TEXAS DEPARTMENT OF PUBLIC SAFETY

5805 N LAMAR BLVD  BOX 4087  AUSTIN, TEXAS 78773-0001

512/424-2000
www.dps.texas.gov

STEVEN C. McCRAW COMMISSION

DIRECTOR STEVEN P. MACH, CHAIRMAN
SKYLOR HEARN MANNY FLORES
FREEMAN F. MARTIN A. CYNTHIA LEON
RANDALL B. PRINCE JASON K. PULLIAM
DEPUTY DIRECTORS RANDY WATSON

11/28/2018

Lt. Gena Curtis

Sex Crimes, Domestic Violence & C.R.A.S.H. Units
Austin Police Department
P.O. Box 689001
Austin, TX 78768-9001

Lt. Curtis,

At the request of the Austin Police Department, the UCR Program of the Texas Department of
Public Safety (DPS) will conduct an audit specifically focused on how the Austin Police
Department processes and scores Exceptional Clearances specific to Rape offenses in accordance
with the FBI Uniform Crime Reporting guidelines. This audit will be conducted in an effort to
assist the Austin Police Department in identifying any areas of non-compliance with UCR Policy
and Procedure, specific to clearance of Rape cases. The DPS provides a statewide view of crime
based on the submission of data from contributing law enforcement agencies throughout the state.
Accurate crime reporting is essential to the credibility of the data published by the DPS and FBI
UCR Programs.

This audit will be conducted on-site at the Austin Police Department on December 4, 2018. The
UCR Program audit team will be comprised of one lead auditor, Training Supervisor, Rafael
Martinez, and two auditors, Training Specialist, Maggie Walker and Training Specialist Jennifer
Bushee. The audit will focus on offenses that occurred and that were reported to the Department’s
UCR Program in 2017, specifically the months of January, November and December.

The audit will consist of three phases:

 Administrative review. During the administrative review, the Department will attempt to
learn how the agency manages incidents and whether the data submitted to the state
complies with UCR Program standards and guidelines.
To facilitate this review, the Department is requesting all agency policies and procedures
pertaining to clearances of Rape offenses. Documentation is to be provided to the lead
auditor prior to the audit date but no later than end of business Friday November 30, 2018.

EQUAL OPPORTUNITY EMPLOYER

COURTESY  SERVICE  PROTECTION
2018 Austin Police Dept. UCR Audit

 Data Quality Review. During the data quality, auditors will review case files, including the
officer’s narratives and information deemed as supplemental data. Data will be reviewed to
determine if standards and guidelines were appropriately applied. Discrepancies will be
documented.

To facilitate this review, APD is requested to provide all UCR Rape Incident reports for
offenses cleared using the “Exceptional Clearance” option in the months of January 2017,
November 2017 and December 2017. This includes incidents/offenses that were
exceptionally cleared where the offenses were committed by adults and/or juveniles
offenders. Reports can be either hard copies of all documents, including supplements
reports, related to the incidents in question or electronic, by providing computer access to
the incidents reports.

 Exit briefing. After the audit team completes their on-site data quality review, the lead
auditor will conduct an exit briefing with the agency’s point of contact to go over any
findings from the administrative and data quality review. This briefing will include a
discussion of any discrepancies documented during the audit.

At the conclusion of the audit process, the UCR Program will provide the Agency with an audit
letter that documents the state’s audit process and identifies any discrepancies between policy and
practice. The Agency will be requested to respond to findings, if any, by indicating what corrective
actions have been or will be taken by the Agency. Upon receipt and review of the Agency response,
the state will finalize the audit letter.

Thank you for your cooperation in this endeavor. Should you have any questions regarding
required documentation or process, please contact your lead auditor.

Rafael Martinez
Rafael.Martinez@dps.texas.gov
512-424-7135

Thank you

Rafael Martinez

Cc: Troy Gay, Assistant Chief, Austin Police Department

Mike Lesko, Chief – LESD, Texas DPS

Michelle Farris, Assistant Chief – LESD, Texas DPS