The
University of Vermont Department of Police Services Department Directive # SUP - 402
CALEA Standards
Subject: Records and Field Reporting System
11.4.2, 82.1.1, 82.1.2, 82.1.3, 82.1.4, 82.1.5, 82.1.9, 82.2.1, 82.2.2, 82.2.3, 82.2.4, 82.2.5, 82.3.1, 82.3.2, 82.3.3, 82.3.4, 82.3.5, 82.3.6, 82.3.7, 82.3.8
Rescinds All Previous Directives Effective Date: 2002/11/05
Issue Date: 2002/11/05 Reviewed/Revised Date: 2005/05/03
Purpose: The purpose of this policy is to outline the many functions and responsibilities of the agency’s central records component. Policy: This policy establishes the key functions, responsibilities, and procedures for processing, storage, and dissemination of information.
I.
Records Function A.
Most paperwork and record keeping is processed as a function of the dispatch unit. Each dispatcher is assigned to perform the routine paperwork functions of a specified set of officers in order to maintain continuity and accountability. Paperwork, which must be completed on a daily basis to ensure proper reporting under the Clery Act, will be performed by the on duty dispatcher regardless of which officer generates the paperwork. This standard will also apply to paperwork when a defendant is to be immediately arraigned or lodged. Records will
Records_________________________________________________________________ come under the supervision of the Administrative Lieutenant and the Communications Supervisor. B.
C.
II.
The primary functions and responsibilities of records are as follows: 1.
To review all reports generated by the agency, identify and retrieve necessary information for statistical purposes, ensure appropriate use of forms and NIBRS coding, and to monitor the quality and thoroughness of information being added to the records.
2.
To ensure all records are filed in sequential order by the incident/case number.
3.
To retrieve records for lawful dissemination within and outside the department.
4.
To ensure the physical security of reports by controlling access. (82.1.1 c)
5.
To ensure juvenile incidents and cases are kept separate from adult records in a locked file. (82.1.1 a)
6.
To provide occasional clerical support to operational units within the department, including word processing, written directives, etc.
7.
Management of the department’s traffic ticket, traffic warning, and University Violation Notice files, including data entry, filing and updating dispositions. (82.3.3 b)
The Administrative Lieutenant will be responsible for the maintenance of records pursuant to State law and department policy, to include: 1.
Records archives.
2.
Proper purging and destruction of department records.
3.
Dissemination outside the department.
Records Maintenance A.
Dispatch shall maintain the central repository for all department records to include: 1.
Incident Reports
2.
Criminal Cases (82.3.3 a) (82.3.3 b)
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Records_________________________________________________________________
B.
III.
3.
Juvenile Incidents and Cases
4.
Motor Vehicle Accident Reports (82.3.3 a)
5.
Traffic Tickets (82.3.3 b)
6.
University Violation Notices
7.
Trespass Notices
8.
Dispatch Radio Logs
9.
Daily Incident Report Summaries
10.
Conditions of Release
11.
University after-hours access lists
12.
Court Logs
13.
Temporary and Final Relief From Abuse Orders
14.
Teletypes for stolen vehicles, missing or wanted persons, officer safety alerts, and miscellaneous administrative messages
15.
Alarm code information
All computerized database files shall reside in a central records management system, which will include: 1.
All calls for service, incidents and cases
2.
All traffic tickets, traffic warnings, and University Violation Notices.
3.
All scanned documents related to incidents, cases, traffic tickets, traffic warnings and University Violation Notices.
Operational Components of Records (82.3.5) A.
Units/individuals within the department may maintain separate records specific to their function.
B.
The Administrative Lieutenant should oversee or maintain the following records: 1.
Sealed records storage
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C.
D.
2.
Processing expunged and sealed orders
3.
Retrieve records for lawful dissemination outside the department
4.
Mug shots
5.
Fingerprints
6.
Vehicle and equipment maintenance files
7.
Clothing and equipment files
8.
Evidence room inventory
9.
Photographic evidence files
Administration should oversee or maintain the following records: 1.
Training files
2.
Vendor files
3.
Department inventory and control files
4.
Health files
5.
Personnel records
6.
Payroll
7.
Leave status files
8.
Departmental correspondence and internal memos
9.
Receipts
10.
Extra budgetary billing requests to outside departments
Patrol Command staff should oversee or maintain the following records: 1.
Patrol officer and service officer schedule information
2.
Court appearance information
3.
Patrol officer and service officer staff performance files
4.
Training resource files
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Records_________________________________________________________________ E.
F.
G.
IV.
Communications Supervisor should oversee or maintain the following records: 1.
Dispatch staff schedule information
2.
Dispatch staff performance files
3.
Training resource files
Investigative Unit should oversee or maintain the following records: 1.
Informant files
2.
Intelligence files
3.
Active investigation files referred to detectives
4.
Special investigation funds
All records will be modified upon receipt of updated information from any source by the appropriate personnel.
Records Security A.
Access to records maintained by the department shall be in compliance with Title 1, section 316 VSA and restricted to employees only. (82.1.1 c)
B.
Employees shall have access to department records in paper files, under the supervision of a dispatcher, and to computerized records 24 hours a day. (82.1.4)
C.
Access into the computerized database will be restricted to employees by use of an assigned User Profile. (82.1.1 c)
D.
1.
Profiles will contain the user name, employee’s confidential password, and information that will limit or restrict the access of the employee within the system.
2.
Users will not leave their profiles signed on to unattended computer terminals.
Providing they have been completed and approved, the following reports may be released to the public or University officials upon request: (82.1.1 d) (82.2.5) 1.
Accident Reports
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V.
VI.
2.
Minor reports of theft, vandalism, burglary or the like where a suspect is not named and the provisions of Title 1, Section 317, do not apply.
3.
Reports requested in a court subpoena.
4.
Upon completion those reports involving violations of University policies will be released automatically to the Center for Student Ethics and Standards, or appropriate University department, by the Administrative Lieutenant.
E.
Requests for all other reports should be reviewed by the Administrative Lieutenant and/or Operations Captain before release, including those reports requested from other agencies. (82.1.1 d)
F.
Reports will be prepared to insure conformity with the following statutes: 1.
Title 33, Sections 5536, 5537, and 5538 V.S.A.
2.
28 Code of Federal Regulations Part 20 (Criminal History record information) (82.1.9)
3.
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act
Receipt of Funds A.
The Administrative Lieutenant will be responsible for requesting and receiving funds for records provided by the department.
B.
Funds for records are for reimbursement of supplies and staff time, not for profit.
C.
Funds received will be turned over to the Staff Assistant II for deposit into the supplies fund.
Destruction of Files (82.1.2) A.
To insure the confidential nature of the department records and files, all paper copies of reports and records shall be shredded or burned prior to disposal. This shall include, but not limited to the following (Refer to Appendix A for Records Retention): 1.
Any record that contains suspect, witness, or victim information.
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Records_________________________________________________________________
B.
VII.
2.
Any description of crimes or investigations that have not been publicly released.
3.
All typed or hand written notes or reports prepared by departmental employees.
4.
Internal correspondence.
5.
Teletype printouts of personal, vehicular or criminal information.
6.
Teletype printouts canceling stolen vehicle/item or wanted/missing persons.
7.
Any other information that might be considered sensitive or confidential.
Electronic media such as diskettes, tapes, CD-Rs, CD-RWs, ZIP disks, and computer hard drives, will be rendered unreadable prior to disposal.
Separation of Records (82.1.1 a) A.
All juvenile contacts will have their names and dates of birth entered in the Global Subject file.
B.
For purposes of computerized files, juvenile records will be entered into the Global Subject file as a Juvenile Type when a person under the age of 18 is a victim, offender, or an arrestee in a booking.
C.
The Juvenile name entry shall not be aliased with their Adult name entry.
D.
For the purposes of physical files, juvenile records will be maintained in a separate, locked file cabinet. Copies of fingerprints shall be maintained on a local basis only and not sent to state or federal central repositories except in national security cases.
E.
Fingerprint files of person under the jurisdiction of the Juvenile Court shall be kept separate from those of other persons.
F.
Fingerprints of juveniles shall be removed or destroyed when: (82.1.1 b) 1.
The petition alleging delinquency with respect to which such fingerprints were taken does not result in an adjudication of delinquency.
2.
Jurisdiction of the juvenile court is terminated provided that there has been no record of a criminal offense by the child after reaching his/her 16th birthday.
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Records_________________________________________________________________ G.
The Administrative Lieutenant is accountable for the collection, retention, and dissemination of juvenile records. (82.1.1 b)
H.
The criteria for a juvenile record are as follows: 1.
Any person under 18 and charged with or is suspected of a crime whose case will not immediately be under the jurisdiction of adult court.
2.
Any person under 18 who is a victim of a crime.
3.
Any person under 18 who is a runaway.
4.
Any person under 18 who has committed a status offense or is a child in need of services (CHINS).
I.
The ability to access juvenile names is restricted to officers, records personnel, or other persons designated by the Chief/Director.
J.
Those persons without authority will not be able to access any computerized or paper copies of juvenile records.
K.
Juvenile files shall not be open to public inspection except to: 1.
A juvenile court having the child before it.
2.
The officers of a public institution or agency to where the child is committed as a delinquent child.
3.
A court in which he/she is convicted of a criminal offense for the purpose of imposing sentence.
4.
A penal institution or social service agency who maintains court ordered custody of a juvenile for the purpose of parole or discharge proceedings.
5.
The State’s Attorney and all other law enforcement officers in connection with records checks and other legal purposes.
6.
The victim of a crime upon finding that a child is a delinquent by reason of commission of a delinquent act, which would have been a felony if committed by an adult. The court, upon request of the victim, shall make the child’s name available to the victim of the delinquent act.
7.
Limited inspection for law enforcement officers: only on a need to know basis unless otherwise authorized by the court in individual cases. (82.1.1 b)
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Records_________________________________________________________________ VIII. Sealed and Confidential Records A.
When a court order is received to seal a record, the Administrative Lieutenant will send the record pertaining to that subject to Vermont District Court. If any part of the case must remain, the involved subject’s name is omitted. Computerized database sealing is done by notifying the designated dispatcher. 1.
B.
IX.
X.
For any requests for information received after the issuance of this order, the reply shall be that no records exist with the subject involved. a.
Inspection of the files and records included in the court order will only be permitted upon petition by the person who is the subject of such records, and only to those persons named therein.
b.
Access to sealed records will only be granted pursuant to a court order and to personnel authorized by the Chief/Director.
All confidential records, i.e. Internal Affairs, informant files, etc., will be filed separately.
Expungement A.
When a court order is received to expunge a record, the Administrative Lieutenant will send the record pertaining to that subject to Vermont District Court. If any part of the case must remain, the involved subject’s name will be omitted.
B.
Files to be expunged will be verified and approved by the Administrative Lieutenant.
C.
Computerized database expungement is done by the designated dispatcher.
Warrants and Wanted Persons A.
Warrants for persons wanted by this department shall be held and maintained by the Burlington Police Department per agreement and are to be accessible 24 hours a day. (82.3.8 f) 1.
Inquiries will first be made through the Vermont Department of Motor Vehicles computer system, where the active warrant files for the State of Vermont can be searched. (82.3.8 b)
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2.
B.
XI.
Warrants will be issued automatically by the court for cases of contempt of court (failure to appear) or via application from this department to the State’s Attorney’s office and directed automatically to the Burlington Police Department with a copy being sent to our department. (82.3.8 c) 1.
Burlington Police will add or remove warrants from the Department of Motor Vehicles computer system as needed. Entry into the NCIC computer system will be done through VCIC/HQ in Waterbury, VT. (82.3.8 a) (82.3.8 e)
2.
Copies at this department will be removed as directed by court disposition reports.
Temporary/Permanent Relief From Abuse (RFA) Orders A.
All RFA orders served by this department shall be forwarded to the Shelburne Police Department, the holding station for Chittenden County.
B.
Upon successful service, the forms will be distributed as follows: 1.
Shelburne Police will be notified via the DMV computer, Form 265.
2.
A copy will be faxed or hand delivered to Shelburne Police
3.
A copy will be placed in the appropriate binder in the UVM Communications Center and a copy will be filed with the case. The original will be returned to the Family Court.
4.
XII.
Verification will be made through the Burlington Police Department Records Division, or BPD Dispatch after business hours. (82.3.8 d)
C.
Attempts will be made to serve all RFA orders as soon as possible upon receipt by this department.
D.
All inquiries about the existence or conditions of an RFA will be made to the Shelburne Police Department.
Computerized Records System The University of Vermont, Department of Police Services utilizes a comprehensive records management system that is maintained by the dispatchers. This records management program includes multiple databases and a corresponding computer-aided dispatch (CAD) program. The system is accessed by UVM and Burlington Police. Both agencies input data into the
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Records_________________________________________________________________ system, however, the individual records remain separated by ORI (originating agency) codes. Within this policy, procedures for utilizing the records portion of the system will be described. All computerized files are accessible to department personnel via the AEGIS computer system. For information concerning CAD, refer to Department Directive SUP-301, Communications. XIII. Incident Table A.
B.
Incident files are Agency/ORI specific and consist of the following fields: 1.
All incidents in the automated system have connectivity through a sequential, computer generated, and ORI unique number. (82.2.3)
2.
Incident type (82.3.2 a)
3.
Call date and time
4.
Call source, status and priority
5.
Caller information
6.
Address of occurrence (82.3.2 b)
7.
Responsible officer
8.
Responding assisting officers
9.
Officer, supplemental and CAD narratives
10.
Review level for officer, dispatcher and supervisor (82.2.4)
11.
Incident disposition(s)
12.
Associated names and vehicles
Through tabs, access is provided for the following files: 1.
Global Name Table a.
Role
b.
Identifying information
c.
Alerts
d.
Previous activity
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Records_________________________________________________________________ 2.
XIV.
Global Vehicle table a.
Role
b.
Type and registration information
C.
All incidents, whether requested by a complainant or by an officer, shall be entered into RMS.
D.
If two or more officers/employees are involved in the same incident, only one incident number will be issued with one officer assigned as the responsible officer and the others as responding officers.
Global Name Table (82.3.1) A.
The Global Name files shall be maintained by dispatchers via the AEGIS Computer Aided Dispatch or the Records Management System. The file consists of various search parameters, including, but not limited to: 1.
First, middle or last name
2.
Social security number
3.
Date of birth
4.
Street address
5.
Alias information
6.
Individual descriptors, trespasses, warnings and alerts
B.
The names files are updated via crime reporting, arrest reports, summons, offense reports, accident investigations, and special requests.
C.
All organizations, businesses, or persons coming in contact with UVM Police Services will have a name record created, or updated if already entered; some examples are as follows: 1.
All arrest involvements
2.
All complainants
3.
All dangerous persons (officer safety hazard) a.
Physically Violent
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Records_________________________________________________________________ b.
Domestically Violent, including defendants and plaintiffs in court issued RFAs when served by this department.
4.
All fatal accident victims or untimely deaths
5.
All incapacitated persons taken into custody pursuant to Title 18 VSA 9144 (A)
6.
All occupants of motor vehicles involved in accidents where an accident report is completed
7.
All persons issued a Vermont Civil Violation Complaint, written or verbal warning, or University Violation Notice
8.
All persons wanted for questioning regarding involvement in an incident
9.
All persons identified as a suspect in a crime
10.
All persons identified as a victim of a crime
11.
All persons identified as a witness to any offense, incident or accident
12
All persons wanted for service of a citation or other court order
13
All persons receiving a city ordinance violation
D.
The Global Subject Number is generated by the computer and will be permanently associated with a single person, business or organization and should not be reassigned to another individual or organization. A person’s related incidents and cases can be accessed by selecting Activity from the menu.
E.
The Name Record will consist of, at a minimum, the following fields of information: 1.
Last/Business and First name
2.
Date of Birth
3.
Name type (adult, juvenile or business)
4.
Race
5.
Sex
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G.
The Name Record should also consist of the following fields of information: 1.
Middle initial or name
2.
Place of birth
3.
Social security number
4.
Address
5.
Telephone number(s)
6.
Occupation
7.
Physical Descriptors a.
Height
b.
Weight
c.
Hair and eye color
d.
Hair style
e.
Facial hair
f.
Complexion
g.
Build
h.
Ethnicity
i.
Scars/Marks/Tattoos
j.
Any miscellaneous comments
8.
Driver’s license number and issuing state
9.
FBI # (criminal history record number)
10.
SID # (State criminal history record number)
Persons meeting the requirements and having a conviction for Title 13 VSA 11 (Habitual Offender) shall have their criminal history records updated to include the additional charge of being a habitual criminal/offender. The dispatcher should also assign a “Career Criminal” alert code to the Global Name Record in AEGIS.
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XV.
Persons that have been previously involved with or charged with any type of serious crime, i.e. any felony, crimes involving violence, burglary, weapons offenses, drug offenses, or sex offenses, should have their Global Name Record updated with the appropriate alert information.
Vehicle Table A.
B.
The Global Vehicle Table shall be maintained by dispatchers via the AEGIS Computer Aided Dispatch or the Records Management System. The file consists of various search parameters, including, but not limited to: 1.
Plate/Registration Number
2.
State
3.
Make
4.
Model
Any vehicle that UVM Police Services has contact with will have a vehicle record created, or updated if already entered; some examples are as follows: 1.
Stolen
2.
Vandalized
3.
Damaged (non-vandalism)
4.
Involved in motor vehicle accidents
5.
Involved in motor vehicle offenses
C.
The Global Vehicle Number is generated by the computer and will be permanently associated with a single vehicle and should not be reassigned. Incidents involving a specific vehicle can be accessed by selecting Activity from the menu.
D.
The Global Vehicle records will consist of, at a minimum, the following fields of information: 1.
Entering Agency/ORI
2.
Vehicle Type
3.
Vehicle Make
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E.
XVI.
4.
Vehicle Model
5.
Model Year
6.
Plate/Registration Number
7.
Plate/Registration State
8.
Plate/Registration Year
Vehicle records should also consist of the following fields of information: 1.
Vehicle style (2 door, 4 door, etc.)
2.
VIN (vehicle identification number)
3.
Vehicle color
Property Files (82.3.2 c) A.
The Property Table shall be maintained by dispatchers via the AEGIS Records Management System. A computerized record will be maintained on all property taken into custody by department members. This shall include property classified as: 1.
Seized
2.
Damaged
3.
Evidence
4.
Recovered
5.
Stolen
6.
Destroyed
B.
All property that UVM Police Services takes possession of, or is reported stolen, damaged or recovered, shall have as much descriptive information as possible included in the property record.
C.
The property record will consist of, at a minimum, the following fields of information: 1.
Property Code
2.
Property Type
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D.
E.
3.
Property Class
4.
Date Received
5.
Initial Value
Property records should also consist of the following fields of information if known: 1.
Owner
2.
Serial Number
3.
Quantity
4.
Item Brand and model
In the event that the property is recovered property, the date recovered, amount recovered, and the accumulated amount recovered shall be included.
XVII. Modus Operandi (MO) Information A.
Within an individual Case File, there is a Modus Operandi tab where information regarding criminal techniques such as “Blindfolded Victim” and “Brick/Rock – Method of Entry” can be selected. This information can then be used in an attempt to identify known career criminals and commonly used techniques for crimes such as burglary and larceny.
B.
MO information shall include the following: 1.
Point of entry
2.
Structure type (Circumstances)
3.
Suspect actions
XVIII. Traffic Complaints and Warnings A.
All Vermont Civil Complaint Citation (traffic ticket) books received from the Judicial Bureau of Vermont will be logged in by the ticket custodian and secured in a designated file cabinet. This cabinet must remain locked at all times. Officers needing a ticket book will request the onduty dispatcher to sign one out to them. The dispatcher must sign the log sheet in the cabinet and note the ticket book number they give to the officer. Officers are responsible for completing the ticket book cover card
17
Records_________________________________________________________________ and returning it to the ticket custodian, thus documenting the range of ticket numbers for which an officer is responsible. If an officer makes a mistake on a ticket, mark VOID on the ticket and return the ticket to the ticket custodian with a note attached. When an officer’s employment is terminated, partial ticket books must be returned to the ticket custodian for documentation and accountability. (82.3.4 a) (82.3.4 b) (82.3.4 c) B.
Dispatch receives copies of issued traffic tickets. Hard (yellow) copies are stored in numerical order in the assigned file cabinet.
C.
Vermont Civil Violation Complaints will be entered into the RMS database via the Tickets and Citation Table. The officer’s notes will be scanned in and attached to the ticket, and applicable entries will be made in the Name and Vehicle Tables. (82.3.3 b)
D.
UVM Written Traffic Warnings and University Violation Notices will be entered into the RMS database via the Tickets and Citation Table. The officer’s notes will be added to the Violation section and applicable entries will be made in the Name and Vehicle Tables.
E.
UVM Parking tickets will be submitted to the University of Vermont Department of Transportation and Parking for tracking and appeals.
F.
Entries in the Tickets and Citation Table will consist of, at a minimum, the following fields of information: 1.
Citation number
2.
Date and time of offense
3.
Date and time of issuance
4.
Vehicle registration and description
5.
Defendant information
6.
Violation location
7.
Violation type
8.
Officer
9.
Amount of fine
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Records_________________________________________________________________ XIX.
Traffic Accidents (82.3.3 d) A.
Officers investigating traffic accidents will supply dispatch with a copy of the State of Vermont Uniform Crash Report, who will make applicable entries in the Name and Vehicle Tables. For further information about Traffic Accidents, see Department Directive OPS-1130.
B.
Each report will consist of, at a minimum, the following fields of information:
C.
XX.
1.
Date and time
2.
Location
3.
Weather and road conditions
4.
Injury or fatality information
5.
Operator and vehicle information.
Uniform Crash Report forms will be submitted to the Vermont Department of Motor Vehicles when completed and approved, within the 30-day time period required by law.
Arrests and Bookings A.
For all persons taken into custody, the following shall be prepared, as applicable: 1.
Bail & Custody Form
2.
Affidavit(s)
3.
Officer narrative and assisting officer(s) supplemental narrative(s)
4.
Witness/Victim Statement(s)
5.
Contact and identifying information for all associated persons
6.
Chain of Custody Forms documenting any collected evidence
7.
Any appropriate specialized reports, such as DUI processing form, Intent to Suspend form, Miranda warning, Juvenile Custody, etc.
8.
Driver’s license check, VT Criminal History inquiry, NCIC III Criminal History inquiry
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Records_________________________________________________________________ B.
XXI.
All persons transported to and processed at the department for an arrest, either for a warrant or a new charge, shall have the following collected: 1.
Mug shots (82.3.7 c)
2.
Fingerprints (82.3.7 b)
3.
Identifying and contact information, including occupation, employer, etc. (82.3.7 a)
C.
Dispatchers will be responsible for entering and maintaining appropriate information for an arrest case during the completion of the case paperwork. (82.3.6)
D.
This agency will maintain a criminal history of all persons taken into custody. All aspects of a case will be cross-referenced by the unique Incident/Case number assigned. (82.3.6) 1.
Driver’s license history and criminal history records will be requested electronically from the Vermont Criminal Information Center (VCIC), the National Crime Information Center (NCIC) Interstate Identification Index (III), as well as any specific state in which the suspect has a criminal history as noted on the NCIC III record. Documentation of having requested these documents will be noted in the appropriate section of the Court binder kept in the Communications Center.
2.
Mug shots and fingerprints will be maintained by the Administrative Lieutenant.
3.
Copies of all paperwork forwarded to the court shall be maintained at this department.
4.
Upon receipt of case disposition, the case conditions will be filed, the case status changed to adjudicated, and the case filed numerically.
Incident Summaries (82.3.2 b) A.
The command staff and dispatch/records staff shall insure that a computer database record is maintained on all incidents. These records may be sorted by several criteria, including Agency/ORI, Incident/Case Type, Date/Time, Responsible Officer, etc.
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Records_________________________________________________________________ XXII. Field Reporting System A.
Incident Reporting 1.
Accurate reports of police actions serve as the official memory of the police department. Without a comprehensive system of field reporting, the agency would not be able to successfully investigate and prosecute cases and would have difficulty protecting itself from accusations of improper police action or misconduct.
2.
To ensure the proper recording of police actions, appropriate documentation shall be initiated by dispatch and reports will be completed by the investigating officer, as appropriate. Calls for Service (CFS), Incidents and Cases shall be initiated in the following situations: (82.2.1 a) (82.2.2 a) (82.2.2 b) (82.2.2 c) a.
A Call For Service (CFS) will not require follow up documentation by the assigned officer and will be generated for the following occurrences: 1.
Requests for fingerprints
2.
VIN verifications
3.
Court time documentation
4.
Training (taken) time documentation
5.
Blue Light activations, 9-1-1 hang-ups or open line calls, or welfare checks if no emergency is found
6.
Late reported accidents in which the vehicles have already left the scene.
7.
Requests for building or room accesses, vehicle jump starts or lockouts, safety escorts or the report of the smell of marijuana, which cannot be substantiated or located through investigation
8.
UVM Rescue calls that do not require a police response.
9.
Non-biased graffiti in academic buildings that does not rise to the level of vandalism
10.
Animal problems unless the animal is transported to O’Neil’s Kennel or in the case of an injury
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b.
c.
3.
11.
Public speaking events/Training given on campus
12.
Motorist assists/Public assists, including car seat inspections
Incidents will be generated for the following occurrences: 1.
Criminal or other activity initiated by agency personnel, including motor vehicle traffic stops (82.2.2 d)
2.
Alarms (Fire, Intrusion, Panic and Burglary)
3.
Accident Reports in which at least one of the vehicles has not been moved
4.
Agency assists to other public safety agencies, including police, fire, rescue, federal agencies, etc.
5.
Pre-employment background investigations
6.
Service of paperwork (trespass notices, subpoenas, RFA orders, UVM CSES decision letters, etc.)
7.
All arrests, citations, and summons (82.2.2 e)
Cases will be generated for the following occurrences: 1.
Part A Crimes as defined by NIBRS, such as burglaries, larcenies, vandalism, etc.
2.
Part B Crimes as defined by NIBRS, such as DUIs, Domestic Abuse Order Violations, and other Liquor Law violations, etc.
3.
All arrests
Calls for Service, Incidents and Cases generated as outlined above shall contain at a minimum, the following: (82.2.1 c) a.
All incident information gathered by dispatch personnel
b.
Additional incident information, if applicable, concerning circumstances (for NIBRS reporting) and dates/times of occurrences if the incident didn’t occur when dispatched.
c.
Identifying and contact information for all persons an officer has contact with concerning an incident.
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4.
5.
B.
d.
Any pertinent information concerning property, vehicles, accidents, motor vehicle violations, arrest information, and M.O.
e.
Incident narratives will be in report format to include a list of all involved persons, a detailed outline of the complaint, and any action taken by the officer. Reports concerning ongoing sensitive investigations will be included in the supplemental reports section to be secured by authorized personnel.
f.
Supplemental narratives will be added to incidents when necessary by assisting or responsible officers.
All incidents created as outlined above shall be assigned a computer generated number. Cases will be automatically assigned a number corresponding to the related incident number by the computer. AEGIS CAD has been set up to produce these numbers sequentially at the initiation of the dispatcher in the following manner: (82.2.3) a.
The first four digits shall be the year in which the incident was initiated
b.
The remainder of the incident digits will consist of increasing numbers with the number 00001 initiated on January 1st of each year.
In incidents where multiple offenses occur, the offense considered the most serious shall be utilized as the Incident Type. For example, as part of a shoplifting case, an officer also confiscates drugs. The incident will be cleared as a shoplifting, with the possession of drugs added to the Offense section of the case.
Field Reporting 1.
Information collected by officers in the field will be collected utilizing forms provided by the department. (82.2.1 a) (82.2.1 b) a.
Accidents shall be reported on the state accident report form.
b.
Missing persons shall be reported on the State of Vermont Missing Persons Report form.
c.
The department’s Bail & Custody form will be completed for those incidents in which an arrest is made.
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2. C.
All paperwork should have the Review Level and Review Type adjusted appropriately.
Supervisory Review 1.
2.
3.
Preliminary report review for patrol officers and sergeants shall be conducted by the employee’s assigned dispatcher. The dispatcher will insure all appropriate name, vehicle and property involvements have been added and that the involvement information includes all required aspects as defined above. They will then: (82.2.4) a.
Change the Review Level to 2 and the Review Type to RFA (ready for approval), alerting the applicable supervisor to review the report; or
b.
Change the Review Code to 0 (zero) and the Review Type to RTO (return to officer); alerting the officer that more work needs to be done on the incident report or involvements. The reason for returning the Incident/Case to the officer will be noted in the Comments section.
The supervisor shall periodically check throughout their tour of duty for incidents/cases that have been marked as Review Level 2 and Review type “Ready for Approval”. They will then: (82.2.4) a.
Change the Review Level to 3 and the Review Type to RBS (Reviewed by Supervisor), indicating the record can now be printed out and filed and/or sent to court if appropriate
b.
Change the Review Code to 0 (zero) and the Review Type to RTO (return to officer); alerting the officer that more work needs to be done on the incident report or involvements or that additional paperwork is needed. The reason for returning the incident/case to the officer will be noted in the Comments section. (82.2.1 e) (82.3.3 a) (82.3.3 b)
The supervisor shall account for and review all reports for officers under the scope of their responsibility, as well as all incidents leading to a lodging arrest or arrest on a warrant during their tour of duty. This includes specific responsibility to ensure that: (82.1.5) a.
The reports are neat and complete
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All required information, as outlined previously and in other patrol policies, is included All appropriate forms and computer entry screens are accurate
d.
Appropriate spelling, grammar, and overall writing style are used
e.
The narrative properly documents all actions taken by the officer regarding a given incident and reflects all pertinent information in a straight forward and easily comprehendible manner
f.
The actions reflected in the report represent proper police procedure and investigative methods
4.
The supervisor will ensure that follow-up investigation is recommended in cases where further police action may be necessary and shall ensure that the case report is forwarded to the appropriate division or employee (i.e. Investigation, CUSI). A notation will be made in the supplemental narrative section of the report if the case is being forwarded to someone other than the originating officer for further work. (82.2.5)
5.
Sergeants’ paperwork will be reviewed by another sergeant, the lieutenant, or the captain.
6.
The supervisors shall periodically check incidents and cases for employees within their command to ensure that reports are completed in a timely manner. (82.1.5) (82.2.1 d)
7.
The time required for completion shall be dependant upon the type of investigation involved. (82.2.1 d) (82.2.1 e) a.
Generally, incident reports within the computer database should be completed within 48 hours of initial reports, including minor accident reports.
b.
Follow-up or continued investigation reports shall be completed as soon as the information becomes available, but at a minimum, officers will post a supplemental report within 10 days and every 10 days thereafter until the case is referred for follow-up by another division or agency, or the case is deemed completed.
c.
Court affidavits should be completed as soon as possible for delivery to the State’s Attorney’s Office and prior to the
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d.
8.
1.
Citable offenses should be completed 7 to 10 days after the citation is issued
2.
DUI cases must be completed and submitted within 3 days of the citation being issued
3.
Lodgings/Flash Cites must be completed before the end of the tour of duty on which the person is flash cited or lodged.
4.
State accident reports shall be completed as required by Title 23 VSA 1016.
Cases returned by the State’s Attorney’s Office as declined to prosecute or dismissed shall be reviewed by the submitting officer’s immediate supervisor. Any deficiencies shall be noted and recommendations made to the officer for improvements in investigation, preparation, or presentation of the case.
The Communications Supervisor and patrol command staff, with input from all employees, shall review all aspects of the case and incident reporting system to insure that the current procedures meet the guidelines established by the State’s Attorney’s Office and the requirements of the department. Changes in procedure or requirements will be recommended to the effected command staff for implementation. (82.1.5)
XXIII. NIBRS Reporting (82.1.3) A.
UVM Police Services recognizes the importance of submitting crime related data to the National Incident Based Reporting System (NIBRS). The following procedures have been set forth to insure accurate data is submitted.
B.
All incidents that are crimes and have a victim will be submitted to NIBRS.
C.
NIBRS criteria dictate that certain information will be collected within our automated records system. This information must include: 1.
Nature of offense
2.
Location of offense
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3.
Disposition of offense
4.
Time of offense
5.
Date of offense
6.
Bias motivation
7.
Type of criminal activity
8.
Weapons used in the commission
9.
Victim information to include:
10.
a.
Name information
b.
Name type
c.
Injury information, if appropriate
Accused person information to include: a.
Name information
b.
Bail & Custody information
c.
Suspected of using drugs, alcohol, etc.
11.
Property information – stolen, recovered, damaged
12.
Vehicle information – stolen, recovered, damaged
D.
Officers will collect the necessary information and submit it to dispatch for entry into the records system.
E.
After the information is entered, a dispatcher designated as the NIBRS auditor will review the information for completeness. 1. 2.
If the record is incomplete, the auditor will provide a list of errors to the responsible officer, dispatcher, or supervisor who will ensure that the errors are corrected. If the record is complete, the incident will be transferred electronically to the central computer system for inclusion in the monthly NIBRS report sent by the Department of Public Safety, Criminal Justice Services Division.
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XXIV. Forms Development (11.4.2) A.
Form development procedures do not apply to forms supplied by other agencies, such as search warrants and Vermont Civil Violation Complaints.
B.
UVM Police Services will periodically review all departmental forms to determine whether the form is meeting the requirements it was developed for, and if any modifications are needed. Any member of the department may suggest and/or develop a form for use; however, the forms must be reviewed and approved by command staff prior to being implemented. Care will be taken to ensure that outdated forms are eliminated.
C.
The basis for developing a new form or revising an existing form shall be one of the following reasons: 1.
To eliminate duplication or redundancy
2.
To eliminate or update outdated or unnecessary forms
3.
To improve the appearance or functional efficiency of a form
4.
To comply with reporting or legal changes
5.
Any other time it is clear that a form needs to be amended
D.
Whenever a form is developed or updated, input should be solicited from the people who will be using the form.
E.
All forms that are to be printed outside the department will first be approved by the Chief/Director or his/her designee, prior to expenditure/ordering.
F.
An index of forms will be maintained in the break room, currently room 205, where the forms will be found by numbered slots.
G.
The department secretary will be responsible for maintaining a master of all department forms on the server, except those solely used by dispatch. These forms will be maintained in the dispatch computer.
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By Order of the Chief/Director
______________________________________________ Gary J. Margolis, Ed.D.
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