11.01 Preparing Written Material (Not in CORP)

Question 1

AIDED and UOR GUIDELINES:

1. ALL reports are publicly accessible under the Freedom of Informaton Law (FOIL) and may only be provided by DPS. 🚨
2. Reports should include when it happened, where it happened, who was involved, and what happened. Just state facts. Do NOT indicate the command for the locaton of the incident.

Answer 1

AIDED and UOR GUIDELINES:

4. Do NOT use employee’s home address. Use work address only.

You may indicate “employee’s residence” or “subject’s residence” in the locaton field and state “address on file” in the address field.
(Never put employee’s home address.)

Question 2

AIDED and UOR GUIDELINES:

5. If the subject or aided is included in MORE THAN one report of any type, include the CORRESPONDING REPORT NUMBER in the “related report” field.

The most common is a (UF-101) UOR that also produces an (UF-100) Aided report.

Answer 2

AIDED and UOR GUIDELINES:

6. Include UCS titles for all employees involved or mentoned in the report.
7. Include shield numbers for all officers and uniformed supervisors.

Question 3

(UF-100) AIDED REPORTS

1. Should ONLY be filed if aid was rendered or a response was required or requested.
2. If a subject (employee or public) reports an injury or illness that occurred the same day and requests assistance, an Aided report is indicated. Next day, no Aided report is need, but a UOR is needed.
3. Refer to Aided only as “Aided.”
4. Indicate who responded or rendered aid.
5. If RMA is indicated, state whether a UF-131 was filed or Aided refused to sign.
6. If Aided is a prisoner, state that a UF-151 was filed.

Answer 3

(UF-100) AIDED REPORTS (Cont.)

7. If EMS response is indicated, include the responding agency, time of notificaton, time of arrival, tme of departure, attendant’s name(s), and shield number(s). 🚨
8. Indicate ACTUAL injury in the “NATURE OF ILLNESS OR INJURY” field, NOT the CAUSE of the injury.
9. Officers who are EMTs are NOT considered an EMS response for report purposes.
10. Only PCR or ACR numbers generated by the responding agency should be included in the Report.
11. Only include one person per Aided report.

Question 4

(UF-101) UNUSUAL OCCURRENCE REPORTS

1. The “SUBJECT” fields should include all primary parties involved. If MORE THAN TWO primary partes involved, FILE ADDITIONAL reports and link all reports.
2. If “ARREST” / “SUMMONS” is indicated, state who made it.
   In the “DETAILS” field, INCLUDE:
   - PROBABLE CAUSE for arrest / summons.
   - Arrest / summons numbers. For a summons, STATE if a warrant check was conducted.
3. If case or warrant information is included in the report, INCLUDE docket or warrant numbers.
4. Include NYSID numbers for all inmates included in the report.
5. A police report is required for all peace officer ‘Lost ID’ reports.
6. Whenever a police report is required / mentioned, INCLUDE the entire report number and Pct. or P.D. agency.

Answer 4

(UF-101) UNUSUAL OCCURRENCE REPORTS

7. If there is a response from OTHERLAW ENFORCEMENT AGENCIES, include the name of the agency and the names and shield numbers of responding officers.
8. Infectious disease case reports should be reported on a UOR and a UF-136.
9. If a report is being made by a subject after the fact, make the time and date of the incident to the best recollection of the subject. The place of occurrence would be where the subject states the incident occurred. The date of the report should be included in the “DETAILS” section.

Start the report in the following manner:
On (report date), the subject states, at T/P/O, _______. 🚨

Question 5

🚨 When Writing Reports Remember the Four C’s:

A Court Officer must carefully document incidents, as this provides statistical data and substantiates the needs of a Court Facility.

All reports should include the following:

CLEAR

COMPLETE

CONCISE

CORRECT

Answer 5

🚨 When Writing Reports Remember the Four C’s”

Who, What, When, Where, Why & How?

★ Agitated describes but does not tell what the defendant was doing.

★ What caused you to bring him to the ground?

★ Why was the defendant brought to the ground?

★ How was the defendant brought to the ground?

Question 6

🚨 When Writing Reports Remember the Four C’s:
PEDIGREE

When, where, who, what: Basic pedigree info is in the heading of every report.

How: The main element of any report is depicted in the body.

Why: This item can often be answered, yet sometimes leads to attempting to establish a state of mind. This cannot always be answered with certainty.

Answer 6

🚨 When Writing Reports Remember the Four C’s:
CONCISE

When you write your report, it should be short and precise, expressing what needs to be said without unnecessary words.

Eliminate the emotional description agitated. Agitated can describe many behaviors and a state of mind but does not concisely tell what occurred.

Eliminate using descriptive words in report writing. Being concise calls for specifics. 🚨