Section 504.30  Preparation of Disciplinary Reports

a)         Every employee has the duty to observe the conduct of offenders.

b)         If an employee observes an offender committing an offense, discovers evidence of its commission or receives information from a reliable witness of the conduct, the employee shall promptly prepare a disciplinary report.  However, if the infraction is listed in the 400 series in Table A and the employee determines a disciplinary report is not necessary to resolve the situation, the employee may orally reprimand the offender.

c)         The disciplinary report must be fully completed.  The reporting employee shall provide the following information to the extent known or available:

1)         The name and identification number of the offender.

2)         The place, time and date of the offense.

3)         The offense that the offender is alleged to have committed.

4)         A written statement detailing the conduct observed.

5)         The names of offenders, employees and visitors who were witnesses.  The identity of witnesses may be withheld for reasons of security provided a statement to that effect and the information the confidential source provided are included on the disciplinary report to the extent the information can be included without jeopardizing security.

6)         The signature of the reporting employee and the date and time the report is completed.

d)         If an offender is suspected of committing a disciplinary offense, an investigative disciplinary report, hereinafter referred to as an investigative report, shall be issued that reasonably informs the offender of the subject of the investigation to the extent that safety and security allow.  In no event shall an investigative report be served upon an offender more than eight calendar days after the suspected commission of an offense or the discovery of an offense, whichever is later, unless the offender is unavailable or unable to participate in the proceeding.

e)         Service of a disciplinary report upon the offender shall commence the disciplinary proceeding.  In no event shall a disciplinary report be served upon an offender more than eight calendar days after the commission of an offense or the discovery of an offense unless the offender is unavailable or unable to participate in the proceeding.

(Source:  Amended at 41 Ill. Reg. 3869, effective April 1, 2017)