REPORTS

REPORTS. Graph on document with pen. HOW TO WRITE REPORTS.

Documentation on incident reports and use of force is CRITICAL. Prisoner filed litigation does not often occur the following week after an incident. It’s happens months or years later when memories are dim, and details are lost. Even with total recall of incident, reports written exiting, occurring, or originating during the same time with the supporting officer’s memory – persuasive when introduced as evidence at deposition or trial. If part of the incident is not in officer’s incident report it did not happen..

TYPES OF REPORTS Jail Logs Disciplinary Reports Incident Reports Use of force Reports Supplemental Reports.

Why do think it’s important to maintain a JAIL LOG ? Jail logs are almost used in litigation by both plaintiff’s and defendant’s attorneys and investigators..

The Foundation of a good report There is certain information that is required for a good and through report in all situations. The foundation should include 5 Basic Questions..

The Foundation of a good report Information required for all types of reports should answer the basic questions of: WHO – Inmates and Staff Involved WHEN – Date, Time, and Time Log WHERE – Location, there may be more than one WHAT – Details of the event WHY – Why did you take actions? HOW – Details of actions.

Justifications – Why were your actions appropriate. Evidence Videos Photos Injuries – both to inmate and staff Contraband Statements.

The Foundation of a good report ALL REPORTS should have correct: SPELLING CAPITALIZTION PUNCTUATION GRAMMAR OBJECT vs SUBJECTIVE WORDS and terms CORRECT WORD USAGE – examples are there, their, they’re, to, too, two.

In incident reports and use of force reports Should be required to be included in the report are: Threats Perceived by Reporting Officer Need for force Efforts made to Temper the Severity Amount of force used Injuries Sustained [or lack thereof].

The foundation of a good report A report that is incomplete, lacks through details or is not competently documented may be much more difficult to defend in court. Absent documentation, accused staff will be at a in disadvantage defending their explanations and assertions regarding their justifications, actions and efforts to limit the severity of their actions during the incident..

When other officers are INVOLVED. The observation of each officer are expected to be unique and different from the other officers involved in the incident as no two officers will do or observe the same things during and incident. The combination of all supplemental reports should give a clear and complete picture of the incident and all its complex interactions..

Some mistakes we find in reports i/m – inmate [ must spell out] I – always capitalize in report LEFTA reports – You must put the first name of Deputy Do not copy and paste from another Deputy report ! [ it must be in your own words.].

When writing a sanction or disciplinary make sure you write in your statements that you reference the rule you have selected. Always go back and read over your statement. This way you can find mistakes and correct them. Do not write your statement the way you talk. If you do probably no one will understand it or what you are saying..

When write a report do not put your opinion in the statement, only the facts. Do not write your statement in a 3rd person. Write the statement as you see the incident happen..

THE END.