GENERAL ORDERS LINCOLN POLICE DEPARTMENT
SUBJECT: GENERAL OPERATIONS
TITLE: REPORT PREPARATION
EFFECTIVE DATE: JUNE 1, 2025
REVISION DATE:
ACCREDITATION: ALABAMA ASSOCIATION OF CHIEFS OF POLICE (AACOP)
APPROVAL: CHIEF DARREN E. BRITTON
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REPORT PREPARATION
323.1.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidance to those members of the Department who complete investigations and reports as a part of their duties.
323.1.2 POLICY
It is the policy of the Lincoln Police Department that members shall act with promptness and efficiency in the preparation and processing of all reports. Reports shall document sufficient information to refresh the member’s memory and shall provide enough detail for follow-up investigation and successful prosecution.
323.1.3 EXPEDITIOUS REPORTING
Incomplete reports, unorganized reports or reports that are delayed without supervisory approval are not acceptable. Reports shall be processed according to established priorities or to a special priority made necessary under exceptional circumstances.
323.1.4 REPORT PREPARATION
Reports should be sufficiently detailed for their purpose and free from errors prior to submission and approval. It is the responsibility of the member to complete and submit all reports taken during the shift before going off-duty unless permission to hold the report has been approved by a supervisor. Generally, reports requiring prompt follow-up action on active leads or arrest reports where the suspect remains in custody should not be held.
All reports shall accurately reflect the identity of the persons involved; all pertinent information seen, heard or assimilated by any other sense; and any actions taken. Members shall not suppress, conceal or distort the facts of any reported incident, nor shall any member make a false report orally or in writing. Generally, the reporting member’s opinions should not be included in reports unless specifically identified as such.
323.1.4 HANDWRITTEN OR TYPED REPORTS
County, state and federal agency forms may be block printed unless the requirement for typing is apparent. Supervisors may require block printing or typing of reports of any nature for department consistency.
Handwritten reports, if and/or when deemed necessary, must be prepared legibly. If the report is not legible, the submitting member will be required by the reviewing supervisor to promptly make corrections and resubmit the report.
In general, the narrative portion of reports where an arrest is made or when there is a long narrative should be typed or dictated. Members who dictate reports shall use appropriate grammar, as the content is not the responsibility of the typist.
Members who generate reports on computers are subject to all requirements of this policy.
323.1.5 REQUIRED REPORTING
In all of the following situations, members shall complete reports using the appropriate department-approved forms and reporting methods, unless otherwise approved by a supervisor.
The reporting requirements are not intended to be all-inclusive. A member may complete a report if he/she deems it necessary or as directed by a supervisor.
323.1.6 CRIMINAL ACTIVITY
When a member responds to a call for service, or as a result of self-initiated activity becomes aware of any activity where a crime has occurred, the member shall document the incident regardless of whether a victim desires prosecution.
Activity to be documented in a typed report includes:
(a) All arrests.
(b) All felony crimes.
(c) Non-felony criminal incidents involving threats or stalking behavior.
(d) Situations covered by separate policy. These include:
Use of Force Policy.
Domestic Violence Policy.
Child Abuse Policy.
Adult Abuse Policy.
Hate Crimes Policy.
Suspicious Activity Reporting Policy.
(e) All misdemeanor crimes where the victim desires a report.
Misdemeanor crimes where the victim does not desire a report shall be documented using the department-approved alternative reporting method (e.g., a dispatch log).
323.1.7 NON-CRIMINAL ACTIVITY
Non-criminal activity to be documented includes:
(a) Any found property or found evidence.
(b) All protective custody and welfare detentions.
(c) Any time a person is reported missing, regardless of jurisdiction (see the Missing Persons Policy).
(d) Suspicious incidents that may indicate a potential for crimes against children or that a child’s safety is in jeopardy.
(e) Suspicious incidents that may place the public or others at risk.
(f) Any use of force by members of this department against any person (see the Use of Force Policy).
(g) Any firearm discharge (see the Firearms Policy).
(h) Any time a member points a firearm at any person.
(i) Any traffic accidents above the minimum reporting level (see the Traffic Accidents Policy).
(j) Whenever the member believes the circumstances should be documented or at the direction of a supervisor.
323.1.8 MISCELLANEOUS INJURIES
Any injury that is reported to this department shall require a report when:
(a) The injury is a result of drug overdose.
(b) There is an attempted suicide.
(c) The injury is major or serious, and potentially fatal.
(d) The circumstances surrounding the incident are suspicious in nature and it is desirable to document the event.
323.1.9 DEATHS
Death investigations require specific investigation methods, depending on the circumstances. They should be handled in accordance with the Death Investigation Policy. The handling member should notify and apprise a supervisor of the circumstances surrounding the incident to determine how to proceed. The following incidents shall be appropriately investigated and documented:
(a) Unattended deaths (no physician or qualified hospice care during the period preceding death)
(b) Sudden, accidental or suspicious deaths
(c) Suicides
(d) Homicide or suspected homicide
(e) Found dead bodies or body parts
323.1.10 CITY PERSONNEL OR PROPERTY
Incidents involving City personnel or property shall require a report when:
(a) An injury occurs as the result of an act of a City employee or on City property.
(b) There is damage to City property or equipment.
323.1.11 ADDITIONAL REPORTING OPTIONS FOR VICTIMS
Members may refer victims to online victim assistance programs (e.g., the Federal Communications Commission (FCC) website for identity theft; the Internet Crime Complaint Center (IC3) website for computer-related crimes).
323.1.12 REVIEW AND CORRECTIONS
Supervisors shall review reports for content and accuracy. If a correction is necessary, the reviewing supervisor should, route/return, via RMS, the report to the submitting officer as soon as practicable.
I/O's and Arrest reports shall be routed by the Officer to the Uniform Supervisor for approval on the date of completion to enable forwarding to investigations, as so as not to delay follow-up investigations and/or property entry into NCIC when applicable.
Additionally, it is of utmost importance that all stolen articles be entered into NCIC without delay; regardless of a report's approval status.
It shall be the Uniform Division Supervisor's responsibility to account for all reports completed daily and to ensure such reports are reviewed, approved, and forwarded to investigations in a timely manner. Furthermore, it shall be the responsibility of the supervisor to forward, via the chain of command, all relevant information to the Chief of Police and all Division Commanders regarding any Incident/Offense and/or arrest reports of any significance or of an unusual circumstance.
These policies and operating procedures are not designed to cover every possible scenario or situation in society, but rather to define standard operating procedures for members of the Lincoln Police Department. These guidelines are subject to past, present and future judicial review. These guidelines can be amended and or repealed by the Chief of Police as necessary. The policies and procedures herein provided supersede all previous policies and orders.
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