ACT 235 Report Writing 4 — Questions and Answers
Question 1: Under Pennsylvania Act 235, when an officer discharges a firearm in a non-training setting, a report must be submitted:
- Within 30 days
- As soon as reasonably practicable, typically before the end of shift or within 24 hours (Correct answer)
- Only if injury results
- Within one week of the incident
Correct answer: As soon as reasonably practicable, typically before the end of shift or within 24 hours
Firearm discharge reports must be completed as soon as practicable to preserve accuracy and meet legal obligations.
Question 2: What is the significance of the 'chain of custody' section in a report involving recovered evidence?
- It lists officers who refused to handle evidence
- It tracks who had possession of evidence from collection to court to maintain its integrity (Correct answer)
- It documents the chain of command who reviewed the report
- It records the evidence destruction process
Correct answer: It tracks who had possession of evidence from collection to court to maintain its integrity
Chain of custody documentation ensures evidence has not been tampered with and is admissible in court.
Question 3: An officer writes a report using jargon and abbreviations unfamiliar to civilian readers. This is problematic because:
- Act 235 prohibits all abbreviations
- Reports may be read by courts, attorneys, and insurance adjusters who require clear language (Correct answer)
- Jargon adds professionalism to the document
- Only abbreviations approved by the PSP are allowed
Correct answer: Reports may be read by courts, attorneys, and insurance adjusters who require clear language
Security reports must be understandable to non-law-enforcement readers such as judges, attorneys, and jury members.
Question 4: Which of the following is true about electronic incident reports under modern Act 235 standards?
- Electronic reports are prohibited and must be handwritten
- Electronic reports are acceptable but must be secured and backed up like paper records (Correct answer)
- Electronic reports do not require officer signatures
- Electronic reports automatically satisfy all Act 235 documentation requirements
Correct answer: Electronic reports are acceptable but must be secured and backed up like paper records
Electronic reports are permitted but require secure storage, proper access controls, and the same completeness as paper reports.
Question 5: A supervisor reviews an incident report and notes it uses passive voice extensively, such as 'the firearm was discharged.' Why is this problematic?
- Passive voice is grammatically incorrect in professional writing
- Passive voice obscures who performed the action, reducing accountability and clarity (Correct answer)
- Act 235 mandates active voice in all reports
- Passive voice is preferred in Pennsylvania court documents
Correct answer: Passive voice obscures who performed the action, reducing accountability and clarity
Active voice clearly identifies who did what, which is essential for accountability in use-of-force documentation.
Question 6: When an officer must report injuries sustained by a subject during an arrest or detention, the report should include:
- Only injuries the officer observed directly, not those claimed by the subject
- The nature, location, and extent of visible injuries plus any medical attention provided (Correct answer)
- A medical diagnosis from a physician
- Only a note that 'medical services were offered'
Correct answer: The nature, location, and extent of visible injuries plus any medical attention provided
Thorough injury documentation protects the officer legally and ensures appropriate medical follow-up.
Question 7: What is the purpose of including weather and lighting conditions in a security incident report?
- To comply with OSHA outdoor work regulations
- To establish the environmental context that may have affected visibility and officer decision-making (Correct answer)
- To document seasonal patrol patterns
- To satisfy Act 235 environmental hazard requirements
Correct answer: To establish the environmental context that may have affected visibility and officer decision-making
Environmental conditions provide context for why an officer perceived a threat or acted in a certain way, supporting the justification for actions taken.
ACT 235 Report Writing 4
Under Pennsylvania Act 235, when an officer discharges a firearm in a non-training setting, a report must be submitted: