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Appendix 15
REPORTING OF CRIMINAL OFFENCES TO POLICE
1,
PURPOSE
The aim of this policy is to advise Security Managers of the processes required for reporting offences
ete.
LINK TO ACCOUNTABILITIES
Security Managers
3
3.2
POLICY
The development of the Phoenix National Criminal Justice Record Service has enabled the
Association of Chief Police Officers (ACPO) Disclosure Group to design national standardised forms
for the reporting of offences and the results of prosecutions/cautions to Police Authorities.
The standard forms, which are designed for use by all Non Police Prosecuting Agencies (NPAs), have
been provided to all Security Managers
1. Form NPA I - Source Input Document for Phoenix
2. Form NPA 2 - Continuation Sheet for additional offences
3. Form NPA 3 - Notification of result of case
The Home Office has stipulated that in the interests of consistency each N P A should have one
central point of contact to whom the Police Authorities will send details of previous convictions. That
role is undertaken by the Corporate Security, Intelligence Transactions team (CSIT) at Croydon and
all Police Authorities in England and Wales have been notified accordingly.
REPORTING PROCESS
During the course of a suspect interview, investigators should complete the offender details on side
1 of form NPA1, (Name, sex, DOB, etc.) and all of side 2, which deals with identification details of
the suspect. Form CS033 (Antecedent history) should also be completed and placed in the case
papers for the attention of Legal Services. (An aide memoir on completing NPA forms is associated at
pages 4 to 6.)
© Incases of arrest and subsequent charge of a suspect, investigators will complete the Police
Source Input Documents and the Police will process the information for inputting to the Police
National Computer. Investigators should ensure that photographs and fingerprints are taken at
this time. If the case is then prosecuted by Royal Mail Group (including Post Office Limited),
investigators should submit the NPA forms or copies of the Police Source Input Documents in
accordance with their particular BU processes.
e — Ifthe person has not been in police detention, the remainder of Side I of form NPA1I should be
completed once the application has been made for summonses or authority is given for the
offender to be cautioned. (From Prosecuting Agents downwards) It is important to remember
that any additional offences charged must be listed separately on form NPA2's. (Offences "Taken
into Consideration" (TICs) should not be entered onto form NPA2's.) The completed NPA1
form (and NPA2's where necessary) should be submitted to at this time, to enable a criminal
record to be created or updated.
« Copies of the NPA documentation should also be placed into the case file.
«If it has been decided to prosecute, the relevant office, on receipt of Form NPA1, will write to the
local Police using Typist Draft Letter CS040A, requesting that arrangements are made for
photographs and fingerprints to be taken after conviction (not after sentence).
© Onconviction, Legal Services will notify the relevant office.
After any subsequent conviction the relevant office will write to the local Police using typist Draft
Policy Title: Reporting of Criminal Offences to Police
Version:
Date:
6.0
February 2003
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Appendix 15
CS040B in order that the Police can carry out the request under Section 27 of PACE, which allows
for the compulsory taking of photographs and fingerprints within one month of conviction provided
the offender has not at any stage been in Police detention. This must be done following conviction
and not sentence, which may be up to 4 weeks after conviction.
When sentence has been passed, Legal Services will notify the Investigator and the relevant office of
the outcome. The relevant office will report the result to the relevant Police Authority by means of
form NPA 3.
Policy Title: Reporting of Criminal Offences to Police
Version: 6.0
Date: February 2003
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Appendix 15
REPORTING OF CRIMINAL OFFENCES TO POLICE
3.4 GUIDE TO NPA FORMS
Due to the requirements of the Police Forces and the necessity to report a summons being served
or formal caution being administered within 24 hours of the event, it is mandatory that form
NPAL is completed in all cases and that Security Managers follow the guidelines to NPA form
completion below.
This guide has been produced to assist you in the completion of forms NPA1 & NPA2. It is essential
that this guide is followed and the forms completed correctly as failure to do so will result in them
being returned to you.
It is mandatory that form NPAO1 is completed at the time of interview and forwarded to the
relevant office.
3.5 Form NPA1
« AGENCY NAME: This should read Royal Mail Group
« AGENCY REF No: CASE PAPER NUMBERS
« ADDRESS: This is your Office Address
e TELEPHONE NUMBER: This is your Telephone Number
OFFICER IN CHARGE OF CASE: Your name goes here
e SIGNATURE: You sign the form
« NAME CHARGED: Surname and full Forenames of Offender
« ALIAS NAMES: Should include MAIDEN NAMES of Married
women and those that have changed their name by deed
poll.
e¢ DATE OF BIRTH: Enter date of birth of offender
© SEX: Tick for either Male or Female
« COLOUR: Tick for either White or Non White
e HEIGHT: Height of the Offender
« PLACE OF BIRTH: Place of Birth of the Offender
« NATIONALITY: Nationality of Offender
« PROCESS STAGE: Tf you have dealt with the Offender, tick the REPORTED
box and enter the date you obtained process. If the
Offender was dealt with at a Police station and
subsequently charged enter the charge time and date.
Only tick the arrested box in cases where no further action will
take place following an arrest
«PHOTOGRAPH: Was the Offender photographed or not?
Policy Title: Reporting of Criminal Offences to Police
Version: 6.0
Date: February 2003
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© FINGERPRINTS: Was the offender fingerprinted or not?
* DNA SAMPLE: Was a DNA Sample of the offender taken or
not. If yes enter ref Number
* PROSECUTING AGENTS: __ In most cases should always read LEGAL SERVICES
e OFFENCE: This should read something like Theft, Section 1
Theft Act 1968
@ OFFENCE START DATE / TIME: The Offence date is MOST important and guidance
should be taken from the charges advised by Legal
Services
¢ OFFENCE END: Again guidance from the charges will assist you
« ADDRESS/LOCATION OF OFFENCE: The office where the offender worked. Full POSTCODE
should also be entered
« METHOD USED IN OFFENCE: A précis of how the offender committed the Offence
i.e. Whilst on Delivery failed to deliver all of his/her mail.
«@ CONTINUATION FORMS: Where more than one charge has been advised a form
NPA2 must be completed. There is space for four
additional charges on each form, 2 on the front and 2 on the
back
«¢ CHARGED/SUMMONSED: _ The date that the Offender was charged if dealt with in a
Police Station or the date that you served the Summonses
¢ COURT DATE: The date the offender is summonsed to appear at Court
«© TIME: Time that the Court sits
«@ COURT NAME: Full name of the Court
If the offender has been cautioned complete the form as above but enter the CAUTION DATE and
your details PLUS the offender's details and continue with the form as below
On the reverse of the form the following are MOST IMPORTANT AND MUST BE COMPLETED
¢ ETHNIC APPEARANCE:
« EYE COLOURS:
« MARKS / SCARS ABNORMALITIES:
« HOME ADDRESS: Include the full postcode
Policy Title: Reporting of Criminal Offences to Police
Version: 6.0
Date: February 2003
Investigation Policy
Appendix 15
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* OCCUPATION: This is the Occupation at the time the offence/s were
committed
e DATE: Again this is when the Offence/s were committed
The other boxes should be completed in detail, so far as possible, however it is important to note that
the Description of any MARKS/ SCARS/ ABNORMALITIES are VERY IMPORTANT.
3.6 Form NPA02
e AGENCY NAME: Royal Mail Group
« AGENCY REF No: CASE PAPER NUMBERS
« ADDRESS: Your Office Address
« TELEPHONE NUMBER: Your Telephone Number
¢ OFFICER IN CHARGE OF CASE: Your name goes here
e SIGNATURE: You sign here
© OFFENCE: Again something like Theft, Sect 1 Theft Act 1968
@ OFFENCE START DATE: Again guidance taken from Legal Services advice
«@ OFFENCE END DATE: Again guidance taken from Legal Services
« ADDRESS LOCATION OF OFFENCE: Again Address of Office where offender employed plus
full Postcode
« METHOD USED IN OFFENCE: Again a Précis of how the Offender committed the
Offence.
3.7 NPA3 forms are completed by once the offender has been dealt with.
4, Links to other reference material (policies, processes and procedures, etc.)
Title Author Located Version
4.1
4.2
4.3
5. Document details
5.1 Author : Corporate Security
5.2 I Owner: Head of Policy & Performance, Corporate Security
53) Audience: Security Community
5.4 Enquiry point : Programme Manager, Law & Legislation, Corporate Security,
4" Floor, Impact House, 2 Edridge Road, CROYDON, CR9 1PJ
55) Effective from : March 2003
5.6 Review date : April 2003
5.7 Last updated : February 2003
6. Assurance Details:
61 Name: Paul Woods/Tony Utting
6.2 Business Unit: Corporate Security/Post Office Limited
6.3 Assurance Date: February 2003
Policy Title: Reporting of Criminal Offences to Police
Version: 6.0
Date: February 2003
Investigation Policy
Appendix 15
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de Final Review
7.1 I Approved by John Messenger
73 Documented (Hard Copy) NO Location:
7.3 “ (Electronic) YES Location: Programme Manager, Law & Legislation
Policy Title: Reporting of Criminal Offences to Police
Version: 6.0
Date: February 2003