NON-REPORTABLE VEHICLE CRASH REPORTS FOR THE SPRINGFIELD POLICE DEPARTMENT JOSEPH SADOFF SPRINGFIELD TOWNSHIP POLICE DEPARTMENT

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1 NON-REPORTABLE VEHICLE CRASH REPORTS FOR THE SPRINGFIELD POLICE DEPARTMENT JOSEPH SADOFF SPRINGFIELD TOWNSHIP POLICE DEPARTMENT A Staff Study Submitted to the Northwestern University Center for Public Safety School of Police Staff & Command Class # 277 Philadelphia Police Academy May 26, 2009

2 Joseph Sadoff, SPSC #277 Springfield Township Police Dept EXECUTIVE SUMMARY NON-REPORTABLE VEHICLE CRASH REPORTS FOR THE SPRINGFIELD TOWNSHIP POLICE DEPARTMENT Problem The Springfield Township Police Department responds to all reports of motor vehicle crashes and follows a procedure to handle these crashes which includes a non-reportable crash form to be filed for minor crashes (no injury and no tow). The department s current procedure requires the officer to complete a non-reportable crash form which contains only the information required by Pennsylvania Statute; driver, vehicle, and insurance information. The officer does not conduct an investigation as to cause. This lack of investigation has generated negative feedback from the public. The department has seen an increase in complaints and questions concerning the form s lack of information. A majority of the Springfield patrolmen also feel the form lacks information. The department s current non-reportable crash form and procedure need to be changed. Solution Considerations An alternative procedure should be implemented for reporting non-reportable crashes that results in the efficient use of police resources and satisfies the public. Consideration should be given to: Recommendation The information required under Section 3743 of Title 75, Pennsylvania Vehicle Code o must be contained in the police report Additional investigative information such as a narrative and diagram o a narrative was requested by both drivers and patrol officers through o surveys a diagram may assist in clarifying a crash, but was not a relevant request in the surveys Distribution of the report at the scene or through the police records division o at the scene is convenient for the involved parties with no fee and reduces work for records personnel o through the records division would increase their workload, but incorporate a fee for reports benefiting then township The Springfield Police Department needs to change its current non-reportable crash form and implement departmental policy that outlines the procedures to be followed when handling nonreportable crashes. The new form will contain information required by Pa Statute and a narrative section, allowing the officer to conduct an investigation as to cause. The new policy will cover officer responsibilities for the crash investigation and distributing report copies to the drivers.

3 NON-REPORTABLE VEHICLE CRASH REPORTS FOR THE SPRINGFIELD POLICE DEPARTMENT Problem: The Springfield Township Police Department responds to all reports of motor vehicle crashes and follows a procedure to handle these crashes which includes a non-reportable crash form to be filed for minor crashes (no injury and no tow). Since the inception of this non-reportable crash form in 2002 (Annex A), the department has seen an increase in complaints and questions from the public concerning the form s lack of information. (Greenwich interview) In a phone survey of drivers involved in non-reportable crashes, 94% felt the form was lacking and would have liked the officer to do more in his investigation. (Annex C) In a written survey of Springfield s patrolmen, 60 % felt the form was lacking information. (Annex D) The negative public feedback generated by the current non-reportable crash procedure raises the question, Should the department change its existing crash procedure to provide the public with a more thorough investigation? Assumptions: The Springfield Police Department s manpower will not significantly change No specialized units will be formed to handle vehicle crashes and eliminate patrol response There will be no significant federal or state legislative changes concerning crash reporting There will be no procedural changes mandated by the PA Department of Transportation regarding crash reporting No budgetary increases to allow for new technologies in crash reporting such as in-car electronic forms [1]

4 Facts: The Springfield Police Department has 33 sworn officers, 23 of whom are assigned to patrol. The department also has 6 civilian employees, 3 of whom work in the records division 59% of all reported vehicle crashes in 2008 were non-reportable (Annex E) 92% of non-reportable crashes in the 1 st quarter of 2009 involved 2 vehicles or a single vehicle (Annex E) On average, a patrol officer handles between 6-7 crashes per month (Annex E) On average, a patrol officer spends 17 minutes at the scene of a non-reportable crash (Annex E) Discussion: Section 3746(c) of Title 75, Pennsylvania State Vehicle Code requires a police officer to investigate, upon notification, all vehicle crashes which result in death, injury, and/or damage to any vehicle to the extent that it cannot be driven and therefore requires towing. (Chapter 37, Pennsylvania Vehicle Code) These types of incidents are classified as reportable crashes. Nonreportable crashes involve only damage to a vehicle or property and the vehicle can be driven from the scene. There is no death or injury to any person involved in the crash. Title 75, Pennsylvania State Vehicle Code does not require a police investigation for non-reportable crashes, but outlines responsibilities of the drivers involved. These responsibilities include providing registration, insurance, and driver s information to all other parties involved. Prior to 2002, the Springfield Police Department investigated all non-reportable crashes, unless the parties involved did not request police assistance. The investigation was documented in a departmental, computer-generated report which was made available to the public within 5 days of the crash. The parties involved (drivers, vehicle owners, and insurance companies) could contact the police records division and obtain a copy of the report for a fee of $15. In 2002, the chief of police changed the departmental procedure for non-reportable crashes and introduced a form to be completed by officers at the scene. (Annex B) The new procedure was [2]

5 put into effect through a departmental memorandum and, to this date, has not been incorporated into the department policy manual. The crash form assists drivers in meeting their responsibilities as outlined by the statute. Officers do not conduct an investigation as to cause. The non-reportable crash form contains the following information: Driver s name, address, phone number, birth date, and operator license number Vehicle registration, make, model, year, type, and color Owner s name, address, and phone number Visible vehicle damage Insurance information Witness name, address, and phone number Officer s name and badge number The form contains information for up to three units and has carbon copies to be distributed to the drivers. Since the inception of the non-reportable crash form, the patrol officers and records personnel have received complaints from drivers, vehicle owners, and insurance companies. Springfield records division estimated a 75% decrease in requests for reports from insurance companies due to the lack of a crash investigation by the officer. (Greenwich interview) This has some economic impact on the department since a $15 fee was being changed for copies of the report. In a written survey of Springfield s patrol officers conducted in March of 2009, 82% reported hearing questions/complaints at crash scenes relating to the lack of a police investigation. (Annex D) Driver comments noted were This is it?, You don t want my statement?, and Is there another report? In a phone survey of drivers involved in non-reportable crashes in 2009, 69% stated that it was their first accident and were unsure of their legal obligations and duties as required under Section 3743 of Title 75, Pennsylvania State Vehicle Code. (Annex C) All drivers received a copy of Springfield s non-reportable crash form at the scene and when asked what information was lacking, drivers mentioned statements, diagrams, and a determination of fault. Adrienne Reilly, a claims adjuster with AIG insurance, indicated that the information from a police report is just [3]

6 one piece of the insurance company s process. A more thorough police investigation is helpful, but it is not the sole factor in determining fault in insurance claims. (Reilly interview) Police agencies should emphasize the thorough reporting of all crashes, including propertydamage-only crashes. (Mulholland and Snyder) When looking at alternatives for reporting nonreportable crashes, consideration should be given to: The information required under Section 3743 of Title 75, Pennsylvania State Vehicle Code How much additional information would be appropriate to both satisfy the parties involved and not substantially increase the officers time handling the crash Distribution of the report either at the scene or through the police records division Two Pennsylvania police departments with accredited crash policies are Haverford Township and Manheim Township. Haverford Township completes state form AA-45 for non-reportable crashes. (Annex F) Manheim Township developed their form using the AA-45 as a template. (Annex G) Below is a comparison of the two: Haverford Township (Vehicle Crash Investigation, 2007) 2-page form which includes driver & vehicle information, narrative, and diagram Form completed at headquarters More time off the street for officer Copies obtained from records for a fee Fee is a gain for the township and a loss for those obtaining copies Additional work for records personnel Manheim Township (Vehicle Crash Investigation, 2009) 1-page form which includes driver & vehicle information and remarks. No diagram Form completed on scene Officer remains on the street Carbon copies given at scene for no cost No fee is a loss for the township and a gain for those receiving copies Reduction in work for records personnel The Springfield Police Department needs a new crash policy and form that reduces or eliminates complaints and questions from the public. Haverford and Manheim Townships present two viable options. Other options may result from a blend of the two. [4]

7 Conclusion: The Springfield Police Department s current procedure for handling non-reportable crashes assists drivers in exchanging information as outlined in Title 75, Pennsylvania State Vehicle Code. A departmental form is completed by the officers at the scene and carbon copies are distributed to the drivers. Officers do not conduct an investigation as to cause. Since the inception of the non-reportable crash form, the department has received complaints from the involved parties as to the form s content. Through phone surveys, 69% of drivers indicated it was their first accident. (Annex C) Drivers found the crash form to be lacking driver/witness statements and a determination of fault. 82% of Springfield s patrol officers reported questions and/or complaints at crash scenes relating to the lack of a police investigation. (Annex D) An alternative procedure should be implemented for reporting non-reportable crashes that results in the efficient use of police resources and satisfies the public. Consideration should be given to: The information required under Section 3743 of Title 75, Pennsylvania Vehicle Code o must be contained in the police report Additional investigative information such as a narrative and diagram o a narrative was requested by both drivers and patrol officers through surveys o a diagram may assist in clarifying a crash, but was not a relevant request in the surveys Distribution of the report at the scene or through the police records division o at the scene is convenient for the involved parties with no fee and reduces work for records personnel o through the records division would increase their workload, but incorporate a fee for reports benefiting then township The Springfield Police Department s new crash form should incorporate the required information under Section 3743 of Title 75, Pennsylvania State Vehicle Code. The form should also contain a narrative section for statements and officer observations, witness information, and violations [5]

8 indicated. Copies can be distributed on scene at no cost. The new procedure should satisfy the involved parties, keep officers on the street, and not create additional work for records personnel. Recommendation: The Springfield Police Department needs to change its current non-reportable crash form and implement departmental policy that outlines the procedures to be followed when handling nonreportable crashes. Annex H shows the new crash form and Annex I contains a draft of the nonreportable crash policy. [6]

9 WORKS CITED Chapter 37 Subchapter C: Accidents and Accident Reports. 25 February Pennsylvania Vehicle Code, Title 75. Retrieved 7 March Greenwich, Eileen. Records Division. Springfield Township Police Department. Personal interview. 10 March Mulholland, David J. and Snyder, Matthew G. Improving Roadway Safety: Crash Reduction through Accurate Crash Reporting. 16 September The Police Chief. Retrieved 7 March &g=63247&cmd=Viewgroup Reilly, Adrienne. Field claims adjuster. AIG Insurance. Personal interview. 31 March Vehicle Crash Investigation. 2 November Haverford Township Police Department. Retrieved 6 March &g=94144&cmd=ViewGroup Vehicle Crash Investigation. 18 February Manheim Township Police Department. Retrieved 6 March &g=103468&cmd=ViewGroup [7]

10 ANNEX A: Departmental Memo for Crash Reporting DEPARTMENT OF POLICE Township of Springfield TO : All Sworn Personnel FROM : Dominick F. Spigarelli, Chief of Police DATE : July 22, 2002 SUBJECT : Non-Reportable Accident Reporting ENCL : (1) Driver Receipt (2) Non-Reportable Crash Record DEPARTMENTAL MEMO NO Enclosures (1) and (2) are provided for your use in response to Non- Reportable Accidents 2. Patrol Supervisors shall review the use of these reports with their personnel and refer any questions to Lt. Clark or myself Effective date for use is 8/01/02 3. Officers will complete the first six (6) blocks of the Receipt Form and give a copy to each driver Drivers will fill in their own information and should then exchange this form with the other driver 4. The Non-Reportable Crash Record, End (2), is self-explanatory Officers do not need to make an Alert incident report entry Dispatchers will make a dispatch entry using the proper code (UCR #3100) 5. Subsequent to submission, the Non-Reportable Crash Record will be scanned into DocStar by Records Division personnel Distribution All Sworn Personnel Robert Woolson, Records Supervisor Clipboards (3) [8]

11 ANNEX B: Springfield s Non-Reportable Crash Form ANNEX C [9]

12 PHONE SURVEY OF DRIVERS INVOLVED IN NON REPORTABLE CRASHES Was this your first vehicle accident? Did you know your duties and responsibilities when involved in a vehicle accident? Did you receive a copy of the Springfield Police Department s non reportable accident form? Did you understand the information contained in the form? Did you ask any questions of the reporting officer? If so, what did you ask? Did you feel the form was lacking any information? If so, what information? Do you feel the officer should have done more? If so, what? Did your insurance company ask for the police report? On a scale of 1 10, with 1 being not satisfied and 10 being completely satisfied, how would you rate the overall handling of your accident by the Springfield Police Department? ANNEX D [10]

13 PATROL OFFICER SURVEY TO: All Patrol Officers FROM: Sgt Joe Sadoff DATE: March 8, 2009 I am currently writing a staff study paper for Northwestern s Staff and Command School. The problem topic I am researching is the department s current policy on handling non-reportable crashes and the use of the current non-reportable crash form. I am asking that you take a few minutes to answer the questions listed below to assist me in completing the assignment. This is only a school project and is not intended to change department policy/procedure at this time. The questionnaire is anonymous. Please complete ASAP and return to my mailbox. Thanks. 1. Do you think the department should respond to all non-reportable crashes? 2. Do you think a report should be required for all non-reportable crashes? 3. Do you feel the current non-reportable crash form provides all the necessary information for the involved parties? (drivers, vehicle owners, insurance companies) If you answered No, what additional information do you feel is necessary? 4. What is the most common complaint or question that you hear from drivers/vehicle owners regarding the non-reportable form? 5. If your spouse or family member was involved in a crash, would you be satisfied with them receiving a copy of the department s non-reportable form? Would you ask or expect the reporting officer to investigate beyond the scope of the form? If yes, what more would you want done? 6. If you could make any changes to the department s current non-reportable crash procedure, what would they be? (i.e. form changes, new form, no form) 7. Any other comments or suggestions? [11]

14 ANNEX E: Crash Statistics 2008 & Total crashes 1458 Average crashes handled per officer (monthly) 6-7 Total non-reportable crashes 844 % non-reportable 59% 1 st quarter of 2009 (1/1/09-3/31/09) Non-reportable forms completed 127 Crashes involving 1 or 2 vehicles 117 % involving 1 or 2 vehicles 92% Crashes involving 3 or more vehicles 10 % involving 3 or more vehicles 8% Total time spent on crash scenes 2177 minutes Average time spent on each scene 17 minutes Note: 19 patrol officers generally handle all crash reporting. The 4 patrol sergeants rarely need to do reports and were not included when determining average crashes handled per officer [12]

15 ANNEX F: Haverford Township Non-Reportable Form (Page 1) [13]

16 ANNEX F (CON T): Haverford Township Non-Reportable Form (Page 2) ANNEX G: Manheim Township Police Non-Reportable Form [14]

17 ANNEX H: New Crash Form [15]

18 ANNEX I: New Non-Reportable Crash Policy [16]

19 Non-Reportable Vehicle Crashes -- All officers of the Department shall be guided by the following procedures when handling a non-reportable vehicle accident occurring in this jurisdiction: 1. Officers shall ensure that the crash is Non-Reportable in nature and that no injuries have been sustained by involved parties. All involved vehicles must be capable of being driven from the scene. 2. Officers shall obtain all pertinent information from the driver(s) and vehicle(s), including statements on how the crash occurred. Officers shall complete a Springfield Township Police Department Non- Reportable Accident Report. 3. Officers shall attempt to locate witnesses and document their statements. 4. The investigating officers shall be responsible for obtaining any additional information which may be needed to complete the investigation. 5. Officers, upon completion of the investigation, should note on the report any violations of the Pennsylvania Vehicle Code, Title A copy of the Non-Reportable Accident Report Form shall be provided to the drivers. 7. Officers shall submit a completed Non-Reportable Accident Report Form to their supervisor for review. In no event shall a report be submitted later than five (5) days from the date of the investigation. 8. Non-reportable crashes which did not occur within the past 48 hours will not be investigated. Officers shall create an Alert Report entry for these crashes recording pertinent information for the driver(s) and vehicle(s) and noting the date of the crash in the report Summary. NOTE: This policy was created using Manheim Township s Vehicle Crash Investigation Policy as a guide. [17]