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Newport News Police Department - Operational Manual
OPS-490 - INCIDENT-BASED REPORTING
Amends/Supersedes: OPS-490 (01/23/2019) Date of Issue: 04/04/2022
I. GENERAL
A. The Newport News Police Department maintains a records management system (RMS) to
document reports of criminal activity and the agency's response through various modules,
including calls for service (CFS), field interviews, and incident-based reports (IBR). The
system is password protected and accessible to authorized agency employees 24/7 through
the Department's network. [82.1.1(a,b)]
B. IBRs are an essential component of the Department's efforts to combat crime. They are used
to collect data for analysis, planning, and reporting to State and Federal agencies using the
National Incident-Based Reporting System (NIBRS) format (see the Virginia IBR User
Manual). [40.1.1(a),82.1.4]
C. IBRs are also essential for the successful prosecution of cases by documenting information
and investigative activities as part of the case file. In some instances, the IBR and
attachments may constitute the entire case file, particularly for cases investigated by patrol.
D. Police supervisors will maintain an investigation case-status control system for those cases
assigned to their area of responsibility to ensure all reports are submitted, appropriately
classified, and approved. [42.1.3(a); 82.1.5]
E. Officers are required to check the RMS system each workday to ensure that there are no
pending reports that require completion or correction.
II. IBR SUBMISSION PROCEDURES
A. IBRs are completed for all reported criminal offenses (i.e., codes requiring an IBR report,
See OPS-490 Addendum) and in the following circumstances: [82.1.4; 82.2.1(a,b), 82.2.2(a)]
1. When advising members of the public to obtain warrants for a criminal incident that they
have brought to the officers’ attention;
2. When an arrest is made on a warrant initiated by a member of the public and an IBR does
not already exist; or
3. When a warrant is initiated on a charge requiring an IBR report and one does not already
exist.
NOTE: Any incident determined to be school-related, as set out in Virginia Code
§22.1-279.3:1, will be handled according to Section IV of this policy.
B. Information received or actions taken for non-criminal matters that may be important at a
later time (such as police information) will be recorded using:
1. The CrimeNTel system;
2. The field interview module of RMS; or
3. A Field Intelligence Report in (NNPD Form #4).
C. Employees dispatched or assigned to an event that does not meet the requirements for an IBR
or field interview report are documented in a CFS record, and necessary information may be
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