RE: How and When To Prepare an Incident Report and Make Appropriate Notifications

Transcription

1 May 1, 2015 Security Staff Training Memo RE: How and When To Prepare an Incident Report and Make Appropriate Notifications Dear Staff Officers: Pursuant to your assignment, all security officers may encounter a situation, which does not conform to certain routine patterns at your job site. In those instances when an unusual condition occurs, you must know how to prepare an incident report and who must be notified. All officers must recognize that an incident report is an official document and becomes a piece of evidence memorializing your observations and/or the observations and statement of a third party. Accurate preparation is a critical function of your job and can be used to impeach or validate the credibility of a condition. Ø Each security staff member shall be cognizant of all unusual conditions and occurrences worth noting for follow up investigation and/or notification. Ø If a security staff member witnesses or is informed of an unusual condition or occurrence other that routine patrol matters, he/she will take the appropriate action consistent with controlling, containing or resolving that condition. Ø Once the condition or occurrence has been brought under control, the security officer will notify his/her immediate supervisor and/or Integrated Security Operations, briefing them accordingly. Ø Security officers can request directly, or through their supervisor, the response of Police, Fire, Paramedics or other professional services if necessary. Ø Once a condition has been brought under control, the officer will ensure that an Incident Report is prepared and forwarded immediately to the Client and Integrated Security Operations. Reports can be faxed to (212)

2 Ø A copy of the Incident Report will be kept in the Incident Report File maintained at your primary security workstation as long as the area is secure by lock or personnel. Ø Client Account Managers will ensure that all required notifications are made. Ø Client Account Managers, if necessary, will follow up with the client to determine the best method to prevent a reoccurrence and/or make recommendations to improve post conditions. Definition- Unusual Occurrence All unusual conditions and occurrences require a timely notification to ISS Operations, the Client and your Account Manager. Security officers will determine if a condition or occurrence is unusual by evaluating the condition or occurrence and applying the weight of that occurrence against the following criteria, (Note, in cases that don t meet the criteria below but may be worth documenting, the responding security officer will confer with the ISS Operations: Ø Condition or occurrence involving injuries or illness requiring on- site medical attention, and or notification to family or friend. This does not include routine sick cases (i.e. flu, headaches, etc.) Ø Any theft, missing equipment, vandalism or undetermined damage to property. Ø Any altercations on property where Security Officer(s) or Police are called to respond. Ø Any motor vehicle accident that occurs in an area under the control of our patrols. Ø Any unsafe or potentially dangerous property condition discovered during routine patrol. 2

3 Ø Lost/Stolen or Found property. Ø Person(s) directed to leave the property by Security Officer or other competent authority. Ø All suspicious or unruly person(s) stopped and questioned by a security. Note: security officers may stop and question a person(s) on property to offer direction, assistance, or identify whether that person(s) is lawfully present. At all times security officers will act in a courteous and professional manner when challenging individuals. When possible, attempt to have another member at your job site present. Security officers will expeditiously process all inquiries and write down a brief description of the facts and circumstances associated with that stop. The security officer will attempt to obtain the individual s pedigree, including, but not limited to the individual(s) height, weight, hair, eyes clothing worn, or vehicle driven if applicable. Aided/ Injury Incidents Security officers will know how to respond to a report of an Aided/Injury incident involving any individual who needs or requests medical assistance at your job site. Ø Security officers who observe or are called to respond to an aided/injury incident will remain calm and professional at all times. Ø Security officers will remain with individuals who are sick or injured and require on- site medical care. Identify possible cause when practical, and any additional facts that could assist first responders. Ø The security officer will notify ISS Operations and brief the client accordingly. Ø Security officers will request the response of Police, Fire, Paramedics or other professional services, if necessary. 3

4 Ø Security officers will prepare an incident report. If there is multiple injured or sick resulting from a single incident, all details will appear on the primary incident report and a separate incident report for each individual will be cross- referenced with the primary report. List of all injured person(s), witnesses, location of occurrence, time of occurrence, conditions and observations. Ø Officers are reminded that when describing an individuals injury or illness, DO NOT USE MEDICAL TERMINOLOGY- WE ARE NOT MEDICAL PROFESSIONALS. To the best of your ability record the individual s chief complaint or injury in lay terms: bruised ankle, swollen eye, bloody nose, etc. Preparing an Incident Report Worksheet All incident reports should be able to answer the following questions: WHO? WHAT OCCURRED? WHEN? WHERE? HOW? ACTION TAKEN? CONCLUSION? WHO: EMPLOYEE, VISITOR, CONTRACTOR, STUDENT WHAT: TYPE OF INCIDENT MISSING OR STOLEN PROPERTY, VANDALISM, ASSAULT MEDICAL/ SLIP & FALL, ETC. WHEN: DATE & TIME INCIDENT OCCURRED. *Note- may be different from time report is being taken by the officer. WHERE: COMPLETE ADDRESS OF PLACE OF OCCURRENCE. ROOM OR AREA LOBBY, PARKING LOT, HALLWAY, HOME, SIDE WALK, ETC. *Note- if location of occurrence does not have a physical address, use phrases like, opposite, adjacent to, in front of followed by the nearest street address. HOW: ALL DETAILS PERTINENT TO INCIDENT ACTION TAKEN: WHAT DID YOU DO, WHAT DID OTHERS DO, WHO RESPONDED TO THE SCENE, WAS ANYONE NOTIFIED, ETC. 4

5 CONCLUSION TRANSPORTED BY PARAMEDICS, ARREST MADE, REPAIR MADE, POLICE REPORT PREPARED, ETC. Note: if Police, Fire or Paramedics respond make sure to obtain the following: precinct number, station house, or district number, first responders name and ID # and any reference or ID # used to serialize their report. ALWAYS PRINT LEGIBLE! Sample Incident Report: Subject: Property Damage On Monday May 30, 2011 at approximately 1:45AM, a M/W/ Approx years old was observed leaving an area where the reporting officer heard a loud noise. Upon further investigation by the reporting officer, a fence had been visibly damaged at 29 Ivy Street. The undersigned along with officers assigned to Post 9 and Post 10 assisted with holding a small group of males while the undersigned questioned the subject, later identified as John Doe. Further inquiry revealed that the male identified as John Doe admitted to tripping and falling into the fence at the address above. The owners, Mr. & Mrs. Rogers were notified, and the Police Department was called to respond. P.O. Horn responded and prepared a Complaint Report # No arrests were made. Complainants, Mr. & Mrs. Rogers of 29 Ivy will contact the subject s father, Jim Doe, cell # (917) to work out compensation for damages. Subject- John Doe was uninjured. His date of birth is 10/29/91 of 69 Adams Avenue, Anywhere, NY

6 SAMPLE INCIDENT REPORT WORKSHEET Integrated Security Services, Inc. Incident Report Worksheet Name of Complainant: Location of Occurrence: Prepared By: Date Prepared: Time: ISS Supervisor in Charge: 1. Report the incident using this report to gather and organize information. 2. completed report to ISS Project Manager Part One: Incident Information Date and time of incident: Detected by: Security Guard Wayne Allen Fire Severe weather Property damage Hazardous materials Bomb threat Explosion Flood Gas leak Report of crime Suspect package Med/Injury Tornado Water leak Harassment/Threat Other: Description of incident (include exact location, nature of incident, action taken NEOTWY - When, Where, Who, What, How, Why If known): 6

7 Part Two: Notifications ISS Corporate Security ISS On-site Supvr. Title: Phone: Title: Phone: Name: Name: Client Rep. Title: Name: Phone: Public agencies: Fire Police HazMat EMS Other Agency name and officer in charge: Part Three: Impact Fax: Fax: Fax: Arrival time: Injuries Number of injuries: Employee Visitor Transported to hospital? Yes No Compl/Victim Compl/Victim Witness(s) Property damage Business interruption Tenant Contractor If yes, name of hospital: Supervisor Supervisor Describe Property Damages: Damaged section of fence No impact on business operations Total operations shutdown Environment Possible environmental impact Describe: Partial operations shutdown (specify): Operations expected to be restored by: 7

8 Part Four: Resources Identify any resources needed and not already requested: Your immediate compliance is requested. Prepared by, Alan Schissel 8