Delgado Community College
Campus Police Department
Procedural Guideline
Radio Dispatch Log
Title
P.G.
Effective Date
April 7, 2003
# 006
Date Revised
August 1, 2003
June 21, 2004
Purpose:
To establish a guideline instructing radio dispatchers the steps they need to follow to
ensure accurate tracking of all calls for service. This will be accomplished through an
Access database file until further notice.
Procedure:
AT THE BEGINNING OF EACH SHIFT THE DISPATCHER WILL:
Press Ctl+Alt+Delete, type user name and password (if needed, can be obtained by
Administration), Click OK, desktop will open.
USING THE DATABASE
To open the data base:
Double click on MY COMPUTER> cp security on dcc.master/shared/E:>
Double click on Dispatch Log (icon has a purple key)
To Enter Calls:
Under Objects, Forms should be selected, double click Table 1 to open. At the bottom
of the screen, click >* to get a new record. Begin entering information, filling in each
field. Drop down menus have been provided to ensure accuracy and minimize typing.
See below for instruction on field entries:
DELGADO ITEM #’s: Delgado Item Numbers can be found in the overtime
clipboard on the dispatcher’s desk. Please fill out the spreadsheet accordingly.
Once a number has been issued and given to the officer, the number must be
repeated back to the dispatcher by the officer. Enter either the item number in
the field or if no item number was issued, select the X from the drop down
arrow. Use this format for entering item numbers:
Month Item # Year
Entry should appear as;
1 digit numbers: 060001- 04
06-0001-04
2 digit numbers: 060023- 04
06-0023-04
3 digit numbers: 060231- 04
06-0231-04
DATE: (Use this format) 06-01-04
TIME: Use only military time.
Example: 1900 hours
Title
Radio Dispatch Log
P.G. # 006
Effective Date
August 1, 2003
June 21, 2004
Page 2 of 4
SHIFT: Enter 1, 2, or 3 in accord with the schedule below:
1 – First Platoon (0700 – 1500 hours)
2 – Second Platoon (1500 – 2300 hours)
3 – Third Platoon (2300 – 0700 hours)
SIGNAL: Choose signal from drop down menu. If the signal needed is not
provided, type in the correct signal. Signals used other than the
Police codes and their definition are listed below:
12A – Access. Used when a faculty or staff person has a key to
their office (or area) but does not have access to the
building once it has been secured. Also used when the
card access to buildings are not functioning properly.
12U – Unlock. Used when there is a call for service to unlock a
building such as for Building Services, or particular areas
and doors for contractors, etc.
12L – Lock. Used when there is a call for service to secure an
area or building.
12E – Exterior. Used for exterior checks of buildings.
12I – Interior. Used for interior checks of buildings.
13E – Escort. Used for escort services, i.e. student to a car or
classroom, bursar after collecting money from machines.
62A – Alarms. Used for alarm(s), burglar and fire (type of alarm
should be noted in log).
52F – Fire. Used for an actual fire.
10-34 – Some officers use this code when they are 10-10 and
leaving the campus, however on the police code list it is
“Unit and Officer left city”.
LOCATION: Choose a location from drop down menu. If the location needed is
not provided, type in the correct location.
Examples:
CSN signifies Charity School of nursing
SLC signifies Slidell Learning Center
HQ signifies Headquarters
CPA signifies Campus Police Administration
OFFICER: Choose Officer from drop down menu.
Title
Radio Dispatch Log
P.G. # 006
Effective Date
August 1, 2003
June 21, 2004
Page 3 of 4
NOPD ITEM #: Procedural Guideline # 202 states, “All Uniform Crime Reports
signals will require an N.O.P.D. item number. The reporting officer will notify
the dispatcher who will call:
N.O.P.D. Communications Division
(504) 826-2875, (504)826-2876 or (504)826-2877
to obtain an item number.” Once a number has been issued and given to the
officer, the officer must repeat the item # back to the dispatcher.
Enter either the item number in the field or if no item number was issued,
select the X from the drop down menu.
DISPOSITION: Choose disposition from drop down menu.
Note: ALL CALLS MUST HAVE A DISPOSITION
Dispatchers are responsible for obtaining a disposition from the officer(s)
handling the call for service. The Dispatcher will enter the disposition into
the dispatch log.
There should be note of a primary response person (most times this will be the
Officer assigned to the area of the call, unless otherwise directed by the field
supervisor) who will be responsible for the dispositional report of the call
(RTF). Any other officers or outside units (E.M.S., N.O.P.D, N.O.F.D., etc…)
responding to the call will be noted in the comments section of the log.
10-97: Time arrived at assignment
10-98: Time completed last assignment
DISPATCHER: Dispatcher on duty who is placing the entry(s) in the log
Choose dispatcher from drop down menu.
If dispatcher (name) needed is not provided, type in the correct
last name of the dispatcher.
COMMENTS: Type any comments relevant to the call for service. If there is
are no comments, you may choose None from the drop down
menu.
Write comments with lower case letters:
Example: David Jones called with an emergency.
Not- DAVID JONES CALLED WITH……
Title
Radio Dispatch Log
P.G. # 006
Effective Date
August 1, 2003
June 21, 2004
Page 4 of 4
PRINTING SHIFT REPORTS
Reports will be printed at the end of each shift by the dispatcher on duty. Reports for
shifts 1, 2 and 3 of the same day, will be three-hole punched and placed in the green
binder labeled “Dispatch Logs” kept on the dispatchers desk.
Close Table 1 in Forms. Under Objects, click on Queries to open and double click
Create Query in Design View. Table 1 in Show Table should be highlighted. Click
Add, and then Close.
Under Table 1, double click on each item starting with D Item through Comments.
Once you have done this, each name should be shown at the bottom of the screen. On
the row titled Criteria, under column Date type the day of your shift. On the row titled
Criteria, under column Shift type the shift. Click Save, name the query with your date
and shift. (Example: 07/25/03 SHIFT 1)
Close the query, click on Reports under Objects. Double click Create Report by
Using Wizard. Choose query name of your date and shift under Tables/Queries. Click
on >> then click Next three times. Under Orientation click Landscape then Finish.
The report should automatically appear on your screen and you can now click Print.
END OF SHIFT
You do not have to manually save your work. Once you exit the program, it will save
your work for you.
Close the entire database by clicking File, then Exit.
Click the Start button at the bottom left the desktop, click Shut Down.
From the drop down arrow, choose Log off (your log in name), and click OK.
DISPATCH SUPERVISOR
On the fifth of each month, the Dispatch Supervisor will forward to the Director of
Campus Police a report verifying the accuracy of the Radio Dispatch Log for the
previous month. The report will include documentation of changes made clarifying any
missing, duplicate or incorrect item numbers.
Authority: _________________________________________________
Ronald Doucette, Sr.
Director, Campus Police