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WRITE SECURITY REPORTS AND TAKE STATEMENTS
FACILITATOR/LEARNER GUIDE
Unit Standard No: 11508
Unit Standard Credits: 10
NQF Level: 4
SKILLS PROGRAM 3
BOOK 7
2
3
REVIEW AND ALTERATION OF TRAINING MATERIAL
What follows is a brief explanation of the process that was followed in the alteration of this training
material. A working group was formed after inviting interested parties to attend a meeting at SASSETA.
The working group was mandated to review the material and thereafter make the necessary changes so
as to provide the industry with a more user friendly set of materials which better reflects the needs of the
security industry.
It must be understood that this is the first review and by no means the final review. The working group
was placed under enormous pressure to get a workable set of materials into the hands of the accredited
security industry training providers as quickly as possible. We therefore have no doubt that even though
the materials have been vastly improved upon, there are still areas that may require change. This we
plan to do in the next renewal phase after we receive feedback from training providers who have used
the material for approximately a year.
Our review process focused on the following:
• Removal of unnecessary information/duplication from the learning material.
• Ensure alignment with the unit standards.
• Re-draft all formative and summative assessments.
• Correct inappropriate use of language.
TASK TEAM
The task team that completed the work on this training material deserves a very special “thank you”,
considering that all their time and efforts were provided free of charge. Nobody was paid for any of the
work done on behalf of the task team. SASSETA provided funding for the expenses incurred in printing,
typesetting, lunch and refreshments.
The task team members are as follows:
Andre Pretorius International Firearm Training Academy
Andre Wilken SSN
Dave Dodge ESKOM
Eddie Du Plooy/ Elvis Masera SBV Services
Jean Du Plessis Lyttleton Firearm Training Centre
Leon van Rooyen NAD
Lionel Arries SASSETA (observer/adviser)
Marion Colley Pexco Security and Training
A very sincere thank you to all of these individuals and the companies they work for, who allowed them
to participate during business hours. This could not have been done without your commitment.
Sincerely
Andre Pretorius
Task Team Chairman
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Learning program guide 5-6
1. Introduction 5
2. Purpose of this learning program 5
3. Standards and qualifications 5
4. Assessments 6
5. Security program matrix 6
Study Unit 1: Statements 7-22
1. Introduction 8
2. The right to take a statement 8
3. The principles of an effective statement 9
4. Guidelines regarding the taking of statements 12
5. Composition of a statement 13
6. Illiterate deponent 20
7. Interpreter 20
8. Correction of errors 20
9. Summary 20
Study Unit 2: Report writing 23-30
1. Introduction 24
2. Forms of reporting 24
3. Requirements for good reporting 24
4. Guidelines regarding writing a report 28
5. Composition of a report 28
UNIT STANDARD 31-34
LEARNER WORKBOOK SECTION 35-44
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1. Introduction This learning program is part of a complete qualification. The qualification is General Security Practices NQF level 3.
2. Purpose of this learning program A person credited with this unit standard will be able to:
♦ Apply knowledge and understanding of the requirements for effective report writing. ♦ Compile a complete and concise report. ♦ Take a written statement.
2.1 Target group
This program is compiled for the following target group:
• Security members
• South African Defense Force members
• South African Police Force members
• Correctional Services
• Individuals who wishes to complete the NQF level 3 National Certificate in security practices.
3. Standards and qualifications Unit standards are the “building blocks” of qualifications. All qualifications are plotted on the National Qualifications Frame- work (NQF). Unit standards comprises of outcomes. An outcome is a statement that describes the required competency that must be demonstrated by the learner on successful completion of a training intervention.
4. Assessments
The assessment criteria describe the evidence that is needed that will show that the learner has demonstrated the outcome correctly. Kindly refer to the unit standard attached hereto for the assessment criteria listed under each Specific Outcome in order for you to see what you will be assessed against.
You will be required to complete 2 written exams. The first is a formative assessment (open book exam) and the second is a summative assessment (closed book exam). The purpose of the formative assessment is to prepare you for the summative assessment.
The learner guide will remain the property of the learner once the LEARNING PROGRAM has been completed.
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5 Security program matrix
SKILLS PROGRAM 1: SASSETA E
1 246694 Explain the requirements for becoming a security service provider
Level 3 4 Credits
2 244184 Apply legal aspects in a security environment
Level 3 8 Credits
3 244182 Give evidence in court Level 3 4 Credits
4 244176 Use security equipment Level 2 2 Credits 5 244181 Perform hand over and take over
responsibilities Level 3 2 Credits
6 244177 Conduct a security patrol in area of responsibility
Level 3 7 Credits
7 244179 Handle complaints and problems Level 3 6 Credits 8 12484 Perform basic fire fighting Level 2 4 Credits 9 116534 Carry out basic first aid treatment in the
workplace Level 3 2
Credits
SKILLS PROGRAM 2: SASSETA D
1 24418
9
Conduct access and egress control Level 4 7 Credits
2 24282
5 Conduct evacuations and emergency drills Level 4 4 Credits
3 11505 Identify, handle and defuse security related conflict
Level 4
12 Credits
4 11770
5
Demonstrate knowledge of the Firearms Control Act 2000 (Act No. 60 of 2000)
Level 3
3 Credits
5 11392
4
Apply basic business ethics in a work
environment
Level 2
2 Credits
6 11946
5
Write/present/sign texts for a range of
communicative contexts
Level 3
5 Credits
7 11497
9
Operate a computer workstation in a
business environment
Level 3
2 Credits
SKILLS PROGRAM 3: SASSETA C
1
113909 Coach a team member in order to enhance individual performance in work environment
Level 3
5 Credits
2 13912
Apply knowledge of self and team in order to develop a plan to enhance team performance
Level 3
5 Credits
3
244578 Describe how to manage reactions arising from a traumatic event
Level 3
2 Credits
4
113852 Apply occupational health, safety and
environmental principles
Level 3
10 Credits
5
13936 Outline the legal environment of a selected industry
Level 3
2 Credits
6
119472 Accommodate audience and context needs in oral/signed communication
Level 3
5 Credits
7 11508 Write security reports and take statements Level 4 10 Credits
Access control
officer/Grade D
Asset & Reaction
officer/Grade C
Patrol Security
officer/Grade E
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SSTTUUDDYY UUNNIITT 11
SSTTAATTEEMMEENNTTSS
LLEEAARRNNIINNGG OOUUTTCCOOMMEESS
OOnn ccoommpplleettiioonn ooff tthhiiss ssttuuddyy uunniitt tthhee ssttuuddeenntt wwiillll…….. ♦ Understand and describe the requirements for taking down a statement. ♦ Understand and describe the various components of a statement. ♦ Understand and describe the different types of statements; ♦ Take down a statement that will meet all the requirements of admissibility in court.
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Justice can only be done if the facts of a case are correctly, objectively and truthfully submitted to the court. This means that all subjective evidence should be properly recorded in a statement, for eventual submission in court.
1. Introduction The state must investigate and settle criminal differences between people. Part of this function in our criminal justice system is assigned to the investigator, and for them to execute this role effectively, officers play an important role in obtaining relevant evidence and submit it to court. It is essential that the facts are reduced to writing and safely kept until required or dealt with otherwise. This is done through the taking of statements.
A statement is a written communication of facts as observed by the deponent in the form of a statement which can be supplied to a court of law. The facts can be expressed verbally or in writing. If a statement is poorly drafted, it may be the first step in losing the case. An accused may obtain a copy of the statement of a witness through a court application. If the statement is not taken properly, the evidence given by the witness may differ from his / her statement to such an extent that an accusation can be levelled at the witness that the evidence given is fabricated.
This may result in the acquittal of a guilty person. Statements are therefore taken:
♦ To elicit information from the witness / victim as soon as possible. ♦ To obtain a written record which may be read and checked by the witness. ♦ To determine what investigative action to take. ♦ To assist in the examination of the witness in court. ♦ To justify further disciplinary / criminal steps.
Purpose of written statements
Each one of us is certainly aware of how forgetful our memories are and how, in time, they become more unreliable.
A written statement, therefore, ensures that a permanent and official record exists of the facts surrounding a particular event of occurrence.
2. The right to take a statement The role of the investigator in the judicial process is to collect all the relevant information pertaining to a case, and to present it in court.
The manner in which the investigator collects this information is by taking statements from witnesses.
Any person who refuses to make a statement, regarding information he / she might have, may be compelled to appear before a magistrate in terms of section 205 of the Criminal Procedure Act and may be questioned by a public prosecutor. A person who still refuses to give evidence in court, may be sentenced to imprisonment.
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3. The principles of an effective statement An effective statement must adhere to the following principles:
Think, Hearsay may also be noted as evidence, if it is stated as hearsay. Many deductions or opinions of the deponent may eventually be included in his /her statement.
To ensure accuracy, a distinction must be drawn between the following:
♦ Facts (seen and heard) and hearsay (supplied by a second party) ♦ Facts (based on actual occurrences) and opinions (personal or subjective suppositions) ♦ Different meanings of words – terminology (especially when children or people use
special words or a nickname for a specific body part)
The accuracy of the person's observation will depend on the senses which are used, as some senses are more reliable than others. In taking a statement, it must be borne in mind that factors such as fear, nervous tension, and political convictions can influence the observational ability of the person making the statement.
WHO
♦ Who committed the offence? ♦ Who is the witness? ♦ Who is the victim (complainant)? ♦ Who reported the case? ♦ Who searched the scene of the crime? ♦ Who found, marked and dispatched evidence? ♦ Who might have had a motive to commit the offence? ♦ Who discovered the crime scene?
WHAT
♦ What precisely took place? (Describe the events
in accurate detail). ♦ What object was used to commit the crime? ♦ What was done to protect the scene of the crime? ♦ What was done to obtain information? ♦ What was stolen?
ACCURACY
The information that is provided in a statement must be
as accurate as possible, enabling the reader, or other
person to establish the facts.
COMPLETENESS
A statement can only be complete if it contains every
fact that is applicable to the event. Accuracy of a
statement can be established by asking the following
questions:
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WHERE
♦ Provide a complete description of the place,
including the name of the building, the street name and number, and the name of the suburb.
♦ Where was the complainant? ♦ Where was the body of the deceased found? ♦ Where were the clues found? ♦ Where did the witness stand / sit, etc when the crime
took place?
WHEN
♦ Note the date and time of the incident. ♦ When was it reported? ♦ When did the police arrive at the scene? ♦ When was the crime discovered?
WHY
♦ Describe in detail the events that led up to the incident. ♦ Why is a certain person a suspect in the case? ♦ Why were certain items stolen, and others not? ♦ Why was the deceased murdered?
HOW
♦ Describe in detail the actions that constitute the offence. ♦ How was the crime committed? ♦ How did the person who discovered the crime scene
approach the crime scene? The following questioning techniques can be used to obtain the abovementioned information:
OPEN QUESTIONS
These questions usually begin with 'what', 'how', 'could' or 'would'. It must also be answered with an explanation or an elaboration on the topic. It serves as an open invitation to talk. It seems that 'what' questions (e.g. 'What did you do then?') often solicit facts and gathering of information, 'how' questions are more typically associated with sequence (e.g. events) and process or emotion (e.g. 'How do you feel about that?'), 'why' questions produce reasons and intellectual history, while 'could' or 'would' questions attain the maximum victim self-exploration.
CLOSED QUESTIONS
Closed questions usually begin with words such as 'is', 'are', 'do' or 'did'. The answer is also very short, normally just a yes or no. This kind of questions is used to gather information, give clarity, gain focus and narrow the area of the discussion. It may also help to bring the person back to the conversation if he / she is straying. The helper should also be aware of the fact that closed questions can be deterrent to the discussion. It may prevent the deponent from further expanding regarding the answer and result in a 'yes' or 'no' answer.
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EXPANSIVENESS
All the facts that the deponent knows must be included in the statement, in as few words as possible. This must be done without using a 'telegram style' and omitting relevant information. If witnesses with-hold relevant information, questions will be asked about their credibility.
OBJECTIVITY
State those facts that relate to the case in question. The deponent or member who takes the statement must not allow him / her emotions to affect the content of the statement. The deponent should place himself / herself on an imaginary platform and re-enact the actions on which he / she must testify. He / she must only make a statement concerning the things he / she is able to perceive from the platform.
INTELLIGIBLY /
COMPREHENSIBILITY
The contents of the statement should be of such a nature that whoever reads it, would not find it necessary to request that certain aspects be explained. The statement must be neat and presentable. The prosecutor, the attorney and the judicial officer may attempt during the presentation of evidence to form an opinion of the witness, e.g. if he / she is a reliable witness. What do you think the court will think of the investigator who's statements is full of mistakes and dirty marks? This type of statement creates the image of un-professionalism and untidiness.
HONESTY
The deponent, as well as the investigator who takes the statement, must be absolutely honest at all times, even if someone else would be incriminated in the process.
SIMPLICITY &
DIRECTNESS
♦ Vague (meaningless) words in a statement should be avoided.
Write simple language and short sentences, cut away the deadwood from sentences (also not beat about the bush).
MEANING OF
ENGLISH WORDS
English words whose meaning is often wrongly used, or
where a distinction cannot be made:
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Lend, Borrow
The influence of Afrikaans often causes a confusion between these two words. There is only one word in Afrikaans: 'leen'. In English it means both lend and borrow. A person who owns the item lends it. The person who does not own it borrows it. EXAMPLE: 'Dad, may I borrow your jacket? Yes, I can lend it to you just for today.', or Bra (friend) compared with Bra (Brazier)
Many, Much
Many is used before countable nouns, e.g. 'You made many mistakes' or 'Many people are dissatisfied with your attitude' or 'How many circulars should I print?'
Much is used before uncountable nouns, e.g. Much time is wasted in unimportant matters. There is not much I can do about it. He poured too much salt in the meat he cooked.
Nothing: Nothing (nothing) is a singular noun and takes a singular verb.
e.g. Nothing is as frustrating as an automatic teller close down on you.
Nothing should not be used with another negative in the sentence.
e.g. I did not do nothing. (Rather: I did not do anything.)
You and I
♦ You and I are playing together. ♦ Either you or I am playing.
One English writer said there is absolutely nothing wrong in using 'You and me', e.g. 'He said he would pay you and me tomorrow'. Members are encouraged to make use of dictionaries where they encounter difficulties and to increase their vocabulary.
These principles in taking statements must always be borne in mind when taking statements.
4. Guidelines regarding the taking of statements Preparation. Before putting pen to paper on a statement form you should have already obtained sufficient detail from your deponent to ensure that you know what you are going to write. Do not forget that wherever you decide to write the statement, it is far better to choose the place where you will have the least interruptions.
A statement is divided into paragraphs. Each paragraph is numbered in the centre of the page. This simplifies the construction of a statement and the ability to refer to certain parts of the contents.
NB. Lines may not be left open between paragraphs. This is to prevent an unauthorized person from making any additions to the statement, thereby altering the meaning.
Anyone who records a statement must be a good listener. It is of the utmost importance that the deponent is questioned thoroughly about the circumstances of the event, before a statement is taken in writing.
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Draw up a framework that can be used in questioning a deponent. Only after all the points in the framework have been dealt with, can the statement be taken down in writing and the detail or particulars obtained from the deponent. It is impossible to start taking down a statement concerning theft, if the deponent has not been questioned and it has not been determined whether a theft case does in fact exist.
5. Composition of a statement A statement consists of three parts, namely the preamble, the contents, and the ending. The three parts are so interwoven that a definite line cannot be drawn to separate the one from the other.
Preamble
A statement begins with the preamble. The purpose of the preamble is to identify the deponent, ensuring that the deponent can be traced at a later stage.
The following information must appear in the preamble. (The preamble always begins at the top of the page and contains the full names and surname of the deponent, the language in which the statement is given and whether it is taken down under oath or merely affirmed). The particulars provided in the preamble, must be typed or written in print.
♦ Full names and surname of the deponent:
The name is written in capital letters and lower case letters, while the surname is written in capital letters only.
♦ Whether the statement is sworn to, or affirmed:
Before the deponents statement is written down, it must be indicated whether the statement will be taken down under oath, or whether it will be affirmed. (The affidavit or affirmation will be dealt with in detail).
The remaining information in the preamble is then recorded in a paragraph numbered as 1 in the centre of the page.
Melbin HARTLIEF states under oath in English:
1. 1. I am a male …
Gender: Only the gender of the deponent is noted here.
2. Identity number
The identity number of the deponent, as reflected in his / her identity document, must be noted here.
Age: Record the age of the deponent. It can be compared with the ID number:
♦ Full residential address: (A person does not reside in a post box). The full street name
and number, as well as the suburb and town, or city, must be stated. Post Box details are insufficient.
♦ Home telephone number: Home telephone number must be noted. Also include the
exchange code. If the deponent does not have and available telephone, this fact must be stated.
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♦ Cellular phone details: Contract / Pre-paid / Business
♦ Occupation: Record the nature of the deponent's work.
♦ Business address: The name of the company or organisation, together with its
complete street address, must be recorded.
♦ Business telephone number: Indicate the business telephone number, including the
extension of the deponent.
If applicable, also indicate the following information. Without this information, it will be difficult to find the deponent:
♦ District in which residence is located. ♦ Name of father, kraal head, captain or chief.
The information in the preamble is written in full sentences and must appear as follows: Melbin HARTLIEF states under oath in English.
1. I am a male, ID No 6101015120082, 30 years old, residing at 43 Church Street, Wespark, Graaff-Reinet, home telephone number (049) 8910068, employed as a clerk at Tape Chicks and Associates, 60 Ox Building, 10 Cliff Street, Graaff-Reinet, work telephone (049) 8910050.
If a statement is affirmed, the words 'states under oath' must be replaced with, 'solemnly declares'.
Although the preamble is now complete, the contents have, in fact, already begun.
♦ Now that we have discussed the preamble, go back to the passage containing your
particulars. How did you do?
Contents
The contents of the statement begin with the figure 2 in the centre of the page.
A complete and detailed report must be recorded and arranged in the sequence of the incidents and in logical order of all the events constituting of the incident.
Date and time, place, day of week of the occurrence. Bearing in mind that has been said in the previous paragraph, this is the easiest paragraph with which to begin a statement. This is important information that is required for the investigation, and later when the case appears before the court.
The exact place must be stated, with reference to the building, street name and number and suburb where the occurrence took place. It is meaningless, for example, to record that a motor collision occurred in Church Street, Pretoria, without referring to the precise location.
The day of the week must always be written, together with the date, to eliminate confusion.
The time the occurrence took place must be determined as accurately as possible and recorded in the statement. The information in this paragraph has very important evidential value and great care must therefore be taken to get it right.
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Requirements for the crime or offence
The information that is provided in this paragraph is very important. From this information the nature of the crime will be derived. The investigating official will direct his / her investigation on a specific course, based on this information. The public prosecutor will later use the information appearing in this paragraph to formulate a charge.
Legality: Conduct constitutes an offence (a crime) only if the law states that it is an offence and is punishable by the State. An act therefore constitutes an offence only if it is punishable by the State. This requirement for a crime is known as the “requirement of legality” or the “principle of legality”.
An act: It is a requirement of every crime that an act must have been performed by a human being. This does not necessarily mean that one can be guilty of a crime only if one has actually done something. One can also be guilty of a crime if something, which the law requires one to do, was not done (e.g. non-submission of an income-tax return). This “failure to act” is called “an omission”. For the purposes of our criminal law, an omission is also regarded as an act.
Unlawfulness: It is a requirement of every crime that the conduct (act) must be unlawful. Conduct will be unlawful if it contravenes a statutory provision of a common law rule or if it conflicts with the general public’s idea of what is right or wrong.
Fault: It is a requirement of the vast majority of crimes that the unlawful conduct must have been accompanied by a blameworthy state of mind. This “blameworthy state of mind” is called “fault” or “mens rea”. “Mens rea” is in fact a state of mind for which a person may be blamed. An act is performed with mens rea if the perpetrator directed his will towards the performance of the act while fully aware that it was unlawful, or, alternatively, did not take reasonable case (as society requires from its members) not to perform an unlawful act.
Definition of a crime
In view of the above we may define a crime as follows:
A crime is unlawful human conduct, performed with a blameworthy state of mind by a criminally responsible person and which is punishable by the State.
To do justice to this paragraph, the member who takes down the statement must know all the facts concerning the elements and definition of the crime..
Evidence of occurrences: This paragraph contains the 'how' of the occurrence. The deponent will describe the actions of the parties involved. The circumstances prior to the crime, as well as the events that took place afterwards, must be recorded.
Evidence of own perception: It is important that a witness states what he / she observed. Nothing is more important to connect a suspect to a crime, than the observation of a witness at the scene. Description of suspect
A suspect must be described in detail. This is the only means whereby a suspect can be traced. Vague, general descriptions must be avoided. Do not exercise too much pressure on a deponent to obtain a description. He / she might succumb to the pressure and give any description, irrespective of whether it is accurate or not.
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Describe a suspect by indicating the following:
Name (if known) This includes initials and surname
Alias (where known) What other people calls the person (nickname)
Race This refers to whether a person is Black African, colored, white African, European etc. is.
Gender This indicates if the person is a male or female.
Age How hold is the person.
Length How tall or short is the person.
Build I s the person well build, fat, thin/skinny or how.
Face Does he/she have a smooth face, does he wear a beard etc.
Eyes (colour) The colour of the eyes.
Eyebrows Long or short eye browns
Nose Flat nose, sharp nose etc….
Mouth Big mouth with thin lips or fat lips, Small mouth etc.
Hair What is the colour the hair, long hair or short hair, is the person bold?
Complexion
Moustache Does he have one or not, is it big is it small
Beard Long beard, “bokkie beard” etc….
Facial or bodily peculiarities, tattoos or other marks
Any form of marks on the body, scars
Dress How did the person dress. Long pants, short sleeve shirt, does he or she wears a corporate lookalike dress code etc….
Distinguishable facial marks
Scars, missing teeth, piercings etc….
Distinguishable body marks
Tattoos, scars, disabilities, etc.
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Description of stolen goods
Stolen property must be described very accurately. Bear it in mind that the investigating official will be searching for the goods that are described in the complainant's statement.
The following must be described:
Make or manufacture
Model (not year of production)
Year of production (in case of vehicles)
Serial number
Registration number
Engine and chassis numbers
Size
Colour or shade
Complete description
State the missing parts, parts added to the item
Changes that were made
Distinguishable marks
Value
Identification
It must be stated in the statement whether the deponent will be able to identify the suspect or the goods. Description of injuries
Although a officer is unable to describe an injury in the same manner as a medical practitioner, it is still possible for an official to give an acceptable description of such an injury in a statement. The number of wounds and where they are situated are very important and must be described. Weather conditions
In certain cases, weather conditions must be described, for instance, cases involving motor collisions where it could be of decisive importance.
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Private persons as a commissioner of oaths
Sworn statements
Once the statement has been completed and the deponent is satisfied that the statement is complete he / she must be placed under oath. Questions are put to the deponent, but they are not written down in the statement. The replies, however, noted in full sentences. This will be part of the last paragraph. The following questions are directed at the deponent:
♦ ‘Do you know and understand the contents of this statement?’ ♦ ‘Do you have any objections to taking the prescribed oath?’ ♦ ‘Do you consider the prescribed oath to be binding on your conscience?’
The deponent has to answer ‘yes’, ‘no’ and ‘yes’ respectively to the three questions, or it would not be a sworn statement. However, the replies are written down in full sentences, i.e.:
♦ ‘I know and understand the contents of this statement.’ ♦ ‘I have no objection to taking the prescribed oath.’ ♦ ‘I consider the prescribed oath to be binding on my conscience.’
By asking the three questions and receiving the replies, the Commissioner of Oaths satisfies himself / herself that the deponent knows the contents of the statement, that he / she will take the oath and considers it to be binding on his / her conscience.
The oath can be administered only now.
This is done in one manner only; nothing else is acceptable. The deponent must say the following words out loud so as to be clearly audible to the officer.
♦ ‘I swear that the contents of this statement are true, so help me God.’
It is suggested that the complete sentence be written, and not only ‘so help me God’. The reason for this is that the prosecutor accepts this as part of the statement.
The statement is lawfully sworn to, only if the three questions were asked, the answers noted down, and the desired words uttered audibly to the deponent. No other procedure is prescribed by law. It is, therefore, essential for every officer to know the questions and the answers that must be written down, by heart. Once the oath has been administered, the deponent is requested to sign the statement on the first or second line after the third answer. If the statement consists of more than one page, the deponent must initial at the bottom of every page.
The officer must then certify that he / she took down the statement and that it was sworn to in his / her presence. The following words must be written by the officer directly after the signature of the deponent, starting against the margin:
‘I certify that the above statement was taken down by me, and that the deponent has acknowledged that he (or she) knows and understand the contents of this statement. This statement was sworn to before me and the deponent’s signature was placed thereon in my presence at Graaff-Reinet on 2002-03-18 at 14:00.’
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Immediately after the above, the officer must identify himself / herself. This is also done in accordance with the prescribed provisions. The following particulars must be noted in capital letters on the next line, after the certification on the right-hand side of the page:
♦ SIGNATURE ♦ SERVICE NUMBER AND RANK ♦ COMMISSIONER OF OATHS ♦ FULL NAME AND SURNAME ♦ FULL STREET ADDRESS OF POLICE STATION ♦ RANK, SA POLICE SERVICE
The certification and the particulars of the Commissioner of Oaths may not be amended in any manner. The certification must also be learnt by heart, to ensure that a sworn statement can be taken down under all circumstances.
♦ Affirmation
An affirmation differs only academically from a sworn statement. The three questions are as follows:
♦ ‘Do you know and understand the contents of this statement?’ ♦ ‘Do you have any objections to taking the prescribed oath?’ ♦ ‘Do you consider the prescribed oath to be binding on your conscience?’
Do you see that the questions are definitely the same? The respective replies will be ‘yes’, ‘yes’ and ‘no’.
In the statement, the answers will be written as follows:
♦ ‘I know and understand the contents of this statement.’ ♦ ‘I have objections to taking the prescribed oath.’ ♦ ‘I do not consider the prescribed oath to be binding on my conscience.’ The words to be
uttered are as follows:
♦ ‘I truly affirm that the contents of this statement are true.’
The same rule that applies to the writing of this sentence, applies to the sworn statement. The deponent then signs the statement and directly thereafter, the Commissioner of Oath notes the following certification and particulars:
‘I certify that the above statement was taken down by me, and that the deponent has acknowledged that he (or she) knows and understands the contents of this statement. This statement was affirmed before me and the deponent’s signature was placed thereon in my presence at Graaff-Reinet on 2002-03-18 at 14:00.’
♦ SIGNATURE, SERVICE NUMBER AND RANK ♦ COMMISSIONER OF OATHS ♦ FULL NAME AND SURNAME ♦ FULL STREET ADDRESS OF POLICE PLACE ♦ RANK, SA POLICE SERVICE
If the investigator is not a police officer, then full particulars of investigator and employment company.
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The conclusion of a statement commences from the three questions, and concludes at the end of the certificate of the Commissioner of Oaths. Strictly speaking, the three questions are part of the contents of a statement, as they appear before the signature of the deponent.
6. Illiterate deponent If the deponent is illiterate, the statement must be read to him / her. He then applies his mark or thumb print on the statement, instead of a signature. Two witnesses must sign as proof of their presence at the time the print was made and that they will be able to identify the deponent.
7. Interpreter If the deponent is unable to speak any of the official languages, an interpreter should be appointed to translate the deponent’s statement from the language he / she (deponent) uses, to any one of the official languages. The officer must then write the statement in the official language used by the interpreter. Between the deponent’s signature and the certification of the Commissioner of Oaths, the interpreter must certify the translation in the following manner:
‘Translated from Zulu into English, back into Zulu.’ He / she must then sign the certification. The language that is used by the deponent is to be stated in the preamble of the statement. The prosecutor is to be notified regarding the language problem, so as to make arrangements for an interpreter at the trial.
8. Correction of errors Errors may not be erased under any circumstances. Correction of an error shall be done as follows:
1. Delete the incorrect word or figure by drawing a neat line through the error. 2. The original word or figure must remain legible. 3. The correct word or figure is entered either next to, or above the correction or in the
margin. 4. The member who made the correction as well as the deponent must initial and date
the corrected error in the margin. If a statement continues on the next page, it must be initialled by the deponent at the bottom of each page. The investigator must also initial the statement. If an interpreter is used, he / she must also initial the statement.
9. Summary By means of information submitted, the court should without difficulty or pains have a clear picture of the incident or occurrence. It relies solely on the quality of the information on statements to reach a logical conclusion. Poorly obtained statements do not only damage the image of the Corporate / Private investigator, but impair the smooth running of the administration of justice.
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Examples of statements
General
Full names and surname: States under oath in English / solemnly declares in English:
1. I am a male, ID No., years old, residing at (full residential address), tel. no., and
employed as a (occupation) at (full business address), tel. no. 2. On (day of week), (date), at approximately (time) I was at (place). 3. Evidence of occurrences (what was seen or took place). 4. Description of stolen property and / or wounds and / or injuries. 5. Description of suspects (gender, age, height, build, facial features, clothing, facial or
bodily peculiarities, tattoos, habits, etc.). 6. Identification (and ability, opportunity to). 7. Weather conditions (motor collisions, murder). 8. Right or permission.
I know and understand the contents of this statement. I have / have no objection to taking the prescribed oath. I consider / do not consider the prescribed oath to be binding on my conscience. (NOW ADMINISTER THE OATH / AFFIRMATION ORALLY) ‘I swear that the contents of this statement are true, so help me God.’ Or ‘I truly affirm that the contents of this statement are true.’ SIGNATURE OF DEPONENT ABIVE STATEMENT TAKEN BY:
I certify that the deponent has acknowledged that he / she knows and understands the
contents of this statement. This statement was affirmed / sworn to before me and the deponent’s signature was placed thereon in my presence at (place) on (date) at (time).
YOUR SIGNATURE, PERSAL NO. AND RANK COMMISSIONER OF OATHS: FULL NAMES IN SURNAME (IN PRINT) COMPLETE OFFICIAL STREET ADDRESS RANK: SA POLICE SERVICES
The contents of all statements should be based on the example of the general statement above. What follows is an effort to give guidelines as to the contents of statements in specific offences. It is not a pro forma of precisely the contents of all statements, but merely a reminder of the type of information to be obtained from the witness.
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Assault GBH
(1)
I, JAMES ROBINSON ID (not available) male, 26 years of age, residing at 124 Esselen Street, Sunnyside, Pretoria, telephone 4-5796, employed as Clerk of Works, PWD, 157 Minnaar Street, Pretoria, telephone 6-7076, state under oath in English:
(2)
At about 21:00 on Wednesday, 1976-01-03, I was in the Star Restaurant, Pretorius Street, Pretoria, where I was approached by two youths, one of them being known to me as Victor Paul. Both of these persons appeared to be slightly intoxicated. Paul demanded that I take him to Silverton in my car. My refusal was met with threats of violence. I persisted in refusing. Paul suddenly struck me against my left temple with his clenched right fist.
(3)
As a result of the blow I fell down. While I was lying on the ground Paul aimed a kick at my face. I grabbed his foot, forcing him off balance. A struggle then ensued. I succeeded in pinning him to the ground but was attacked from behind by Paul’s com- panion. At this instant Paul jerked me around. I noticed that he was holding a flick-knife in his right hand. I tried to evade him but he stabbed me in my left shoulder. Immediately thereafter Paul’s accomplice took him by the arm and let him outside.
(4)
Mr B Jones, a customer in the restaurant, came to my assistance. Paul’s accomplice is completely unknown to me. He is about 23 years of age, about 1.83 metres tall, well built, has black hair, dark eyes and a light complexion. He has a scar of about 4cm across his chin. He was dressed in black jeans, tartan shirt and a blue jersey. I shall be able to identify him again.
Paul resides at 327 22nd
Avenue, Valerie.
(5)
After the assault I was taken to the HF Verwoerd Hospital and I was discharged after treatment. I sustained a deep wound in my left shoulder and bruises to my face. The assault was entirely unprovoked. Mr B Jones on 777 Church Street, Pretoria, is a witness.
(6)
I know and understand the contents of this declaration. I have no objection to taking the prescribed oath. I consider the prescribed oath to be binding on my conscience.
(SIGNED) J ROBINSON CERTIFICATE / COMMISSION
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SSTTUUDDYY UUNNIITT 22
RReeppoorrtt wwrriittiinngg
LLEEAARRNNIINNGG OOUUTTCCOOMMEESS
OOnn ccoommpplleettiioonn ooff tthhiiss ssttuuddyy uunniitt tthhee ssttuuddeenntt wwiillll……..
♦ Understand and describe the requirements for good reporting. ♦ Understand and describe the various components of a report. ♦ Write a report that will meet all the requirements of a good report.
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1. Introduction Due to the nature of this work, it is often required of a security officer to submit a written report regarding incidents observed. The quality of such a report is of utmost importance as future security actions are often based on the facts contained in the report submitted.
Reporting is a manner in which one person communicates with another. This may either be in writing or verbally. Each method has its advantages and disadvantages.
The written word has the advantage that it can be consulted at a later stage to verify the facts. A disadvantage, however, is that nobody can make use of gestures, tone of voice, etc in the written word, when expressing what they mean.
Care must be taken that the written word (report) conveys to the reader exactly what the writer intends to convey.
A report, in whatever form, can be defined as follows:
A report is a written, systematic account of the actions, observations and findings of the reporter on which he has based his deduction and opinions.
2. Forms of reporting The reason for the report, as well as the objectives of the writer, will determine the form of the report. A report can adopt any one of the following forms:
♦ Covering letters which normally accompany other documents; ♦ Letters between various offices on subjects of mutual interest ♦ Circular letters from one office to another, normally to subordinate offices
regarding matters of general importance; ♦ Requests for one or other privilege, permission, equipment or any other matter
directed to higher, parallel or other authority; ♦ Reports by a lower authority regarding a matter or incident.
3. Requirements for good reporting A report must meet certain requirements before it can be classified as a good report. It must be kept in mind that the writer and the reader are separated. The reader cannot question the writer in order to clarify obscurities. It is a waste of time requesting further information by letter. What is more, a poor report causes frustration, both to the reader and writer. The reader is ill-informed and the writer has not achieved his aims.
The following are the general requirements for a good report:
3.1 The principles of an effective statement
An effective report must adhere to the following principles:
ACCURACY
To be accurate means to be exact and precise. In a report
accuracy means that the report is an exact, precise and
reliable rendering of the occurrence, condition or situation.
All the knowledge the reporter possesses of the subject must
be included, without, wittingly or unwittingly, omitting relevant
or adding irrelevant particulars.
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To ensure accuracy, one must distinguish between each of the following types of information:
♦ facts and hearsay; ♦ facts and deductions;
♦ facts and opinions; and
Having distinguished between the mentioned types of information, does not mean that one or more must be omitted. On the contrary, the reporter must submit ALL the information. Should certain information on a report be hearsay, opinions or deductions, the reporter should clearly state this fact for the reader's information.
♦ The meaning of words.
Facts
A fact is something which actually exists and can- not be changed. For a reporter to state the facts concerning any occurrence, condition or situation he must have observed these facts himself by means of one of his five sense organs. The reporter may, however, possess other factual information which was not perceived by him. Such information must also be included in the report, but in such a way that the reader will know that it is not a fact which has been observed by the reporter himself.
Hearsay
For the purpose of reporting, hearsay is all other information, being fact or fiction, which the reporter did not observe himself. Such information must not be withheld. The reader must, however, know that it is hearsay and that the reporter cannot vouch for the truth or correctness thereof.
Deductions
A deduction is the conclusion drawn by a person by means of his reasoning. It must be grounded on facts and must be logical. Different persons often make different deductions from the same facts. Enough facts must be submitted to enable the reader to make his own deductions. This must be included in the commentary section of the report and be indicated as such, so that the reader does not confuse the deductions with the facts.
Opinions
An opinion is a point of view or conviction which a person forms regarding an incident. To carry any weight, an opinion should be based on facts, although this is not essential. The opinion of a reporter is of value to the reader provided the reader is in possession of all the facts. He will then form his own opinion which will often coincide with that of the reporter. The reporter must, however, clearly indicate that it is his opinion in order not to mislead his reader. Opinions are, therefore, usually raised in the commentary part of the report.
The meaning of words
In the first place the reporter should know the meaning of words before he uses them. Secondly, it must be kept in mind that one word often has more than one meaning.
The context in which a word is used will determine the significance of the word to the reader. By using a word in the right context the reporter can ensure that he conveys exactly what he intends to convey to the reader.
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As an example, we take the case of a person that does not work. We can call him unemployed or a loafer. If he is unemployed, we do not think ill of him, since it is possible that he does not have work due to circumstances. If however, we call him a loafer, immediately there is an unpleasant connotation.
To most people it indicates that this person does not WANT to work although he can find employment. The word "unemployed" causes sympathy whilst "loafer" causes antagonism. Whichever word is to be used will depend on what the reporter wants to convey to his reader.
The reporter must guard against using a word with an ambiguous meaning or making ambiguous statements. Can the reader be blamed if he interprets it incorrectly?
WHO
♦ Who committed the offence? ♦ Who is the witness? ♦ Who is the victim (complainant)? ♦ Who reported the case? ♦ Who searched the scene of the crime? ♦ Who found, marked and dispatched evidence? ♦ Who might have had a motive to commit the offence? ♦ Who discovered the crime scene?
WHAT
♦ What precisely took place? (Describe the events in
accurate detail). ♦ What object was used to commit the crime? ♦ What was done to protect the scene of the crime? ♦ What was done to obtain information? ♦ What was stolen?
WHERE
♦ Provide a complete description of the place, including
the name of the building, the street name and number, and the name of the suburb.
♦ Where was the complainant? ♦ Where was the body of the deceased found? ♦ Where were the clues found? ♦ Where did the witness stand / sit, etc when the crime
took place?
WHEN
♦ Note the date and time of the incident. ♦ When was it reported? ♦ When did the police arrive at the scene? ♦ When was the crime discovered?
COMPLETENESS
A report can only be complete if it contains every fact that is
applicable to the event. Accuracy of a report can be
established by asking the following questions:
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WHY
♦ Describe in detail the events that led up to the
incident. ♦ Why is a certain person a suspect in the case? ♦ Why were certain items stolen, and others not? ♦ Why was the deceased murdered?
HOW
♦ Describe in detail the actions that constitute the
offence. ♦ How was the crime committed? ♦ How did the person who discovered the crime
scene approach the crime scene?
The use of correct punctuation marks plays an important part in avoiding ambiguity. A comma in a wrong place can change the entire context. A missing punctuation mark complicates comprehension. Avoid using long sentences as this makes the report difficult to understand, compels one to read the passage more than once and also causes punctuation errors.
CONCISENESS
The word "concise" means brief, yet comprehensible, and to
the point. In a report "concise", therefore, means that
everything that has to be said is said in as few words as
possible without omitting essential or relevant particulars.
OBJECTIVITY
To be objective means one must not be influenced by one's own emotions or prejudices. Personal feelings and prejudices of the reporter must not be reflected in the report.
The reader can easily be misled by the contents of a report if
the reporter's reasoning was dominated by his emotions
whilst writing the report.
COMPREHENSIBILITY
If a report can be read and understood easily by reading it once only, and if the reader can find a specific portion in which he is particularly interested without difficulty, the report will be comprehensive. From the reporter this requires:
♦ Good language usage, ♦ Proper construction of sentences, ♦ Division into paragraphs and sub-paragraphs, and the
use of headings and sub-headings where lengthy
reports are concerned.
HONESTY
To be honest in reporting means to convey the truth without
distorting the facts. It has already been said that the reporter
must submit ALL the information and knowledge concerning
the subject matter to the reader. This also means that
unfavorable information, either to the reader, the writer or
any- body else, may not be withheld. Withholding such
information could cause an incorrect decision being made.
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4. Guidelines regarding writing a report Preparation. Before putting pen to paper on a statement form you should have already obtained sufficient detail from your deponent to ensure that you know what you are going to write. Do not forget that wherever you decide to write the statement, it is far better to choose the place where you will have the least interruptions.
5. Composition of a report A report consists of five parts
♦ The heading ♦ The body ♦ Comments ♦ Recommendations ♦ Conclusion
The three parts are so interwoven that a definite line cannot be drawn to separate the one from the other.
5.1 The heading
The heading begins on the left hand side of the page after two lines have been skipped below the address of the addressee. It is written in capital letters, is not underlined, and does not end with a full stop.
The heading is a concise summary of the contents of the report. It must contain sufficient information so that no doubt will exist as to the nature of the contents, the subject can easily be identified, it will not be confused with other correspondence, however closely related.
The following requirements are applicable:
♦ The heading must contain the subject. ♦ The date and place of the occurrence must be mentioned, if applicable. ♦ The time of the incident, or the period in which the incident took place, must be stated,
if applicable. ♦ If any person is involved, he or she must be identified.
The body
One line must be left open below the heading before commencing with the first paragraph.
Paragraphs must be in block form and each paragraph must be numbered in Arabic numerals and a unit, starting with "1". The number must be continuous up to the end of the report. If chapters are used and chapter 1 ends with paragraph 12, chapter 2 will start with paragraph 13.
When it is necessary to subdivide the paragraphs, the following method can be used:
1. …………………………………………………………….. ……………………………………………………………..
1.1 ……………………………………………………………...
………………………………………………………………
2. ………………………………………………………………
………………………………………………………………
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In memoranda, in which different aspects of a matter are dealt with, the division of these aspects into chapters for the use of concise sub-headings is necessary and it is indicated by means of capital Roman numerals, viz Chapter I, II and III.
The contents of a report must be concise and written in the first person. A simple, straightforward and direct style is to be cultivated.
Although exceptions may sometimes be necessary, only one subject is to be dealt with in a particular report.
Reports can sometimes be lengthy. In such instances it is necessary to make use of headings and sub-headings. It is also necessary to give a brief summary of the contents at the beginning of the report, to clearly outline the nature of the contents to the reader. These particulars should, preferably, be given in the first paragraph.
Facts should be recorded in a chronological order, since it is most confusing when the time order of events is mixed up, impairing the requirements of comprehensiveness.
Annexure and appendixes which are attached to reports must be numbered. Annexure are numbered with capital letters of the alphabet and appendixes with Arabic numerals, i.e. Annexure "A", "B" and Appendix 1 and 2.
The difference between an annexure and an appendix is……
An annexure is a document without which the report would be incomplete, for example Annexure to an indictment.
An appendix is an explanatory document with which the original writing would, in any case, be complete viz a map of the surroundings.
Comment
Commentary is sometimes superfluous but often necessary. After reading the contents of the report, the reader may raise the following questions:
♦ How authentic and reliable is the informer as far as hearsay facts are concerned? ♦ What is the background of the person involved? ♦ Is there any connection between the present case and a previous incident? ♦ Can anyone else cast any light on the subject? ♦ Is there any other information which could not be included in the report, but could help to
clarify the situation?
The reporter was on the scene and investigated the matter. It is just logical that he will possess information that may be relevant but cannot be stated as a fact. It is only fair to supply the reader with all the information, since he often has to make a decision which might have far-reaching consequences to himself or someone else. This additional information may be conveyed under the heading "COMMENT".
It is necessary that the heading "COMMENT" be used. To the reader it is immediately clear that the reporter has given all the factual evidence he possesses.
This part of the report is also the most suitable place for the writer to give his opinion or to draw attention to his own deductions. At the same time, the reporter can mention the steps he has taken pending instructions from his superior.
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The "Comment" part forms one paragraph only, with different sub-paragraphs if necessary. Recommendations
The purpose of a recommendation is to convince the reader to take a decision which the reporter deems the most suitable under the prevailing circumstances.
In almost every report it is necessary for the reporter to make a recommendation, even if it was not requested for by the authority ordering the report to be submitted.
When a recommendation is made, care must be taken not to use words which could be interpreted as an order or instruction.
It is useless to submit an unmotivated recommendation. Such a recommendation is meaningless and carries no weight. Should the writer recommend a specific action without indicating why he has considered it as the most suitable solution, he has missed his goal. The conclusion
The report is concluded with the signature of the writer on the left-hand side of the page.
Due to signatures often being illegible, the initials and surnames of the signatory must be typed.
Should the writer fill a designated post, it must be indicated in capital letters below his initials and surnames.
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UNIT STANDARD
Write security reports and take statements
SAQA US
ID UNIT STANDARD TITLE
11508 Write security reports and take statements
ORIGINATOR ORIGINATING PROVIDER
SGB Security
QUALITY ASSURING BODY
-
FIELD SUBFIELD
Field 08 - Law, Military Science and Security Safety in Society
ABET BAND
UNIT STANDARD TYPE
OLD NQF LEVEL NEW NQF LEVEL CREDITS
Undefined Regular Level 4 NQF Level 04 10
REGISTRATION STATUS REGISTRATION START
DATE REGISTRATION END
DATE SAQA DECISION
NUMBER
Reregistered 2009-07-07 2012-06-30 SAQA 0160/05
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2013-06-30 2016-06-30
PURPOSE OF THE UNIT STANDARD
This unit standard is for relevant personnel to formulate and write security reports and to take down written statements. Benefit for society of this unit standard is that the person who completes this will contribute to safety in society. A person credited with this unit standard will be able to: • Apply knowledge and understanding of the requirements for effective report writing. • Compile a complete and concise report. • Take a written statement.
LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING
The following knowledge, skills, attitude and/or equivalent: • A knowledge, comprehension and application of language and mathematical skills at NQF level 03.
UNIT STANDARD RANGE
This unit standard applies to relevant personnel in the workplace who is required to formulate and write security reports and to take down written statements.
Specific Outcomes and Assessment Criteria:
SPECIFIC OUTCOME 1
Apply knowledge and understanding of the requirements for effective report writing.
OUTCOME RANGE
Accurate must include: • Fact • Hearsay • Deductions • Opinions • The meaning of words
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Elements of execution must include: • Who • What • Where • When • Why • How
ASSESSMENT CRITERIA
ASSESSMENT CRITERION 1
1. Exact, precise and reliable rendering of the occurrence, condition or situation verifies accurate report writing.
ASSESSMENT CRITERION 2
2. Every aspect or incident mentioned in the report is tested against the elements of execution.
ASSESSMENT CRITERION 3
3. Good language, grammar use and the proper construction of sentences ensure comprehensibility.
ASSESSMENT CRITERION 4
4. The absence of personal feelings and prejudices of the report writer reflects objectivity.
SPECIFIC OUTCOME 2
Compile a complete and concise report.
OUTCOME RANGE
Heading must include: • Subject • Date and place (if applicable) • Person(s) involved. Layout must include: • Heading of report • Body of report • Content • Comment • Recommendations • Conclusion of report.
ASSESSMENT CRITERIA
ASSESSMENT CRITERION 1
1. Nature of subject heading confirms content of the report.
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ASSESSMENT CRITERION 2
2. Correct layout, content, comment and recommendations verifies completed report.
ASSESSMENT CRITERION 3
3. Report is written in a concise, simple, direct style and in the first person.
ASSESSMENT CRITERION 4
4. Signature, initials, surname and designation of writer conclude report.
SPECIFIC OUTCOME 3
Take a written statement.
OUTCOME RANGE
Prescribed format must include: • Preamble. • Paragraph and sentences. • Logical arrangement. • Colloquial usage • Contents: -Place, day of week, date and time of occurrence, etc. • End of statement. Elements must include: • Evidence of occurrences • Evidence of own perception • Description of wounds/stolen property • Description of suspects • Identification • Weather conditions
ASSESSMENT CRITERIA
ASSESSMENT CRITERION 1
1. The statement is completed according to the prescribed format.
ASSESSMENT CRITERION 2
2. Language content is clear and understandable according to workplace procedures.
ASSESSMENT CRITERION 3
3. The statement contains all elements of the incident that is being reported.
UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS
1. Anyone assessing a learner against this unit standard must be registered as an assessor with the POSLEC ETQA/and any other body with whom a MOU was entered into. 2. Any institution offering learning that will enable achievement of this unit standard must be accredited as a provider through the POSLEC ETQA/and any other body with whom a MOU was entered into by SAQA. 3. Moderation of assessment will be overseen by the POSLEC ETQA/and any other body with whom a MOU was entered into according to the moderation guidelines in the relevant qualification and the POSLEC ETQA/and any other body with whom a MOU was entered into, procedures.
UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE
Refer to the Specific Outcomes and the Assessment Criteria contained in this unit standard and specifically: • A comprehensive understanding of writing skills.
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Critical Cross-field Outcomes (CCFO):
UNIT STANDARD CCFO IDENTIFYING
Identify and solve problems related to the testing of aspects of incidents against the elements of execution.
UNIT STANDARD CCFO ORGANISING
Organise oneself and one`s activities so that the correct layout, content, comment, recommendations and closure in compiling a correct and concise report has been followed.
UNIT STANDARD CCFO COLLECTING
Collect, analyse, organise and critically evaluate information related to formulating and compiling complete and concise reports and taking statements.
UNIT STANDARD CCFO COMMUNICATING
Communicate effectively when taking statements from persons.
UNIT STANDARD CCFO DEMONSTRATING
Understand the world as a set of related systems in that taking statements down all elements of the incident are reflected.
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LEARNER WORKBOOK SECTION FORMATIVE ASSESSMENT (OPEN BOOK EXAM)
WRITE SECURITY REPORTS AND TAKE STATEMENTS
UNIT STANDARD 11508
Full Name and Surname: ___________________________________________
ID Number: ___________________ Date of Assessment: ______________
Name of Assessor: ________________________________________________
Learner Signature: _______________ Assessor Signature: _______________
Pass mark is 70% (96 out of 138)
Competent: Not Yet Competent:
SKILLS PROGRAM 3
BOOK 7
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1. Fill in the missing words: (5 Marks)
A statement is a _____________ communication of __________ as observed by the deponent in
the form of a statement which can be supplied to a __________________. The facts can be
expressed ___________ or in _______________.
2. Give 5 (five) reasons why statements are taken. (5 Marks)
3. Are the following statements true or false? (2 Marks) TRUE FALSE
1. Any person who refuses to make a statement, regarding information he / she might have, may be compelled to appear before a magistrate in terms of section 205 of the Criminal Procedure Act and may be questioned by a public prosecutor.
2. A person who still refuses to give evidence in court, cannot be sentenced to imprisonment.
4. List the 8 (eight) principles of an effective statement. (8 Marks)
5. To ensure accuracy, a distinction must be drawn between the following: (3 Marks)
6. When writing statements, what questioning techniques will you use to obtain
information? (2 Marks)
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7. Give 4 (four) guidelines regarding the taking of statements. (4 Marks)
8. What does a statement begin with? (1 Mark)
9. What is the purpose of the preamble? (2 Marks)
10. Which of the information mentioned below will form part of the preamble? Tick the
appropriate block yes/no. (10 Marks) YES NO
1. Full names and surname of the deponent.
2. Whether the statement is sworn or affirmed.
3. The gender of the deponent.
4. Identity number.
5. Postal address
6. Home telephone number
7. Cellular number
8. Occupation
9. Business address
10. Business telephone number
11. Is the following statement true or false? (1 Mark) The time the occurrence took place need not be determined as it need not be recorded in the statement.
12. Fill in the missing words: (4 Marks)
A crime is ________________ human conduct, performed with a ________________ state of mind
by a _________________ responsible person and which is punishable by the ___________.
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13. List the particulars that must be noted in capital letters, after the certification, on the right hand side of the page. (6 Marks)
14. How would you correct any errors in a statement? (4 Marks)
15. List 5 (five) forms of reporting. (5 Marks)
16. Fill in the missing words: (6 Marks)
To be accurate means to be _____________ and _______________. In a report, accuracy means
that the report is an exact, precise and ______________ rendering of the _____________________,
_________________ or ________________________.
17. Explain the meanings of the words listed below: (4 Marks) Facts:
Hearsay:
Deductions:
Opinions:
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18. Accuracy of a report can be established by asking the following questions: (6 Marks)
19. List the 3 (three) requirements from the reporter when writing a report. (comprehensibility)
(3 Marks)
20. Give the 5 (five) parts a report consists of. (5 Marks)
21. List the 4 (four) requirements applicable to the heading when writing a report. (4 Marks)
22. What is the difference between an annexure and an appendix? (2 Marks)
23. What is the report concluded with? (1 Mark)
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24. Write a report based on the following scenario: (20 Marks)
The report must contain the following:
• Heading
o The heading must include:
o Subject
o Date and Place
o Persons involved
• Layout
o Heading of report
o Body of report
o Content
o Comment
o Recommendations
o Conclusion of report
Scenario 1
You are a security officer working night shift for Worthless Security. You are posted at ABC Metals for
guarding and patrol duties. During your patrol at 03:00, you notice that one of the office windows are
broken. As you investigate, you notice that the burglar bars had been cut and forced open. As you
look through the open window, you notice that the office had been ransacked and everything is
thrown off the desks. It also appears that some computers are missing. You do not touch anything,
but return to your guardhouse and notify the security supervisor and the control room.
Your supervisor arrives with the owner of ABC Metals . They unlock the door and notice that the
alarm was not working upon entry. When you arrive at the office with the broken window, the owner,
Mr. N.O. Body, confirms that three computers were missing from the desks. Upon further
investigation, Mr. Body notices blood on the broken window and muddy footprints on the floor.
Outside the building, you notice that the fence had been cut and it appears that entry was gained to
the premises through the hole in the fence.
Mr. Body informs the police and you cordon off the crime scene until the police arrive.
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42
25. Take a written statement: (25 Marks) Take a written statement from a person based on the scenario used below:
a. The statement must contain the following: i. Preamble ii. Paragraph and sentences iii. Logical arrangement iv. Colloquial usage v. Contents
1. Place, day of week, 2. date and time of occurrence
b. Elements must include:
i. Evidence of occurrences ii. Evidence of own perception iii. Description of wounds / stolen property iv. Identification v. Weather conditions
c. The statement must be in the prescribed format. d. Language should be clear and understandable e. The statement must contain all elements of the incident.
Write a statement based on the following scenario: It is 20:00 on Sunday 12 January 2002. It is raining and cold. You are working nightshift in the control room, when Mrs. Meriam Ndlovu knocks on the door of the control room. Her face is bleeding and she is crying. You offer to assist her and open the medical first aid kit. You manage to stop the bleeding and when she stops crying, she tells you her story. She resides at 54 Bloomdale Crescent in Pretoria. Her cellphone number is 044 322 0101. She has no home phone number. She works at Ken’s Flat Chickens and fast foods. I.D. no 230101 5289 086. She was working late and was walking to the taxi-rank. It is raining and it was dark. She had to walk alone as all of her colleagues were walking in the opposite direction. It is approximately 1 kilometer to the taxi-rank from her place of work. She was afraid that she would miss the last taxi and took a short-cut through an open veld. Suddenly, three men showed up in front of her and blocked her path. She immediately turned around and was screaming while she tried to run away. The men caught up with her and forced her into the dark bushes. The men forcefully stole her wallet, cell-phone and purse. She is in shock and struggles to tell you the story as she battles to breath. She managed to kick the one man, and managed to run to the main road, the name of the street is Poggenpoel street. She tried to stop some vehicles and as the men saw the vehicles slowing down, they ran away into the bush. No vehicles stopped and she managed to walk to the control room. She explains that she could not identify the suspects as it was dark and wet. She does remember that one of the men called the other one Sipho. She said that she has no money to get home. You notice that Mrs. Ndlovu has several cuts on her face and arms. She also appears to have a stab wound just above her right hip. You have notified the local ambulance and as they arrive, she informs you that her cell-phone is a pink Nokia 2020.
43
44
TOTAL _________ 138