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Title Administration / Policy B-31
Effective Date 2-22-10
Rescinds 4-1-08
Subject Administrative Reporting Program
Purpose The Administrative Reporting Program is designed to ensure that information regarding daily, weekly, monthly, quarterly, semi-annually, annually, biennially, and triennially operational activities and statistics is communicated throughout the department and to any mandated outside agencies.
Scope This directive applies to all personnel.
Reference  
CALEA Chapter 11 & 25
  1. Definitions:
    1. Administrative Reports — Reports generated on daily, weekly, monthly, quarterly, semi-annually, and annual operational activities and statistics, and which are communicated throughout the Department, System, and to any mandated outside agencies
  2. Required Reports / Analysis / Assessments:
    1. Per Incident
      Standard, Statute, or Policy Report or Analysis Purpose Assigned to Distributed To
      1.3.6 Report — Discharge of Firearm Use of Firearm Occurrence Officer Chief
      1.3.6 Report — U of F causing injury or death Use of Force Occurrence Officer Chief
      1.3.6 Report — U of F with lethal or less-lethal weapon Use of Force Occurrence Officer Chief
      1.3.6 Report — Weaponless U of F above non-compliance Use of Force Occurrence Officer Chief
      1.3.7 Review — All reports required in 1.3.6 Determine if force was within policy Board Chairman Chief
      41.2.2 (i) Review — pursuits Determine if pursuit was within policy Board Chairman Chief
      41.2.3 (e) Review — use of roadblocks & forcible stops Determine if use was within policy Board Chairman Chief
      46.1.3 (h) Report — After Action of Disasters or Unusual Occurrences Improve future responses Incident Command Staff Chief
      70.1.7 (b) Report — escape of prisoner being transported Escape occurrence Officer Chief
      84.1.6 Inventory — Evidence Personnel Change Verify Property and evidence New Custodian & Chief’s Designee Chief
    2. Monthly
      Standard, Statute, or Policy Report or Analysis Purpose Assigned to Distributed To
      System Police Policy A-8 Report — System Police Activity Report Crime Statistics Calls for Service, and Overtime worked Records Supervisor Office of the Director of Police
      Texas UCR Program
      (Voluntary)
      Report — State Crime Statistics Report Crime Statistics for State UCR Records Supervisor Texas Department of Public Safety
      Criminal Justice Information Services Advisory Policy Board TCIC / NCIC Validations Validation of Input Information Terminal Agency Coordinator Texas Department of Public Safety
      17.4.1 Report — Fiscal management status Budget Accountability Administration Chief
      17.4.2 (f) Report — cash funds Cash fund accountability Administration Chief
      46.1.8 Inspection — CRT equipment Inspection of equipment for critical response Supervisor Shift Commander
      53.1.1 Inspection — Line Inspection of officers and equipment Supervisor Shift Commander
      81.3.2 Inspection — Alternate source of power Inspection of alternate generator Physical Plant Accreditation
    3. Quarterly
      Standard, Statute, or Policy Report or Analysis Purpose Assigned to Distributed To
      UTPD Policy B-4 Report — EWS Update Chief on Early Warning System activations Accreditation Manager Chief
      35.1.3 Evaluation — Probationary Discuss job performance and alert to areas needing improvement for probationary employees Supervisor Chief
      45.2.2 Report — CRO Update Chief on Community programs and concerns CRO Liaison Chief
    4. Semi-Annually
      Standard or Statute Report or Analysis Purpose Assigned to Distributed To
      84.1.6 (a) Inspection — Evidence and Lost & Found Ensure property and evidence is being logged properly Evidence Custodian and Lost & Custodian Chief
    5. Annually
      Standard or Statute Report or Analysis Purpose Assigned to Distributed To
      System Police Policy A-8 System Crime Statistics Report Crime Statistics Calls for Service, and Overtime worked Records Supervisor Office of the Director of Police
      Texas Code of Criminal Procedure
      Art. 2.134
      Report — Racial Profiling Comply with State Law Records Supervisor Chief, Vice President of University Operations
      20 USC
      § 1092(f)
      Report — Campus Security Act Comply with Federal Law Records Supervisor Chief, Vice President of University Operations
      Texas Code of Criminal Procedure 59.06(g) Audit — Asset Forfeiture Comply with State Law C.I.D. Supervisor Chief
      1.2.9 (d) Review — Racial Profiling Identify trends indicating need for training and adherence to State Law Command Staff Chief
      1.3.11 Report — use of force training. Policies, lethal and less lethal weapons Demonstrate proficiency Training coordinator Chief
      1.3.13 Analysis — Use of Force Identify trends indicating need for training F.O. Captain Chief
      15.2.1 Report — Department Goals and Objectives Assist Planning and Research Command Staff Chief
      15.3.1 Analysis — Crime Analysis Assist with planning and research, staffing, patrol needs Records Supervisor Chief
      16.2.1 Review — all specialized assignments Determine whether assignment should continue F.O. Captain Chief
      17.2.2 Report — Budget Proposal Assist Planning and Research Command Staff Chief
      25.1.3 Analysis — Grievance Identify trends indicating need for training Chief Command Staff
      33.5.1 Activity — legal update training Understand new laws Training Chief
      35.1.2 Evaluation — Employee Performance Performance Feedback Supervisor Chief
      35.1.9 (c) Evaluation — Personnel Early Warning System Identify changes needed Accreditation Manager Chief
      41.2.2 (i) Analysis Pursuit Identify trends indicating need for training F.O. Captain Chief
      42.1.6 (i) Review — Criminal Intelligence Procedures and process Identify changes needed C.I.D. Supervisor Chief
      44.1.3 Review — Juvenile enforcement & prevention programs Identify trends, successful programs and training needs Crime Prevention Chief
      46.1.9 Report — training on All Hazards Plan Increase preparedness and identify additional ICS training needs Command Staff Chief
      52.1.5 Report — IA statistical summary Publish complaint summary for the year Internal Affairs Chief
      61.1.1 Analysis — Traffic Enforcement Time management and use of discretion among officers F.O. Captain Chief
      61.1.1 Analysis — Traffic Accident Identify need for traffic engineering F.O. Captain Chief
      81.3.2 Test — alternative source of power under full load Check readiness of generator Physical Plant Accreditation
      82.1.6 (d) Audit — Computer check –password security annual Security check for date back-up, storage, access security & password audits Technology Resources Accreditation
      84.1.6 (c) Audit — Evidence and Lost and Found- supervisor not directly connected to function Verify the integrity of the system and accountability of property. S.S. Captain Chief
      84.1.6 (d) Inspection — Evidence and Lost and Found unannounced Check area to ensure cleanliness and orderliness. Verify property is in correct location. S.S. Captain Chief
    6. Biennial
      Standard, Statute, or Policy Report or Analysis Purpose Assigned to Distributed To
      1.3.11 Report — use of force training. Other less lethal weapons and weaponless control techniques. Demonstrate proficiency Training coordinator Chief
    7. Triennially
      Standard, Statute, or Policy Report or Analysis Purpose Assigned to Distributed To
      16.1.2 Report — Workload Assessment Analyze Staffing Strength and assignment needs Division Commander Chief
      31.2.2 Review ⁄ Analysis — Recruitment Plan Review if plan is meeting goals Recruiter Chief
      41.2.7 Report — Training on dealing with mentally ill Increased proficiency Training Chief
      45.1.1 Evaluation — effectiveness of CPU program Identify positive and negative programs Crime Prevention Chief
      45.2.4 Survey — citizen surveys Identify areas in need of improvement Accreditation Manager Chief
      53.2.1 (e) Inspection — staff inspection of organizational components Identify areas in need of improvement UT System Chief
      55.1.2 Review — Victim / Witness Assistance Needs Review department’s management with victims Command Staff Chief
      71.2.1 Training — temporary detention Improve proficiency Command Staff Chief
      71.4.3 Review — administrative review of temporary detention procedures Identify areas in need of improvement Command staff Chief
    8. As Directed
      Standard, Statute, or Policy Report or Analysis Purpose Assigned to Distributed To
      21.1.1 Job Task Analysis Assist with Workload Assessment Division Commander Chief
  3. The Accreditation Manager will use the proof schedule spreadsheet and this policy to assist with ensuring that required reports are turned in on time. Reminders will be sent or discussed as needed.