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The City of Portland, Oregon

Independent Police Review

Providing independent, civilian oversight of the Portland Police Bureau

phone: 503-823-0146

fax: 503-823-4571

1221 SW 4th Avenue, Room 140, Portland, OR 97204

POD and Case Assignment Rotation

Policy updated: August 2014

Investigator Person-of-the-Day and Assignment Rotation

Purpose

To provide for quality interviews and investigations, while making initial contact with complainants in a responsive manner. 

To ensure that an IPR Investigator is available in the IPR office every City business day, between 08:00 to 17:00, to complete intake duties.

To assign to each IPR Investigator an approximately equal number of investigations over a period of time, while staggering the assignment of cases so as to allow for attention to each investigation in a timely manner.

 

SCHEDULING:

 

  • Each investigator is initially assigned a 8am-5pm shift
  • Duty shifts rotate through the investigator roster
  • A regular rotation of duty shifts will stagger days, to avoid scheduling the same investigator to the same day of the week
  • Investigators may trade shifts with other investigators as needed

 

“PERSON OF THE DAY” Duties

  • Process commendations
  • Review e-mails and voicemails
  • Record all contacts & actions on the Daily Log
  • Forward any messages or inquiries directed at a particular IPR staff member
  • Triage contacts (phone, e-mail, walk-in) as described below.

 

Triage of New Contacts

  • The on-duty investigator will assess whether a contact (phone, voicemail, e-mail, walk-in) comprises a potential complaint about a PPB member.
  • If a voicemail or e-mail does not provide sufficient information to determine whether it describes a complaint, the on-duty investigator will follow up on the contact, usually through a phone call.
  • If a contact needs information, or a referral to a difference agency or resource, the on-duty investigator will assist with the information and/or referral needs.
  • If the information describes a potential complaint, the investigator will ask for basic information such as name, contact information, date of birth, attorney’s name, incident date, time, and officer or report number.
  • The investigator will ask the complainant for the best times and methods to contact them for a complete interview. 
  • If the complainant is not amenable to a later interview, the on-duty investigator will conduct the interview (by telephone or in person).   
  • If the complainant does not have a phone or other means for future contact, the on-duty investigator will conduct the interview at the time of initial contact.

Assignment to Investigator

  • Any contact determined to be a complaint or a potential complaint will be assigned to an IPR Investigator for follow-up
  • If the on-duty investigator conducted a full interview of the complainant, they will be assigned that complaint for investigation
  • Any potential complaint, for which a full interview has not been completed, will be assigned to an investigator on a rotational basis, using a running assignment roster
  • The on-duty investigator will write up the information collected about the complainant and their potential complaint.  They will send a copy to Kelsey Lloyd for tracking and assignment.
  • By consulting the running assignment roster, the on-duty investigator will assign follow-up on potential complaints as follows:
    • For each complaint assigned to themselves, check off the box next to their own name where it next appears on the running assignment roster.
    • For potential complaints to be assigned, check off the box next to the next available name on the running roster.  If the next name is of an investigator who will be out of the office for the subsequent week, cross out their name, put the date next to it, and check off the box next to the next available name. 
    • Continue checking off assignment boxes until all potential complaints have been assigned to an investigator in the rotation.  
    • Send the synopsis of the potential complaint, and all collected demographic and incident information, to the assigned investigator. 
    • Record the assignment on the Daily Log entry. 
    • It is the responsibility of each investigator to follow-up on assigned contacts.  
    • It is the responsibility of each investigator to provide complaint information to Kelsey Lloyd for entry into AIM, or to enter the complaint information into AIM, to establish a numbered complaint for investigation
    • If an investigator followed up on an assigned contact which did not become a numbered complaint, they will make a notation of the outcome in the Daily Log