Observation, Reporting, and Documentation
Observation, Reporting, and Documentation
This domain tests whether you can observe accurately, record facts objectively, and write a report that survives review. The exam rewards specificity and penalizes conclusions, speculation, and late corrections.
Core rules
- Observe systematically: time, location, people, actions, words, weapons, injuries, witnesses, and evidence. Note what you actually saw, heard, or smelled.
- Record facts, not labels. “Male, about 30, 6 feet, red jacket, left the store at 14:07 carrying a black bag” beats “suspicious male.”
- Use 24-hour time when policy requires it; distinguish observed time from reported time.
- Preserve evidence and chain of custody. Do not alter, add to, or destroy notes after writing a report.
- Correct errors with a dated supplemental report, not by rewriting history.
Worked example
A guard sees two people arguing in a parking lot. One pushes the other. The guard should write: “At 22:14, I observed Person A, wearing a blue shirt, push Person B in the chest with both hands. Person B stumbled backward but did not fall. I called 911 at 22:15.” Avoid “A attacked B” unless you can define the act.
Traps
Writing opinions as facts; omitting times; using vague descriptions; including hearsay without attribution; destroying rough notes; waiting until end of shift to document a use of force.
Key points
- Report facts, not conclusions.
- Include time, place, people, actions, and evidence.
- Attribute hearsay to its source.
- Correct with supplements, never rewrites.
- Preserve notes and chain of custody.