Chapter 4 - Interviewing and Report Writing in Corrections

What are 2 vital skills in the correctional officer profession?

Conducting interviews and asking the right questions.

Asides from inmates, who must correctional officers also be able to communicate with?

Officers must be able to communicate with non-sworn personnel and the wider public.

Why do officers have to ask the right questions, conduct effective interviews, and obtain statements?

Because throughout the course of their day, any number of incidents may occur.

What are the 2 primary responsibilities of a correctional officer?

Maintaining the safety of inmates and staff as well as ensuring facility security.

What is the most effective way to gather important information?

Asking questions.

Which 2 types of interactions can officers obtain information from throughout the course of their duties?

Informal interactions and formal interactions.

Which type of communication will the most vital information come from?

Informal communication.

What is informal communication?

Conversations that are not related to any specific incident or event but rather addresses the daily lives of the inmates.

What makes it easier for officers to obtain information from inmates?

Building rapport.

What can informal conversations between inmates and officers help establish?

Rapport and a better understanding of the people officers supervise.

What must officers maintain when interacting with inmates, even while building rapport?

Professional boundaries

What is one way officers can build rapport with inmates?

Be professional—act and look like a professional whose duty is to provide care, custody, and control.

How should officers speak and act when being respectful to inmates?

Fairly, firmly, and consistently with everyone.

What does being truthful with inmates require officers to do?

Being truthful with inmates requires officers to be honest about what they can and cannot do in certain situations.

What communication skill should officers use to ensure effective interaction with inmates?

Active listening

What message do officers send by communicating respectfully and establishing rapport?

That it is okay to share information.

What does establishing rapport ultimately allow to occur?

Open communication.

What will officers learn as they begin gathering information from daily interactions?

Officers will learn what is considered “normal” for their environment.

Which factors help officers recognize what is normal in their environment?

Noise level, smell, and inmate behaviors.

Why is recognizing what is “normal” important for correctional officers?

It helps them recognize when something unusual occurs.

When something out of the norm occurs, what may the responding officer need to do?

Ask questions to establish what happened.

What process is used to establish what happened during an unusual incident?

Interviewing

What is an interview?

A conversation between a person asking questions and a person answering questions with the goal of obtaining factual information.

Does an interviewee have to be a suspect?

No, they could be a victim, witness, or someone with relevant knowledge.

Which 2 types of questions may be used during an interview?

Informal questions or formal questions.

What is true about informal interviews?

They are not as structured as formal interviews.

How do correctional officers often conduct informal interviews?

With inmates or visitors without realizing it.

What could be revealed in informal interviews?

Policy violations, rule infractions, or other issues

What may some interviews result in beyond observation?

The need for documentation or a report.

Why should officers take notes when gathering information?

To help with report writing and documentation.

How might an officer’s notes be used if an investigation is conducted?

As evidence.

After collecting information, what should officers do next?

Follow their agency’s policies and procedures on how to proceed.

What is an interrogation?

Questioning a suspect with the goal of obtaining a confession.

Whats the difference between an interrogation and an interview?

An interrogation focuses on obtaining a confession, while an interview focuses on gathering factual information.

Who usually conducts interrogations within a correctional facility?

Trained investigators

Why should correctional officers avoid conducting interrogations?

They are not trained or authorized to conduct interrogations.

What should a correctional officer do if a situation requires an interrogation?

Notify and defer to investigators.

What is a statement?

A written or oral account of an incident or event.

Who may provide a statement?

Inmates, staff, visitors, or witnesses.

When are statements typically obtained?

After an incident has occurred.

What is the purpose of obtaining a statement?

To document an individual’s account of what occurred.

Which 2 types of statements could officers obtain?

Written or oral statements

What must officers ensure when obtaining a statement?

That it is accurate and complete.

What should officers avoid doing when obtaining statements?

Leading or influencing the person’s account.

What should officers do if a person refuses to provide a statement?

Document the refusal.

What should officers do if a person cannot write a statement?

Document the statement as oral.

Why is note-taking important for correctional officers?

It helps ensure accuracy and completeness.

What are notes?

Brief written records of observations and information.

When should officers take notes?

As soon as practical.

What should an officers notes include?

Who, what, when, where, why, and how.

How should officers write their notes?

Clearly, accurately, and objectively.

Why should notes be legible?

They may be used later for reports or investigations.

What should officers avoid including in their notes?

Opinions or conclusions

What must officers be aware of regarding notes?

They may be discoverable in legal proceedings.

What often follows note-taking after an incident?

Report writing.

Why are reports important in corrections?

They provide an official written record of events.

What is a report?

A formal written account of an incident, event, or observation.

Why are reports considered critical documents?

They may be reviewed in legal proceedings.

Who may read a correctional officer’s report?

Supervisors, investigators, attorneys, judges, and juries.

Why must officers assume their reports will be scrutinized?

Because reports may be examined in court.

What is one primary purpose of report writing?

To document facts accurately and objectively.

What tone should reports be written in?

Professional and objective.

What should reports be based on?

Facts and observations.

What must officers avoid including in reports?

Personal opinions

Why is objectivity important in report writing?

It ensures credibility and accuracy

What type of language should officers use in reports?

Clear and concise language.

Why should reports be clear and concise?

To reduce confusion and misinterpretation.

Which writing style should officers primarily use in reports?

Active voice

Why is active voice preferred in report writing?

It clearly identifies who performed the action.

What is an example of passive voice?

The inmate was escorted to the cell by the officer.

What is an incident report?

Details incidents involving inmates.

What is a corrective consultation (CC) form?

Used to detail counseling and corrective actions taken for minor disciplinary violations.

What is a disciplinary report (DR)?

Used to provide a detailed account of the facts surrounding an inmate’s rule violation and sets in motion a series of events that ensure that the inmate receives due process.

What is a Use of Force report (UOF)?

Used anytime there is use of force and is attached to an incident or disciplinary report.

What is a count form?

Used to record inmate counts.

What is a special watch form?

Used to record activities of inmates under special watch, such as suicide watch, 15-minute watch, direct observation, and juvenile watch.

What is an equipment check form?

Used to record the location of all equipment at each post.

What is a report?

A written document that gives information about an incident, situation, person, or event encountered by the correctional officer in the correctional setting.

What is a narrative?

The largest and most important part of a report and is the detailed account of an incident and events related to the incident.

What is Content in report writing?

The significant facts of an incident or occurrence.

What is Format in report writing?

The way the information is organized and presented.