4-600 Specific Report Policies and Procedures
Officers and other designated employees shall make reports only for crimes or incidents occurring or originating in the city of Minneapolis.
Serious or major crime reports, all domestic abuse-related crime reports, and all reports when a person has been placed in custody shall immediately be entered directly into CAPRS. All handwritten reports must be submitted for entry into CAPRS by the appropriate transcription staff. (12/10/2004)
On-duty supervisors shall assume responsibility for all CAPRS reports submitted by subordinates during their shift. They shall review reports for completeness and accuracy. The supervisor will decided to either approve the report or to return it for further information. If a direct supervisor is not available to review and approve/disapprove an officer’s report, a supervisor from the precinct where the report was generated shall review and approve/disapprove the report.
Employees who have been the author of any report shall check CAPRS periodically by signing into CAPRS to make sure that the supervisor approval of the report process has been completed. (See CAPRS for instructions)
Specific reports are written for specific purposes. Offense reports detail the elements of the crime or incident. Arrest reports detail the elements of probable cause for the arrest. Statements are made by individual officers pertaining to what the specific officer observed or heard and what action the officer took. The officer’s statement includes what the officer can testify to in court. Arrest reports, officer statements, and reports for seizures of personal property shall include rationale and legal justification for the initial stop as well as justification for subsequent search/seizure. (08/01/08)
All police reports shall include the following:
- All principal and relevant data fields on the CAPRS report pertaining to the case at hand shall be completed.
- All principal and relevant individuals involved in the incident shall be listed in the case.
* This includes making a proper identification and documentation of all involved and/or associated individuals.
- A short public narrative statement describing the offense or incident. No names, addressees or anything that identifies a victim or witness shall be included in the public narrative.
- A probable cause statement in felony arrests.
- A description of the incident that occurred and documentation of the necessary elements related to the crime or basis for arrest.
- Documentation of reason(s) for an in-custody arrest versus issuance of a citation.
- A comprehensive individual statement in all felony arrests when an officer has information that is important to the case and in all other incidents where statements are required. (In critical incidents, this statement will generally be taken by an investigator in a question and answer format.)
- All principal and relevant information available to the officer at the time of the report shall be included in the report.
All police reports identifying and/or involving juveniles shall include:
- The school where the juvenile is enrolled or last attended.
- The parent/guardian information, including all contact phone numbers (home/work/cellular).
All handwritten reports must be legible and written in ballpoint pen.
Handwritten offense/incident reports must be written in ink and legible for entry by support staff into CAPRS. Illegible reports will be returned to the officer to be rewritten or entered directly into CAPRS.
All arrest reports and statements shall be completed immediately following processing of the suspect. All other reports and statements must be completed and submitted to the officer’s supervisor during the shift, and all reports shall be submitted before the end of the shift. Supervisors are responsible for ensuring that their subordinates submit all reports within defined time frames.
Officers shall make a statement in any case that they could be required to testify in court, and/or those incidents that involve homicides, major crimes, felony arrests, gross misdemeanor arrests or misdemeanor arrests that have unusual circumstances.
A statement is essentially an officer’s account of an incident. It should include all the information that an officer can testify to directly from his/her observations and senses. Joint statements are prohibited; each officer must make their own individual statement. Statements should also include additional contact information not listed in the “names” section of the CAPRS data entry field.
Statements are usually made in narrative form, but a question and answer format may be used at the discretion of the investigator. Statements shall be made whenever requested by an investigator or a supervisor.
Case Control Numbers (CCNs) are required on all offense/incident reports and are obtained from MECC.
For arrests and P.C. Pickups for incidents after the original report has been filed, a new CCN shall be used, however, the original CCN shall be listed in the original CCN box of the arrest report. The offense code for these arrests will be different from the original offense code, i.e., auto theft arrest is “RECVEH” and burglary/assault arrest is “PCPKUP.” The CCN for an original stolen auto report is on the NCIC listing (the OCA number) and the Auto Desk’s daily list of stolen vehicles (“Hot Sheet”). Arrest Bulletins have an original CCN listed on them.
If a motor vehicle is taken during the commission of another offense, the motor vehicle report shall also be made using the same CCN, with copies going to the appropriate precinct investigations unit and to the appropriate investigative unit.
It is the responsibility of officers, supervisors, case managers, investigators and Watch Commanders to ensure that offense reports are complete and accurate.
Officers will complete the information required for CAPRS report entry, provide information to describe the elements of the offense, include pertinent information required to show probable cause for an arrest, and other elements as noted in the Report Writing section. Officers shall provide complete and accurate information on all reports.
Substandard reports may be documented by supervisors, Watch Commanders, case managers, investigators, and city and county attorneys on a Quality Report Review Form (MP-6945). The report shall be directed to the initiating officer for correction per the Quality Report Review Guide. Multiple substandard reports will lead to disciplinary action. Multiple errors on a single report are documented on one report form. Five substandard reports documented on the Quality Report Review Forms for an individual officer within a 12-month period will result in an “A” violation. For supervisors, three failures to review or approval of substandard reports within a 12-month period will result in an “A” violation.
Officers shall title their reports with the appropriate available CAPRS codes, to the best of their knowledge, using the information obtained at the crime scene and the elements of the crime as defined by state statute.
Reviewal of the case by a supervisor, case manager or investigator may dictate that the offense code needs to be changed. Correction of offense codes is critically important for accuracy in the Uniform Crime Report (UCR).
To change an offense code, the supervisor, case manager or investigator shall add a supplement entitled, “Supplement # ______ Offense Code Changed,” on the first line of the supplement. The supplement shall state the date, name and badge number of the person making the change to the offense code and a short description as to why the offense code was changed.
A supplement cannot be changed once it has been added to a case except in extreme situations. If a modification to a supplement is necessary, only the supervisor of the Business Technology Unit or his/her designee can unlock the supplement to allow the modification. The procedure for this process is as follows:
- A written request for the change/modification shall be submitted to the supervisor of the Business Technology Unit or his/her designee.
- The supervisor of the Business Technology Unit or his/her designee will review the request.
- The supervisor of the Business Technology Unit will make a recommendation and submit the request for change/modification to a Bureau Head for written approval or disapproval.
- If the request for change/modification is approved by the Bureau Head, the request and a printout of the original supplement shall be brought to the Business Technology Unit.
- The technical staff of the Business Technology Unit will then unlock the supplement so the change/modification can be made by the requesting unit.
- After the change/modification has been made, an additional supplement shall be made by the person requesting the change with an explanation as to why the original supplement was changed/modified. The first line of this supplement shall state “Supplement # ____ has been changed/modified.”
- The approved written request and a hard copy of the original supplement will be kept on file in the Internal Affairs Unit.
A detailed CAPRS report is required for all assaults on police officers or when officers die in the line of duty.
If an officer is injured or dies in the line of duty, any other reports including those from the injured officer’s personal physician shall be completed. A Supervisor’s Report of Injury and Request for I.O.D. Leave Determination (if applicable) are to be completed by the officer’s supervisor. Other reports, including those from the injured officer’s personal physician, shall be forwarded to MPD Human Resources.
Officers who are victims of assault shall have the injuries photographed. The Identification Division is available if necessary.
Police officers, who are killed in the line of duty, or who suffer a disabling injury in the scope of employment resulting in retirement or separation from service, may be eligible for continued health insurance coverage under Minn. Stat. § 299A.465.
An officer, or the representative or dependent, can obtain an application packet from the MPD Payroll Supervisor. The application must be signed by the claimant. Supporting documents must be included with the application, which may include, but are not limited to, the following documents:
- Legal documentation showing that the claimant, if other than the officer, is legally allowed to act on behalf of the officer.
- Medical Reports showing the nature of the disabling injury and the cause of the disabling injury.
- Letter or documentation from the pension plan demonstrating that the officer has been approved to receive a duty-related pension plan.
- Documentation from the City demonstrating that the disabling injury has been accepted as a workers’ compensation injury.
- Marriage certificate for spouse.
- Birth certificates, adoption decrees, or legal guardianship documentation for dependant children (if they were covered under employee’s health insurance at the time of injury/death).
- For dependant children at least 19 years old and under the age of 25, proof that the child is a full time student (a copy of the educational institution’s enrollment record is acceptable).
Note: In case of a death in the Line of Duty, these additional documents are required:
- Certified copy of death certificate.
- An affidavit that provides proof that the spouse and decedent were legally married at the time of the officer’s death.
- An affidavit that provides proof that decedent had custody or guardianship of all listed dependent children.
Once the application has been submitted by the employee or employee’s representative or dependent, City staff will gather appropriate documentation, which may include:
- The Employment Verification form.
- Workers Comp First Report of Injury.
- Any other reports or statements that document work related status of the injury/incident.
- Any other document bearing on the eligibility for continued health care insurance coverage.
A copy of such documents will be provided to the claimant. MPD may also request that the officer submit to a medical and/or psychological examination by a health care provider of the City’s choice to determine, among other things, the nature of the injury and whether the injury was incurred in the course and scope of employment with the City of Minneapolis.
The MPD Payroll Supervisor will assemble the packet and forward it to the Chief of the Minneapolis Police Department, or a designee, the Chief of the Minneapolis Fire Department, or a designee, and the Director of Risk Management, or a designee, for eligibility determination. If the application meets the eligibility criteria, the Department of Human Resources will be notified to process the continuing coverage.
If the application does not meet requirements for continued health insurance coverage, the claimant will be notified in writing, by certified mail, of the reason for the denial of such benefits.
Upon the receipt of notice of denial, the claimant will have 30 calendar days to submit a request for reconsideration of the denial. City staff may gather any other necessary documentation or request additional information from the claimant. The claimant will have the opportunity to make a verbal presentation to a committee consisting of: the City’s Director of Risk Management & Claims, or designee; the Chief of MPD, or designee; and the Chief of Fire Department, or designee. An attorney from the Office of Minneapolis City Attorney may also be present as legal counsel to the committee. The determination of the committee on the request for reconsideration is the final determination by the City of Minneapolis with regard to the claim.
Police officers are mandated by Minnesota state statute to provide victims with information regarding the Crime Victim Ombudsman at the time of initial contact. This information is available on the blue card (MP-6441) and should be distributed at the time of the incident. If initial contact is through Tele-Serve, they shall provide the information cards as required. The MPD is in compliance with state statutes with the issuance of victim assistance cards.
Victims and witnesses should be advised to call 911 for any additional emergency response required prior to the time an investigator makes contact with them.
Victim assistance cards (MP-6441) are available at all precincts, investigative units, Tele-Serve, and from patrol officers. Cards are ordered through MPD Stores.
When officers make arrests related to liquor establishments, licensees or their employees, ensure that the CAPRS report is coded properly so that the License Division receives it. The following are examples of arrest circumstances that should be coded for routing to the License Division:
- Liquor law violations (on or off sale);
- Gambling violations related to the liquor establishment;
- Narcotics violations by an employee, licensee, or patron; and
- Arrest of licensee or employees for liquor law violations
Further, when officers issue warnings or obtain intelligence information concerning licensed liquor establishments, the information shall be forwarded to the License Division and any other appropriate units.
4-610 DAILY ACTIVITY REPORT (07/26/02) (09/20/13)
4-611 PATROL PERFORMANCE CHART (07/26/02) (09/20/13)
4-612 FIELD INTERVIEWS AND INTERROGATIONS (07/05/01) (09/20/13)