A.
Only one number shall be assigned to an individual or single incident.
This number shall originate in the blotter and shall appear on all
subsequent reports relating to the complaint and shall be assigned
by the communications desk to all requests for police action. Exception:
accident reports.
B.
The officer assigned to investigate an incident shall obtain the
complaint number from the dispatcher by radio. It shall be the assigned
officer's responsibility to obtain this number.
A.
The purpose of a field report is to indicate the exact location,
time of day and day of week of the occurrence of each incident, whether
it is a crime, offense or service requiring police action. It shall
be used by all units of the Department, but will be used mostly by
the uniformed division.
B.
It is the first report on a major felony investigation and often
the only report on a minor incident or service.
The purpose of the offense report is to explain fully the circumstances
surrounding a criminal incident. The offense report is required when
investigating all felonies and all other misdemeanors and offenses.
A reporting officer may submit a supplementary report on other
criminal incidents when they are of a complicated nature or require
more reporting space than is found on the related field report or
offense report.
A.
The purpose of this report is to provide a history of the offender
and to describe the circumstances pertaining to the arrest. If the
arrest is the result of an offense previously reported to the Department,
care shall be exercised in obtaining the initial central records of
the Suffolk County Police Department to determine the following:
B.
If an arrest occurs at the same time as the offense, the central
complaint number can be obtained from the desk officer. All persons
arrested are to be booked in the arrest book and an appropriate entry
made in the blotter.
C.
A separate arrest report shall be made out on each person arrested,
and only one arrest report shall be made out, regardless of the number
of charges a person is charged with relating to one incident.
D.
The Chief of Police will review and initial each offense and arrest
report. They must be complete.
A.
New burglary report forms will be used for each burglary, immediately
after adoption of these rules.
B.
A packet will be distributed to each officer for his own use. These
are quite expensive and shall not be carelessly handled or wasted.
C.
Each report will be hand-printed, neatly and legibly. Those considered
not legible will be returned to the officer, and he will type a copy
from it.
D.
When investigating a burglary, only this report and a simple field
report are necessary. No offense report is necessary.
F.
Each burglary report will be checked by and initialed by the Chief
of Police.
G.
A security of premises form will be completed by the property owner
or lessee and attached to and become a permanent part of each burglary
report.
H.
The officer shall be sure to have the burglary victim sign the burglary
report at Section 2.
I.
All parts of the report must be completed.
A.
When this Department receives a stolen car complaint, the officer
assigned to investigate will immediately require that the complainant
execute the affidavit on the report.
B.
If the complainant refuses or fails to execute this affidavit, a
stolen car alarm locally or by teletype will not be authorized. Exception
may be made in such instances where the complainant has observed his
car being stolen or where it is reasonably certain that the theft
has just occurred and a prompt issuance of an alarm may result in
a quick recovery or apprehension before the vehicle leaves this Department's
jurisdiction. In this case, only a local radio alarm will be sent
out, pending the execution of the affidavit by the complainant.
A.
This form is used to report all dead bodies, except that a report
is not necessary when death is apparently due to natural causes and
the physician who has been in attendance will sign a death certificate.
B.
Each death requires a separate report. Each report requires a separate
central complaint number, except when more than one death occurs as
the result of and directly connected to a single incident. If the
death is a result of a homicide, an offense report shall also be submitted
for each victim. When death occurs as a result of an illness or injury
previously reported on another type of report, the death report shall
carry the central complaint number of the previous related report.
C.
The following notifications shall be made on every death requiring
the submission of a death report:
(1)
If the circumstances surrounding the death of a human being
are such as to place the responsibility for investigations with the
Detective Division, the assigned Detective shall complete the death
report.
(2)
If the responsibility for the final investigations rests with
the uniform force, then the Detective Division has no responsibility
for the completion of any reports, including the death report.
(3)
Refer to special order on DOA cases.
Before accepting a missing persons report, the investigating
officer is to be guided by the following rules.
A.
C.
Persons will not be considered missing until 24 hours have elapsed
since the time of disappearance, except in the case of juveniles up
to the age of 18 and persons mentally or physically incompetent and
cases where circumstances indicate an involuntary disappearance.
A.
The purpose of this report is to give a clear and accurate description
of all automobile accidents.
B.
A separate file shall be maintained in chronological order at the
headquarters desk.
C.
An MV 104A, pursuant to § 603 of the Vehicle and Traffic
Law, will be completed in the event of death or injury to any of the
parties involved, in duplicate or triplicate, and a copy forwarded
to the Department of Motor Vehicles, within 10 days.
D.
An MV 104A will be completed for all accidents investigated at the
scene, in duplicate or triplicate.
E.
A copy of each such accident shall be forwarded monthly to the Suffolk
County Traffic Safety Board.
A.
File name: police blotter.
B.
Location of file: headquarters, main desk.
C.
Reason for file's existence: to record all police business affecting
the Police Department, any member of the Department or the activities
of any member of the Department occurring within the geographical
jurisdiction of the Department. The police blotter shall be considered
the primary source of information. Where a complete record is made
in other authorized records, a brief entry shall be made in the blotter
referring to the complete record.
D.
Procedures. Entries shall be made describing all incidents, investigations
and services performed within the geographical jurisdiction of the
Department, giving full particulars to the Department's assigned
personnel and personnel absences.
A.
File name: personnel files.
B.
System of filing: seniority.
C.
Location of file: office of the Chief of Police.
D.
Reason for file's existence: to provide personnel data reference.
Individual personnel history folders containing pertinent data for
each member assigned to the command are maintained in the Chief of
Police's office and filed by seniority.
A.
Location: booking station of headquarters communications room.
B.
Purpose: to record the arrest and detention and/or release of each
person physically arrested by this Department or brought in by another
agency for the purpose of confinement prior to arraignment or transporting
to another facility.
C.
Arrest book numbers run consecutively and continuously.
D.
All data called for in the arrest book must be completed by the booking
and releasing officer.
A.
Location: headquarters desk, in the rear of the blotter.
B.
Purpose: to provide a fair rotation of the several wreckers licensed
by the Village and authorized to tow for the Village; shows whether
each vehicle towed is by rotation or specific request. This is for
disabled vehicles and vehicles involved and disabled in an accident.
A.
Location: headquarters communications room.
B.
Purpose: to provide a means of finding a blotter entry pertaining
to an individual through a system of recording individuals' names
alphabetically and the CC numbers pertaining thereto with the name.
This is a separate volume, but directly related to the official police
blotter.
A.
Location: headquarters communications room.
B.
Purpose: to provide an area to contain small and inexpensive lost
and found items convenient for management by the desk officers. Articles
and/or cash exceeding $25 in value shall be turned over to the Chief
of Police for safekeeping. Close control must be maintained over lost
and found items and a receipt system followed in accordance with the
receipt procedure established and filed in the special order file.
A.
Location: headquarters communications room.
B.
Purpose: to provide a triplicate receipt system to control the receiving
and issuing of moneys and properties from and to individuals, which
can show a chain of possession and distribution of said moneys and
properties. A specific procedure is established and made a part of
the special order file.
A.
Location: headquarters communications room.
B.
Purpose: to provide forms for the convenience of the public relative
to motor vehicle registration, driving license applications and other
related motor vehicle matters; also, burial permits issued from the
Village Clerk's office and various forms relating to court.
