Number: 1.11
Title: Administrative Reports
Issuing Authority: L.E. Nippins, III, PSD/CLEO / Eval. Date:11-30-03Accreditation 11 Organization and Administration, 15 Crime Analysis, 16 Allocation and Distribution of Personnel and Personnel Alternatives, 25 Grievance Procedures
Accreditation Standards: 11.4.1, 11.6.3, 15.1.1, 15.1.2, 16.1.2, 25.1.2, 25.1.3
Revision Date / Page Numbers / Sections / Approved
SUBJECT: Administrative Reports
1.11 (10 pgs)
I. Purpose
The purpose of this General Order is to describe those administrative reports that are essential to monitor the activities of the department and to establish schedules for their completion and submission, and identify to whom they should be distributed.
II. Policy
It will be the policy of the department to complete and submit those reports identified herein as scheduled for the purpose of monitoring the department’s activity and performance as well as the performance of individual members. The reports will also be used to identify training needs and to identify procedures and directives that may require revision or adjustment. The following reports will be completed, submitted, and distributed in compliance with this SOP:
Shift Activity Report CAD Report
Weekly Operational Update Monthly Patrol Statistical Summary
Semi-annual Reports
Training Report Investigations Division Activity Report
Internal Affairs Report Community Affairs Report
Annual Reports
Use of Force & Firearms Training Report Use of Force Report
Vehicle Pursuit Report Contractual Grievances Report
Department Report Crime Analysis Report
Tri-annual Reports
Workload Assessment
III. Procedure
A. Shift Activity Report
1. It will be the responsibility of the duty police services officer (PSO) to complete a shift activity report and submit it to the duty supervisor for review and approval. Much of the information contained in the report will be forwarded to the PSO by the duty supervisor or other officers assigned to the shift. It will be the responsibility of the supervisor to insure that information contained in the report is complete, accurate, and correctly entered.
2. Information included in the report will include;
a. Date
b. Shift
c. Weather Conditions
d. Shift Personnel
· name
· assignment
· total hours worked
e. Vehicle Report
· patrol unit #
· officer assigned
· total mileage
f. Total of Summonses Issued
· moving violations
· parking violations
· other
g. Total of 9-1-1 Calls
h. Additional Remarks
i. Names of PSO’s and Supervisors
j. Sick/Leave/School
· officer
· status
· hours (from-to)
k. Overtime
· officer’s badge #
· reason for overtime
· hours (from-to)
· date of overtime
· total number of hours
· accept/refuse
l. Additional forms attached to this report with applicable case numbers.
m. Supervisor’s Signature
3. At the end of the shift the supervisor will attach all other pertinent reports and documents to the shift activity report and submit them to the Operations Commander by placing them in the mailbox in the police services area. After review the Operations Commander will forward the report to the office of the Director of Public Safety/Chief Law Enforcement Officer (PSD/CLEO) for further review and filing.
B. CAD Report
1. Prior to the end of each shift the duty supervisor will cause to be generated a computer print out off all CAD entries for that shift. A copy of the print out will be made for the sergeants’ office. The original will be placed in the police services area where it will be available for review. At the start of the next regular business day the original will be forwarded to the office of the PSD/CLEO for filing.
a. Copies of CAD reports will be maintained in the sergeants’ office for five days.
2. The duty supervisor will be responsible for periodically reviewing CAD entries during the shift to insure that information is complete, accurate, and correctly entered. CAD entries are, at a minimum, to contain the following information:
a. Names and addresses of the principals involved
b. Location of incident
c. Description of what occurred
d. How incident was resolved
3. If a CAD entry cannot be closed prior to the end of a shift, the supervisor is to insure that the oncoming supervisor and PSO are aware of the incident so that it may be closed out prior to the end of their shift. Any CAD entry that remains open in excess of 24 hours is to be brought to the attention of the Operations Commander.
C. Weekly Operational Update
1. The Operations Commander will cause to be generated at a minimum of once per week, but more frequently if deemed necessary, an inter-department action memo containing general and specific information regarding department activities and operations. The Operations Commander will retain the original and copies will be distributed as follows:
a. PSD/CLEO
b. Technical Services Division Commander
c. Investigations Division Commander
d. Sergeants
e. Police Services Area
2. Patrol Bureau sergeants will place a copy of the update in the sergeants’ book for dissemination at roll call briefings. All other bureau supervisors will be responsible for disseminating the update information to personnel assigned to their bureaus.
D. Monthly Patrol Statistical Summary
1. The Technical Services Commander will be responsible for preparing a monthly patrol statistical summary. The summary will include the following information for each officer:
a. Arrests
· CDS
· Juvenile
· Weapons
· DWI
· Other
· Monthly Total
· Year to Date Total
b. Motor Vehicle
· Motor Vehicle Accidents Investigated
· Motor Vehicle Summonses Issued
· Year to Date Total of Summonses Issued
c. Township Ordinances
· Year to Date Total of Township Ordinances Issued
d. Investigations
2. The summary will also include the total activity for each arrest and motor vehicle category, and for township ordinances. An average will then be determined for each of these individual categories.
3. The summary will be distributed to the PSD/CLEO and Operations Commander within the first week of each month for the preceding month. The Operations Commander will review the summary to identify any officers or areas that may require supervisory attention. The Operations Commander will then forward a copy of the summary and operational observations and recommendations to each of the patrol sergeants.
a. A copy of the observations and recommendations will also be submitted to the PSD/CLEO.
b. These reports must be forwarded no later than the 15th of each month for the preceding month.
4. The statistical summary and Operations Commander’s observations and recommendations will be used by patrol supervisors in evaluating and improving the performance of the officers they supervise.
E. Semi-annual Investigations Division Activity Report
1. The Investigations Division Commander will be responsible for preparing a semi-annual activity report. The report will include the following information:
a. Total number of investigations assigned.
b. Number and percentage of investigations cleared.
c. Number and percentage of investigations cleared that were cleared by arrest.
d. Overall percentage of investigations cleared by arrest.
e. Total number of arrests made.
2. The report will also include investigative activity for detectives and other investigative personnel assigned to the division. The report will include the same information as above but will be broken down for each individual assigned.
3. The report must be submitted to the PSD/CLEO no later than the 10th of the month following the end of the reporting period.
a. A copy of the report will also be distributed to all officers of supervisory rank by the 15th of the month.
b. The Investigations Commander will retain the original copy of the report.
F. Semi-annual Training Report
1. The Field Support Services Sergeant will be responsible for preparing a semi-annual training activity report. The report will include the following information:
a. Officers who received or provided training.
b. Type of training received or provided.
c. Length of training.
d. Cost of training.
· Include year to date costs
e. List of roll call training topics.
2. The report must be submitted to the Operations Commander no later than the 10th of the month following the reporting period. The Operations Commander will be responsible for reviewing the report and submitting a copy to the PSD/CLEO no later than the 15th of that same month.
a. The Operations Commander will also distribute a copy of the report to all officers of supervisory rank.
b. The original copy of the report will be returned to the Field Support Services Sergeant for filing.
G. Semi-annual Community Affairs Report
1. The Community Affairs Sergeant will be responsible for preparing a semi-annual community affairs activity report. The report will include the following information:
a. Number and types of community affairs or crime prevention programs participated in.
b. Names of participating officers
c. Hours worked.
· Distinguish between regular and overtime hours
· Provide total of regular and overtime hours for year to date
2. The report must be submitted to the Investigations Division Commander no later than the 10th of the month following the end of the reporting period. The Investigations Commander will be responsible for reviewing the report and submitting a copy to the PSD/CLEO no later than the 15th of that same month.
a. The Investigations Commander will also distribute a copy of the report to all officers of supervisory rank.
b. The original copy of the report will be returned to the Community Affairs Sergeant for filing.
H. Semi-annual Internal Affairs Report
1. The Investigations Division Commander will be responsible for preparing a semi-annual internal affairs activity report. The report will include the following information:
a. Number of incidents or investigations.
b. Types of complaints.
c. Dispositions.
2. The figures for each period will be compared to the previous period and will include the total for the calendar year to date.
3. No specific information in regards to the identities of complainants, witnesses, officers, or other employees is to be included in this report.
4. The report must be submitted to the PSD/CLEO no later than the 10th of the month following the end of the reporting period.
a. A copy of the report will also be distributed to all officers of supervisory rank.
b. The Investigations Commander will retain the original copy of the report.
I. Annual Use of Force and Firearms Training Report
1. The senior firearms instructor will be responsible for preparing an annual use of force and firearms training report. The following information will be included in the report:
a. Dates and location training was provided.
b. Type of training provided.
c. Firearms Qualifications Courses employed.
d. Types of firearms and ammunition used, to include off-duty weapons.
e. Number of officers attending and names of officers not attending.
f. Number of officers qualified to carry firearms and names of officers who failed to qualify.
· Corrective action taken, i.e. dates and location of remedial training and subsequent attempts to qualify.
2. The report will be submitted to the Technical Services Commander for review and action within thirty (30) days of the final training session, to include remedial training sessions, of each calendar year. The Technical Services Commander will then forward the report to the PSD/CLEO for further review and action. Should any action be required the Technical Services Commander will be responsible for amending the report as directed by the PSD/CLEO.
3. A copy of the report will be forwarded to the Burlington County Prosecutor’s Office in compliance with the guidelines of the New Jersey State Attorney General’s Office.
4. The Technical Services Commander will distribute a copy of the report to all officers of supervisory rank.
a. The Technical Services Commander will retain the original copy of the report.
M. Annual Pursuit Summary Report
1. The Operations Commander will be responsible for preparing an annual pursuit summary report and forwarding same to the PSD/CLEO for review and action. The report must be submitted no later than the first of February of each calendar year for the preceding year The report will contain the following information:
a. Number of pursuits initiated.
b. Number of pursuits resulting in accidents.
c. Number of pursued vehicles involved in accidents.
d. Number of third party vehicles involved in accidents.
e. Number of police vehicles involved in accidents.
f. Number of pursuit accidents resulting in injuries.
g. Number of occupants of pursued vehicles injured as result of accidents.
h. Number of occupants of third party vehicles injured as a result of accidents.
i. Number of police officers injured as result of pursuit accidents.
j. Number of pursuit accidents resulting in death.
k. Number of occupants of pursued vehicles killed as result of accidents.
l. Number of occupants of third party vehicles killed as a result of accidents.
m. Number of police officers killed as a result of pursuit accidents.
n. Number of pursuits resulting in arrests.
o. Number of individuals arrested.
2. Should the PSD/CLEO recommend that any action be taken, the Operations Commander will be responsible for amending the report to show what action was taken.
3. Information contained in the report will also be forwarded to the Burlington County Prosecutor’s Office in compliance with the guidelines of the New Jersey State Attorney General’s Office.
4. The Operations Commander will distribute a copy of the report to all officers of supervisory rank.
a. The Operations Commander will retain the original copy of the report.
N. Annual Use of Force Report
1. The Training Officer will be responsible for preparing an annual use of force report to document the number of times and the type of force used by members of the department in carrying out its lawful objectives. For purposes of this report it will not be necessary to report the use of constructive or contact force. Only the use of physical force, mechanical force, or deadly force need be reported. The report must be submitted to the Operations Commander for review no later than the first of February of each calendar year for the preceding year.