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2006 Bulletins

Developments in the National Incident-Based Reporting System (NIBRS)

Note: The excerpts are presented as they were originally published in the UCR State Program Bulletin and therefore will include any additions, deletions, or clarifications released in subsequent bulletins. Readers are urged to read this document in its entirety before making any programming changes.

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UCR State Program Bulletin 06-1, March 2006

Record Layout and Error Messages for the Electronic Submission of Number of Full-time Law Enforcement Employees

Beginning immediately, state UCR Program managers may electronically submit test data for the Number of Full-time Law Enforcement Employees to the FBI. State UCR Program managers may submit the test data on 3.5-inch diskettes, as an attachment to an e-mail sent via the LEO, on a ZIP disk, or on a CD. The FBI is not accepting test data for the Number of Full-time Law Enforcement Employees submitted on 3480-cartridges or magnetic round reel tape. The FBI encourages state UCR Program managers to submit test data as early as possible so that problems or errors can be resolved quickly.

State UCR Program managers who wish to submit data for the Number of Full-time Law Enforcement Employees to the FBI electronically must use the specified record layout and a file name of “EMPLOYEE.UCR”. The “EMPLOYEE.UCR” file must be a standard ASCII text file with a carriage return/line feed at the end of each record. After processing the file, the FBI will return an error file to the participating state Program manager.

Numeric data fields must be right-justified with left zero-fill, and fields containing zero data (which is not the same as having no report) should contain zero-fill. Delimiters are not allowed between fields. Numeric data fields must contain whole numbers; decimals are not permitted. A submission should contain data for only one year. Data reported for Total Male and Female Full-time Law Enforcement Officers must be greater than zero. State Program managers must not include submissions from nonreporting agencies.

State UCR Program managers with questions about programming or test data for the Number of Full-time Law Enforcement Employees should contact Ms. Mary P. Reese in the CSMU.

Record Layout for Electronic Submission:
Position Type Description
1 A1 Record Indicator
2-10 A9 ORI Number
11-14 A4 Reporting Year
15-16 A2 Record Type
17-21 N5 Full-time Law Enforcement Officers—Male
22-26 N5 Full-time Law Enforcement Officers—Female
27-31 N5 Full-time Law Enforcement Officers—Total Male/Female
32-36 N5 Full-time Civilian Employees—Male
37-41 N5 Full-time Civilian Employees—Female
42-46 N5 Full-time Civilian Employees—Total Male/Female
47-51 N5 Total Full-time Law Enforcement Employees—Male
52-56 N5 Total Full-time Law Enforcement Employees—Female
57-61 N5 Total Full-time Law Enforcement Employees—Total Male/Female
Detailed Record Layout, Valid Values, and Error Messages:
Position Type Description
1 A1 Record Indicator
8 = Full-time Law Enforcement Employees
Error Message
001 INVALID CODE = ?
2-10 A9 ORI Number
For Summary submissions, the last two positions (9-10) must be 00.
Error Message
002 MUST BE A VALID UCR ORI = ?
003 ALL ORIs IN THIS SUBMISSION MUST BE FROM STATE = ?
004 ORI = ? IN COVERED-BY STATUS
005 ORI = ? IN DELETE STATUS
11-14 A4 Reporting Year
Error Message
006 INVALID YEAR = ?
007 CANNOT BE EARLIER THAN 2005, REPORTING YEAR = ?
018 ALL RECORDS IN THIS SUBMISSION MUST BE FROM YEAR = ?
15-16 A2 Record Type
00 = Add
13 = Modify/Adjust
16 = Delete
Error Message
008 INVALID CODE = ?
17-21 N5 Full-time Law Enforcement Officers—Male
Include all male full-time sworn law enforcement officers who were on your department’s payroll as of October 31 and who work your department’s normal full-time workweek. Include the chief, sheriff, commissioner, superintendent, or other sworn department head. Do not count special officers, merchant police, or others who are not paid from law enforcement funds.
Error Message
009 MUST BE NUMERIC
010 MUST BE BLANK IF RECORD TYPE = ‘16’
011 MUST BE ENTERED IF RECORD TYPE = ‘00’ OR ‘13’
22-26 N5 Full-time Law Enforcement Officers—Female
Include all female full-time sworn law enforcement officers who were on your department’s payroll as of October 31 and who work your department’s normal full-time workweek. Include the chief, sheriff, commissioner, superintendent, or other sworn department head. Do not count special officers, merchant police, or others who are not paid from law enforcement funds.
Error Message
009 MUST BE NUMERIC
010 MUST BE BLANK IF RECORD TYPE = ‘16’
011 MUST BE ENTERED IF RECORD TYPE = ‘00’ OR ‘13’
27-31 N5 Full-time Law Enforcement Officers—Total Male/Female
Include the total number of all male and female full-time sworn law enforcement officers who were on your department’s payroll as of October 31 and who work your department’s normal full-time workweek. Include the chief, sheriff, commissioner, superintendent, or other sworn department head. Do not count special officers, merchant police, or others who are not paid from law enforcement funds.
Error Message
009 MUST BE NUMERIC
010 MUST BE BLANK IF RECORD TYPE = ‘16’
011 MUST BE ENTERED IF RECORD TYPE = ‘00’ OR ‘13’
012 MUST EQUAL TOTAL MALE AND FEMALE OFFICERS
013 MUST BE GREATER THAN ZERO
32-36 N5 Full-time Civilian Employees—Male
Include all male full-time civilian employees who were on your department’s payroll as of October 31 and who worked your department’s normal full-time workweek. Include clerks, stenographers, mechanics, etc., who do not have police powers. Do not count school crossing guards or employees who are not paid from police funds.
Error Message
009 MUST BE NUMERIC
010 MUST BE BLANK IF RECORD TYPE = ‘16’
011 MUST BE ENTERED IF RECORD TYPE = ‘00’ OR ‘13’
37-41 N5 Full-time Civilian Employees—Female
Include all female full-time civilian employees who were on your department’s payroll as of October 31 and who worked your department’s normal full-time workweek. Include clerks, stenographers, mechanics, etc., who do not have police powers. Do not count school crossing guards or employees who are not paid from police funds.
Error Message
009 MUST BE NUMERIC
010 MUST BE BLANK IF RECORD TYPE = ‘16’
011 MUST BE ENTERED IF RECORD TYPE = ‘00’ OR ‘13’
42-46 N5 Full-time Civilian Employees—Total Male/Female
Include the total number of all male and female full-time civilian employees who were on your department’s payroll as of October 31 and who worked your department’s normal full-time workweek. Include clerks, stenographers, mechanics, etc., who do not have police powers. Do not count school crossing guards or employees who are not paid from police funds.
Error Message
009 MUST BE NUMERIC
010 MUST BE BLANK IF RECORD TYPE = ‘16’
011 MUST BE ENTERED IF RECORD TYPE = ‘00’ OR ‘13’
014 MUST EQUAL TOTAL MALE AND FEMALE CIVILIANS
47-51 N5 Total Full-time Law Enforcement Employees—Male
Enter the total number of male full-time law enforcement officers and civilians on your department’s payroll as of October 31. This should be the total number of Full-time Law Enforcement Officers—Male and Full-time Civilian Employees—Male.
Error Message
009 MUST BE NUMERIC
010 MUST BE BLANK IF RECORD TYPE = ‘16’
011 MUST BE ENTERED IF RECORD TYPE = ‘00’ OR ‘13’
015 MUST EQUAL TOTAL MALE EMPLOYEES
52-56 N5 Total Full-time Law Enforcement Employees—Female
Enter the total number of female full-time law enforcement officers and civilians on your department’s payroll as of October 31. This should be the total number of Full-time Law Enforcement Officers—Female and Full-time Civilian Employees—Female.
Error Message
009 MUST BE NUMERIC
010 MUST BE BLANK IF RECORD TYPE = ‘16’
011 MUST BE ENTERED IF RECORD TYPE = ‘00’ OR ‘13’
016 MUST EQUAL TOTAL FEMALE EMPLOYEES
57-61 N5 Total Full-time Law Enforcement Employees—Total Male/Female
Enter the total number of male and female full-time law enforcement officers and civilians on your department’s payroll as of October 31. This should be the total number of Full-time Law Enforcement Officers—Male, Full-time Law Enforcement Officers—Female, Full-time Civilian Employees—Male, and Full-time Civilian Employees—Female.
Error Message
009 MUST BE NUMERIC
010 MUST BE BLANK IF RECORD TYPE = ‘16’
011 MUST BE ENTERED IF RECORD TYPE = ‘00’ OR ‘13’
013 MUST BE GREATER THAN ZERO
017 MUST EQUAL TOTAL MALE AND FEMALE EMPLOYEES


In addition to errors for specific data fields of a submission, other errors may result when an entire record is already on file or no prior record exists.

Other Error Messages:
Error Message
020 RECORD ALREADY ON FILE—PREVIOUSLY ADDED ON ?
If the Record Type = 00 (Add) and a record for the Number of Full-time Law Enforcement Employees already exists for the Reporting Year for the ORI Number with the exact same data, an error will result.
021 RECORD ALREADY ON FILE—CHECK DATA MODIFICATION
If the Record Type = 00 (Add) and a record for the Number of Full-time Law Enforcement Employees already exists for the Reporting Year for the ORI Number with different data, an error will result.
022 ADJUSTMENT WITH NO PRIOR RECORD
If the Record Type = 13 (Modify/Adjust) and a record for the Number of Full-time Law Enforcement Employees does not exist for the Reporting Year for the ORI Number, a warning error will result and the record will be added to the database.
023 RECORD NOT ON FILE—UNABLE TO DELETE
If the Record Type = 16 (Delete) and a record for the Number of Full-time Law Enforcement Employees does not exist for the Reporting Year for the ORI Number, an error will result.


Error Reporting:

The FBI validates data for the Number of Full-time Law Enforcement Employees during the uploading process and rejects erroneous data, except for Error 022, which is an informational warning error. The FBI places erroneous data in an error file (named “ERRORS.UCR”) and returns the file to the state UCR Program manager for correction. The FBI may return the error file to the state Program manager via the original PC disk, e-mail, or ZIP disk sent by the state UCR Program manager. The FBI will return data submitted on a CD via e-mail. State Program managers may also request a printout of the error file.

Record Layout for Error Report:

The error file is a standard ASCII text file. The error file layout will be:

Position Type Description
1-9 A9 ORI Number
10-13 A4 Reporting Year
14-15 A2 Record Type
16-143 A128 Error Message
144-146 A3 Error Number

Error Messages (in numerical order):
Error Number Message Text/
Referenced Data Field in EMPLOYEE.UCR
001 INVALID CODE = ?

Record Indicator

002 MUST BE A VALID UCR ORI = ?
ORI Number
003 ALL ORIs IN THIS SUBMISSION MUST BE FROM STATE = ?
ORI Number
004 ORI = ? IN COVERED-BY STATUS
ORI Number
005 ORI = ? IN DELETE STATUS
ORI Number
006 INVALID YEAR = ?
Reporting Year
007 CANNOT BE EARLIER THAN 2005, REPORTING YEAR = ?
Reporting Year
008 INVALID CODE = ?
Record Type
009 MUST BE NUMERIC
Full-time Law Enforcement Officers—Male
Full-time Law Enforcement Officers—Female
Full-time Law Enforcement Officers—Total Male/Female
Full-time Civilian Employees—Male
Full-time Civilian Employees—Female
Full-time Civilian Employees—Total Male/Female
Total Full-time Law Enforcement Employees—Male
Total Full-time Law Enforcement Employees—Female
Total Full-time Law Enforcement Employees—Total    Male/Female
010 MUST BE BLANK IF RECORD TYPE = ‘16’
Full-time Law Enforcement Officers—Male
Full-time Law Enforcement Officers—Female
Full-time Law Enforcement Officers—Total Male/Female
Full-time Civilian Employees—Male
Full-time Civilian Employees—Female
Full-time Civilian Employees—Total Male/Female
Total Full-time Law Enforcement Employees—Male
Total Full-time Law Enforcement Employees—Female
Total Full-time Law Enforcement Employees—Total    Male/Female
011 MUST BE ENTERED IF RECORD TYPE = ‘00’ or ‘13’
Full-time Law Enforcement Officers—Male
Full-time Law Enforcement Officers—Female
Full-time Law Enforcement Officers—Total Male/Female
Full-time Civilian Employees—Male
Full-time Civilian Employees—Female
Full-time Civilian Employees—Total Male/Female
Total Full-time Law Enforcement Employees—Male
Total Full-time Law Enforcement Employees—Female
Total Full-time Law Enforcement Employees—Total    Male/Female
012 MUST EQUAL TOTAL MALE AND FEMALE OFFICERS
Full-time Law Enforcement Officers—Total Male/Female
013 MUST BE GREATER THAN ZERO
Full-time Law Enforcement Officers—Total Male/Female
Total Full-time Law Enforcement Employees—Total    Male/Female
014 MUST EQUAL TOTAL MALE AND FEMALE CIVILIANS
Full-time Civilian Employees—Total Male/Female
015 MUST EQUAL TOTAL MALE EMPLOYEES
Total Full-time Law Enforcement Employees—Male
016 MUST EQUAL TOTAL FEMALE EMPLOYEES
Total Full-time Law Enforcement Employees—Female
017 MUST EQUAL TOTAL MALE AND FEMALE EMPLOYEES
Total Full-time Law Enforcement Employees—Total    Male/Female
018 ALL RECORDS IN THIS SUBMISSION MUST BE FROM YEAR = ?
Reporting Year
020 RECORD ALREADY ON FILE—PREVIOUSLY ADDED ON ?
Refers to a record where the Record Type = 00 (Add) and the exact same data exists for the agency in the specified year.
021 RECORD ALREADY ON FILE—CHECK DATA MODIFICATION
Refers to a record where Record Type = 00 (Add) and different data exists for the agency in the specified year.
022 ADJUSTMENT WITH NO PRIOR RECORD
Refers to a record where Record Type = 13 (Modify/Adjust) and there is no previously-added record to adjust. This is an informational warning error.
023 RECORD NOT ON FILE—UNABLE TO DELETE
Refers to a record where Record Type = 16 (Delete) and there is no previously-added record to delete.


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UCR State Program Bulletin 06-4, October 2006

Electronic Submission of Number of Full-time Law Enforcement Employees

The Crime Statistics Management Unit (CSMU) is sending letters to the state UCR Program managers requesting their 2006 law enforcement employee counts as of October 31, 2006. State Program managers may report these data to the national Program on paper forms or electronically. Notification of the new electronic capability, along with the record layout and error messages, was disseminated to state Program managers in State Program Bulletin 06-1. The deadline for submitting these data is December 22, 2006. State UCR Program managers with questions should contact the CSMU at (304) 625-4830.

Incorrect Use of L = Law Enforcement Officer as a Victim Type in Reporting Hate Crime

Only those agencies that report hate crime data to the FBI via the National Incident-Based Reporting System (NIBRS) should use L = Law Enforcement Officer as a victim type when a law enforcement officer is the victim of a hate crime. Agencies not reporting via the NIBRS should not use this victim type when a law enforcement officer is the victim of a hate crime. State Program managers with questions should contact Ms. Mary Pat Reese, Technical Information Specialist, CSMU, by telephone (304) 625-3528 or via e-mail at mareese@leo.gov.

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