Welcome to Corrections 290-Public Safety Communications
| Please print this page and complete the required sections. The recommend text is Report Writing Concepts for Peace Officers, by Joseph N. Davis (http://www.cpoa.org/reportwriting.html) . This text addresses the fundamental techniques for report writing. It has several examples of report narratives, which are excellent "templates." The text is written in an easy-to-read style and has many examples and practice tests. There are no CD's/Audios Required! |
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Rio Hondo College
Department of Public Safety
3600 Workman Mill Road
Whittier, CA 90608
Course Description: This is a basic course designed to assist students in perfecting their writings for the correctional setting. This course will provide the student with the working knowledge of various reports, the standards of report writing and the proper format and content of the reports.
Unit 1- Complete the Minimum Course Requirements click here to begin.
Unit 2 - The Gunning Fog Index. Describe and discuss
Unit Overview: Measuring your writing. One of the most useful tools to measure writing readability is the "Gunning Fog Index". Author Robert Gunning was the leader in the crusade for clear writing until his death in 1980. This three step formula is easy to use, and extremely accurate.
Step One: Figure the average number of words in your document. Count the total number of words and divide by the total number of sentences. Example: You have 444 words and 25 sentences. Divide 444 by 25, you get 17.76. Round it off to 17.7.
Step Two: Figure the percentage of "polysyllables". A polysyllable is a word with three or more syllables. Three exceptions: One) Do not count as polysyllables proper nouns, Two) Combination words (horsepower), Three) Verbs that become three syllables by adding -ed, -es, or –ing. Continuing on the example, we have 444 words, 124 of these words are polysyllables. The percentage is 27.9. (Divide the large number into the small number.
Step Three: Add the results then multiply by .4. (Why .4, because that is the formula. Hey, I didn't make this thing up.) Continuing: 17.7 (average words per sentence) plus 27.9 (percentage of polysyllables) and multiply by .4, results 18.24.
The gunning fog index in this example is 18.24, rounded out to 18.2. This would be very high a gunning fog index readability level, therefore the reader would have an extremely difficult time trying to figure out what the writer is attempting to communicate.
What should your Gunning Fog Index be?
Proper use of the gunning fog index allows the writer to write to target the
report to the reader. Example: You are writing a short story for children. The
expected reader will be between five and seven years old. What type of words
will you use? Of course, words that understandable to a five to seven year old
child. On the other hand, you are writing a report to be used by scientist. What
is the vocabulary used? The typical vocabulary used by those in the field of
science.
The gunning fog index allows the writer to rate his or her own writings. It is a measurement tool.
In corrections, the writer submits a report to different target groups. The average inmate has a reading average of 6.9. The writer then must consider this reading average when submitting reports to inmates. Example: An inmate commits a disciplinary infraction and is given a Rule Violation Report. The inmate is entitled to defend the charges. How can the inmate possibly defend the charges when he/she can not understand what the report is alleging? The inmate must then be given assistance to contest the charges. The assistance given is generally a staff member, therefore we are unnecessarily wasting tax dollars just because someone decided to write a fancy report. To avoid this, the writer should submit a report with a gunning fog index between 6 and 9. This would be reasonable.
On the other hand, the employee may have to write a report to
be used by the legislator. Since you would not want to insult the legislator's
intelligence, the report should have a gunning fog index readability level
between 12 and 17. Unless the report is a specialty report (legal writings,
medical, technical, etc.) the gunning fog index of the report should never be
above 17.
Unit 3 - Typical Reports used in Corrections. List and discuss
Unit Overview: There are many different types of reports. The reports vary depending upon an employee's classification. Medical personnel generally write different reports then custody personnel. In this section, we will be discussing the most common reports used by all staff. Five reports used by the correctional employee are Memorandum, Custodial Counseling Chrono (CDC 128A), Informational Chrono (CDC 128B) Rule Violation Reports (CDC 115), and Incident Reports (CDC 837).
Unlike the common work force, the memorandum is not used for everything. The memorandum can not be used to document an inmate disciplinary infraction. This is documented on the "Rules Violation Report" or the "Custodial Counseling Chrono". Specific general information is documented on an "Informational Chrono". Medical information is documented on the "Medical Chrono".
The memorandum is generally used to relay general information to a wide variety of people. The Division Head might send out a memorandum to all employees to advise them of a change in policy or procedure. The memorandum will then be addressed to "All Staff", or if it to include the inmate population, the memorandum will then be addressed to "All Concerned". This ensures wide circulation among the staff and inmates therefore the information will circulate quickly.
The memorandum can be used to propose a change in policy/procedure or law. This type of memorandum usually goes up through the "chain of command". The writer is to state the current practice; the problems associated with the current practice, the suggested new practice, and why the new practice would be beneficial to the organization. Usually the writer recommends a series of the proposed new practice, allowing the decision-makers the opportunity to select the best alternative.
Another use of the memorandum is to report staff misconduct. An employee who witnesses an act of misconduct by an employee must submit a memorandum to the investigators. Normal practice is for this memorandum to go up through the chain of command, however, the chain of command is sometimes bypassed when the reporting employee feels the supervisors are condoning or tolerating the misconduct.
Employees use the memorandum for personal business. Example: An employee wishes to submit a request for vacation time. The employee submits a memorandum to the Personnel Assignment Office requesting the time off.
Memorandum [Example of Memorandum]
Writing the memorandum: Consider the target (receiver) of the memorandum. In most cases the target is a person who minimally is a high school graduate. A gunning fog index readability level between 8 and 14 is acceptable. The language to be used is plain English, unless a quotation is being used. "Jargon" can be used when it is clearly understood by the receiver. The memorandum should have the most important information in the first paragraph, then re-stating that information with a conclusion at the end. The "nice to know" information can be in the center, but should be avoided as "clutter" can become a problem. After finalizing your memorandum, the reader should have a source available for clarification. Example: "Should you need any further information I can be contacted at 555-1212". The memorandum is to be signed with name and title of the authoring person.
Unit 4 - Submitting "Counseling Chrono's". Describe and discuss
Unit Overview: Review
CCR Section 3312 Disciplinary Methods. The correctional employee documents minor violations of procedure or
regulations using the "Custodial Counseling Chrono". The employee
first counsels the inmate about the violation then documents the misconduct and
the inmate's agreement to correct the misbehavior. If the inmate is unreceptive
to the counseling, or does not agree to correct the behavior, the misconduct is
to be documented on a Rules Violation Report.
Examples of minor misconduct violations include but are not limited to: The custodial counseling chrono is to clearly state the specific misbehavior
displayed by the inmate. A complete report has all the listed information:
Write clear plain English. Quote "prison jargon" when used by the
inmate. State clearly understood terminology. Avoid passive statements. Example:
"Inmate Smith was observed smoking." Use active: Example: "I saw
inmate Smith smoking." Avoid conclusions: Example: "Inmate Smith saw
me coming." State factual statements: Example: "Inmate Smith turned
his head in my direction and acknowledged my presence by stating "Hello
Officer Jones"."
Unit 5 - Submitting
" Minor Disciplinary Reports". Describe and discuss
Section 3312 addresses the "Custodial Counseling Chrono".
Smoking; See CCR Section 3188
"Smoking Policy."
Unauthorized Area; See CCR Section 3015.
Unauthorized Areas and Facility Boundaries."
Misuse of Telephone; See CCR Section 3282.
Use of Telephones by Inmates."
Foul Language; See CCR Section 3004.
Rights and Respect of Others."
Contraband Issues; See CCR Section 3006.
Contraband."
What did the inmate do/not do?
When did the inmate do/not do it? (Date and Time)
What specific rule or procedure did the inmate violate?
What was the response by the inmate?
Was the inmate receptive to counseling?
Unit Overview: Read CCR section 3314. Administrative Rule Violations.
A disciplinary report is called a "Rules Violation Report" (RVR) most commonly referred by it's form number, "The CDC 115 (one-fifteen). The RVR is classified into one of two categories, depending on the seriousness of the misconduct. If the RVR is classified as "Administrative", the hearing officer can assign a disposition consistent with CCR section 3314(e). If the RVR is classified as "Serious", the senior hearing officer can assess a penalty consistent with CCR section 3315 and CCR section 3323.
When an employee documents misconduct on a RVR, the inmate is entitled to a hearing to determine guilt or innocence. Because of this, the employee must be extremely accurate in documenting the facts. The inmate will have the opportunity to dispute the report of the employee, oftentimes, without the employee being present to explain the report.
In this unit, we are going to concentrate on "administrative violations". Per section 3314, an administrative violation is an act: that is not a misdemeanor; does not involve the threat of force or violence against another person; does not involve a breach of or hazard to facility security; is not a serious disruption of facility operations; does not involve the introduction or possession of controlled substances or dangerous contraband; any felony offense.
"CDC 115" An example
of an "Administrative Rule Violation" CDC 115.
Unit 6 - Submitting "Serious Disciplinary Reports". Describe and discuss
Unit Overview: A "Rule Violation Report", classified as a serious offense is the most costly to the inmate. When an employee submits a report for a serious violation the inmate may suffer "credit forfeiture". The forfeiture will depend upon the seriousness of the offense and can fall between one month (30 days) and one year (360 days). A "Senior Hearing Officer" conducts the hearing. In addition to credit forfeiture, the local district attorney for the same violation can prosecute the inmate.
Since the inmate is subjected to a greater penalty, the report will be closely most scrutinized. The inmate can appeal the report stating the report is inaccurate. The inmate will look for any errors to take advantage of in the appeal process.
The information needed on the report is similar to that of the minor violation. The only exception is the specific act infraction is listed in either CCR section 3323 or CCR section 3315.
After you have listed the specific act, write the circumstances. Write as clearly as possible. List only those facts you know to be true. There is a major difference between what you believe and what you know to be true. You can believe there are people on Mars, but do you know they are there? What did you see/hear/smell etc.? When did it happen? Who did it? Who is involved? Where did it happen? Is there any evidence? Where is the evidence? Who are the witnesses?
Review "Serious Violation Report"
Example of Serious Violation CDC 115.
Unit 7 - Submitting "Incident Reports". Describe and discuss
Unit Overview: An incident report is written when a serious disruption to the operations of the institution occurs. Many disciplinary infractions will also involve the writing incident reports. (Example: You have a battery on an inmate with serious injury. This requires a rule violation report, and an incident report.)
Not all incidents involve the writing of a rule violation report. (Example: An earthquake or flood is a major disruption to the operation of the institution. An incident report must be submitted, but there is no rule violation report charging any inmate with any violation.)
CCR section 3382, entitled "Incident Reports",
speaks specifically to this issue. CCR section 3382 states:
Any event or activity occurring within the jurisdiction of institutions or
parole regions which may be of immediate interest or concern to the department,
or of special interest to other governmental agencies or the news media will be
immediately reported by the institution and region staff by telephone to the
office of the director or to the departmental duty officer. Wardens and
superintendents will submit a written report of the incident to the director
within 72 hours of the verbal notice. Parole regions will submit written reports
as instructed by the Deputy Director, Parole and Community Services Division.
Incidents to be reported include, but are not limited to all serious crimes such
as homicide or severe assaults upon or by inmates, parolees or employees,
escapes, and sensational activities or events such as riots, strikes,
demonstrations, disturbances, or disruption of essential services, and
significant damage or destruction of state property.
The incident report is written in similar fashion as the memorandum. You are advising the reader of the information you have pertaining to the incident. The reader is a departmental employee and has a minimum of a high school diploma. A gunning fog index readability level of between 8 and 14 is acceptable. Place as much information in the report to give the reader a clear understanding of what occurred. Draw the picture with your words.
"Incident.doc" Example of Incident Report.
Unit 8 - Submitting "Confidential Information". Describe and discuss
Unit Overview: Oftentimes, a correctional employee will have to document confidential information. The normal CDC Form used for the documentation of confidential information is the "Informational Chrono", CDC Form 128-B, however, it is not uncommon for employees to use either the "Memorandum", or the "Supplemental Report" form. The information on the report is extremely sensitive, and the confidentiality of the information may be necessary to save a life. Inmates have a "code" in which others may be called a "RAT", and their lives are in danger. In the prison system, staff usually won't find out about the "RAT" until after the attempted murder, or murder has occurred.
Inmates will give information to correctional employees on a daily basis. The way the staff member receives and relays the information would most likely determine how the informant survives in the prison system.
When receiving the information, ask the inmate: "Why are you telling me this? Asking the inmate this question will determine the test for reliability. For example: The inmate tells you there are numerous weapons on the yard. You ask the inmate "Why are you telling me this?" The inmate tells you "I saw them setting it up, and I don't want to get the yard locked down".
Does this meet the "Confidentiality Test"? This is information which if known to the other inmates would endanger the safety of "any person", the informant. "Information which would jeopardize the security of the institution". This information has met the confidentiality test. Next we test the reliability of the source. Reading CCR section 3321 (c)(1) through (5) will test the source's reliability.
Once the source has met the test for confidentiality and the test for reliability, we are ready to submit the report for inclusion into the inmate's central file. We go to CCR section 3321 (d) (1) and (2).
Other then the above process, staff will not discuss the information or the source of the information with anyone. Confidentiality means exactly that. The more people who know about the information, the more likely it would be that the source of the information will be discovered.
"Confidential Information Report"
Example of "Confidential reports."
Unit 9 - Review and Course Summary. Describe and discuss
Unit 10 - Final
At the completion of this unit, the student will submit the final examination to the instructor.
Final Exam: When the student is ready to take the final examination, the student
will e-mail the instructor with the name and address of the agreed upon proctor.
The instructor will send the assignment to the proctor who will administer the
examination. The proctor will then return the completed examination to the
instructor. The student will be notified of their final score by either e-mail
or the posting of scores on the web.
Complete the online course evaluation, click on the blue link
to begin the Course Evaluation
Final Examination: Your grade for the course
will be weighted as follows: Written Assignments = 50%, Final Exam = 50%. In
order to successfully complete the course you MUST complete the
written assignments and, take the final examination. If you live within 50 miles
of the campus, you MUST take the final examination on campus. You
may contact the Learning Assistance Center at (562) 692-0921 x 4016 or 3169 to
schedule taking the final exam. The Learning Assistance Center is located at the
Police Academy which is on the main campus on Canyon Drive. If you live over 50
miles from the college the exam may be proctored at your location. Contact your
instructor for details.
If you experience any difficulty or need any further clarification, contact the Online Coordinator, Carley Mitchell at mitchellcarley@hotmail.com or in an emergency call him at (801) 953-6173.