Assessment forms and documentation

For example, the BTAU may require a patrol officer to conduct a welfare check or interview an individual of concern and then report back their findings. In these cases, the patrol officer should provide any documentation regarding the results of the encounter to the BTAU in accordance with the BTAU’s requirements.

Some questions to consider regarding PII include, but are not limited to: • What rules allow the BTAU to request from individuals information that would otherwise be protected? • Where and how will the BTAU maintain documents and files (e.g., completed forms, case plans, and supporting documentation)? • Who will have access to these files? • How will the BTAU facilitate the sharing of information internally and externally with relevant agencies and partners while also ensuring appropriate protections of PII?

As the behavioral threat assessment proceeds, the BTAU will want to document all relevant information gathered during the assessment. Templated forms can be used to organize, prompt, and standardize information gathered during the behavioral threat assessment process.

Using templated forms will also improve consistency and reliability in the behavioral threat assessment process by ensuring the same type and quality of information is gathered in each assessment.

It is important to remember that templated forms should be used as a starting point for gathering and collecting information. These forms should not be considered all-inclusive and should allow the flexibility to make common-sense adjustments during the behavioral threat assessment process. For example, information learned during an interview may prompt additional follow-up questions not explicitly listed on an interview form.

Assessment forms can facilitate the information gathering process by systematically capturing the following:

basic identifiers of the individual of concern, the reporting party, potential targets, and potential parties to interview;

information about the circumstances that brought the individual of concern to the attention of the BTAU;

answers to the questions posed during interviews with the individual, as well as during corroborative interviews with others;

potential sources for gathering additional information;

individualized case management plans (see STEP 5: Develop Risk Management Strategies); and

updates to case records if an individual returns to the BTAU’s attention;

details about each of NTAC’s 20 Assessment Themes, including the individual’s recent life stressors, concerning communications, and history of contact with law enforcement (see STEP 4: Gather Information to Assess for Risk).

Even for reports determined to be unfounded, the information should still be documented as future developments or reports may cause the BTAU to revise its assessment.

The rationale for the decision to close a case or elevate it for further assessment should be documented.

Document, close, and retain the report. Share information as

The unit should document the decision and its justification with facts and details identified during the assessment.

The determination for closing a case, like other decision points in the process, should be based on an objectively reasonable and articulable assessment of the potential for violence and should be documented with facts that support the decision.

Other methods for assessing fidelity could involve tracking case documentation accuracy, consistency, and/or quality in alignment with established protocols.