Professional Documents
Culture Documents
Reviewed PCB Force Order Draft NE. V7
Reviewed PCB Force Order Draft NE. V7
Reviewed PCB Force Order Draft NE. V7
1. Purpose........................................................................................................................................................4
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9.8. Complaint against Quality of Service .......................................................................................................14
APPENDIX B ...................................................................................................................................................25
Chart ..............................................................................................................................................................31
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Foreword
Public complaints about how police services are delivered are not new. The way the Nigeria Police
responds to criticisms of the conduct of its personnel, police units or the Force itself has a major impact
on our operational effectiveness, legitimacy and our image in the public eye. It is our intention to
support the development of a system that promotes the right of members of the public to complain
and enables the Police to receive and respond to complaints promptly. In this regard we are committed
to promoting and implementing an accessible complaints system as a means to address problems with
service delivery and to enhance the performance of the Force and its officers. We are aware that as a
community-oriented police force, promoting and encouraging complaints and responding to them fairly
and promptly will strengthen community policing relationships, identify problems, improve our service
delivery systems and improve police-public relationships.
This revised Force Order 235 is meant to streamline and standardise the process of handling complaints
in the police. The steps in the successful management of complaints against the police are clearly
explained to ensure all relevant information is captured. Personnel of the Public Complaints Bureau
(PCB) who are to handle this process must take this responsibility with all the professional seriousness
it deserves. Members of the public making complaints should not be victimised but should be treated
with the utmost respect and dignity they deserve. PCB personnel should take all reasonable steps to
ensure that people making complaints are not adversely affected because a complaint is made by them
or on their behalf. They should address each complaint with integrity and in an objective and impartial
manner.
The commitment of all police officers is critical to the management of complaints system effectively. A
commitment to good complaint handling is needed at all levels within the Force. When complaints are
handled fairly, transparently and in a timely manner, staff morale improves and public confidence in
our services is secured. Police officers should note that the focus of complaint handling is on fixing
issues and improving systems, not apportioning blame.
One of the advantages of having a reviewed process is that it affords us the opportunity to implement
changes to services, systems, practices, procedures where weaknesses are identified through the
management and analysis of complaints, and communicate to staff and the public changes made.
By approving this reviewed Force Order, we want to send a clear message to all police officers that
complaints can be a valuable source of feedback on the quality of service we provide to the Nigerian
public. This new Force order will be made publicly available on how complaints can be made to the
Police and how they will be managed.
2019
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REVIEWED FORCE ORDER 235 - COMPLAINTS AGAINST
POLICE OFFICERS
1. Purpose
1.1. The Nigeria Police Force has a constitutional mandate to protect lives and properties, prevent and
detect crime, preserve law and order amongst others. To achieve its mandate of delivering high quality
services, the Police has put in place systems and processes to ensure effective and efficient service
delivery. ln furtherance of the good name of the Force, (see section 338 of Police Regulations) “Police
Officers are expected to perform such duties as may be assigned by the Inspector-General of Police,
or by an officer authorised by the Inspector General of Police.” However, by acts of commission or
omission things may go wrong and mistakes may be made.
1.2. This Force Order 235 (FO 235) is issued to provide avenues for members of the public to present
their grievances or complaints about either the quality of the policing services provided and/ or the
actions of an individual Police Officer. Members of the public need to have confidence that when they
raise a concern about police services or their treatment, they will receive adequate attention with their
complaints investigated and appropriate actions taken. Any member of the public making any complaint
shall be treated with proper courtesy and the final disposal of the complaint shall be made known to the
complainant as expeditiously as possible. In addition, this FO 235 is designed to provide valuable
information about how services are provided and to identify weaknesses in the policing system that
consistently fail to meet public needs and expectations and need revision.
1.3. The reviewed FO 235 is approved and issued by the Inspector-General of Police (IGP) to improve
police complaint handling system in order to help strengthen accountability, integrity and transparency
in checkmating the excesses of police personnel. Through a system of promoting and encouraging
complaints and responding to them fairly and promptly, the IGP hopes to strengthen relationships,
identify problems, improve quality of policing and improve services rendered to members of the public.
It should also be recognised that the complaints process provides the opportunity to explain actions or
omissions that were lawful and appropriate.
1.4. This Force Order is also designed to promote a culture of learning both for the individual Police
Officer and the Force. Through a comprehensive and effective complaint handling system, the Force
will have the opportunity to measure current performance, assess public expectation, improve service
delivery and prevent repetition of complaints. Learning can include changes to current practices and
policies or can involve development training programmes for Police Officers. It is equally important that
good practice is identified in order that all parts of the organisation may benefit from lessons learned.
1.5. To prevent any reoccurrence, significant issues identified during the investigation of a complaint
should be addressed without waiting on the conclusion of the complaints.
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2. Standards of Conduct of Police Officers
2.1. In accordance with Regulation 339, in the discharge of his or her responsibilities, the standards of
conduct required of a Police Officer are that he/she shall:
4. Police Regulations
4.1. Complaints may or may not include allegations of misconduct against Police Officers. The Police
Act, First Schedule (Regulation 370), prescribes offences against discipline. Generally, complaints
against a Police Officer alleging an act or omission, either criminal or non-criminal falls under the
following headings and may be subject of investigation by the Police Complaints Bureau (PCB) where
complaints are lodged:
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5. Handling Public Complaints
5.1. In handling public complaints against the Police, the Nigeria Police Force intends to achieve the
following:
b) to ensure complaints are dealt with in a fair, consistent, objective and professional manner;
c) to try and resolve public concerns and where necessary take actions to put things right;
e) to ensure that complaints that are criminal in nature are thoroughly investigated;
6.2. This FO 235 has been developed to help the PCB conduct investigations that cover complaints
against police misconduct or disciplinary issues. It must be read in conjunction with any statutory
provisions and guidelines applicable to the investigation being undertaken.
6.3. The investigation of complaints involving allegations of criminal conduct must be referred to the
appropriate criminal investigation unit.
a) Conduct objective and painstaking investigations of all complaints against the Police;
b) Take a citizen-focused approach to handling complaints;
c) Ensure that information about how and where to complain is kept up-to-date and available at
all PCB offices;
d) Ensure that the process of making complaints is easy to access and understand, particularly for
members of the public that may require additional assistance or different approaches such as
people with disabilities, people living in remote communities, children and young persons, and
people who do not understand the English language;
e) Acknowledge complaints in a timely manner, address complaints promptly and according to
the order or urgency and keep the complainant informed throughout the process;
f) Deal with complaints in an equitable, objective and fair manner; clarify key issues of the
complaint to the complainant; act with courtesy, showing empathy and understanding and
remain impartial;
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g) Annexing case files, parties, exhibits in all cases which are subject of petitions and complaints
and adherence to best practices in subsequent investigations;
h) Conclusive investigations into conducts of errant police officers in accordance with the law,
professional ethics, official guidelines and set procedures;
i) Maintain a continuous inspection of Police detention facilities, and interview inmates to
determine their state of detention.
k) At the conclusion of investigation, report findings; give reasons for the findings, referring to
the material on which they are based, and, if appropriate, make relevant recommendations.
a) Complaint handling procedures and legal framework for complaint handling in the Police;
f) Communication skills for dealing with unreasonable complainant conduct or the unreasonable
conduct of a Police Officer who is the subject of the complaint; and
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7. Complaints against the Police
7.1. A complaint about the police can be made by any of the following:
a) a member of the public who claims to be the person in relation to whom the act or commission
took place;
b) a member of the public who claims to have been adversely affected by the act or omission even
though it did not take place in relation to him or her;
c) a member of the public who claims to have witnessed the act or commission;
8. General Complaints
8.1. Complaints against the police can come in different categories. They could be criminal or non-
criminal when they are ‘on-duty’ or ‘off-duty’. Complaints could also be made against the quality of
service rendered by a police department or police station.
8.2. A Police Officer is said to be ‘on-duty’ while operating within officially assigned hours. A Police
Officer could also be regarded to be on duty when, while off duty, identifies himself or herself as police
personnel verbally or by the production of his or her warrant card and attempts to use police powers to
respond to a situation that if not responded to, will be considered as neglect of duty. By this action, he
or she is regarded to have returned to on-duty capacity.
8.3.2. Where the offence complained against the officer on duty is not of a criminal nature, the officer-
in-charge of PCB shall assess the complaint within 3 to 5 days of the receipt of the complaint to
determine whether or not mediation is necessary. Where the officer finds the complaint to be minor or
trivial, he or she shall immediately invite the complainant to explore the possibility of mediation. The
Officer shall take all reasonable steps to ensure that the complainant is pacified and the Officer
complaint against made to apologise and/ make restitution if necessary. Where mediation cannot be
achieved or the complainant is not willing to accept apology and/or remedy, the complaint shall be
assigned to the PCB investigation Officer.
8.3.3. Where the non-criminal offence complained against a Police Officer is serious or complex in
nature, the PCB shall begin the immediate and unbiased investigation of the alleged offence.
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8.4. Complaints against Police Officers while Off Duty
8.4.1. There are situations where complaints are made against Police Officers who commit acts of
misconduct or offences against discipline while off duty. However, for the matter to be considered as a
complaint about the Police, it must directly relate to the individual’s role as a Police Officer. Every
complaint must be assessed objectively, and consideration shall be given to whether a link exists
between the situation complained about and the role of the Police Officer. The complaint should be
treated as a complaint about the Police only if the conduct (if it was to be established) relates to, or
would have a bearing upon, the person's role as a police officer or the image of the police organisation
as an institution. Where no such link can reasonably be established the matter should not be recorded
as a complaint about the police and the complainant should be politely advised of this. It must be
remembered that Police Officers have a right to privacy away from work. If the police officer commits
an offence in his or her private capacity, it must be treated as such.
8.4.2. If on the other hand, a criminal complaint is made about a Police Officer while off duty, it shall be
recorded and referred to the State Criminal Investigation Department for investigation in accordance
with the nature of the criminality involved. The Police Officer shall then be treated as any other member
of the public.
8.4.3. Where, during an investigation, there is a likelihood of an officer undergoing interview under
caution being detained or arrested, the Commissioner of Police or head of the Police Unit where he or
she is presently serving shall be notified within 48 hours or as soon as practicably possible.
9.1.2. Verbal complaints shall be recorded in writing by the PCB officer and filed in the Incident Register
for accurate record and case management (see appendix B).
9.1.3. All complaints shall be taken on face value and, in the absence of strong and clear evidence to
the contrary, must be assumed to have been made in good faith. Complaints must be considered on
their own merit.
9.1.4. All complaints shall be assessed within three to five working days of receipt, except where the
issues complained about are complex or are criminal in nature. Receipt of such complaint shall be
acknowledged within working three to ten days, and the complainant informed of the progress of their
complaint within six weeks.
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9.1.5. All complaints cases shall be logged and allocated a unique PCB reference number which should
be visible on all documentation relating to that case.
9.1.6. Where the complaint does not fall within the responsibility of the PCB, such complaint shall also
be accepted and acknowledged within three to five working days, and the complaint shall be forwarded
to the appropriate office to handle. The complainant shall be advised and redirected to the office
handling his or her complaint.
9.1.7. It is important that in the process of handling a complaint, the expectations of the complainant
are identified and managed properly. The success of the investigation of a complaint shall depend on
the willingness and co-operation of the complainant.
9.1.8 In cases where the complainant shows acute signs of anxiety assistance of a psychologist should
be sought.
9.1.9 Children and under aged complainants will require to be accompanied by an adult and referred to
a centre appropriate for minors
9.2.2. Once a complaint has been received by the PCB, an assessment of the complaint shall be
conducted to ascertain the nature of the complaint and the seriousness of the allegation. The Initial
assessment will include an evaluation of: -
a) Whether the complaint raises potential issues of Offences Against Discipline that could be
subject of investigation by the Public Complaint Bureau (PCB);
b) Whether the complaint raises potential issues of crime that should be investigated by the State
CID;
c) Whether the issue raised is, in the opinion of the PCB Officer trivial, frivolous or vexatious or
made in bad faith;
d) Whether all information required to address the complaint is included and, if not, how this
information can be obtained; and
e) Whether in the case of a complaint, having regard to all the circumstances of the case, an
investigation of the complaint is unnecessary or unjustified;
f) Whether the complaint indicates or exposes the existence of a systemic problem within the
Police;
g) Whether the conduct that is subject of complaint has been previously investigated and disposed
of; or whether it is one of a series of complaints, indicating a pattern of conduct or a widespread
problem within the Police;
h) Whether the nature of the complaint is gender related and should involve the appropriate
gender approach
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9.2.3. Determining Trivial, Frivolous, Vexatious, Bad faith
Complaints/Issues
The PCB investigator will consider the following in determining whether an issue is trivial, frivolous,
vexatious or bad faith:
a) For trivial or frivolous: a trivial or frivolous complaint is one which raises issues that are
unimportant, petty, or insignificant. Is the complaint or issue supported by facts or is it purely
speculative or hypothetical in nature? Is it a situation where there is no justifiable reason to
investigate?
b) For vexatious or bad faith: A vexatious or bad faith complaint is one commenced for an
improper purpose, such as to harass, embarrass or annoy. A complaint will also be vexatious
if it is duplicative of a pending complaint, or if it seeks to re-raise an issue that has already been
determined; Is the complaint/ issue pursued for an improper purpose? Is the complaint
/issue intended to annoy or embarrass?
9.2.4. Process:
a) Where a complaint made in writing or verbally has been assessed and considered to be trivial,
frivolous, vexatious or made in bad faith, and there is no evidence that may support any
investigation, the complaint shall be dismissed by the Officer-in-charge PCB;
b) Where a complaint made in writing or verbally has been dismissed as trivial, frivolous, vexatious
or made in bad faith, the complainant and the Police Officer complaint against shall be notified
of the dismissal. However, the Officer-in-charge PCB shall notify the complainant of his or her
right to appeal to the Commissioner of Police for a reconsideration of the complaint within
twenty working days;
c) In reviewing the decision of the Officer-in-charge PCB, the CP shall consider whether the
decision was reasonable in the light of the information in the possession of the Officer-in- charge
PCB at the time of the decision. Where the CP concludes that the Officer-in-charge PCB
reached a reasonable decision, the CP will stick with the decision of the officer-in-charge PCB.
However, the CP may overturn the decision of the officer-in-charge where he/she identifies a
clear error on the part of the officer-in-charge PCB. The CP will ensure decisions are
communicated to the complainant and the officer complaint against within five to ten working
days.
9.2.5 The primary task of assessment of the complaint and determination of the nature of the
investigation is to consider the content of the complaint ensuring that it is dealt with in the most
appropriate manner and in line with the relevant legislation or regulation.
9.3.2. Where such complaint is received verbally, the PCB officer who listened to the complainant shall
enter in his or her notebook or official diary the name and address of the complainant, and particulars
of the complaint given to him or her.
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9.3.3. Where a written complaint is received, the PCB officer shall, as soon as is reasonably
practicable (at least within two to five working days) after receiving the complaint cause the written
complaint to be forwarded without comment to the Commissioner of Police of the State Command or
other Police Commands.
9.3.4. Where the complainant in question is illiterate, the PCB officer receiving such complaint shall
advise the complainant to produce an interpreter. Where the complainant cannot produce an interpreter,
the PCB officer or any officer receiving the complaint shall provide an interpreter that is acceptable to
the complainant.
9.3.5. Where the person making the complaint is of a foreign nationality, and does not speak English,
the PCB officer shall cause a letter to be written or make a phone call to the Embassy of the country of
origin of the complainant, to provide an interpreter for the complainant.
9.3.6. However, where the complaint being received is to the fact that the Senior Officer has committed
a criminal offence, the receiving officer shall take immediate action and proceed with preliminary
investigation as he or she would normally handle if the offender were not a member of the Force, until
the casefile is transferred to the State CID.
a) The PCB shall forward the written complaint to the Commissioner of Police (CP), Assistant
Inspector-General of Police (AIG) in-charge Zone or Commandant of the Police Training
institution for necessary action;
b) Upon receipt of such complaint, the CP, AIG or Commandant shall immediately instruct the
Officer complained against to submit written comment to the complaint if the complaint is non-
criminal. Where the complaint is criminal in nature the State CID or Zonal CID shall be directed
to investigate. The result of such investigation shall be forwarded to the IGP for necessary
action.
c) In the event of any disciplinary offence being disclosed, the IGP shall forward the complaint
together with the report of the officer who conducted the investigation or the written comment
to the complaint to the Police Service Commission for further action.
9.3.8. Where the complaint is recorded through the media, the Police Public Relations Officer (PPRO)
of the Command, Zonal Command, or Training Institution shall call the attention of the CP, AIG, or
Commandant concerned who will instruct the Officer-in-Charge PCB to commence investigation. Where
the offence is criminal in nature, the CP, AIG, or Commandant shall direct the State CID or Zonal CID
to investigate.
9.3.9. Where the complainant is a physically challenged person, the PCB officer shall ensure the
complainant is given the necessary facilities or disability aid required to document his or her complaint
in writing.
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Complaints against the PCB Officers
9.4.1. Where the complaint is against a staff of the PCB such complaint shall be forwarded to the
Commissioner of Police;
9.4.2. Where it is established that the PCB Officer has a case to answer, the CP shall assign an officer
senior in rank, but not a member of the PCB to investigate the complaint.
9.4.3. Where after initial assessment of the complaint against the PCB Officer, the complaint is viewed
as trivial, frivolous, vexatious or in bad faith, the CP shall dismiss the complaint and inform the
complainant and the PCB Officer complaint against accordingly.
9.5.3. The complainant shall be invited to attend to the enquiry with his or her witness(es), if any, and
the Police officer or Officers complained against shall also be present and may produce witness(es) on
their behalf if they so desire. Before inviting the Police Officer complaint against, the PCB Officer shall
ensure that the allegations have assessed and have some substance. Where there is a case to answer,
the Police Officer should be treated with procedural fairness.
9.5.4. The PCB officer investigating the complaint shall conduct initial assessment of the complaint and
if he or she is satisfied that no disciplinary or other offence has been committed shall;
9.5.5. Where the investigation discloses criminal offence against the Police officer(s), complained
against, the PCB Officer conducting the investigation shall close and summarize the proceedings,
record his or her findings and forward the casefile to the State CID.
9.5.6. Where after investigation, the PCB officer has established on the balance of probabilities, that a
disciplinary offence has been committed, he or she shall adjourn and formally charge the Police
Officer(s) with the disciplinary offence or offences alleged to have been committed.
9.5.7. The PCB officer conducting the investigation shall re-open the investigation and refer same to
the Provost Marshall who will conduct the proceedings as an Orderly Room in accordance with the
procedure laid down in Police Regulations.
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9.5.8. At the conclusion of the proceedings, the Officer shall inform the complainant in writing of the
disposal of the case.
9.6.2. Where the person elects to make the complaint in writing, the Charge Room Officer or Officer in-
charge the detention facility shall, at his or her request be provided with the writing materials necessary
to do so;
9.6.3. Where the person elects to make the complaint verbally, the officer to whom the complaint is
made shall, as soon as is practicable (at least within 48 hours) after the complaint is made, reduce the
complaint to writing.
9.6.4. Where such complaint cannot be mitigated by the Divisional Police Officer, it shall immediately
be forwarded to the PCB for investigation.
9.7.2. Where a complaint is made against a Police Formation, the PCB will record the complaint and
conduct initial assessment.
9.7.2. Where the complaint is considered as non-criminal it shall be referred to the Police SERVICOM
for investigation. But where it is established that the police formation is engaging in criminal activities,
the CP shall immediately be informed, and the complaint referred to the CID for investigation.
9.7.3. Where the complaint reported to SERVICOM has been resolved or dismissed a report should be
sent to PCB office for appropriate recording.
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9.8.2. Where complaints as enumerated above come to the notice of the PCB, it shall be immediately
forwarded to the Commissioner of Police who shall transmit it to the Inspector-General of Police for
his/her action. The person making such complaint shall be adequately informed of the procedure being
taken to handle the complaint including the outcome of the IGP’s intervention or actions.
10. Investigation
10.1. Every complaint shall be the subject of immediate, thorough, unbiased, impartial, confidential and
objective investigation. The task of investigation is to prove or disprove, if possible, any matter or
matters of fact raised by a complainant. No PCB Officer with actual or perceived conflict of interest shall
be appointed or remain the investigator. The more serious the complaint, the more important it is that
the investigator be an Officer as independent of the events being investigated as possible.
10.2 The PCB Officer in-charge any complaints under investigation shall ensure that he or she gathers
supporting evidence and information in respect of the facts upon which a decision will be based.
Evidence gathering relates to the identification, capture and recording of data relevant to the complaint
being investigated. The main sources of evidence are, oral evidence, documentary evidence, expert
evidence, and inspection of scene of incidence. Although only one witness may be required to prove
any fact or set of facts, additional evidence in the form of corroboration is desirable.
10.3. Where legal proceedings may arise at some future stage, such as Orderly Room Trial or court
trial, evidence shall be gathered in accordance with the rules of evidence. PCB Officers must have basic
knowledge of these rules to ensure that the evidence obtained is the best available and, where
applicable, will be admissible in any subsequent legal proceedings that may arise.
10.4. Complainant: The PCB Officer investigating shall manage the complainant’s expectations to
ensure they are based on a realistic understanding of what the investigation can achieve. Ensure their
confidentiality and explain the importance of confidentiality generally. Provide them with support,
information, and regular feedback, and inform them of the outcome of the complaint or other action, and
the reasons. The PCB officer shall note that the complainant has the right to see what has been
recorded if they request to do so.
10.5. Where the PCB officer considers that the complainant has not provided enough information or
supporting documents relating to the complaint under investigation, the complainant shall be contacted
either by letter, email, telephone or face to face meeting. All requests for further information or
documents shall be within five working days, however discretion may be applied to increase the number
of days allowed where considered appropriate. All evidence and information gathered should be clearly
documented within the case file.
10.5. Where the complainant fails to provide further evidence or information as requested by the
investigating PCB Officer, the officer shall consider a closure of the casefile based on evidence
available, or where no evidence has been provided, consider a closure of the casefile on the basis that
the case has been abandoned due to lack of co-operation from the complainant.
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10.6. The complainant shall be notified advising them that their case file will be closed, and an
explanation given for this. The complainant shall be informed that should PCB receive, at a later date,
evidence in support of their complaint, the file shall be re-opened and the process shall be resumed. In
addition, the complainant shall be advised that closing the file on their complaint does not prevent them
from making a complaint in the future about an unrelated matter.
10.9.2. Where a complaint is withdrawn in full, the investigation shall still be completed:
a) if the complainant expresses a lack of faith or confidence in the way his/her complaint was
handled;
b) if evidence exists that supports the complainant’s allegation(s);
c) if the complaint arose from a matter that is particularly sensitive or very serious in nature;
d) if the Police Officer complained against is part of multiple complaints.
10.9.3. Where a criminal complaint is such that cannot be compounded, it shall not be withdrawn, and
an explanation shall be offered to the complainant.
10.9.4. When an explanation has been offered to a complainant and is fully accepted, the allegation
should not be considered to have been withdrawn, nor should the complainant be prompted to withdraw
the allegation. The appropriate outcome is that the allegation is regarded as “concluded by explanation
to complainant”.
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10.10. Handling Difficult Complainants
10.10.1. Where the complainant fails to co-operate with the PCB officers and the investigation
process, (e.g. failure to communicate with the investigators without good reason, persistent abusive
and offensive behaviour towards the PCB officer, or refusing to accept outcome of investigation) all
attempts to contact the complainant should be documented. Sometimes a complainant displays the
following conduct - unreasonable persistence, makes unreasonable demands, unreasonable lack of
cooperation, unreasonable arguments with PCB officers, or unreasonable conduct or behavior (See
Appendix A on Handling Unreasonable Conduct). The PCB should make all reasonable efforts to
secure the complainant’s co-operation.
10.10.2. PCB Officers should note that all complainants deserve to be treated with fairness and
respect. No complainant, regardless of how much time and effort is taken in responding to their
complaint, should be unconditionally deprived of having their complaint properly and appropriately
considered.
10.10.3. Where it is reasonably assessed that the complaint investigation process cannot proceed
without the complainant’s further co-operation, then consideration may be given to abandoning the
process. The decision to abandon a complaint should be communicated to the complainant in writing
or by the complainant’s preferred communication method. A complainant whose conduct is
unreasonable may have a legitimate complaint.
10.10.4. Where it is discovered at the end of investigation that the complaint against a police officer
is found to be frivolous, vexatious or malicious, the PCB shall proceed with criminal proceedings against
the complainant.
11.2. There are situations where both criminal and non-criminal complaints will be made against officers
arising out of an incident. While accepting that there may be delays in handling the criminal complaint,
it is important that the non-criminal complaint be addressed as early as possible, and Orderly Room
proceedings concluded as soon as practicable. In all situations, the complainant must be informed about
the progress of his or her complaint.
11.3. Where a complaint has been resolved amicably between the complainant and the officer
complained against, the PCB Officer handling the resolution must document the proceedings and a
written letter be provided to the complainant. Where a complainant accepts a verbal explanation, a
written letter must always be provided.
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11.4. If a complaint has been dealt with and a decision is taken to either proceed or not with misconduct
proceedings, the complainant should be notified of the outcome and of the reasons for the outcome
being reached. Any decision or action taken regarding the complaint should be communicated to the
complainant as soon as possible.
11.5. Whether the complaint is dealt with through amicable resolution, or where further investigation
was required, the result of the complaint investigation will be explained to the complainant before a final
letter is sent. This allows the complainant to ask any questions and discuss anything that he or she
believes to be outstanding. The explanation should address the complainant’s allegation(s) and
concerns, and the reasoning behind any decision taken. The explanation should also include any action
to be taken as a result of the complaint.
11.6. The letter must reassure the complainant that the complaints have been dealt with fairly and,
where necessary, that action will be taken to ensure there is no re-occurrence of the issue in question.
11.7. Where the complainant expresses dissatisfaction with the outcome of his/her complaint it shall be
made clear to the complainant that nothing further can be done by the Police.
11.8. One of the most effective ways to diffuse a situation, or to prevent a situation from escalating to a
point where a complainant's conduct becomes unreasonable, is to offer a full apology where this is
warranted. An apology should always be given where things have gone wrong, either verbally or in
writing. Any apology should be unambiguous and sincere. The most appropriate form and method of
communicating an apology will depend on the circumstances of the case. In general terms, the most
effective apologies incorporate the following key elements:
11.8.1. Recognition:
a) Description of the wrong - the problem, act or omission to which the apology applies.
b) Recognition of the wrong - an explicit recognition that the action or inaction was incorrect,
wrong, inappropriate, unreasonable or harmful.
c) Acknowledgement of the harm - an acknowledgement that the affected person has suffered
embarrassment, hurt, pain, damage or loss.
11.8.2. Responsibility:
Acceptance of responsibility - taking responsibility for the wrong and harm caused.
11.8.3. Reasons:
Explanation of the cause - a simple, plain English explanation of the reasons for or cause of
the problem.
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11.8.4. Regret:
a) Apology statement - an expression of sincere sympathy, sorrow or remorse, and a statement
that the action or inaction was wrong or, at the very least, an expression of regret.
b) Sincerity of communication - an important indicator of the level of regret of the person doing
the apologising.
11.8.5 Redress
a) Action taken or proposed - a statement of what has been or will be done to address the
problem.
b) Promise not to repeat - an indication that the action or inaction will not happen again.
11.8. 6. Release
Request for forgiveness - a request to be released from blame (an optional extra to a full and
complete apology).
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APPENDIX A: Handling Unreasonable Conduct
S/N Conduct Category Unreasonable Conduct Handling Strategies
Managing unreasonable
persistence also includes:
Managing expectations from the
beginning, including ensuring
initial expectations are realistic.
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Adopting a firm and authoritative
communication style both in
writing and verbally.
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Placing the PCB/Police Hqt on an extensive
email copy list and expecting responses to As a last resort, informing the
these emails. complainant that the PCB finds
Consistently creating complexity where their interactions unreasonably
there is none. demanding and setting defined
limits for further contact.
Presenting as overly needy or dependent - Managing unreasonable
e.g. wanting to transfer responsibility for demands also includes:
their wellbeing to the PCB. Managing expectations from the
beginning, including ensuring
initial expectations are realistic.
22
Adopting a firm and authoritative
communication style both in
writing and verbally.
23
End telephone calls and
interviews if the complainant
becomes abusive and
confronting.
24
APPENDIX B
Nigeria Police Force
Public Complaints Bureau
Case Management Checklist
Casefile Number
Name of Complainant
25
Yes No Comments
Acknowledgement sent to
complainant
26
Public Complaints Bureau
Case Assessment Checklist
Name of complainant
Address of complainant
Email of complainant
Case Handling
Yes No Comments
Insubordination or Incivility
Neglect of duty
27
Unlawful arrest or detention
Discriminatory behaviour
Corrupt practice
Disorderly conduct
Abuse of power
Breach of confidence
Suppression of complaints
Other – criminal
Other – non-criminal
Yes No Comments
Acknowledgement issued to
complainant
Case Progression
Yes No
No action taken?
28
Final response letter issued?
Complaints withdrawn by
complainant?
Complaint unsubstantiated by
available evidence?
Action taken?
Unsubstantiated?
Resolved?
Withdrawn?
Abandoned?
Action taken?
Unsubstantiated?
Resolved?
Withdrawn?
Abandoned?
29
Quality of service allegations received
Policy/ procedure
Service delivery
Organisational decisions
Policing standards
Disposed of?
Casefile number
Name of Complainant
30
Flow Chart for the Complaints Process for the Public Complaints Bureau (PCB)
Verbal Complaints Public Complaints Complaints received by the Officer in Charge PCB
Bureau (PCB) Unit
Written Complaints
All complaints received should be recorded (including verbal complaints received via call, text,
media etc.) should be maintained in writing and filed with unique numbering
All complaints to be assessed within 3 to 5 days of receipt except complex or criminal cases.
Where established that the complaint does not fall within the responsibility of the PCB, it shall be
accepted and acknowledged within 3 days and forwarded to the appropriate unit.
All complaints against the quality of Criminal Complaints of Police Non -Criminal Complaints of Police
service rendered by a Police Officer, Officers Officers
Department, Unit or Station shall be ‘’On Duty” “On Duty”
reported to the SERVICOM Unit “Off Duty” “Off Duty”
The Crime will be The Police Officer Such cases should The PCB officer in
referred to State shall be treated like asses the case for charge shall review the
CID for any member of the determination of the complaint to
investigation public. It should be misconduct determine if mediation
reported and or investigation should
investigated in be carried out
NOTE: Where the complaint is accordance with the
nature of the
considered as non-criminal it shall be criminality involved
referred to the Police SERVICOM for After a thorough and conclusive
investigation. But where it is investigation, the PCB Officer shall carry
established that the police formation is out an objective analysis of the evidence
engaging in criminal activities, the CP gathered and in concluding of
shall immediately be informed, and the investigation the PCB officer shall write a
complaint referred to the CID for report to the Commissioner of Police
investigation outlining the key points of the
complaints and provide supporting
information or evidence, for
consideration by the Commissioner.
SUPPORTED BY:
NPP