UTPD Policy B-31, Administrative Reporting Program

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

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

Required Reports / Analysis / Assessments:

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

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

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

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

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

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

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

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

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.