For any event that causes a disturbance to library property, staff or patrons, or any illegal activity, complete an Incident Report Form (see the Intranet under Forms: Facilities). The form should be completed electronically.
Send the completed form by e-mail to the appropriate list found in the Outlook address book (HPL - NL Incidents or HPL - Central Incidents). If a staff member other than the unit manager is sending the incident report, the manager should be copied.
Neighborhood Libraries should use the following format for naming the file:
Date_Location_Initials_type of problem and subject involved (if known):
Example: 073009_COL_JD_Theft Smith.doc
Provide any supplemental information within 24 hours.
Retain a copy for the unit’s records. Electronic copies of incident reports can be found on the G Drive under Incidents.
For more information, see Section 1.1.C "Patron Comments: Incidents" (policy and procedure) in the Policies and Procedures Manual.
WRITING GUIDE:
Incident reports are to be treated like legal documents.
No editorial comments should be included.
Be sure to describe customers in a respectful way.
If a customer or staff uses expletives, include them in the report. You don't need to censor the report to make it rated G. Again, it is a legal document.
Location: use the full name of the library location and not abbreviations so that the reader knows the location by the abbreviation.
Reported by: Include your full name. Don't assume that the reader knows you by your initials.
Phone Number: Also include your phone number so that follow up calls can be made if necessary.
Description: Include all pertinent information about the situation. Be specific about who was involved and what you saw about the situation. Be sure to include names for all parties involved when known; witness names and contact information can be especially helpful. If someone refuses to give you their name or contact information then include that information in the incident report.
If more than one staff member / volunteer witnesses (or is involved in) an incident, then each person should write their own report. Everyone sees things slightly differently and all views can be helpful.
If someone doesn’t feel comfortable doing the actual writing of the report, they may tell the supervisor what happened so the report can be filed along with a note that it is a second hand report of person X taken by the supervisor. Have them read and sign a copy of the report so that it can be used in court if necessary. Retain the signed copy at the library location.
Action Taken: This box is for you to document your actions. What did you do? Did you call the police? Did you issue a trespass affidavit? Is the person suspended? Etc.
HPD/HFD Information: If the police are called, include that information. If an HPD incident/case report number is given, please record it in the appropriate place on the report form. Also include the officer's name and/or unit number if available. Even if an incident report is not made, there may be a “Call slip” generated which can be traced with HPD. This gives GSD the necessary information to follow up with HPD if necessary.
Page 2: Be sure to complete the Location, date, and reported by information on the bottom of the second page so that both pages can be put together if they get separated.
If a Suspension Notice or Trespass Notice are issued, fax a copy to GSD Security so they can keep it with the incident report. Fax # 713-837-7602. File Trespass Warnings in the location so they can be given to the police if needed.
If more information becomes available after the incident report has been submitted, please send an amended report. Include that it is amended in the email and the report itself.
If a customer wants a copy of the incident report, they must request through the City's Legal Department. We do not make copies of incident reports.
See sample incident reports: