OPERATING GUIDELINES  11 - 19     1 - 10

Operating Guidelines are also available as a download for easy printing and presentation
 
                                                                                    

11.0  Deterred from Entry Form
11.1

A 'Deterred from Entry' form should be completed when a Repeat Offender or Excluded Person has been sighted and either refused admission or been required to leave a members store or shopping centre. This form should be sent (or faxed) to the Scheme Management as soon as possible.
12.0  Repeat Offender Sighting Form
12.1

A 'Sighting Form' should be completed when a Repeat Offender is seen (IN ANY LOCATION in Birmingham City). This form should be sent (or faxed) to the Scheme Management as soon as possible.
13.0  Excluded Person Sighting Form
13.1

A 'Sighting Form' should be completed when an Excluded Person is seen (IN ANY LOCATION in Birmingham City). This form should be sent (or faxed) to the Scheme Management as soon as possible.
14.0  Information Form
14.1

An 'Information Form' should be completed when any information or intelligence has been gained. This form should be sent (or faxed) to the Scheme Management as soon as possible.
15.0 Incident Report Form – Guidelines for Completion
15.1

Staple a photo of the Repeat Offender or Excluded Person to the top right hand corner.
15.2 'Reported by' – Name of person who completes form and where from.
15.3

Store Name' – Name of store where incident took place and which floor incident happened if appropriate.
15.4 Use 24 hour clock for times.
15.5

'First Seen By' – Tick in box who first saw incident – also include if there are photos or CCTV footage of the incident available.
15.6 'Crime Status' – Indicate what type of offence has occurred.
15.7 'Where Committed' – Tick appropriate Box.
15.8 'Offender Details' – Enter full name and check spelling.
15.9

Name given at time of arrest' – Enter details of name given. Always obtain the full name of the offender (check spelling) and also check to see if they have second or third names.
15.10 'Previously Excluded' – To the best of your knowledge.
15.11 'Date of Birth' - Estimate age if details refused or not known.
15.12 'Address' – Enter Post Code if known.
15.13 See rear of Incident Report Form for details re IC1 etc.
15.14 'Hair Colour' – Tick appropriate Box.
15.15 'Hairstyle' – Tick appropriate Box.
15.16 'Build' – Tick appropriate Box.
15.17 'Accent' – e.g. Birmingham, Black Country etc.
15.18

'Distinguishing Features' – Can include tattoos, amputated limbs, speech, peculiarities, scars, body piercing, gait, skin disorder, posture or anything else that makes this individual stand out from the crowd.
15.19 'Nationality' – Tick appropriate box.
15.20

'Clothing' – indicate brief description of clothes worn at the time of arrest.
15.21 'History' – Tick appropriate Box.
15.22

'Brief Circumstances' – THIS IS VERY IMPORTANT AND SHOULD CONTAIN DETAILS OF THE ACTUAL INCIDENT.
15.23 'Vehicles' – Please include details of any vehicle used by the person.
15.24

'Loss / Cost' – Brief details of any property stolen and whether recovered.
15.25

'Police Details' – Indicate both date and time police called and arrived.
15.26 'Crime Number' – Please enter if known.
15.27

'Supplementary Information' - This includes anything that may be useful in identifying this offender again, pre-warning any other person having to deal with the offender in future, building a picture of the offender as an individual and their method of operation.
15.28 Complete and sign the declaration re service of Exclusion Notice.
15.29 Don’t forget to sign it.
16.0 Security Meetings
16.1

A 'Security Meeting' will normally be held on the last Wednesday of each month whenever possible and will provide an opportunity for members to send a security representative who will be encouraged to share information / intelligence etc. Details of the venue etc will be circulated via the Ringmaster System.
16.2

New Repeat Offender / Excluded Person photographs will be issued at the Security Meetings whenever necessary and photograph albums MUST be brought to the meeting in order to be updated.
17.0 Photograph Release
17.1

The compilation of photographs are prepared for the members of the Retail Crime Operation (Birmingham) and its sole working purpose is one of PREVENTION or DETECTION of crime by offenders and suspected offenders who commit crime within Birmingham City (and its outskirts).
17.2

All material within this document MUST remain
STRICTLY CONFIDENTIAL.
17.3

The receiver of this document MUST follow the below listed guidelines:

  1. Keep the document in a SAFE and SECURE place;
     

  2. It must NOT be displayed in a place where members of the public have access;
     

  3. Access to the document will be restricted to members of the Retail Crime Operation (Birmingham) or other persons specified;
     

  4. The document is NEVER PHOTOCOPIED;
     

  5. The document is to be returned directly and promptly on the request of the Scheme Management.

If all of the above circumstances are met, the disclosure of these photographs is a purposeful and bona fide means of seeking to PREVENT and DETECT crime.
18.0 West Midlands Police Ringmaster System
18.1

The West Midlands Police “Ringmaster” System is a computerized database kept and controlled at Steelhouse Lane Police Station. It allows information to be circulated around the city centre membership by the central computer dialling a pre-arranged telephone number of the members store and passing a message (either pre-recorded or by fax).
18.2

Members can use the Ringmaster to circulate their own messages to other members by contacting the Retail Crime Operation (Birmingham).
19.0 Professional Indemnity Insurance
19.1

The Retail Crime Operation (Birmingham) has taken out Professional Indemnity Insurance.
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