23-102 Report Writing Responsibilities Supervisors, Officers & Police Service Aides
Department Notice
This document is not an official representation of the published policy. To access the official signed policy, please contact us at [email protected].
The purpose of this notice is to clarify member responsibility as it relates to the preparation and approval of police reports. Preparing factual and thorough incident reports is one of the most important duties of a police officer and PSA. The San Francisco Police Department expects professional incident reports from its members, sworn and non-sworn.
Thorough investigation(s) memorialized in well-prepared incident reports are essential for follow-up investigations and successful prosecution. Officers and PSAs are responsible for preparing incident reports that are complete and accurate when memorializing an incident. A properly completed incident report creates the foundation for any further legal action.
Supervisors are responsible for reviewing incident reports to ensure that all pertinent information is contained in the report. Prior to approving any incident report, supervisors shall review each report thoroughly and take the time to provide training (constructive criticism) whenever possible.
The following is a list of common errors which could undermine officer credibility and potential prosecution:
- Elements of crime not articulated to support charges.
- Reasonable suspicion or probable cause not articulated in narrative.
- Canvassing for witnesses not completed/noted.
- Canvassing for evidence (video) not completed/noted.
- Not including activation/deactivation of BWC.
- Omission of witness contact (follow-up) information.
- All charges not listed.
- Evidence missing/not listed and/or failing to articulate chain of custody for evidence.
- Narrative written in passive voice i.e. "was arrested by me" as opposed to "I arrested."
- Narrative written in present tense instead of past tense i.e. "Jones tells me that the suspect punches her and flees" as opposed to "Jones TOLD me that the suspect had PUNCHED her and then FLED.
- Failing to document supervisory oversight or approval of charges.
- Failing to document reason(s) for not adhering to department policy.
- Failing to Mirandize suspects and obtain statements unless directed otherwise in accordance with department policy.
- Failing to use the proper title of the incident or crime classification.
- Failing to obtain and include written statements from all involved officers.
- Failing to ensure all pertinent and available evidence is scanned and digitally attached to the incident report in Crime Data Warehouse, while also ensuring that no sexually explicit material is included.
- Failing to articulate search and seizure consistent with department policy and current laws.
- Failing to spell check and grammar check report.
- Failing to articulate use of force consistent with department policy and current laws.
- Failing to properly identify subjects and document how the identification was made.
- Failing to properly document language spoken by, and interpretation services provided for LEP individuals.
The Use of Force Report Writing Reference can be found in the VRP folder on the desktop under FTFO Materials/Use of Force Checklist.
The Elements of a Narrative Outline card is attached to this notice for your reference.
Members shall adhere to DGO 2.01, General Rules of Conduct- Written Reports, which states, "While on duty, members shall make all required written reports of crimes or incidents requiring police attention."
Supervisors shall adhere to DGO 1.04 (A)(2)(a), Duties of Sergeants, which states, "Sergeants shall review their subordinates' arrests and reports for appropriateness and completeness."
Lieutenants shall adhere to DGO 1.05 (l)(C) (10), Duties of Station Personnel, which states Lieutenants shall, "Review, approve and initial all reports."
The Airport Bureau personnel are responsible for scanning the evidence and digitally attaching it to the RMS system.
Related Policies:
DGO 5.01, Use of Force and Proper Control of a Person
DGO 5.03, Investigative Detention
DGO 5.06, Citation Release
DGO 6.09, Domestic Violence
DGO 10.11 Body Worn Cameras
DM 26 Domestic Violence and Intimate Partner Stalking Manual
/s/
WILLIAM SCOTT
Chief of Police
Per DN 23-152, all sworn & non-sworn members shall electronically acknowledge this Department document in PowerDMS within (30) thirty calendar days of issuance. Members whose duties are relevant to this document shall be held responsible for compliance. Any questions regarding this policy should be sent to [email protected] who will provide additional information.
