House to House Enquiries

House to House Enquiries Procedure Reference Number: 2013.04 Approved: Det. Ch. Supt Hindle 15 th June 2012 Authors: Det Insp 2895 Warren Det Ch. Insp 2199 Price PSD MIT Produced: April 2012 Review due: April 2015 Review approved: (For reviewed procedures only) - - Version 1.5 RESTRICTED 1

Procedure Index ELECTRONIC NAVIGATION: - move the cursor over the page number in the index or blue underlined text until a hand appears. Click the left mouse button once and it will jump to the specified part of the document. 1. Procedure Aim... 3 2. Guidance... 3 2.1 Introduction... 3 2.2 Developing a Strategy... 4 2.3 Coordination and Administration... 6 2.4 Deployment... 8 2.5 Data Management and Disclosure... 11 2.6 Training and Development... 11 3. Responsibilities... 11 4. Appeals... 11 5. Compliance... 12 Version 1.5 RESTRICTED 2

1 Procedure Aim 1.1 The use of House to House (H to H) enquiries within an investigation enables investigators to canvass for witnesses, identify suspects, gather local information and intelligence and provide community reassurance in areas that are connected to an incident. 1.2 House to House enquiries are likely to feature in any number of investigations or incidents. They are not necessarily resource intensive and the principles are scaleable to accommodate cases of both volume and serious crime. 1.3 To this end, this procedure aims to: Provide an overview of the principles underpinning the use of House to House enquiries. Determine the resources required to support a House to House deployment Ensure House to House enquiries are considered, made available and utilised at the appropriate juncture within an investigation or incident. 1.4 This procedure should be read in conjunction with the Practice Advice on House to House Enquiries, published on behalf of the Association of Chief Police Officers, 2006 and have regard to the following legislative provisions Criminal Procedure and Investigation Act 1996 (CPIA) Data Protection Act 1998 (DPA) Human Rights Act 1998 (HRA) 2 Guidance Click Here to Return to Index 2.1 Introduction 2.1.1 The use of House to House is a technique that enables the police service to identify suspects by establishing who lives or works in a particular area and obtain accounts of their movements and whereabouts during relevant times. Similarly the technique can be used to canvass for witnesses in areas that are relevant to a crime or particular incident. 2.1.2 House to House enquiries are most often utilised in residential areas however, the technique can be used in any location where individuals are Version 1.5 RESTRICTED 3

associated with premises, for example, business parks, shopping centres or industrial estates. 2.1.3 The use of House to House enquiries should be considered across a range of criminal investigations or to support other incidents such as missing person enquiries. There should be clear rationale as to why such a technique is utilised, or conversely is not being considered within an investigation or policing incident. 2.1.4 These enquiries are not necessarily resource intensive. A single officer may be able to carry out house to house enquiries most effectively in the immediate area of any crime or incident without the need for an overly bureaucratic process of coordination or administration. However when conducted in homicide or other major incident investigations, or over a large or intricate area, it is likely that greater coordination and administration will be required. To this end the use of the technique is scaleable depending upon the nature and gravitas of the investigation or incident. 2.1.5 Whether House to House is undertaken on a large or small scale the process must be conducted thoroughly, recorded accurately and the product reviewed promptly. If not carried out with the appropriate rigour an individual may be missed whose potential as a suspect or witness cannot therefore be considered or assessed. To this end it is important investigators, coordinators and those police personnel conducting the technique fully understand the principles underpinning its use. 2.2 Developing a Strategy 2.2.1 The success of House to House depends on investigators and coordinators taking an organised and methodical approach. Considering and setting clear objectives, around the following elements is crucial to the effective and efficient use of such a line of enquiry: Setting appropriate objectives (suspect identification, witness identification, intelligence gathering) Identifying location parameters Setting time parameters Setting subject parameters Timing of enquiries Fast track enquiries Identifying resources 2.2.2 Introducing House to House as a line of enquiry within an investigation or incident should be considered around the following objectives; identifying suspects, identifying witnesses, gathering local information and intelligence (and thereby providing additional community reassurance). 2.2.3 Where it is believed a suspect may live or work in a particular location, investigators should establish the identities of all those individuals living or working in that area and seek to obtain accounts of their movements at times relevant to the investigation. House to House enquiries are the only certain way of achieving this. Version 1.5 RESTRICTED 4

2.2.4 House to House has the potential to identify witnesses living or working in locations that are relevant to an incident. This can include individuals who have witnessed the following: Events connected to the incident, such as the incident itself Sightings of the victim or offender before or after the incident Sightings of relevant property or vehicles Sightings of other potential witnesses 2.2.5 In practice there is no reason why the objectives of seeking suspects or witnesses cannot be combined within the same deployment. 2.2.6 As stated above, House to House is also an effective tool in providing reassurance to the public in areas where an incident has occurred. Opportunities should not be missed to provide appropriate messages during House to House enquiries. Such an approach may support a community engagement strategy within an investigation or incident. 2.2.7 To support the objectives the senior investigating officer, or officer in charge of an investigation or policing incident, in consultation with the House to House coordinator, should consider and set appropriate parameters relating to the location, time and in some cases the subject(s). 2.2.8 Setting adequate and relevant parameters in respect of the location in which it is proposed to carry out House to House is critical. The senior investigating officer, or officer in charge of an investigation or policing incident and the coordinator should consider visiting the relevant locations as soon as is practicable to assist in their determination. 2.2.9 All premises within the line of sight of identified scenes, all access and egress routes and areas where an offender may have concealed themselves (before or after an incident) should be considered. Location parameters can be set to correspond with natural boundaries such as railway lines, roads or open land. 2.2.10 Within homicide and other major incident investigations police search advisers (POLSAs), behavioural advisers and geographic profilers may add value in determining appropriate location parameters. 2.2.11 Location parameters should be reviewed on a regular basis in light of fresh information. 2.2.12 The setting of appropriate time parameters will enable those officers conducting House to House to focus their enquiries around the times that are relevant, for example, the time an incident occurred, times when individuals may have visited a scene. It should be noted where information is limited it may not always be practical to set such defined parameters. 2.2.13 In some cases, depending upon the circumstances of an investigation or incident and the information available, individuals with particular characteristics or falling into a particular group of people (e.g. white males Version 1.5 RESTRICTED 5

with fair hair) may specifically be included or excluded within the parameters being considered. 2.2.14 During the initial response phase of an incident or investigation, it is likely that fast track enquiries will be conducted in the location where an offence or incident occurred. The object of such enquiries will be the early capture of evidence or information that could / will enable the investigation to progress. At this time the level of information available is likely to be sparse which will invariably mean any House to House enquiries conducted will be general in nature. 2.2.15 As knowledge within an investigation or incident increases House to House enquiries will become more specific. To this end the timing of a House to House deployment should be considered carefully having regard to; the stage of an investigation or incident, the information available and the physical time visits will be made. Such an approach will ensure the required objectives are achieved and the appropriate individuals are captured. 2.2.16 The level of House to House enquiries and the size of the area determined within the parameters will, to a large extent, determine the degree of resources required. Where House to House is confined to fast track actions in the immediate vicinity of relevant scenes or when used in smaller localised enquiries, those officers initially deployed may have the capacity to undertake to completion. More extensive enquiries will require coordination and the deployment of additional resources. 2.2.17 The development of any House to House strategy should consider how other investigative strategies may be supported, for example, the identification and collection of relevant CCTV footage or community engagement and communication strategies. 2.3 Coordination and Administration 2.3.1 House to House deployments which require an element of coordination will be overseen and developed by House to House coordinators, working alongside and in conjunction with a senior investigating officer, or officer in charge of an investigation or policing incident. The decision to House to House resources will be that of the senior investigating officer, or officer in charge of an investigation or policing incident. 2.3.2 This procedure is not prescriptive as to the type of incidents or investigations which may require a coordinated House to House deployment. This will be a decision for a senior investigating officer, or officer in charge of an investigation or policing incident to determine in consultation with the House to House coordinator. 2.3.3 Each Neighbourhood Policing Team and Area Operational Support Unit will have at least one police sergeant nominated and trained as a House to House coordinator. 2.3.4 Each Neighbourhood Policing Team and Operational Support Unit will have sufficient numbers of appropriately trained officers to support a House to Version 1.5 RESTRICTED 6

House deployment. This will be supported by members of the Special Constabulary where required. 2.3.5 Although not an exhaustive list, the following should be seen as core responsibilities of the House to House coordinator: Participate as a member of the management team for the investigation or policing incident. Arrange suitable accommodation and logistical support for the deployment In conjunction with the senior investigating officer, or officer in charge of an investigation or policing incident, set and agree parameters for the deployment Visit the House to House focal location and conduct / arrange for reconnaissance to be conducted Brief (and debrief) House to House enquiry officers Prepare a street index of premises Review and quality assure completed documentation, ensuring they are forwarded to the investigation or incident Identify fast track actions and bring to the attention of the senior investigating officer, or officer in charge of an investigation or policing incident Identify Hot Intelligence which, although not pertinent to the investigation at hand, may be of significance to ongoing local objectives or investigations. 2.3.6 The House to House coordinator for each Neighbourhood Policing Team and Operational Support Unit will maintain a House to House deployment kit which will provide the requisite material to support a deployment. 2.3.7 Each kit will contain the following items: House to House Enquiries Street Forms House Occupation Forms House to House Enquiry Questionnaire Personal Descriptive Form House to House Check Form Message Form Folders and stationary 2.3.8 The House to House coordinator, following consultation with the senior investigating officer, or officer in charge of an investigation or policing incident will set the parameters for the House to House enquiries. 2.3.9 Once defined parameters have been agreed, the House to House coordinator must visit the designated areas and walk every street within the area and record all the individual addresses / properties on House to House Enquiry Street Forms. No more than twenty premises should be recorded on each form. Version 1.5 RESTRICTED 7

2.3.10 Multi occupancy buildings, such as hotels or blocks of flats may be recorded on a single Street Form. This will allow each room or flat to be recorded and dealt with as a separate entity. 2.3.11 Derelict premises, or those premises which are confirmed as secure and empty, should be recorded on the Street Form together with an explanation of their status. 2.3.12 Premises identified which are not to be visited, for example, the victim s home address, should be clearly marked to avoid any compromise. 2.3.13 Missing street numbers, for example, some streets do not contain premises at number 13, should be identified to prevent confusion. 2.3.14 Once the reconnaissance has been conducted, the Street Forms must be allocated a unique number and photocopied. Each Street Form is numbered consecutively and prefixed with the letter H. Copies of the Street Form will then be pasted onto the flap of two different coloured folders (blue and buff are generally used). 2.3.15 The blue folder is retained by the House to House coordinator. The buff folder (referred to as the Enquiry Folder) is provided to the House to House enquiry officers assigned to that area. The buff Enquiry Folder will contain sufficient copies of forms for completion and other material which is required. 2.3.16 In extensive House to House deployments consideration should be given to maintaining an alphabetic register of street names, cross referenced to the Street Form number. 2.4 Deployment 2.4.1 All staff to be deployed on House to House enquiries must be briefed prior to beginning their enquiries, in order that they understand the nature of the deployment, its objectives and the relevant parameters set. 2.4.2 In addition clarity should be provided around the following areas: The nature and use of questionnaires The requirement for personal descriptive forms to be completed What action to take if there is a belief a suspect has been identified What action to take if a key witness is identified What action to take if items of evidential value are located or identified What action to take if individuals refuse to assist the investigation 2.4.3 Briefings and (debriefings) should be conducted at appropriate intervals and in particular prior to information being released to the media. It is important staff have knowledge of information which the force has released to the public through the media or other mediums. 2.4.4 Once deployed, House to House enquiry officers must visit each premises detailed within the Enquiry Folder allocated. On making initial enquiries at the premises they should ascertain all persons resident at, or visiting the Version 1.5 RESTRICTED 8

premises or previous residents within the last six months and individuals who were visiting the premises on or within relevant time parameters. 2.4.5 These details should be included on the House Occupation Forms, irrespective of who is to be interviewed or whether a questionnaire is to be completed. 2.4.6 House Occupation Forms make up the second part of the numbering system used within House to House deployments. They are endorsed with the premises reference number from the Street Form, for example, H/1/7 where 1 is the Street Form number and 7 is the seventh property listed on that form. 2.4.7 An interview and House to House questionnaire is completed for every individual who sits within the agreed parameters. The consecutive numbering of these forms gives the third element to the numbering system, for example H/1/7/3 where 1 is the Street Form number, 7 is the seventh property listed on that form and 3 denotes the third person to have provided details for a questionnaire from that premises. 2.4.8 Standard questionnaires are a national document. Their use and the amount of material to be captured should be determined by the Senior Investigating Officer or officer in charge of an investigation or policing incident. Where specific information is required or a more limited House to House deployment is being conducted a bespoke questionnaire could be used instead of, or complimentary to the standard questionnaire form. 2.4.8 Questionnaires should be completed in the presence of the interviewee and not from memory. They should be conducted out of the hearing of other individuals who are to be interviewed. 2.4.9 Consideration should be given to the use of an aide-memoire or script to ensure officers have ready access to all the relevant information they require. The practical use of such material should be incorporated into operational briefings and agreed with the Senior Investigating Officer or officer in charge of an investigation or policing incident. 2.4.10 Where enquiry officers identify an individual who has information to offer but lives outside the House to House area, their details and information they have offered should be fed into the senior investigating officer, or officer in charge of an investigation or policing incident 2.4.11 Paperwork completed by House to House enquiry officers should be legible, accurate and capable of withstanding scrutiny. 2.4.12 Once all premises as listed within an individual Street Form have been visited and the relevant individuals have been interviewed, the Enquiry Folder (buff) should be returned to the House to House coordinator for review and quality assurance. 2.4.13 All completed material should be forwarded to the senior investigating officer, or officer in charge of an investigation or policing incident. Version 1.5 RESTRICTED 9

2.4.14 A delay in interviewing a particular individual at a premise should not prevent a flow of information between the House to House enquiry officers, the House to House coordinator and ultimately the senior investigating officer, or officer in charge of an investigation or policing incident. Such delays may result in Actions or fresh lines of enquiry being missed or delayed. 2.4.15 The House to House coordinator should consider the use of an appropriately designed leaflet or flyer, which could be left at premises where there is no reply. Care should be taken to include contact phone numbers that have the capability to be answered by individuals with knowledge of the House to House deployment or with an out of hours answering facility. An appropriate corporate email address could also be incorporated, provided the account is live and serviced regularly. 2.4.16 House to House enquiry officers should be appropriately debriefed at the conclusion of the deployment. 2.5 Data Management and Disclosure 2.5.1 Material gathered during the course of House to House enquiries should be considered in line with the statutory obligation placed upon the police service by the Criminal Procedure and Investigations Act 1996 and the Code of Practice to the Act. The material gathered should be recorded appropriately to allow for assessment in accordance with the Act. 2.5.2 House to House coordinators and enquiry officers should treat the material they are provided with and gather during a House to House deployment in accordance with the Data Protection Act 1998, Government Protective Marking Scheme and the Force Information Security Policy. 2.5.3 Where a House to House deployment forms part of a homicide investigation or other major incident investigation where a HOLMES supported Major Incident Room (MIR) has been established; House to House material will be managed in accordance with Major Incident Room Standardised Administrative Procedures (MIRSAP) or at the direction of the senior investigating officer or MIR office manager. 2.5.4 Where an objective of the House to House deployment is to seek and verify identity details or establish antecedent history from individuals captured, appropriate intelligence searches should be conducted. Consideration should be given to recording the results within the Check Form. 2.6 Training and Development 2.6.1 The training of House to House coordinators will be conducted by the lead House to House coordinator(s) within the force. 2.6.2 The training of resources within Neighbourhood Policing Teams and Operational Support Units shall be the responsibility of Area based House to House coordinators. Version 1.5 RESTRICTED 10

2.6.3 Training will also be cascaded to officers of the Special Constabulary. 2.6.4 It will be the responsibility of Area based House to House Coordinators to identify future training and resource requirements and liaise with the lead coordinator(s) where appropriate. 2.6.5 Feedback and points of learning gathered from individual deployments will be considered and fed into the lead House to House coordinator for onward dissemination, in order to enhance the learning and development in this area. 2.6.6 Succession planning should be considered on each Area to provide future resilience. 3. Responsibilities Click Here to Return to Index 3.1. Overall responsibility for the strategic development and management of the House to House procedure within Cheshire Police sits with Detective Chief Superintendent, Force Operations Directorate. 3.2. Tactical development and management of this business area is the responsibility of Detective Chief Inspector, Major Investigation Team. This officer will be supported by the lead House to House coordinator(s). 3.3. Management and coordination of a House to House deployment at an operational level is the responsibility of appropriately trained Sergeants ( House to House coordinators), drawn from Area Neighbourhood Policing Teams and the Operational Support Unit. Click Here to Return to Index 4. Appeals 4.1 Persons affected by the exercise of powers, directives or actions under this procedure have the right to make representations, challenges and/or appeals against the relevant decision(s) through civil litigation or internal management, grievance or police complaint procedures. 4.2 A person who claims that a public authority has acted (or proposes to act) in a way which is unlawful under the Human Rights Act 1998, may bring proceedings against the authority under the Act in the appropriate court or tribunal. Alternatively the person may rely on the Convention right or rights concerned in any legal proceedings, if they are a victim (or would be) of the alleged unlawful act Click Here to Return to Index Version 1.5 RESTRICTED 11

5. Compliance RESTRICTED 5.1 I confirm that this document has been drafted to comply with the principles of the Human Rights Act and Equal Opportunity legislation as per force guidance. 5.2 In addition, Data Protection, Freedom of Information, the National Quality of Service Commitment and Health and Safety issues have been considered. 5.3 Adherence to this policy or procedure will therefore ensure compliance with all relevant legislation, internal policies and the Force values. I agree that this document is appropriate for disclosure to the public. Signed: C J Warren Date: 27 th April 2012 (author) Version 1.5 RESTRICTED 12

Equality and Diversity Impact Assessment part 1 Potential Impact X Does the procedure involve any of the following? (tick as appropriate) If any of the boxes below are ticked the impact is high and the Equality and Diversity Impact Assessment must be reviewed annually. High - Exercise of statutory powers? x - Dealing with or providing services to the public? - Recruitment & selection, transfer or redundancy processes? - Training opportunities or career development schemes? - Other processes for managing staff? (ie. discipline, pay, allocation of benefits, etc) - Any other high risks not detailed? If any of the boxes below are ticked the impact is medium and the Equality and Diversity Impact Assessment must be reviewed every 2 years. Medium x - Dealing with the public, but not involving the exercise of statutory powers? - Providing services or facilities to staff? (ie. welfare, shower rooms, parking, intranet etc) - Any other medium risks not detailed? If any of the boxes below are ticked the impact is low and the Equality and Diversity Impact Assessment must be reviewed every 3 years. Low - Administration processes? - Any other low risks? Equality and Diversity Impact Assessment part 2 Consider the community as a whole and each of the protected characteristics: Age (includes all ages), Disability, Gender, Pregnancy and maternity, Race, Religion or belief, Gender reassignment and Sexual orientation, when answering the below: 1.Does this activity present an opportunity for improving equality outcomes for any of the protected characteristics? If so, how? 2. Is there public/political concern in relation to any of the protected characteristics, attached to this activity? If so, what are those concerns? 3. What other sources of information have been used in the development of this procedure i.e. HMIC Inspection Reports, Home Office Circulars? Yes. House to House involves engaging with members of the public in their communities. As such community engagement may be made in areas where individuals within the protected characteristics reside or work. None identified. Practice Advice on House to House Enquiries 2006 (ACPO). Version 1.5 RESTRICTED 13

4. Does the procedure relate to the use of a statutory power? If so, under what circumstance could discrimination be acceptable? 5. What data collection process exists for this procedure? How is the data monitored to ensure that the impact is not discriminatory or disproportionate? e.g. Use of community intelligence. If reviewing the procedure what are the results of the monitoring? 6. What evidence is there that actions to address any negative effects in one area may affect other areas of equality? 7. When the Race and Diversity impact assessment has included consultation, who was consulted? (Include a summary of the key points) 8. Has the procedure been altered following the consultation? (Include a summary of the key changes) 9. Has feedback been given to the groups involved in the consultation? The procedure does not directly relate to the use of a statutory power, albeit in the exercise of House to House enquiries, statutory powers (e.g. arrest, seizure of evidence) may have to be used. House to House deployments are not intended to be discriminatory in nature and their use should be based on clear rationale. No specific data monitoring is in place (or is proposed) to capture the occasions House to House is used within an investigation or policing incident. Atlas an NSPIS will detail when such a line of enquiry has been used. Existing gateways (professional standards, IPCC) exist should members of the community or police officers / staff consider use of such a line of enquiry has been discriminatory or disproportionate. None identified. Senior investigators, BCU Commanders. Two additions have been made with regards authorisation for deployment and consideration of CPIA issues. Yes. Date Impact Assessment completed: 27 th April 2012 (updated 15 th June 2012) Version 1.5 RESTRICTED 14

Appendix A Street Form (MIR/1) House to House Enquiries STREET FORM H Street. Ref No. House name and number Questionnaires Number to completed Cross off those done Enter complete when all done Initials of Officer I/C H to H Enquiries 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 RECORD OF ISSUE OF FOLDER Date Officer Date Officer Date Officer MIR/1 Version 1.5 RESTRICTED 15

Appendix B House Occupants Form (MIR/2) House Occupants Form Address: Telephone No. Officer completing form Date: Details of occupants normally resident at address including those at present away on business, university, etc. Tick name of person supplying information to complete this form. All questionnaires Completed and checked Initials Officer I/C H to H Enquiries Surname (and Maiden Name) Forename(s) (and Nicknames) Date of birth Occupation or school Seen Tick where appropriate Questionnair Statement e completed taken Remarks, reason for absence or why not seen et. When available for interview Questionnaire number 1 2 3 4 5 6 Full details of persons who have been resident at address in past six months or visited on date in question. Name Name Address Dates Time Address Dates Time Numbers of male or female occupants This address Either Side House Name / Number House Name / Number M F M F M F Version 1.5 RESTRICTED 16

Appendix C Check Form (MIR/3) RESTRICTED House to House Enquiries CRO CHECK FORM H/H No. Name Date and Birthplace Sex Height CRO No. MIR/3 Version 1.5 RESTRICTED 17