Report Writing for School Safety Officers Copyright Warning The material contained herein is the sole property of the National Association of School

Report Writingfor

School Safety Officers

Copyright WarningCopyright Warning

The material contained herein is the sole property of the National Association of School Resource Officers Inc. a non-for-profit corporation.

No part of this presentation may be reproduced or utilized in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage and retrieval system, without permission in writing from:

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Module Learning ObjectivesModule Learning ObjectivesAfter completion of this course, you should be able to answer the

following questions

• Why is accurate report writing important?

• What’s the best way to gather facts for a report?

• What’s the best way to organize a report?

• What are the essential elements of a good report?

Writing Reportsor

Why do I have to spend so much time and energy writing stuff which most of the time doesn’t matter any way ?

Definition of a Definition of a School Incident Report:School Incident Report:

An orderly written account of the facts of an incident that have been observed, heard or investigated.

Importance of a Well-Written Report

I. Multiple readings and uses of the report.

II. Documentation for your actions, judgment and decisions.

Who sees and what uses are there for the reports that SSOs write ?

Multiple Uses of SSO ReportsMultiple Uses of SSO Reports

• Report is used by many different groups.

• Report information is used for many different purposes.

Law EnforcementAgency

How a school incident report may be used:

• Decisions about further investigation or action.

Judge

How a school incident report may be used:

• Conditions for pre-trial release

• Setting bail

• Sentencing

ProsecutorHow a SSO Incident report may be used:

Charging Priority of case Plea agreements Ability to

proceed based on evidence and report data

Defense Attorney

How a SSO Incident Report may be used:

Advice for client based on strength of case

Pre-Sentence Investigation


Seriousness of incident Lethality factors Substance abuse

treatment

Child/Adult Protective Services How a SSO Incident

Report may be used:Determination if services

or protection is needed for the children, elderly or disabled members in household

Jury


Understanding of the case and evidence

Is the defendant guilty?

Rehabilitation ProgramHow a SSO Incident Report may be used:

• Circumstances of a possible abusive incident

• Level of violence, neglect, and past violence

• Substance abuse issues

Court-Ordered SupervisionHow a SSO Incident Report may be used:

What level of supervision is needed?

Victim


Protection orders Civil actions Child custody

issues

Advocate

How a SSO Incident may be used:

• Safety concerns and planning

• Follow-up advocacy

Future Investigations/Charges/Discipline


Historical record for future use;

Your agency, other agencies, background investigations

Importance of Documentation

I. Establishes that a incident occurred and details the specifics of the incident.

II. Communicates all relevant information for actions taken by SSO, including the reason for the investigation.

Importance of Documentation (continued)

III. Serves as a permanent record of SSO’s observations and actions regarding a particular incident.

IV. Documents interviews and on-scene investigation even if custodial detentions does not occur.

The “7” report writing essentials

1. Who ----------------------(person’s full name, DOB, address, phone #’s, parents’ names, school )

2. What ---------------------(actions taken / seen / heard)

3. Where --------------(pinpoint locale of incident & people)

4. When --------------------(give the date and exact time)

5. How -------(list chronologically the events of the incident)

6. Why --------------------(if known / reasons / motives)

7. Action taken -----(what you did or what are you recommending in response to the incident)

WRITING STYLES

Manuscript: e.g., it was a dark and stormy night Chronological, e.g., begin at the beginning Introduction Body Conclusion “ Bullet Pointing”

Characteristics of Well-Written SSO Reports

I. Factual

II. Accurate

III. Objective

IV. Complete, yet concise and clear

Characteristics of Well-Written Police Reports cont.

V. Includes available supplemental documents/forms

VI. Includes school behavioral history of violence or other school rules infractions of the offender

VII. Protects confidentiality of victim’s address when necessary

Report Characteristics:Factual

I. Includes exact statements;

II. Contains excited utterances in quotes;

III. Demonstrates emotions by describing the demeanor of those present;

Report Characteristics:Factual cont.

IV. Contains facts and items that can be verified through one of your five senses: sight, hearing, touch, taste, and smell

V. Write everything that is seen and heard

Report Characteristics:Accurate

I. Time of dispatch, response, incident recorded as precisely as possible

II. Document other important points of time during the incident

III. Correct names, dates of birth, addresses, and identification of all present including children and witnesses

Report Characteristics:Accurate cont.

IV. Measurements included are accurate, serial # of weapons noted, detailed description of weapons included, scene accurately described

V. Injuries are carefully noted, described and documented

VI. Include names and titles of others responding to the scene, i.e., emergency medical personnel, volunteer fire department, Principal , etc.

Report Characteristics:Objective

I. Contains descriptive language, not opinions

II. DON’T write: She had a scratch on her face.

III. DO write: She had a four inch horizontal scratch across her left cheek from ear to upper lip.

IV. Contains all accounts of the incident, even if they conflict.

Report Characteristics:Complete

I. Contains who, when, what, where and how in detail;

II. Explains why, if applicable, in an objective manner;

III. Uses direct language; andIV. Advises of arrest, request for

warrant, what to next.

All area’s of your report should meet the criteria of the “4” C’sC’s::

1.1. CCompleteness (Full names & #’s for all involved)

2.2. CConciseness (Leave in the important details, leave out the unnecessary ones! Experience

will teach you this how to do this)

3.3. CClearness (Use simple words & sentences. Use proper grammar,

vocabulary & spelling)

4.4. CCorrectness (Your entire report is accurate & factual)

Keep facts separate from opinions!!

• FactsFacts:: Statements that can be verified.

• OpinionOpinion:: One persons point of view.

Taking notes: • Is the 1st step in writing a report.

• Allows you the opportunity to gather the information when it is fresh.

• Allows you to get complete information on all persons involved.

• You don’t have to rely on your memory for important / critical information.

Preparing to write:

• With all of the information you have gathered you are ready to organize.

- Before writing, take time to think what you want to write.- Asses your readers needs and try to answer them all.- Outline your report using the “7” essentials.

Always review your report after you have completed it!

Do you have all the necessary information?

• Date• Time • Place• Participants• Witnesses

Keep in Mind

• Write the report in such a way so that someone who wasn’t at the scene could read the report and feel as if they had actually responded.

Everything that you write, like everything you say and how you conduct yourself on the job

makes a statement about you!

The words that you chose, the way that you put them into sentences and the tone that you use also reflect on

you!

Reality Check

What are the two most What are the two most important lessons you have important lessons you have

learned from this component?learned from this component?

NEXT LEARNING MODULE

SSO Role in Dealing With Special EducationKids