General Orders Details

G16.1.1 Field Reporting System

Chapter: Chapter 16 – Records and Information Management
Sub-Chapter: 16.1 - Reports and Records System
Effective Date: 08/02/2023
Revised Date: 08/02/2023
Rescinds: None

Purpose

To describe the field reporting system utilized by the Indiana University Police Department (IUPD).

General Order

The IUPD’s field reporting system is maintained within the IUPD’s Records Management System (RMS). The field reporting system includes case reports generated within the case management section of the RMS which contain all required information and forms and a review and approval process.

Guidelines defining the circumstances when reports must be written (16.1.1 a)

The university relies on IUPD records in compiling statistics, addressing issues related to facilities, housing and other security or safety related issues. As such, case reports are required to be completed for incidents or events under the following circumstances occurring within the IUPD’s jurisdiction and service boundaries and all areas identified as within any of Indiana University’s Clery Act geography:

• Violations the officer observes or reports of alleged violations of:
  • Indiana criminal codes,
  • any Clery Act crime definition, and
  • Indiana University policies;
• All incidents of fire (regardless of nature or cause) that occur within student housing facilities;
• When a person is taken into custody;
• As required in compliance with any IUPD written directive;
• When directed by a supervisor;
• When requested by a victim or complainant; and
• Any incident or event which could bring liability upon the officer, IUPD, or Indiana University.

In addition, officers are required to complete a case report if they take law enforcement action outside the IUPD’s primary jurisdiction that would have required a case report if it occurred within IUPD’s primary jurisdiction. Officers may complete a case report for any other incident at their discretion.

Case reports for reported allegations of crimes will be completed regardless of who reports the information to the IUPD. The IUPD will accept and document reports of crimes received by a victim, witness, offender, or any third party. In addition, case reports for reported crimes will be completed even if the complainant or victim does not wish to file charges or have a report made.

Supplement reports are used when an officer, other than the reporting officer, needs to write their own narrative or when documenting any other information that is part of the original incident.

Follow-up reports are used to document pertinent information that is discovered after the initial incident has concluded or any other relevant information relating to the report that was not part of the original incident.

Required information (16.1.1 b)

The electronic case report is configured in a manner that allows data to be entered where required. Employees will ensure all relevant tabs and fields within each section of the report are filled out as completely and accurately as possible.

All case reports will contain, at minimum, the following information:

• The face page contains the appropriate report title, status, disposition, date and time of report, date and time the incident or crime(s) occurred, and common name that indicates the location of where the incident or crime(s) occurred.
• The incidents section contains all reported crimes and any other appropriate incident code. All criminal incident codes will contain the applicable data elements for the National Incident Based Reporting System (NIBRS).
• The names and businesses sections contain all individuals and organizations relevant to the incident report and includes complete identifying information, contact information, involvement, and name/business type, when known.
  • Individuals listed as a victim of a crime will be linked to one or more incident codes and all relevant information will be added.
  • Individuals listed with involvement types of arrested, Clery arrest, and referred to dean will have an arrest screen completed with all relevant information and offenses.
• The property section contains a listing of all relevant property that is damaged, lost, evidence, found, stored for safekeeping, or stolen.
• The synopsis will contain a brief summary of the report that is suitable for public release.
• The narrative will contain the detailed description of the incident, information discovered through the initial investigation, and any actions taken. Narratives will clearly articulate the elements of criminal offenses. If applicable, narratives will also contain the classifications that were applied to body worn camera or in car video system recordings.
• The photos section may be used to upload any photos taken relevant to the report.
• The other media section may be used to upload any other appropriate and relevant documentation, including completed forms.

Narrative language will be accurate, concise, and understandable. Foul or abusive language will only be quoted to describe another’s actions or accurately document a statement taken by an officer. Names and difficult word spellings should be checked for accuracy. Standard abbreviations for street types, person titles, or agencies may be used. Abbreviations of commonly used terms (e.g., w/o, veh, approx.), codes, personally identifying information (such as actual dates of birth or social security numbers) or police jargon will not be used.

Forms to be used (16.1.1 c)

Forms used in field reporting include, but are not limited to:

• Consular notification
• Electronic arrest screens
• Electronic case report for all initial, supplement and follow-up reports
• Electronic Indiana Officer’s Standard Crash Report used for vehicle crashes as required under Indiana law
• Electronic or paper uniform traffic tickets or warnings
• Emergency detention
• Missing person supplemental
• Motorist assist waiver
• Probable cause affidavit
• Trespass warning
• Vehicle tow/inventory
• Victim rights information
• Voluntary statements

Deadlines and procedures for submitting reports (16.1.1 d)

All personnel will complete all required reports (including initial, supplement, and follow-up) and submit them for approval to the appropriate supervisor prior to ending their shift. Under exigent circumstances, personnel may request an extension. The appropriate supervisor may approve the request on a case-by-case basis and with proper cause. If an extension is approved, the face page and incidents section, at minimum, should be completed prior to the end of their shift.

Process for supervisory review (16.1.1 e)

Supervisors will perform the initial supervisory review of the report (including initial, supplement and follow-up) prior to ending their shift. Supervisors will ensure the report is accurate, complete, and contains all required information listed above. Additionally, supervisors will ensure:

• The incident location matches the location where the incident or crime occurred and the common name field is completed and not blank;
• Incidents listed in the incident section match the documentation contained within the narrative;
• All individuals involved or mentioned in the narrative are listed in the names section, including accurate involvement and name types are selected;
• Property is listed and classified properly in the property section;
• The narrative is logical, free of obvious spelling and grammatical errors, in chronological order, and clear to the reader.

Any report that is not approved will be sent back to the employee who wrote the report to correct.

The approving supervisor will submit the report to the appropriate Clery compliance coordinator for their division for final review. The Clery compliance coordinator will ensure the report contains all required information and the data points contained within the report are correct before final approving the report. Any report that is not final approved will be sent back to the employee who wrote the report to correct.

Any report returned for correction will be addressed during the employee’s same or next shift.

Supervisors are responsible for ensuring any reports returned to their subordinates for correction are corrected and resubmitted during the employee’s same or next shift.

Related Information

Indiana University Police Department

• G1.1.2 Jurisdiction and Service Boundaries