Report Writing & IPC Flashcards
What are three types of incident reports?
1) Initial Report
2) Progress/Supplemental Report
3) Closing Report
There are specific general qualities found in a good report. These qualities are:
Accuracy Conciseness Clarity Legibility Objectivity
A good report should answer the following:
Who What When Where Why (If Possible) How
When writing the narrative of the report, the officer should organize the information in either what two types of order?
Chronological
OR
Categorical
All police reports should be written using _____ person and _____ voice.
First
Active
The agency ID number is the ORI assigned to the agency by ______.
GCIC, which is managed by GBI
What provides for public access to LE records?
The Georgia Open Records Act
* However, OCGA 50-18-72, gives LE the discretion to withhold investigative records (other than initial incident or arrest report) during a pending investigation or prosecution
The transmission of an idea from the mind of one person to the mind of another with mutual understanding.
Communication
Successfully communicating with another person is _________.
Interpersonal Communication
What serves as the “rules of the road” for effective communication?
Ethics
What are three main elements of communication?
Message Intended
Message Sent
Message Received
What are the 5 basic components of interpersonal communication?
Encoding Sending Receiving Decoding Feedback
What 3 elements help convey a message in verbal communication
Tone
Pitch
Volume
93% of communication is ______.
Non-Verbal
List some examples of paralanguage.
Facial Expressions Hand Motions Style of Dress Body Posture Style of Haircut How we drive
What component of communication allows participants in a conversation to verify and confirm critical information, and complete the loop of understanding.
Feedback
Effective communicators use _____ & _____ techniques to convey messages that can be received in a way that most closely matches the sender’s intent.
Verbal & Non-Verbal
The study of spatial requirements of humans and animals and the effects on behavior, communication, and social interaction.
Proxemics
Give some examples of barriers to effective communication.
Communication skills Poor attitudes Differing values Different proxemics Prejudice
The ability to understand another person’s condition from his/her perspective and is an important communication skill that can affect the way we listen.
Empathy
What are some behavioral cues that influence how messages are sent and received when communicating?
Facial Expressions
Body Language
Gestures
Name some selective listening habits that are bad and communicators should avoid.
Typecasting
Second Guessing
Making Assumptions
Effective communicators use active listening habits to ensure clear communication. Give some examples:
Making eye contact
Separating information from emotion
Asking clarifying questions
When writing a report, paint a picture that is based upon facts. Don’t use:
Jargon or words that are not understood.
What is the biggest barrier in regards to Officer interpersonal communications?
Attitude
What is the best way for an officer to gain public confidence and trust?
Professionalism
Incident reports should be based on:
Facts
To avoid ignorance, Peace Officers should:
Educate themselves
Conflict between two groups of people is known as:
Prejudice (racism)
Learned behavior is characterized by…
Prejudice
Mislaid property documentation =
Supplemental
The ability to see, hear, or become aware of something through the senses or the way in which something is regarded, understood, or interpreted.
Perception
Past Experience + Observation =
Perception
Preconceived opinions that are NOT based on reason or actual experience.
Prejudices
Law Enforcement Officers must recognize his/her own ________ and take _______ to prevent them from affecting their perception or decision making.
Prejudices
Proactive Steps
If a stolen or lost item is found and being returned to the owner, the officer should require the owner to verify ownership by describing the items, supplying the serial number, and giving info that clearly establishes ownership. What must then be completed by the Officer?
A supplemental report must be completed indicating to whom the item was returned, and the steps that was taken to verify ownership.
Vehicle descriptions can be obtained using the acronym CYMBALS. What does this stand for?
Color Year Make & Model Body Style All additional info License tag number State
Moral principles that govern a person’s or group’s behavior.
Ethics defined.
Triggers that cause an individual to respond in a particular way and can either support the message or damage the message by distracting and misleading the participants.
Cues
Information that is unrelated to the message and which disturbs or interrupts the communication is called ____.
Noise
Two of the most common causes of prejudice are ______ & ______.
Fear
Ignorance
The belief in the inherent superiority of one’s own ethnic group or culture.
Ethnocentrisim
What are the 3 major influences on your personality development?
Biological
Unique experiences
Cultural influences
The fact or state of belonging to a social group that has a common national or cultural tradition.
Ethnicity defined
Each of the major divisions of humankind, having distinct physical characteristics.
Race defined
Barriers to effective communication include:
Difference in communication skills Poor attitudes Differing values Different proxemics Prejudice
All people deserve to be treated with ______& ______.
Dignity
Respect
Always be courteous & professional. When initiating a contact, always start by saying:
Your name
Agency
Reason for the contact
