The University of North Carolina at Greensboro Police Department
	General Order 3-1.2	Case Management

1. Case File Management
   
   The Criminal Investigations Unit (CIU) files are confidential. Members of CIU must be extremely careful about the manner in which cases and information are processed in order to protect the integrity and security of the information. For that reason, CIU will establish and maintain its own files and investigations personnel will adhere to the following procedures:
   • A case file will be maintained on each case assigned to a detective for investigation. This file will be maintained by the assigned detective and will contain all records of the investigation, including statements of witnesses and suspects, results of examinations of physical evidence, case status reports, and other reports and records needed for investigative purposes. When the case is closed or inactivated, this case file will be integrated into the central records files maintained by the Records Unit. Detectives may keep copies of their prosecution summaries, case reports and case notes for court purposes.
   • Copies of case files will be located in the criminal investigation offices. These files will not be left in a position that allows access to unauthorized persons.
   • Because of the sensitivity of these records, access to the case files will be restricted to investigations personnel only. Personnel from other units may be given information from the files on a need-to-know basis.
   • The Support Services Commander may authorize the release of information from the case files to officers from other law enforcement agencies on a need-to-know basis.
   • The shift briefing page will automatically provide a daily summary of open investigations. This summary will come from case management. Each assigned detective is responsible for updating the notes section on each case to which they are assigned. The Support Services Commander will ensure that the open investigation page is kept up to date.
   • Reports assigned for investigation should be completed in 30 days unless an extension is granted.
2. Case Assignment Criteria
   
   Because of the high number of offenses reported to the UNCG Police Department and the limited number of detectives, a system of selective screening is required. This system ensures that those cases with sufficient suspect information and/or other investigative criteria are assigned for active follow-up, while those with minimal solvability factors are inactivated resulting in the most efficient use of investigative personnel.
   
   The Support Services Commander or designee will be responsible for reviewing all incident, arrest, and accident reports to determine if a case will be actively investigated or placed in an inactive status. This responsibility includes recording the investigator assigned, the date assigned, the due date, and the current status of each case. Cases will be assigned for active follow-up using the following criteria, which are based on the past experience and research of the UNCG Police Department and other law enforcement agencies.
   • The offense report indicates any leads, clues, or suspects, (except those which have already been adequately investigated by the originating officer), which in the case screener’s judgment or as indicated by established solvability factors could plausibly lead to the resolution of the case.
   • The offense report reflects a less than thorough or an incomplete investigation by the reporting officer given the nature and magnitude of the offense.
   • The crime involves a sensitive or unusual place or person which will generate press interest.
   • There is a pattern of such crimes in an area, which points to a single individual or group.
   • Cases that are self-initiated by a detective will be marked for further investigation and placed in their respective caseload.
   The following cases will be assigned for follow-up regardless of solvability factors:
   • Homicide, Suicide, or Suspicious Deaths occurring on campus
   • Armed Robbery
   • Rape or Sexual Assault
   • Kidnapping
   • Extortion
   • Assaults with Serious Injury
   • Arson and Unlawful Burning
   • First Degree Burglary
   Any case that does not meet the above criteria, may be inactivated. Inactive cases will be reviewed for criminal intelligence and possible crime pattern information.
   
   All stolen property that meets the required standards for entry will be entered into NCIC regardless of case status.
3. Case Assignment Based On Expertise
   
   Cases will be assigned for follow-up investigation based upon manpower and case load considerations. In situations where a case requires specialized skill or knowledge, efforts will be made to assign the case to the detective who possesses the specific training or expertise required to most effectively investigate that case.
4. Status of Assigned Cases
   
   Initially, all cases will be assigned a status of "Active". Each case will be reviewed in the Case Management module and either assigned to an officer or changed to "Inactive" status. All supplement reports will be evaluated in the same manner and the status changed accordingly.
   
   When the detective assigned to the case files an investigative supplement or arrest report, the detective will assign a status code that appropriately identifies the actual status of the case. The status codes assigned will conform to the codes established by the North Carolina State Bureau of Investigation, Division of Criminal Information.
   
   The detective should clear an investigation when they feel they have accomplished as much as possible. If no arrest is made in the case, the detective should get as much information as possible about the suspect, such as name, sex, race, address, physical description, known associates, known areas which they frequent, work sites, travel habits, etc.
   
   The detective should record times and dates of any surveillance of the suspect and/or their residence on a Supplemental Report to help establish probable cause for a search warrant.
   
   The investigating officer should clear the investigation in one of the following ways:
   
   • Warrant(s) Obtained – An arrest was not made so warrants were taken out for the offender's arrest.
   • Warrant Served by UNCG for Other Agency – UNCG officers arrested someone on active warrants taken out by another agency.
   • Warrant Served by Other Agency for UNCG – Warrants taken out by a UNCG officer were served by another agency.
   • Closed by Arrest – A criminal case is cleared by arrest when at least one person is arrested and charged with the offense.
   • Closed by Exception – There are times when, for all practical purposes, a case is cleared, however, no arrest can be made. These cases can be classified as exceptionally cleared if the offender has been identified, there is sufficient information to support an arrest, and there is some reason outside our control that prevents us from arresting the offender.
   • Closed by Other Means – The case has been investigated and all sources of information and evidence lead to no resolution (i.e. Leads Exhausted). 
   • Inactive Cases – All offenses, which are filed but not cleared by arrest, exceptionally cleared, or unfounded will be classified as inactive. Cases may be declared inactive when there are not further leads or there are few or no solvability factors. They may also be inactivated based on the degree of seriousness of the offense and the unavailability of investigative resources.
   • Unfounded – When the section receives a complaint, which is found to be false or baseless, it may be classified as unfounded. Refusal of a complainant or victim to prosecute does not unfound a legitimate offense. Also, the fact that a court or the Grand Jury dismisses the charges or fails to indict does not unfound an offense.
5. Victim Notification of Case Status
   
   When a case is assigned for follow-up, it will be the responsibility of the detective to make personal or telephone contact with the victim as soon as possible after the case is assigned. The victim/witness assistance services provided during the follow-up investigation will include:
   • Re-contacting the victim/witness periodically to determine whether needs are being met, if in the opinion of the agency, the impact of a crime on a victim/witness has been unusually severe and has triggered above average need for victim/witness assistance;
   • Explaining to victims/witnesses the procedures involved in the prosecution of their cases and their role in those procedures, if not an endangerment to the successful prosecution of the case;
   • Scheduling line-ups, interviews, and other required appearances at the convenience of the victim/witness and, at the option of the agency, providing transportation, if feasible;
   • Returning promptly victim/witness property taken as evidence (except for contraband, disputed property, and weapons used in the course of the crime), where permitted by law or rules of evidence, if feasible; and
   • The responding officer or the assigned detective will complete and provide the victims' rights form to the victim. This information will be documented in the incident report.
When the investigation results in a criminal prosecution, the detective will notify the complainant, witnesses, and the victim of all court dates and the court disposition of the case.


6. Cold Case Investigations
   
   The term cold case refers to a criminal investigation or case that is a violent or other major felony crime that remains unsolved and has been closed with leads exhausted. These cases include murder, attempted murder, missing adult where foul play is suspected, missing child, rape or other sexual related crimes where serious injury has occurred.
   
   A cold case is considered unsolved until a suspect has been identified, charged, and tried for the crime. Cases may or may not have a suspect named at the time of the crime or developed during the original investigation. The reasons for reviewing a cold case may include any of the following reasons:
   • To properly review the case file and evidence to determine if new techniques exist that were not previously available that may help solve the case.
   • To permit a fresh perspective by either the same or a different detective so that new approaches might be applied to the investigation.
   • To possibly reopen the case as an active investigation when circumstances indicate the possibility of new information.
   • Upon the request from the Support Services Commander or the Chief of Police.
Evaluation Criteria

Cold cases will be classified in the department's Case Management System using the minimum solvability factors:
• Physical evidence collected that may be valuable for further testing.
• Witness(es).
• Suspects known or named.
• Is the case considered a violent or other major felony by definition (murder, attempted murder, rape or other sexual related crimes where serious injury has occurred).
• Does the case meet Cold Case criteria (Y=Yes, N=No)
Detectives may also choose to consider other solvability factors that may lead to the classification of meeting Cold Case criteria.

Cold Case Review(s)

All cases meeting the Cold Case criteria will be reviewed at least annually. Nothing prevents a case from being opened any time information becomes available that may further the investigation.

Considerations for reopening a Cold Case can include but are not limited to the following:
• Forensic testing considerations of evidence,
• Availability of witnesses,
• Interview with victim or victim's family to determine willingness to pursue further investigation, and
• Feedback from the District Attorney.
The Support Services Commander or designee will generate a report against all cases meeting the Cold Case criteria. The detective will review the information and make a determination as to what course of action is appropriate. The available options are to:
• Acknowledge a review of the information in supplemental form but take no action.
• Reopen the case as an active investigation.