DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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Handbook 19: How To..
19-8  How to Request a Police Report, Crime Lab Report or Crime Analysis Report
How To..
19-8   How to Request a Police Report, Crime Lab Report or Crime Analysis Report
Reference Points
Overview
Rights to Records
Police Reports from the San Jose Police Department (SJPD) or Sheriff's Office
Police Reports from Other Law Enforcement Jurisdictions
Police Report Requests from Foster or Relative Home Applicants
Police Report Requests from Law Enforcement Agencies Outside Santa Clara County
Police Reports No Longer on File at the Law Enforcement Agency
Crime Lab Reports
Crime Analysis Reports from SJPD
Other References


Reference Points
Effective Date: 1/1/07
Last Updated: 1/19/07
 Legal Basis:
Popup Window Government Code 6254(f)
 Non CWS/CMS Forms:
MS Word Request for SJPD Police Report
MS Word Request for Sheriff’s Incident Report
MS Word Request for Police Report (other than SJPD or Sheriff)
MS Word Crime Lab Report Request
MS Word Crime Analysis Request


Overview  

Social workers may need to obtain reports from law enforcement agencies:

  • As important documents in making assessments.
  • As evidence for juvenile court hearings.
  • To assist families in completing foster home or adoptive home study applications.
  • To assist relatives and non-relative extended family members in seeking Director's Exemptions for home approvals.
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Rights to Records  

Government Code 6254(f) outlines the authorization and limits of rights to access police reports.

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Police Reports from the San Jose Police Department or Sheriff's Office  

Special procedures for obtaining police reports have been arranged between the Department of Family and Children's Services and the San Jose Police Department (SJPD) and Santa Clara County Office of the Sheriff.  Reports from the SJPD or Sheriff's Office are routed through the Family Violence Center and sent to DFCS clerical for distribution.  Social workers can obtain reports from these two law enforcement jurisdictions by:

  • San Jose Police Department (SJPD):
    • Completing the Request for SJPD Police Report .
      • This is not the same as the Request for Police Report, which is used for most other jurisdictions.
    • Faxing the report to the SJPD (277-3199).
    • Receiving the police report in his/her in-box, upon distribution by DFCS clerical staff. 
  •  
  • Santa Clara County Sheriff's Office:

    • Completing the Request for Sheriff’s Incident Report.
    • Faxing the request to the Sheriff's Office (299-2685).
    • Receiving the sheriff's report in his/her in-box, upon distribution by DFCS clerical staff. 

  • For all other law enforcement jurisdictions, see the following section for obtaining police reports.
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Police Reports from Other Law Enforcement

Jurisdictions

 

For social workers to obtain police reports from jurisdictions other than SJPD or the Sheriff's Department, the social worker:

  • Completes the Request for Police Report.
    • This is not the same as the Request for SJPD Police Report, which is used to request reports only from SJPD.
  • Faxes the Request for Police Report to the applicable police department.
    • See fax numbers for each police jurisdiction listed below.
  • Receives the report at the fax number, e-mail or postal mail address given on the request form.

      ___________________________________________________________

  • Campbell Police Department

Fax: (408) 379-7561

70 N. First St.

Campbell, CA  95008

Phone: (408) 866-2121

Hours: 8 a.m. - 6 p.m.

 

  • Gilroy Police Department

    Fax: (408) 846-0339

    7370 Rosanna St.

    Gilroy, CA 95020

    Phone: (408) 846-0300

 

  • Los Altos Police Department

    Fax: (650) 947-2705

    One North San Antonio Road
    Los Altos, CA 94022
    Phone: (650)947-2770

    8 a.m. - 5 p.m.



  • Los Gatos Police Department
  • Fax: (408) 354-0578

    110 East Main Street
    P.O. Box 973
    Los Gatos, CA 95031

    Phone:  (408) 354-5257

    Directions



  • Milpitas Police Department

Fax: (408) 586-2488

1275 N. Milpitas Blvd.

Milpitas, CA 95035

(408) 586-2400

Phone:  (408) 586-2400

 

  • Morgan Hill Police Department
    Fax: (408)776-7328

    16200 Vineyard Blvd.

    Morgan Hill, CA 95037

    Phone: (408)776-7300



  • Mountain View Police Department

    Fax: (650) 964-2202

    1000 Villa Street
    Mountain View, CA 94041
    Phone: (650) 903-6344

  • Directions

 
  • Palo Alto Police Department

    Fax: (650) 617-3120

    275 Forest Avenue

    Palo Alto, CA 94301
    Phone: (650) 329-2406

    8a.m. - 5 p.m.

 
  • Santa Clara Police Department
    Fax: 248-0276

    601 El Camino Real
    Santa Clara, CA 95050
    Phone: (408) 615-4700

 
  • Sunnyvale Department of Public Safety

    Fax: (408) 730-7705

    700 All America Way

    Sunnyvale, CA 94088

    Phone: (408) 730-7100

 

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Police Report Requests from Foster or Relative Home Applicants  

An individual requesting his/her own police report related to an arrest or conviction for which the individual is the suspect, arrestee or person having been convicted of the crime must request the report through one of the following offices:

  • District Attorney's Office

70 West Hedding St.

San Jose, CA  95110

(408) 299-7400

 

  • District Attorney’s Office
    San Martin Branch
    12433 Monterey Road
    San Martin, CA  95046
    (408) 686-3600

 

  • District Attorney’s Office
    Palo Alto Branch
    270 Grant Avenue
    Palo Alto, CA  94306
    (650) 324-6400


  • District Attorney’s Office
    Sunnyvale Branch
    333 West El Camino Real, Suite 230
    Sunnyvale, CA  94087-1969
    (408) 737-7422


  • District Attorney’ s Office Discovery Unit

(408) 792-2510

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Police Reports from Law Enforcement Agencies Outside Santa Clara County  

To obtain a police report from a law enforcement agency outside of Santa Clara County, the social worker or individual requesting the report directly contacts the specific agency to inquire into the procedures for obtaining the police report from that agency.  The Internet may be helpful in locating and contacting law enforcement agencies.  For example: Law Enforcement Agencies in California and Law Enforcement Agencies in the United States are two links through which law enforcement agency phone numbers and addresses can be found.  

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Police Reports No Longer on File at the Law Enforcement Agency  

For police report requests for a foster care application or Director's Exemption, when a law enforcement agency does not have the police report on file because the reports are destroyed after a certain period of time or the agency cannot retrieve a copy of the report for some other reason, the individual requesting the report must request a letter from the law enforcement agency stating that the report cannot be retrieved and the reason why.  The letter is submitted with the foster care application or exemption request.

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Crime Lab Reports  

Lab reports are usually requested when social workers want results of a blood sample analysis taken on an individual arrested for being under the influence of drugs or alcohol.  All law enforcement agencies in Santa Clara County submit blood samples for analysis to one county laboratory.  To obtain a lab report from any law enforcement jurisdiction, the social worker:

  • Completes a Crime Lab Report Request form.
  • Faxes the form to the District Attorney's Office (298-7501).
  • Receives the report via fax.
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Crime Analysis Requests from SJPD  

To obtain information regarding any history of criminal activity at a specific address in the city of San Jose, the social worker:

  • Completes the Crime Analysis Request form.
  • Faxes the Crime Analysis Request to the SJPD
  • Receives the results of the analysis at the clerical unit in-basket.

For a crime analysis report from a law enforcement jurisdiction other than San Jose, the social worker must call the police department whose jurisdiction covers the address in question.

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Other References  
Popup Window2 Law Enforcement Agencies in California
Popup Window2 Law Enforcement Agencies in the United States
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