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For additional information about what should be entered into a field, select F2 on the keyboard when clicked on a field. A new window will popup(below) with more information.

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1. Open an incident form by selecting the incident icon (left)

2. Select “No incidents for DOJ for month” under the field Incident Report Type (below).

3. Choose the Reporting Month.

4. Enter the Reporting Year.

5. User can now validate and transmit the form to DOJ.

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Incident Report Type

To submit a WIBRS incident, select “WIBRS Report” under Incident Report Type. You may select more than one report type, however, you cannot have another report type if “No Incidents For DOJ For Month” is selected.

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All offenses known to law enforcement should be reported, as well as arrests, with the exception of traffic violations (e.g. speeding).

Note: Arrests in the UCR program are defined as: the act of detaining a person in legal custody in response to a charge that the person committed an offense in your jurisdiction. This includes notification of charges and date and time to appear in court such as by citation or summons (when served in-person by a sworn officer). Arrests are typically not documented until the point of booking or issuance of a citation/summons. A referral to the District Attorney's office without taking the suspect through the booking process or issuing a citation does not count as an arrest, even if a warrant is issued. However, a suspect voluntarily appearing in court for charges issued by the DA in your jurisdiction does count as an arrest.

Date of Report

This field records the date the incident was reported to the local agency. The report date will auto-populate to the current date – make sure that it is updated to correctly reflect the date the incident was reported to the local agency.

Time of Report

This field records the time the incident is being reported. The report time will auto-populate to the current time – make sure that it is updated to correctly reflect the time of the report.

Is Date of Incident Known

This field records whether the date of the incident is known. Select “Yes” if the incident date is known or “No” if the date of the incident is unknown.

Incident Date of Lower Date Range

This field records the date the incident being reported occurred. The incident date will auto-populate to the current date – make sure that it is updated to correctly reflect the date of the incident.

If “No” was selected for the field “Is Date of Incident Known”, enter the first date the incident could have occurred.

Upper Date Range

If “No” was selected for the field “Is Date of Incident Known”, enter the last date the incident could have occurred.

Is Time of Incident Known

This field records whether the time of the incident is known. Select “Yes” if the incident time is known or “No” if the time of the incident is unknown.

Incident Time

This field records the time the incident occurred. Enter the hour using 24hr time.

Total Offenses

This field records how many different offenses occurred during the incident. Incidents may contain up to ten offenses. Remember, due to the WIBRS acting in concert rule, all offenders are assumed to have committed all offenses on an incident. If this is not the case, incidents should be split.

Unknown Number of Subjects

This field records whether the number of subjects/offenders is known. If there is an unknown number of subjects, select “Yes” and if there is a known number of subjects, select “No”. Unknown Number of Subjects will auto-populate to “No”. “Yes” should only be selected when you have no way of knowing the number of offenders and nothing at all is known about any offender (sex, age, race). If you select “Yes” the number of subjects is unknown, TraCS will not open a subject section on the form.

Total Subjects

This field records how many subjects/offenders were involved in the incident. Remember, due to the WIBRS acting in concert rule, all offenders are assumed to have committed all offenses on an incident. If this is not the case, incidents should be split.

Total Victims

This field records how many total victims there were in the incident. This includes all victim types including businesses, financial institutions, etc. along with individual person victims.

Cargo Theft

This field records if the incident involved cargo theft and is only applicable if an offense is included that could involve cargo theft. Only certain offenses can be considered cargo theft. See the WIBRS technical specifications for more detail. Select “Yes” if the incident being reported involves any theft of cargo during a commercial shipment of freight moving in commerce. Select “No” if the incident involves an offense that could involve cargo theft but the incident is not considered cargo theft. Leave blank if there are no cargo-theft applicable offenses on the incident.

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There is also a Cargo Theft field under the Offense Segment (below), however, it is grayed out and an automatic field. This grayed out field tells the user whether the offense could involve cargo theft; if this is “Yes”, the user needs to fill out the Cargo Theft field under the Summary (Incident) segment (above).

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One incident can have multiple offense types. This section will be filled out for each different offense on the reported incident.

To add more than one offense, select the light blue Add New Offense bar at the bottom of the section. This may be unnecessary if the Total Offenses field was properly filled in under the Incident Summary section above.

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Offense

Select one of the WIBRS offenses from the list. For more details about offenses, see the WIBRS Reference Guide.

Location Type

This field records the type of location at which the offense took place. Use the most specific location possible. If a location was acting as a different location at the time of the incident, select the location that most closely resembles the type at the time of the incident (e.g. a church service held in a school should be “Church/Synagogue/Temple/Mosque”).

Attempted/Completed

This field records whether the offense was completed or attempted. For a burglary to be completed, theft is not necessary. All assaults should be reported as completed. Attempted murder should be reported as a completed aggravated assault.

Premises Entered

This field records the number of premises entered during a burglary of a hotel or rental storage facility (e.g. if five storage units were entered, five should be recorded in this field). This field will be unavailable until burglary is selected as the offense and either “Hotel/Motel” or “Rental Storage Facility” is selected as the location type.

Criminal Activity

This field records whether the offenders were involved in criminal activity for certain offenses. You may select more than one criminal activity.

Note: For NIBRS reporting purposes, a gang is an ongoing organization, association, or group of three or more persons who have a common interest and/or activity characterized by the commission of or involvement in a pattern of criminal or delinquent conduct. Agencies should use the predominant age of the associated gang’s membership (and not the offender’s age) to determine whether J = Juvenile Gang or G = Other Gang should be entered.

Offender Suspected of Using

This field records whether any of the offenders in the incident were suspected of consuming alcohol or using drugs/narcotics during or shortly before the incident or using computer equipment (e.g. laptop, smart phone) to perpetrate the crime. Agencies can enter up to three types of activity per offense type.

Weapon

This field records up to three types of weapons or force used by the offender for certain offenses. When reporting the weapons used, select the most specific weapon type listed (e.g. report a revolver as Handgun rather than Firearm).

If a weapon was used that could be employed in several ways, choose the weapon type that indicates how the weapon was used. For example, if the offender used a bottle, report Blunt Object if the victim was beaten or Knife/Cutting Instrument if the offender cut or stabbed the victim with the bottle.

Note: The FBI’s UCR Program defines an automatic firearm as any firearm that shoots, or is designed to shoot, more than one shot at a time by a single pull of the trigger without manual reloading. Do NOT indicate a semi-automatic weapon as an automatic weapon.

Bias Motivation

This field records whether an offense was motivated by the offender’s bias and, if so, what type of bias. You can enter up to five bias motivations per offense type.

Bias motivation should only be reported if investigation reveals sufficient objective facts to lead a reasonable and prudent person to conclude the offender’s actions were motivated, in whole or in part, by bias against race/ethnicity/ancestry, religion, disability, gender, gender identity, or sexual orientation.

Note: Unknown bias (99) indicates that it is believed the incident was motivated by bias, but which bias that is, is currently unknown. Incidents in which there was no believed bias should indicate 88 – None.

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To add more than one subject to the incident, select the light blue Add New Subject bar at the bottom of the section. This may be unnecessary if the Total Subjects field was properly filled in under the Incident Summary section at the top of the form.

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Individual Type

Individual should be selected for this field when entering a subject on an incident.

Associated Offenses

This field records the offenses committed by the subject. Remember, due to the WIBRS acting in concert rule, all offenders are assumed to have committed all offenses on an incident. If this is not the case, incidents should be split.

Arrested or Booked

This field records whether the subject/offender being entered was arrested for the incident.

Note: Arrests in the UCR program are defined as: the act of detaining a person in legal custody in response to a charge that the person committed an offense in your jurisdiction. This includes notification of charges and date and time to appear in court such as by citation or summons (when served by an officer). Arrests are typically not documented until the point of booking or issuance of a citation/summons. A referral to the District Attorney's office without taking the suspect through the booking process or issuing a citation does not count as an arrest, even if a warrant is issued. However, a suspect voluntarily appearing in court for charges issued by the DA in your jurisdiction does count as an arrest.

Date of Birth (DOB)

This field records the date of birth of the subject/offender being entered. DOB is required if the subject/offender was arrested.

Age or Lower Age Range

This field records the age of the subject/offender being entered. If DOB is entered, this field will automatically populate. If the age of the offender is completely unknown, select Unknown. If the age range is known within ten years, enter the lower age range in this field (e.g. if the subject is known to be 20-30, enter 20 in this field).

Upper Age Range

If the subject age range is known within ten years, enter the upper age range in this field (e.g. if the subject is known to be 20-30, enter 30 in this field).

Sex

This field records the sex of the subject/offender being entered. Leave the field blank if sex is unknown. Sex is required if the subject/offender was arrested.

WIBRS Race

This field records the race of the subject/offender being entered based on the FBI’s race codes. WIBRS Race is required if the subject/offender was arrested. Note this is the race information that is transmitted for the incident, not the “Race” field.

WIBRS Ethnicity

This field records the ethnicity of the subject/offender being entered based on the FBI’s ethnicity codes.

Arrest Level Questions

This area will only display if “Yes” was selected under the subject field Arrested or Booked.

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Arrest Date

This field records the date of the arrest of the subject. Date of arrest must be entered in MM/DD/YYYY format.

Offense

This field records the offense from the incident that the subject was arrested for. This is how the DOJ will classify the arrest and should be indicated as the most serious offense the person committed on the incident. It is based on what the subject did, using UCR definitions, not what the subject is charged with (e.g. if the subject committed simple assault but is only being charged with disorderly conduct, simple assault should be selected).

Arrests in the UCR program are defined as: the act of detaining a person in legal custody in response to a charge that the person committed an offense in your jurisdiction. This includes notification of charges and date and time to appear in court, such as by citation or summons when served by an officer.

Sending a summons to appear in court or a citation through mail is not an arrest; it is considered an arrest only when the suspect appears in court or a fine is paid (if applicable).

Type of Arrest

This field records the manner in which the subject was arrested.

• On-view arrest - Primary contact or investigation where offender is taken into physical custody without a warrant or previous incident report

• Summoned/Cited - Law enforcement officer issues written notice to appear or make payment on charges in the form of a citation or summons

• Taken into custody - Should only be used based upon a warrant and/or previously submitted incident reports

Multiple Arrestee Indicator

The purpose of this field is to record whether the subject's arrest cleared multiple incidents. If the subject's arrest clears only the incident being entered, select 'Not Applicable'.

If the arrest clears multiple incidents:

• Select 'Count Arrestee' if the incident being reported is the one that the subject was arrested for and no other incidents were known about at the time of the arrest or if there were multiple warrants out for the individual’s arrest and the incident being entered contains the most serious offense.

• Select 'Multiple' if the incident has now been cleared as a result of the subject's arrest on another incident, but the current incident is NOT the incident the subject was apprehended for and instead was later discovered to have committed.

Note: One arrest can result in multiple arrest records with “M” and only one “C”, but one “M” arrest record should not correspond to multiple “C” records.

Juvenile Arrestee Disposition

If the arrested subject is a juvenile, this field records the course of action that was undertaken in compliance with juvenile arrest standards.

• Handled within department - Released to parents, released with warning, etc.

• Referred to other authorities - Turned over to juvenile court, probation department, welfare agency, other police agency, criminal or adult court, etc.

Arrestee Armed With

This field records what weapon(s) the subject was armed with at the time of their arrest. Up to two (2) selections can be made.

Note: The FBI’s UCR Program defines an automatic firearm as any firearm that shoots, or is designed to shoot, more than one shot at a time by a single pull of the trigger without manual reloading. Do NOT indicate a semi-automatic weapon as an automatic weapon.

ATN Number

This field records the Arrest Transaction Number (ATN) for the arrest being entered for the incident.

To add a victim to the incident, select the light blue Add New Victim bar underneath the Add New Subject bar. This may be unnecessary if the Total Victims field was properly filled in under the Incident Summary section at the top of the form.

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Victim Type

The purpose of this field is to report if the victim was an individual or an entity such as a business or religious organization. If the offense is a society crime, there is no victim segment and Total Victims = 0 if the only offense(s) are society.

• Business

• Financial Institution

• Government - includes police department buildings, but not individual officers (Police Officer/Law Enforcement Officer should be used instead)

• Individual

• Other

• Police Officer

• Religious Organization

• Unknown

Age or Lower Age Range

This field records the age of the victim being entered. If DOB is entered, this field will automatically populate. If the age of the victim is completely unknown, select Unknown. If the age range is known within ten years, enter the lower age range in this field (e.g. if the victim is known to be 20-30, enter 20 in this field).

Upper Age Range

If the victim age range is known within ten years, enter the upper age range in this field (e.g. if the victim is known to be 20-30, enter 30 in this field).

Sex

This field records the sex of the victim being entered. Leave the field blank if sex is unknown.

WIBRS Race

This field records the race of the victim being entered based on the FBI’s race codes. Note this is the race information that will be transmitted on the WIBRS incident, not the “Race” field.

WIBRS Ethnicity

This field records the ethnicity of the victim being entered based on the FBI’s ethnicity codes.

Victim Injury

This area will only display when an injury is required for the offense reported.

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Injury

The purpose of this field is to record the injury/injuries sustained by the victim of the incident being reported. If the victim has any serious bodily injury (e.g. anything other than ‘minor’), simple assault is not the correct offense.

Aggravated Assault/Homicide Circumstances

This area will only display when an associated offense is reported.

Aggravated Assault/Homicide Circumstances

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This field records the circumstances under which the aggravated assault or homicide being reported took place.

LEAs should base selections of circumstances on information known following their investigation, not decisions of a grand jury, coroner’s inquest, or other agency outside LE. LEAs should always select the most appropriate circumstances as determined by investigation. Traffic fatalities associated with driving under the influence, distracted driving (using a cell/smartphone), and reckless driving traffic fatalities are included as negligent manslaughters. Accidental traffic fatalities, accidental deaths (not resulting from gross negligence), or deaths of persons due to their own negligence are not to be included as Negligent Manslaughters. LEAs should report information regarding all other Negligent Manslaughters regardless of actions to prosecute.

Two circumstances may be entered for each victim of aggravated assault or homicide. One circumstance may be selected per victim of negligent manslaughter or justifiable homicide.

Additional Justifiable Homicide Circumstances

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This field records the circumstances under which the justifiable homicide being reported took place/what led to the justifiable homicide. This field will only become available when an offense of justifiable homicide is reported and a justifiable circumstance reason is selected for the Aggravated Assault/Homicide Circumstances field.

LEA Information

This area will only display when “Law Enforcement Officer” is selected as the Victim Type.

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Call Type

This field records the type of call the law enforcement officer was responding to when they were made victim to the offense being reported.

Type of Assignment

This field records the specific assignment the law enforcement officer was under when they were made victim to the offense being reported.

Other Jurisdiction

This field records the name of the agency where the officer is employed (if different from the agency creating the report). This field should remain blank if the officer is employed by the reporting agency.

ORI Number

This field records the ORI of the agency where the officer assaulted is employed if that officer is NOT employed with the reporting agency. This field should remain blank if the officer is employed by the reporting agency.

Victim’s Relationship to Subject(s)

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Relationship to Subject

The purpose of this field is to record the relationship between the offender and the victim of the incident. Note that the selection should be made in regard to the victim's relationship to the offender and based on the victim's perspective; for example, if the offender is the victim's parent, then 'Child' should be selected in this field (i.e. the victim is the ‘Child’ of the offender).

If an offender is also a victim on the incident, such as in the case of an incest offense, statutory rape, or mutual assaults, use the relationship “Victim was Offender” to connect a subject/offender to themselves as a victim. For example, the screenshot below indicates Victim 01 and Subject 02 are the same person, and Subject 01 is this person’s Boyfriend/Girlfriend.

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The Property Section is only required on incidents containing certain offenses.

To add another property loss type, select the light blue Add Next Property Loss bar.

To add another property type(description) within a loss type, select the Add Next property Description bar.

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Loss Type

This field describes what happened with the property being reported for the offenses in the incident. As a reminder, recovered property should be indicated on the incident it was stolen from (if known). An agency should report property stolen in its jurisdiction only.

• None

• Burned

• Counterfeited/Forged

• Destroyed/Damaged/Vandalized

• Recovered (to impound property that was previously stolen)

• Seized (to impound property that was not previously stolen)

• Stolen/Etc. (includes bribed, defrauded, embezzled, extorted, ransomed, robbed, etc.)

Stolen/Recovered (Total Stolen/Recovered Vehicles in Jurisdiction)

This should be the total number of vehicles that were stolen OR recovered within the reporting agency's jurisdiction based on the loss type. For example, the screenshot below shows 01 vehicle listed under the “Stolen/Etc.” loss type, and 01 vehicle (the same vehicle) listed under the “Recovered” loss type. The sum of recovered vehicles should total or be less than the number of vehicles that were listed as stolen on the incident.

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Recovered MV (Total Recovered Vehicles-Other Jurisdiction)

This field should only be used to report recovered motor vehicles that were recovered by a different agency, for a vehicle that was stolen in the reporting agency’s jurisdiction.

For example, if your agency reported a vehicle stolen, and another agency recovered the vehicle, the recovery should be attached to your agency’s incident and this field should be used to indicate one vehicle (the one stolen from your jurisdiction) was recovered by another jurisdiction. In the screenshot above, the report indicates that the stolen vehicle was recovered in the local agency’s jurisdiction, since the 01 vehicle is listed in the “Stolen/Recovered” field rather than the “Recovered MV (Other Jurisdiction)” field. If this stolen vehicle were recovered in another jurisdiction, the “Stolen/Recovered” field should indicate 00 and the “Recovered MV (Other Jurisdiction)” should indicate 01.

The sum of recovered vehicles under the “Recovered” Loss Type (“Stolen/Recovered” plus “Recovered MV (Other Jurisdiction)” should total or be less than the number of vehicles that were listed as stolen on the incident.

Property Items

To add another property type(description) within a loss type, select the Add Next Property Description bar.

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Property Description

Enter the type of property for the given loss type. Be as specific as possible. For a list of unique items and popular questions please see pages 35-36 from the WIBRS Reference Guide. Each property description can only be listed once; if multiple items were involved that fit under the same description, sum the value and enter it once all under the same description.

Property Value

This field records the value, in dollars, of the property currently being recorded. Only input whole numbers. Reminders on appropriate property values:

• If the value is unknown, input '1'.

• '2' is the lowest actual dollar value can that be assigned to a property item.

• Certain items, such as Credit Cards, Nonnegotiable Instruments, and Personal Documents must have a value of '0'.

An agency should report only the value of the property and its value stolen in its jurisdiction. Likewise, the agency that originally reported the property stolen should report the recovery and recovery value of the property if/when it is recovered; an exception to this is if your agency recovers property that is not traced back to the original incident/jurisdiction that reported it stolen. In that circumstance, the recovering agency can report the recovered property.

For more information on specific property value rules, please reference the DOJ's WIBRS Manual or Reference Guide.

Recovery Date

Enter the date the property was recovered. As a reminder, recovered property should be put back on the incident it was stolen from (if known).

Drugs

To add another suspected drug type under the same loss type, select the blue Add Next Drug bar.

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Up to three suspected drug types may be reported per loss type. If there are over three drug types, enter “Over 3 Drug Types” as the third Suspected Drug Type.

Suspected Drug Type

Select the suspected type of drug for the given loss type. If there are over three drug types, enter “Over 3 Drug Types” as the third Suspected Drug Type.

• Crack Cocaine

• Cocaine (all forms except Crack)

• Hashish

• Heroin

• Marijuana

• Morphine

• Opium

• Other Narcotics: Codeine; Demerol; Dihydromorphinone or Dilaudid; Hydrocodone or Percodan; Methadone; Pentazocine; Propoxyphene or Darvon; etc.

• LSD

• PCP

• Other Hallucinogens: BMDA or White Acid; DMT; MDA; MDMA; Mescaline or Peyote; Psilocybin; STP; Spice; Dronabinol or Marinol; etc.

• Amphetamines/Methamphetamines (includes Methcathinone)

• Other Stimulants: Adipex, Fastine, and Ionamin (Derivatives of Phentermine); Benzedrine; Didrex; Khat; Bath Salts; Methylphenidate or Ritalin; Phenmetrazine or Preludin; Tenuate; etc.

• Barbiturates

• Other Depressants: Glutethimide or Doriden, Methaqualone or Quaalude, or Talwin; etc.

• Other Drugs: Antidepressants (Elavil, Triavil, Tofranil, etc.); Aromatic Hydrocarbons; Tranquilizers (Chlordiazepoxide or Librium, Diazepam or Valium, etc.); Steroids; etc.

  • Unknown Type Drug

Quantity

Enter the exact drug quantity amount with no leading or trailing zeros. Be sure to include a decimal when necessary (e.g. 4.3 grams, 0.5 grams, etc.).

The drug quantity should not exceed 9 numerals before a decimal and should not contain more than three after a decimal.

When a substance is sent to a laboratory for analysis, and a response has not yet been received, then data value 1 must be entered.

Measure

Enter the measurement type of the drug for the given loss type.

Capsules, pills, tablets, etc. should be reported under Dosage Units. Note that the same drug type cannot be listed more than once if the same measurement type category is listed. For example, 1.5 pounds of marijuana and 2.7 ounces of marijuana needs to be entered once as 26.7 ounces of marijuana since pounds and ounces are both weights.

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Under the Incident tab on the top menu, click one of the five exceptional clearance reasons to exceptionally clear the incident. A popup will then appear asking for the exceptional clearance date.

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The form will then need to be transmitted to the DOJ to report the incident and/or clearance.

An agency can clear an incident in one of two ways - by arrest or exceptional means. To exceptionally clear an incident, the agency must know who at least one of the offenders is, where the offender is, and have enough probable cause to arrest the offender, but won’t ever be able to arrest the offender because of one of the following exceptional clearance options:

• Death of offender

• Prosecution declined to prosecute for a reason other than lack of probable cause

• Offender is in custody in another jurisdiction

• Victim refused to cooperate in the prosecution

• Offender is a juvenile, the offense was minor, and they won’t be charged or taken into custody

An exceptional clearance or arrest clears all offenses on an incident. An exceptional clearance cannot be added if an offender has already been arrested, as the incident is already cleared by the arrest.

To remove an exceptional clearance, click the Clear Status button under Other Actions. The form will then need to be re-transmitted to the DOJ if it was previously transmitted in order to reflect that the exceptional clearance was originally transmitted in error.

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Clear Status

Clicking Clear Status removes an exceptional clearance or unfounded status. The form will then need to be re-transmitted to the DOJ if it was previously transmitted in order to reflect that the exceptional clearance or unfounded was originally transmitted in error.

Delete from DOJ

Clicking delete from DOJ and retransmitting will remove the incident from DOJ and will not display in any counts for the agency.

Unfounded

If an incident is determined to be unfounded, it should still be sent to DOJ even if it was determined unfounded prior to first transmission. An agency must have determined through investigation that a crime either didn’t happen or happened in a different jurisdiction to be Unfounded and will need re-transmitted to DOJ to receive a change to the unfounded status if it was already transmitted.

To successfully transmit an incident or zero report to the DOJ, the incident form needs to be validated first. To validate the form, click on Validate under the Home tab when an incident form is open.

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If the form is free of errors, a popup message will appear that validation was successful. If it is not free of errors, the error and warning list will display at the bottom of the screen. Any errors will prevent transmission. Warnings will not prevent transmission but are expected to be reviewed by the agency.

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Once an incident form is complete and free of errors, it is ready to transmit to the DOJ. To transmit a form, be sure the form is closed and then choose the incident from the list under Forms Manager and select Transmit under the Data Transfer tab under the top menu.

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Once exported, it will then ask the user “Do you want to run TransComm?” (below). Select “Yes” to transmit to the DOJ.

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Edit Form

To go back into a form once it is closed, select Edit Form under the Home tab on the top menu. If any changes are made to an incident form after transmission, be sure to revalidate and retransmit so that the DOJ receives the updates.

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Status

The status of an incident form displays in the first column of the forms list under the Forms Manager screen.

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• Open- Indicates the incident form has been started but not yet been validated

• Validated- Indicates the form passed validation (is complete and contains no TraCS errors) and is ready to transmit to the DOJ

• Transmitted- Indicates the form was successfully transmitted to the DOJ

• Failed Transmission- Indicates there is an error in the form that needs to be corrected prior to transmitting to the DOJ. To see the error, click on the Transmission Log Report under the Data Transfer tab and then enter the date of the incident report to search for the incident in question.

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Form Disposition/Status

This field will display the exceptional clearance reason selected for the incident. If the incident is not exceptionally cleared, it will show if the incident is Unfounded or administratively Closed by the agency (Non-WIBRS status). Changing this status will not automatically transmit the changed status to the DOJ for WIBRS reporting purposes.

An agency must have determined through investigation that a crime either didn’t happen or happened in a different jurisdiction to be Unfounded and will need re-transmitted to DOJ to receive a change to the unfounded status. If an incident is determined to be unfounded, it should still be sent to DOJ even if it was determined unfounded prior to first transmission.

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