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Unit 12 Lesson Plan--Report Writing and Record Keeping UNIT 12.0 LESSON PLAN REPORT WRITING AND RECORDING KEEPING Module 12.1 Assessment and Overview 2:00 J.K. Test #1 12 Test Items UNIT OUTLINE AND PRESENTATION: NOTES: Performance Objective: Given a scenario, simulation or videotape of a jail related Assess 12.1.1 incident, generate a description of the incident. 1. Explain to class that this will be an assessment of their writing skills. Complete exercise. Performance Objective: Identify the elements of writing that are important for 2 Test Items 12.1.2 communication, including the following:  Organization and development of the report  Inclusion of relevant information  Anticipation of possible defenses that might be asserted by an inmate  Use of the active person  Use of the first person  Proper use of grammar, punctuation, spelling and word choice 1. Much of your work involves writing. Many persons use the information in your reports to make decisions regarding further actions. 2. When writing reports they must by organized and well developed and include all relevant data. a. Factual b. Accurate c. Clear d. Concise e. Complete f. Timely 3. Agencies vary on how reports will be completed some use a. Active person b. First Person c. Third person—not common much longer 4. Reports need to include the following a. Proper grammar b. Proper punctuation c. Correct spelling d. Proper word choices UNIT OUTLINE AND PRESENTATION: NOTES: Performance Objective: List in order of importance an approach to reviewing 1 Test Item 12.1.3 common writing errors as follows:  Is the description of the incident accurate?  Are all the elements of the incident articulated appropriately?  Is the report well organized?  Is all the necessary information included?  Is all the information in chronological order?  Are all the conclusions supported?  Is the report relatively free of surface errors? 1. Discuss with class common writing errors. a. The officer must determine if the report is accurate does the report answer the 6 primary questions: b. If the officer cannot answer one of these question they need to go back an find the answer. c. Is the report organized. d. If you have made conclusions are they supported by evidence and Is it stated clearly in the report. e. Ensure report is free of spelling, grammatical, and punctuation errors. UNIT OUTLINE AND PRESENTATION: NOTES: Performance Objective: Identify the four major types of reports used in local 3 Test Items 12.1.4 corrections.  Incident  Disciplinary  Crime  Use of Force Performance Objective: Describe the structure and elements of each of the major 3 Test Items 12.1.5 types of corrections reports identified in 12.1.4. Performance Objective: Explain the potential uses of each of the four major types 3 Test Items 12.1.6 of corrections reports identified in 12.1.4, including the following:  Communication of information  Documentation for inspections  Used in court as legal document  Legal liability if no record exits 1. Discuss each report type. a. Incident—describes incidents that occur in the detention setting. Each facility will use it’s own format, but the content is generally the same. contains the who, what, where, when, why and sometime how. b. Disciplinary reports are written when the inmate violates a facility rule or regulation. Includes date and time of occurrence, when provided to the inmate the summary of the hearing, the discipline to be imposed, who reviewed. c. Crime report—depending on jurisdiction written by correctional staff or deputies. Written when a crime is committed in the detention facility. Outlines the corpus delecti and elements of the crime. d. Use of force-will be specific to each agency, but intent is to document each use of force in the correctional setting. Includes type of force used, the officers actions, the inmates actions, the result of the force, was the suspect/inmate injured and treated. Allows supervisors to determine if force was reasonable and necessary. UNIT OUTLINE AND PRESENTATION: NOTES: 2. Reports are used for various reasons including: a. Communicating information to other officers, supervisor, other members of the criminal justice system. Module 12.2 Writing for Local corrections-Content 4 hours J.K. Test #1 7 Test Items UNIT OUTLINE AND PRESENTATION: NOTES: Performance Objective: Given a scenario, write a first draft of a report describing Practicum 12.2.1 the scenario. Performance Objective: In small groups of 4-5 trainees review first draft reports and No Test Items 12.2.2 give feedback to one another focusing only on the content aspects of the report. Performance Objective: Identify reference material and resources to assist in preparing 2 Test Items 12.2.3 corrections specific reports, such as the following:  Title 15 Guidelines  Penal Code  Policies and Procedures  Agency specific forms 1. Complete draft of report from scenario given in class. 2. Review as Class 3. Discuss reference materials that will assist officers in preparing reports. a. Title 15 b. Penal code c. Policies and procedures manual d. Agency specific forms UNIT OUTLINE AND PRESENTATION: NOTES: Performance Objective: Demonstrate proofreading and revision techniques 2 test items 12.2.4 related to improving the content of corrections specific reports including the following aspects:  Intended audience  Purpose  Organization  Development  Logic 1. When proofreading your reports you must remember who will be reviewing and reading the report. Know your audience. Make sure the report is for the purpose you intended, that it is well organized and logical. 2. If writing a rule violation, remember that the inmate will receive a copy and will challenge what you write. Also make sure they can understand it. 3. When proofreading make sure that the report is developed on factual data that you can support in the report. Performance Objective: Based on feedback from small group exercise, revise the Assessment 12.2.4.1 first draft of report prepared in 12.2.1 1. Have students discuss proof reading skills. Performance Objective: Identify the major types of record keeping required in local 3 Test Items 12.2.6 corrections setting and what must be included in each type record, including the following:  Safety checks  Restraint device checks  Suicide watch  Court lists  Etc. 1. Discuss appropriate record keeping in jail setting. a. Assists in legal liability issues b. Mandated by Title 15 c. Assists in Critical Incident reviews 2. Safety Checks a. Must be documented b. Completed in accordance with each agencies policies based on physical plant and classification of units. c. Documents welfare of inmates. 3. Restraint Device checks—twice every 30 minutes. Documented in writing. 4. Suicide Watch—twice every 30 minutes or as directed by agency policy, in writing. 5. Court lists—ensure inmates go to court as scheduled. Module 12.3 Writing for Local corrections-Organization 4 hours J.K. Test #1 2 Test Items UNIT OUTLINE AND PRESENTATION: NOTES: Performance Objective: Discuss at least two major ways to organize corrections- No Test 12.3.1 related reports and the advantages of disadvantages of each way, such as the following:  Chronological  Structured-topical headings 1. Chronological reports a. Flows from beginning to end b. Sometimes unnecessary data may have to be included to make sense c. Easier for reader to understand 2. Structured reports a. Information based on topical headings: Witnesses, Suspects, Evidence, b. Not easy for lay person to understand d. More concise Performance Objective: Identify reference material and resources to assist in No test items 12.3.2 writing reports, such as the following:  Writing manuals  Spellcheckers-handheld, computer based  Dictionary  Thesaurus 1. Officers have many resources to assist with report writing and to improve spelling and grammar. Most are portable and can be carried in your pocket or posse box. a. Writing manuals b. Spell checkers c. Dictionary d. Thesaurus Performance Objective: Describe proofreading and revision techniques related to 2 test items 12.3.3 improving the organization of corrections specific reports including the following:  Reading aloud  Outlining sequence of report  Examining logic  Anticipating questions of the reader. 1. Discuss proofreading techniques that help with the organization of a report. a. Read it out loud. 1. b. Outlining the sequence of the report c. Examining logic d. Anticipating questions of the reader Performance Objective: In small groups of 4-5 trainees review second draft reports Practicum 12.3.4 generated pursuant to 12.2.1 focusing only on organization of the report. 1. Review reports in small groups. Module 12.4 Information Gathering and Note Taking 3 hours UNIT OUTLINE AND PRESENTATION: NOTES: Performance Objective: Demonstrate techniques for effective interviewing of Practicum 12.4.1 inmate including the following:  Open-ended questions  Direct questions  Paraphrasing  Reflecting  Non-verbal cues  Active listening Performance Objective: Demonstrate note-taking techniques to gather information Practicum 12.4.2 during or after interviewing inmates, including the following:  Formatting in chronological order  Abbreviations  Quotes Performance Objective: Discuss techniques for effective observation of jail Practicum 12.4.3 incidents/condition of inmates, including the following:  Specific clues  Dress  Physical appearance  Knowing what to look for  Elements of crime 1. Notes are abbreviated notations written by an officer in the field while investing/ interviewing an incident or crime. a. They become the officers source document b. If notes are incomplete, difficult to read or poorly organized they will be of little use to the officer. c. Format notes in chronological order to make writing report easier. d. Abbreviate so you understand it and can translate later. e. Write entire quote if vital to the report. 2. Should be taken while information is fresh in the officer’s mind. a. Taken at scene of event or incident when practical b. Whenever an officer wishes to record specific facts for inclusion in the report. c. Any time the officer wishes to remember specific details at a later time. 3. Most effective way to gather clear, accurate, and complete information while conducting an interview is to use a systematic process. a. Listen attentively b. Take notes and ask questions c. Guide the interview by asking questions that will keep the person from becoming distracted and wandering from the point. d. Stop the person and ask questions when necessary to clarify points e. If a statement is particularly important have the person stop speaking while capturing the entire statement. Put as quote in report. f. Ask questions that are open ended, they don’t require a Yes or No answer. 4. When observing inmates or a scene after an incident watch for effective clues that will later assist you in report writing. a. How an inmate was dressed. b. The inmates or other persons physical condition. c. Are there any elements of a crime. d. Be observant; know what you are looking for. Module 12.5 Writing for Local Corrections-Mechanics 3 hours J.K. Test #4 4 Test Items UNIT OUTLINE AND PRESENTATION: NOTES: Performance Objective: Given a scenario of a jail related incident, write a Assessment 12.5.1 description of the incident. Performance Objective: Identify the major areas of writing mechanics that are 2 Test Items 12.5.2 involved in professional reports, including the following:  Grammar  Word choice  Sentence structure  Verb/subject agreement  Punctuation  Spelling 1. Grammar may be defined as the rules and guidelines used by writers to make their message clear and understandable to the reader. There are a large number of grammatical guidelines in the English language. Officers should be aware of a number of them that are recommended for use when writing reports. a. Poor grammar destroys the credibility of the report. b. Grammatical errors occur frequently in reports. 2. Complete basic exercises on grammar. 3. Word choice. a. Don’t use police jargon and big words b. Use work the reader understands c. Avoid legal, technical, unfamiliar or slang works d. Reports should be straight forward and factual, using common words e. Reports should be serious, using an objective tone. 4. Complete exercises on word choice. 5. Sentence Structure a. Basic unit of the report. b. A series of clear, effective, well-organized sentences can communicate your information about a specific incident to the reader. UNIT OUTLINE AND PRESENTATION: NOTES: 6. Complete exercises on sentence structure 7. Punctuation a. Gives the reader a way to achiever some of the effects they would convey in spoken conversations. b. Influences the meaning of words, the flow of thought, and the emphasis the writer intended. 8. Complete exercises on punctuation. 9. Spelling a. Spelling errors cause others to think that you are careless or stupid. b. Important not only to make an impression on the reader, but also for accuracy. c. Improve spelling several ways. 10. Complete spelling exercises. Performance Objective: Demonstrate proofreading and revision techniques related 2 test items 12.5.3 to improving the mechanics of corrections specific reports including the following:  Focusing on only one aspect of mechanics at a time  Reading aloud rd  3 party review (co-worker) 1. Discuss how the students can proof read their reports for mechanics errors. a. Focus on only one aspect. b. Read the report aloud to make sure it sound okay to you when you hear it. rd c. Have a 3 party, another officer read the report and/or listen to the report. rd Performance Objective: In small groups of 4-5, trainees review 3 draft of report Practicum 12.5.4 generated pursuant to 12.2.1 focusing only on mechanics of the report. 1. Review reports in-groups and discuss. Module 12.6 Report Writing Practice 2 hours UNIT OUTLINE AND PRESENTATION: NOTES: Performance Objective: Given a scenario write a Disciplinary Report with the Practicum 12.6.1 correct components of the following.  Content  Organization  Mechanics rd Performance Objective: Using 3 party review, demonstrate appropriate proof- Practicum 12.6.2 reading and revision techniques for the report generated by 12.6.1 1. Give class a scenario and have them write a Disciplinary Report using their agencies format. Remind them of proper content, organization and mechanics techniques. rd 2. Review by using 3 party proof-reading techniques. 3. Discuss. Performance Objective: Given a scenario in which a crime occurs, write a report Practicum 12.6.3 demonstrating the correct components of the following.  Content (Penal Code citations, elements of crime)  Organization  Mechanics rd Performance Objective: Using 3 party review, demonstrate appropriate proof- Practicum 12.6.4 reading and revision techniques for the report generated by 12.6.3. 1. Give class a scenario and have them write a report using their agencies format. Remind them of proper content, organization and mechanics techniques. rd 2. Review by using 3 party proof-reading techniques. 3. Discuss. Module 12.7 Report Writing-Testing 2 hours Written Skills Test #6 & #7 UNIT OUTLINE AND PRESENTATION: NOTES: Performance Objective: Given a scenario write an Incident Report demonstrating Written Skills 12.7.1 the proper components of the following.  Content  Organization  Mechanics Performance Objective: Given a scenario write a Use of Force Report demonstrating Written Skills 12.7.2 the proper components of the following.  Content  Organization  Mechanics 1. Give class scenarios and have them complete Written Skills Test 6 and 7.