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Report Writing – Code Enforcement - face-online.org

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Report Writing – Code Enforcement
Ofc. Evan Doyle
Note Taking
Documenting the Interview/IncidentNotesBrief pieces of informationRecordingsAudio or videoBody Worn Camera (BWC)Statements
Note Taking
What information is important?WhoWhatWhereWhenWhyHowAction Taken
Note Taking
What notes are we going to take?What happened before the officer arrived?What did the officer see?What did the officer do?What was the result?
Note Taking
How are we going to record the information?AccuratelyLegiblyUsing common abbreviations if necessaryTOTDOBNMI
Note Taking
What are we going to do with the information?Use the data for reportsRefer to previous notes for current investigationsRefer to notes in court
Interviewing
Basic Interview TechniquesStart slow, build rapportOpen-ended questionsNarrative answerClosed-ended questionsUsually only a “yes” or “no” answerFormulate questions about a single topicUnderstand recall techniques like the Cognitive InterviewUnderstand effective interview techniques like “mirroring”, “minimal encouragers”Do not try to influence the person’s responses
Interviewing – Signs of Deception
DeceptionPhysiological IndicatorsPerspiration•Pulse rateSkin Color•Dry mouthBehavioral IndicatorsNervousness•PacingRestlessness•Lack of eye contactRehearse answers•Inconsistent answersThesemaybe signs of deception
Report Writing
Purpose of ReportsCreates a record of documentationSupports legal efforts on behalf of city/victimAid victims in recovery/compliance
Report Writing
Reader ConsiderationsSupervisors, prosecutors, defense attorneys, other officers/agencies, media, insurance companies, judges…Virtually limitlessReport has to be understood to have value
Report Writing
Organizing the ReportChronologicallyDocumenting info by date/time from the first event to the lastCategoricallyUse your field notes
Report Writing
Effective Report WritingThe best reports areFactual ClearComplete AccurateEasily understood Concise
Report Writing
Report Writing PrinciplesActive voiceEasier to readPast tenseYou are reporting what happenedWrite in sentencesSubject + verb & express a complete thought
Report Writing
Evaluating a ReportKnow your strengths & weaknessesWork to improve upon weaknessesSpellingGrammarPunctuationVocabularySpeedGet help proofreading
Report Writing
Remember – If it is not it the report, it did not happen!Content – who, what, where, when, why and howFormat – organizing and presenting the content for effective communicationK.I.S.S.What occurred prior to officer’s arrival?What did the officer do?What did the officer observe?Why was the officer there?
Report Writing
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Report Writing – Code Enforcement - face-online.org