Ala. Admin. Code r. 265-X-3-.04

Current through Register Vol. 43, No. 1, October 31, 2024

Section 265-X-3-.04 - Alabama Uniform Supplemental Report Instructions

(1) The Alabama Uniform Supplement Report (supplement report) is used to record information or action taken on a case after the submission of the I/O report. The proposed revisions to the supplement report are intended to go into effect during January 2006. Previous versions are valid until January 1, 2008. A copy of the form can be found at Appendix B at the end of this chapter. The new form will contain a 12 digit agency case number and a nine digit ORI number and will include areas to enter all property types that are allowable entries on the revised IO Report. Throughout this section, asterisks are used to indicate required data elements. Supplements are used:

(a) As continuation sheets for the I/O report when there is insufficient narrative space on the I/O report and additional reporting space is needed;

(b) To report recovered property;

(c) To report additional stolen property;

(d) To change stolen or recovered property values;

(e) To change an offense code; and/or

(f) To indicate the disposition of a case.

(2) There is no limit to the number of supplements that may be completed during the investigation of a single case. However, the only reports sent to ACJIC are supplements:

(a) For additional stolen property;

(b) For recovered property;

(c) To change an offense;

(d) To unfound a case; and/or

(e) To clear a case.

(3) The supplement form is designed to aid the investigating officer. It is made up of identifiable sections and numbered blocks providing a place for recording elements which link the supplement to the original I/O report.

(a) Following are instructions for the data elements contained in the top section on page one of the supplement report.

1. *ORI Number (1) - There is space for nine digits in this box. (Required data element.)

2. Agency Name (2) - Enter the name of your law enforcement agency.

3. *Date and Time of This Report (3) - Enter the date this report was written using numbers to indicate the month ("M"), day ("D") and year ("Y") of the report. Enter the time of the report (minutes followed by hours) and check AM, PM or Mil (military or 24-hour clock). (Required data element.)

4. *Case Number (4) - Always enter the Agency Case Number that appears on the original I/O report. (Required data element.)

5. Suffix (5) - If a suffix was used on the original I/O report, use the exact same case number on the supplement.

(b) Following are instructions for the data elements contained in the event section on page one of the supplement report.

1. Victim's Name (6) - Enter the victim's name in this block. In order to prevent confusion, enter the exact name as it appears on the original report.

2. *Date of Original Report (7) - Enter the date by month ("M"), day ("D") and year ("Y") that appears on the original I/O report. (This is a required data element.)

3. Type Report (8) - Select the appropriate choice to indicate the purpose of the supplement. Following are definitions of each purpose type.

(i) Continuation - Check this if you are completing the supplement because you ran out of room on the narrative section of the original I/O report.

(ii) Follow up - Check this if you have additional information to report on a case.

4. *Original Incident/Offense (9) - Enter the original incident or offense as it appears on the I/O report. (This is a required data element for prior year cases, or if you are changing an incident/offense code.)

5. *UCR Code (10) - Required data element.

6. State Code (11) - Enter the state code citation for the offense.

7. New Incident/Offense (12) - Complete this block only if there is a change in the incident/offense originally reported. If you are making a change in this block, explain the reason for the change in the narrative.

8. *UCR Code (13) - Enter correct UCR Code. Required data element.

9. State Code (14) - Enter the state code citation for the offense.

10. Has an Arrest Been Made (15) - Check "Yes" if an arrest has been made, and check "No" if an arrest has not been made.

11. Date of Arrest (16) - If an arrest was made, indicate the month ("M"), day ("D") and year ("Y") in this block.

12. Has a Warrant Been Obtained (17) - If no warrant has been obtained, check "No." If a warrant has been obtained, check "Yes" and enter the warrant number.

13. Date of Warrant (18) - If a warrant has been obtained, indicate the month ("M"), day ("D") and year ("Y") in this block.

14. Prior Year (19) - This is a shaded block. Leave it blank.

15. Defendant's Name (20, 21) - If the offender(s) is known, enter his or her full name.

(c) In general, the narrative section of the supplement report should be used to record your activity and all developments in the case subsequent to the last report. Check the appropriate box if the narrative is continued on the back of the supplement. Examples of items to be placed in the narrative include the following:

1. A description and value of each item of additional property stolen or recovered;

2. Names of persons arrested;

3. An explanation of any changes to the incident/offense from what was indicated on the original I/O report;

4. Disposition of recovered property;

5. Case status and case disposition; and

6. The section and item numbers continued from the I/O report.

(d) Following are instructions for completing the narrative section of the supplement report.

1. Local Use (22) - This is an optional data element. It is designed for your agency's local use. Either alpha or numeric characters may be entered here.

2. State Use (23) - This area is designated for use by ACJIC.

(e) After each article and its respective value is listed in the narrative, the totals of each property category must be entered in the appropriate block or blocks in this section. Please note you may only enter one dollar value in each line, so the amount entered on each line should represent the total value of the articles stolen, recovered, damaged or destroyed. For instance, three gold watches each worth $1,000 are stolen in a burglary. Each watch should be listed individually (along with a description and any identifying numbers) in the narrative section. In the value section, you should enter $3,000 in the "S" line under the "jewelry" category.

(f) Following is a description of information concerning stolen and recovered motor vehicles that may be entered on the supplemental report

1. Motor Vehicle Stolen in Your Jurisdiction (63) - If the motor vehicle was stolen in your jurisdiction, select "Y." If the motor vehicle was not stolen in your jurisdiction, check "N" and indicate where it was recovered.

2. Recovered in Your Jurisdiction (64) - If the motor vehicle was recovered in your jurisdiction, check "Y." If the motor vehicle was not recovered in your jurisdiction, check "N" and list where it was recovered.

(g) Following is a description of information to be entered on the supplement report in the event multiple cases are closed by a single report.

1. Multiple Cases Closed (65-70) - These blocks allow for reporting agencies to close additional cases at the same time as long as they are all cleared by the same disposition type. If suffixes were included on the original report, they need to be reported here.

2. Additional Cases Closed in Narrative (71) - Select "yes" or "no" to indicate whether additional cases are closed in the narrative. You may indicate additional closed cases in the narrative.

(h) The administrative section contains information about the reporting/ assisting officer in the case, case status and dispositional information.

(i) Following is a description of information to be entered in the administrative section of the supplement report.

1. Case Status/Entered ACJIC/NCIC (72) - A case status should be indicated for all cases including non-criminal incidents. Following are definitions of each case status.

(i) Pending - The case is considered pending if any additional information is required by follow-up investigation or if the case is under active investigation.

(ii) Inactive - The case is unsolved and every reasonable avenue of investigation has been pursued and exhausted. No arrests have been made, and all active investigation has been terminated.

(iii) Closed - The case is declared closed for UCR purposes when the entire matter has been completed and no additional police action is required. If a case is closed, disposition information must be provided.

(iv) Entered ACJIC/NCIC - If you have entered any information from the report into the ACJIC/NCIC network, indicate yes and provide the date entered.

2. Case Disposition (73) - Indicates how and why a case was closed. Following are definitions of each type of case disposition recognized for UCR reporting purposes.

(i) Cleared by Arrest (Adult/Juvenile) - An offense is "cleared by arrest" or solved for crime reporting purposes when at least on person is arrested, charged with the commission of the offense and turned over to the court for prosecution. If an arrest was made, indicate whether the defendant was under 18 (juvenile) or 18 years of age or older (adult).

(ii) Unfounded - If a complaint is found to be false or baseless after investigation, then this category should be selected. Do not classify a case as unfounded if there are no leads available, stolen property was recovered, victim refuses to prosecute or the incident seems insignificant.

(iii) Exceptional Clearance - For a case to be exceptionally cleared, all of the following criteria must be met.

(I) The identity of the offender must be determined. (You must know his or her name).

(II) The exact location of the offender must be known.

(III) The grounds of the criminal charges must be sufficient for prosecution.

(IV) There is some reason(s) beyond your control that prevents you from arresting and prosecuting the offender.

(V) The offender you are seeking is serving a life without parole sentence for a separate conviction.

(VI) The offender is in another state/country and extradition is refused.

(iv) In order to exceptionally clear an offense, you must select one of the following reasons:

(I) Suspect/offender is dead;

(II) Other prosecution;

(III) Extradition denied;

(IV) Lack of prosecution (on the part of the victim);

(V) The offender is a juvenile and the case is not referred for prosecution; or

(VI) The victim is dead.

(v) In order for an exceptional clearance to count for UCR purposes, the following information concerning the offender must be provided:

(I) Offender's sex;

(II) Offender's race;

(III) Offender's age or date of birth.

(vi) Cases submitted to the UCR program that do not meet the above criteria will not be counted as cleared by ACJIC.

3. Reporting Officer and Assisting Officer (74, 75) - The officer(s) taking the report should enter their full names and shield/identification numbers in this space.

4. Supervisor Approval (76) - The reporting officer's supervisor should sign his or her last name in this section to indicate he or she has reviewed and approved the report for accuracy and completeness.

5. Watch Commander (77) - The watch commander is to sign his or her name in this space to indicate he or she has reviewed and approved the report for accuracy and completeness.

(I) Following is a description of the data elements to be completed on side two of the supplement report.

1. Date and Time of This Report (78) - Enter the date this report was written using numbers to indicate the month ("M"), day ("D") and year ("Y") of the report. Enter the time of the report (minutes followed by hours) and check AM, PM or Mil (military or 24-hour clock).

2. Case Number (79) - Always enter the Agency Case Number that appears on the original I/O report.

3. Suffix (80) - If a suffix was used on the original I/O report, use the exact same case number on the supplement.

4. Narrative (81) - The back of the supplement provides additional space for narrative. If more space is needed, check the box and continue on and an additional supplement form.

Ala. Admin. Code r. 265-X-3-.04

New Rule: Filed March 22, 2006' effective April 26, 2006. Amended: Filed August 12, 2009; effective September 16, 2009.

Author: Becki R. Goggins

Statutory Authority:Code of Ala. 1975, Section 41-9-621.