OB300

SOUTH COAST BRITISH COLUMBIA TRANSPORTATION AUTHORITY POLICE SERVICE

PASSPORTS Effective Date: April 14, 2010 Revised Date: July 14, 2014, April 24, 2015 Reviewed Date: Review Frequency: As Required Office of Primary Responsibility: Inspector Operations

POLICY

Definitions

Chief Officer – The Transit Police Chief Officer or delegate.

JPD – The Jurisdictional Police Department.

Member – Designated Constable, the Chief Officer or a Deputy Chief Officer of the Transit Police.

OCC – The Operations Communication Centre of the Transit Police.

Transit Police – The South Coast British Columbia Transportation Authority Police Service.

General

1. Transit Police Members will take in-person complainant reports of lost or stolen foreign passports, and stolen Canadian passports.

2. Members are to direct holders who need to report the loss of a Canadian issued in their name (or that of their child(ren)) to notify the Canadian Passport Program immediately. Reports can be submitted by phone (1- 800-567-6868) or in person at the nearest Service Passport Office.

NOTE: Effective March 1, 2014, Citizenship and Immigration Canada’s Passport Program directed all police agencies to cease accepting and completing police reports where Canadian passports are lost in Canada.

3. Members who recover or receive a lost or stolen passport (Canadian or any other country), are not to return it to the individual whose name appears on the passport, unless a Supervisor has authorized the return.

4. With the exclusion of passport losses outlined in s. 2, all processing of passports and reports of lost or stolen passports will be recorded on PRIME as well as on the Canadian Police Information Centre (CPIC) as per CPIC requirements.

[Reference: CPIC Reference Manual – Appendix III-5-D]

South Coast British Columbia Transportation Authority Police Service Policies and Procedures Manual

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PROCEDURES

Recovered Passport

5. When a Member recovers or receives a lost or stolen passport (Canadian or any other country), the Member will:

1. notify the OCC of receipt of the passport and provide document information and request that the Operator run it on CPIC and PRIME to determine if it has been reported as lost or stolen;

2. open a PRIME General Occurrence file (GO);

3. check inside the passport for additional documents (e.g., immigration documents) and record in the exhibit and file documentation; and

4. submit the passport to the Exhibit Custodian in accordance with general property procedures outlined in OF020 – Exhibit/Property Control.

6. The OCC will query the recovered passport on CPIC and if the recovered passport has been entered on CPIC as lost or stolen, the OCC will notify the originating agency via CPIC message (and attach CPIC message to the GO). If the passport has not been entered on CPIC as lost or stolen, the Member will have the OCC enter the Passport on CPIC with a status of “seized”.

7. The Exhibit Custodian is responsible for forwarding all recovered passports to the appropriate agency.

Reporting of Lost or Stolen Passport

8. The Member will take an in person complainant report of a lost or stolen foreign passport or stolen Canadian passport, even if it did not occur on the transit system or transit property. In order for the Member to take the report, the complainant must:

1. produce identification, or be identified through other means; and

2. provide the passport number and expiry date.

9. When taking a report of a stolen Canadian passport, the Member will also advise the complainant to inform Citizenship and Immigration Canada of the theft.

10. Where a foreign passport is lost or stolen or Canadian passport is stolen and the complainant is calling the report into the Transit Police (the assumption is that any such calls would usually be a passport lost/stolen on the transit system), the call will be transferred to the OCC. The Operator will:

1. open an assist file;

2. advise the complainant that a Member will need to take the report in person in order to confirm the identification of the complainant; South Coast British Columbia Transportation Authority Police Service Policies and Procedures Manual

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3. where practicable, assign a Member to attend to complainant’s location (e.g., if complainant is calling from a SkyTrain Station and a Member is nearby) and create a CAD file number; or

4. request the complainant to attend to Police Headquarters to speak with a Member. (Where it is not possible for the complainant to meet a Member at Police Headquarters, the Operator may provide the option that the complainant could make the report of the lost or stolen passport to the JPD).

11. In exceptional circumstances a Member may take a report of lost or stolen passport where no passport number and expiry date can be provided by the complainant.

12. No police file number will be provided to the complainant until the Member confirms the identification of the complainant.

13. The Member will complete a GO on PRIME following the report taking (including complainant info: Surname, Given Name 1 & 2, Date of Birth, Sex, Place of Birth, Race, Height, Weight, Hair, Eyes, Marks/Scars/Tattoos, Address and Driver’s Licence Number)

14. The Versadex Study Field “C” (CPIC) will be indicated on all reports where a passport has been reported lost or stolen.

CPIC Requirements

15. To enter a passport on CPIC, the passport number and expiry date is required. If the passport is not Canadian, the Country of Issue is also required.

16. Where the passport number and expiry date is known, the Operator will enter it as a passport SEC (security) record with a cross-reference to a PNTRP (Pointer Person Record) on the subject.

17. The passport subject must be entered on CPIC as the Pointer Person to the passport entry. A Pointer Person entry onto CPIC requires the following information:

• Surname, Given Name 1 & 2 • Date of Birth (DOB) • Sex • Place of Birth • Race • Height, Weight, Hair, Eyes • Marks, Scars, Tattoos • Address • Driver’s Licence Number

NOTE: A report of a stolen/lost passport must be in person and the investigating Member will confirm identification.

South Coast British Columbia Transportation Authority Police Service Policies and Procedures Manual

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18. Where there is a passport number provided with no expiry date, and the Member has been unsuccessful in locating the expiry date, the CPIC Coordinator will refer to “Passport Validation Periods” on CPIC for an approximate expiry date to use with “EXP”.

19. Where the passport number is not known and the complainant’s country is one not suffixed with an asterisk (*) in “Check Requests for Foreign Passports”, the CPIC Coordinator or their designate may provide the subject's name and DOB to RCMP Interpol (ON10059) and request the passport number and expiry date.

1. Many countries require other information in addition to name and DOB before passport checks can be performed. The CPIC Coordinator or their designate will refer to section D in “Check Request for Foreign Passports” for specific countries and the information they require.

2. Interpol will request passport information from member countries and will forward the reply to the police agency. If the documentation from Interpol indicates that the information is not available, the CPIC Coordinator or their designate will retain the documentation on the police report (for auditing purposes) as justification for using the subject's name in the S1 field. If the passport number is subsequently found, the record must be removed and re-added (because the S1 field cannot be modified) and then cross -reference a PNTRP record to the security record.

[See also: OF020 – Exhibits/Property Control]

Return of Lost/Stolen Passports

20. No passport will be returned to the named person unless:

1. the consulate or embassy of the issuing country has been contacted and concurs with the return;

2. the Member is satisfied the identity of the named person has been established;

3. the CPIC entry has been removed; and

4. a Supervisor has been consulted and concurs.

NOTE: There are situations where it is important to display sensitivity to the predicament of travelling foreigners and those persons departing the country imminently.

South Coast British Columbia Transportation Authority Police Service Policies and Procedures Manual

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