POLICY It is the policy of the Iowa City Police Department that members shall act with promptness and efficiency in the preparation and processing of all reports. Reports shall document sufficient information to refresh the member's memory and shall provide enough detail for follow-up investigation and successful prosecution. 323.3 EXPEDITIOUS REPORTING Incomplete reports, unorganized reports or reports that are delayed without supervisory approval are not acceptable. Reports shall be processed according to established priorities or to a special priority made necessary under exceptional circumstances. 323.4 REPORT PREPARATION Reports should be sufficiently detailed for their purpose and free from errors prior to submission and approval. It is the responsibility of the member 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. All reports shall accurately reflect the identity of the persons involved, when available; all pertinent information seen, heard or assimilated by any other sense; and any actions taken. Members shall not suppress, conceal or distort the facts of any reported incident, nor shall any member make a false report orally or in writing. Generally, the reporting member's opinions should not be included in reports unless specifically identified as such. 323.4.1 ELECTRONIC SIGNATURES The Iowa City Police Department has established an electronic signature procedure for use by all members of the Iowa City Police Department. The Support Sercvices Commander or designee shall be responsible for maintaining the electronic signature system, ensuring that each member creates a unique, confidential password for his/her electronic signature and that the use of electronic signatures otherwise complies with the law. Copyright Lexipol, LLC 2024/12/12, All Rights Reserved. Report Preparation - 1 Published with permission by Iowa City Police Department Iowa City Police Department Policy Manual Report Preparation (a) Members may only use their electronic signatures for official reports or other official communications. (b) Each member shall be responsible for the security and use of his/her electronic signature and shall promptly notify a supervisor if the electronic signature has or may have been compromised or misused. 323.4.2 INCIDENT INFORMATION CARD Officers are expected to provide an Incident Information Card, when feasible, to parties involved any time an incident report will be generated, or upon request. Officers shall document in the report that an Incident Information Card was provided to the parties involved or the reasons one was not provided. 323.5 REQUIRED REPORTING In all of the following situations, members shall complete reports using the appropriate department - approved forms and reporting methods, unless otherwise approved by a supervisor. The reporting requirements are not intended to be all-inclusive. A member may complete a report if he/she deems it necessary or as directed by a supervisor. 323.5.1 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. Documentation may include a report or department approved alternative reporting method as described in this section. Activity to be documented in a written report includes: (a) All arrests. (b) All felony crimes. (c) Non -felony criminal incidents involving threats or stalking behavior. (d) Situations covered by separate policy. These include: (a) Use of Force Policy (b) Domestic Abuse Policy (c) Child Abuse Policy (d) Adult Abuse Policy (e) Hate Crimes/Incidents Policy (f) Suspicious Activity Reporting Policy (e) All misdemeanor crimes where the victim desires a report. Misdemeanor crimes where the victim does not desire a report shall be documented using the department -approved alternative reporting method (e.g., a dispatch log). Copyright Lexipol, LLC 2024/12/12, All Rights Reserved. Report Preparation - 2 Published with permission by Iowa City Police Department Iowa City Police Department Policy Manual Report Preparation 323.5.2 NON -CRIMINAL ACTIVITY Non -criminal activity to be documented includes: (a) Any found property or found evidence. (b) All protective custody and welfare detentions. (c) Any time a person is reported missing, regardless of jurisdiction (see the Missing Persons Policy). (d) Suspicious incidents that may indicate a potential for crimes against children or that a child's safety is in jeopardy. (e) Suspicious incidents that may place the public or others at risk. (f) Any use of force by members of this department against any person (see the Use of Force Policy). (g) Any firearm discharge (see the Firearms Policy). (h) Any time a member points a firearm at any person. (i) Any traffic accident. (see the Traffic Accidents Policy). (j) Whenever the member believes the circumstances should be documented or at the direction of a supervisor. (k) Failure to Intervene (see Duty to Intervene and Report Policy) (1) Failure to activate the body worn camera (see the Body Worn Camera Policy) 323.5.3 MISCELLANEOUS INJURIES Any injury that is reported to this department shall require a report when: (a) The injury is a result of drug overdose. (b) There is an attempted suicide. (c) The injury is major or serious, and potentially fatal. (d) The circumstances surrounding the incident are suspicious in nature and it is desirable to document the event. (e) There is an allegation of an assault. 323.5.4 DEATHS Death investigations require specific investigation methods, depending on the circumstances. They should be handled in accordance with the Death Investigation Policy. The handling member should notify and apprise a supervisor of the circumstances surrounding the incident to determine how to proceed. The following incidents shall be appropriately investigated and documented: (a) Unattended deaths (no physician or qualified hospice care during the period preceding death) (b) Sudden, accidental or suspicious deaths (c) Suicides Copyright Lexipol, LLC 2024/12/12, All Rights Reserved. Report Preparation - 3 Published with permission by Iowa City Police Department Iowa City Police Department Policy Manual Report Preparation (d) Homicide or suspected homicide (e) Found dead bodies or body parts 323.5.5 CITY PERSONNEL OR PROPERTY Incidents involving City personnel or property shall require a police report and a City Incident report when: (a) An injury occurs as the result of an act of a City employee or on City property. (b) There is damage to City property or equipment. (c) There is property damage to a community member's property. 323.6 ALTERNATIVE REPORTING FOR VICTIMS Reports that may be submitted by the public via online or other self -completed reporting processes include: (a) Lost property. (b) Misdemeanor thefts of property, other than firearms or materials threatening to public safety, when there is no suspect information or serial number or ability to trace the item. 1. Misdemeanor thefts of cellular telephones may be reported even though they have a serial number. (c) Misdemeanor vandalism with no suspect information and no hate crime implications. (d) Vehicle burglaries with no suspect information or evidence, except when a firearm or government issued identification card is/are stolen. (e) Stolen vehicle attempts with no suspect information or evidence. (f) Annoying telephone calls with no suspect information. (g) Identity theft without an identifiable suspect. (h) Online or email fraud solicitations without an identifiable suspect and if the financial loss classifies the crime as a misdemeanor. (i) Hit-and-run vehicle accidents with no suspect or suspect vehicle. (j) Supplemental property lists. Members at the scene of one of the above incidents should not refer the reporting party to any alternative means of reporting without authorization from a supervisor. Members may refer victims to online victim assistance programs (e.g., the Federal Communications Commission (FCC) website for identity theft; the Internet Crime Complaint Center (IC3) website for computer crimes). Copyright Lexipol, LLC 2024/12/12, All Rights Reserved. Report Preparation - 4 Published with permission by Iowa City Police Department Iowa City Police Department Policy Manual Report Preparation 323.7 REVIEW AND CORRECTIONS Supervisors shall review reports for content and accuracy. If a correction is necessary, the reviewing supervisor should forward the report back to the member stating the reasons for rejection. The original report should be returned to the reporting member for correction as soon as practicable. It shall be the responsibility of the originating member to ensure that any report returned for correction is processed in a timely manner. 323.7.1 CHANGES AND ALTERATIONS Reports that have been approved by a supervisor and submitted to the Records for filing and distribution shall not be modified or altered except by way of a supplemental report. Reviewed reports that have not yet been submitted to the Records may be corrected or modified by the authoring member only with the knowledge and authorization of the reviewing supervisor. 323.8 REQUIRED STATE REPORTING 323.8.1 SERIOUS INJURY AND INVESTIGATION AND REPORTING Members of the Department shall investigate all incidents of gunshot wounds, stab wounds, or other serious injuries. A report of the investigation shall be forwarded to the appropriate county attorney (Iowa Code § 147.112). 323.8.2 CONTROLLED SUBSTANCES ARREST REPORTING A member who arrests a person for a controlled substances crime or who arrests a known unlawful user of controlled substances for any crime shall report the arrest, the charge filed, and the results of any analysis of seized controlled substances to the Iowa Department of Public Safety within five days of the arrest or filing of the charge, whichever is later (Iowa Code § 124.510). If analysis results are unavailable at the time of the arrest or filing of the charge, the member shall report those to the Department as soon as they become available. Copyright Lexipol, LLC 2024/12/12, All Rights Reserved. Report Preparation - 5 Published with permission by Iowa City Police Department