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Police Bureau

Sworn to protect. Dedicated to serve.

Phone: 503-823-0000

Fax: 503-823-0342

Non-Emergency: 503-823-3333

1111 S.W. 2nd Avenue, Portland, OR 97204

0920.00 Reports, Review and Deficiency

920.00   REPORTS, REVIEW AND DEFICIENCY

Refer:    

  • Request for Additional Information Form (Records)

 

PROCEDURE (920.00)

The Records Division (Records) will act as the report review center for the Bureau. The appropriate Branch chief and Records will coordinate report review activities to assist RU managers in making their members accountable for the quality of their reports and investigations. RU managers will place emphasis on retraining members.

A Request for Additional Information form may be initiated by either Records or an investigative unit/detail. The procedure outlined on the Request for Additional Information form will be followed to implement corrections. Where possible, the report should be corrected and returned within three days of receipt. Any disagreement with deficiencies will be in writing, through the RU manager, to Records. The Records manager and appropriate Branch chief will be the final arbitrators in any disagreement in classification or required corrections.

When Records notes an error or deficiency on a member’s report they will notify the writer’s RU manager of the request for correction by forwarding a Request for Additional Information form.

Supervisors finding a deficient report will, if possible, ensure that the report is corrected before the originating member goes off shift. Otherwise, a report which cannot be corrected at the time or is noticed by an investigative unit/detail to be in need of correction, will require the following steps:

a.  Make a copy of the report.

b.  Fill out two copies of the Request for Additional Information Report form with notation of the pending correction.

c.  Attach one copy of the Request for Additional Information Report form to the original report and forward it to Records. Investigators who do not have the original report will forward the Request for Additional Information form to Records with a copy of the report.

d.  The second copy of the form and report are to be used by the originating member to correct the report.

e.  After the correction has been made, forward the Request for Additional Information form and the corrected reports to Records.

If the deficient report was written by an outside agency, the listed procedures will be followed:

a.  The Request for Additional Information Report form and a copy of the report will be routed to the RU manager of the precinct in which the incident occurred.

b.  The RU manager will arrange for any additional investigation that may be required.

c.  A precinct member will follow up, write the appropriate report and return it to his/her sergeant.

d.  The sergeant will complete the Request for Additional Information Report form, attach it to the corrected report and forward it to Records.

In the event a member fails to respond to an initial Request for Additional Information Form, Records will send a copy of the request to the originating member’s RU manager stamped 2nd Request. If this occurs, the originating member and his/ her sergeant will discuss the report and the corrective action to be taken.

a.  Emphasis should be on training, which can be received while correcting the report.

b.  Corrections of deficient reports must be made as quickly as possible so information and report flow is expedited for investigative follow up and computer entry.

c.  Both the sergeant and the relief supervisor or commander should review the corrected report, make appropriate remarks in the section dealing with corrective action taken, and date and sign their name. If the relief supervisor or commander is not available to sign the Request for Additional Information Report form, the sergeant will sign and forward immediately so the corrected report is not held up at the precinct or division level.

If, for some unavoidable reason, a member will be unable or delayed (illness, military leave, etc.) in making a correction, the sergeant will:

a.  Ensure that the correction is made and discuss the error with the originating member at a later date.

b.  If the correction is of a non-urgent nature, the sergeant will hold the error for later correction by the member. In this case the sergeant will forward a copy of the Request for Additional Information form with a notation that it will be delayed to Records. The approximate date the corrected report will be forwarded should be included in the notation.

If a Request for Additional Information form is not responded to after the second request, the Records manager will forward the information to the appropriate Branch chief for his/her action.