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.
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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