Chicago Police DepartmentSpecial Order S09-01-05
Automated Court Key Record
Issue Date:13 August 2014Effective Date:13 August 2014
Rescinds:14 February 2007 version
Index Category:Information Management
I.Purpose
This directive:
  • A.continues the use of:
    • 1.The Automated Court Key Record application,
    • 2.the Traffic Court Key Letter Group System, and
    • 3.Traffic Court call times for Minor and Major Room cases.
  • B.delineates the procedures and responsibilities of Department members assigned to the Traffic Court Unit for entering, editing, or deleting Department members court key record via the Automated Court Key Record application.
  • C.outlines procedures for Department members to acknowledge their assigned court key via the Automated Court Key Record application.
II.General Information
  • A.The Automated Court Key Record is implemented to facilitate and streamline the process of adding, editing, or correcting Department members’ court key record via the CLEAR system.
  • B.Only Department members assigned to the Traffic Court Unit will have the ability to alter Department members’ court key record.
  • C.District/unit commanders will have access to view the court key records of all members assigned to their unit.
  • D.District/unit commanders will be notified via the Department’s CLEAR system, personnel suite, Message In-Box (for District) of additions or corrections to a Department member’s court key record.
  • E.Sworn, non-exempt Department members will have access to view only their assigned court key record.
  • F.In the event Department members require assistance with this computer application two help guides "Court Key Help Guide Traffic Court Section" and "Court Key Help Guide Member Acknowledgment" are available at Help Documentation on the Department intranet site with information to complete the process.
III.Traffic Court Key Letter Group System
  • A.The Traffic Court Key Letter Group System consists of court key letter designations based on the twenty-six letters of the alphabet, Major, Alternate Major, and Minor Courtrooms and their respective court call times.
  • B.This directive continues the use of Traffic Court call times for:
    • 1.Minor Room cases at the:
      • a.9:00 AM court call,
      • b.10:00 AM court call,
      • c.11:00 AM court call,
      • d.1:30 PM court call, and
      • e.2:30 PM court call.
    • 2.Major Room cases at the:
      • a.9:00 AM court call, and
      • b.1:00 PM court call.
    • 3.Alternate Major Room cases on the member’s court key date and assigned MINOR courtroom time as indicated on the Court Citing Date Card-Traffic.
  • C.Members with multiple Minor Room court calls will schedule Alternate Major Room cases on the member’s court key date at the earliest assigned MINOR courtroom time as indicated on the Court Citing Date Card-Traffic.
  • D.All sworn members will be assigned a Traffic Court Key letter group to be used when issuing Personal Service Citations and scheduling traffic violators for Traffic Court.
  • E.The Traffic Court Unit will initially assign personnel to the twenty-six Traffic Court Key letter groups, as well reassign personnel within the key letter groups, in order to maintain a balance in court caseloads and personnel distribution.
  • F.Sworn members will retain their Traffic Court key letter group assignments when promoted, assigned to a new title code, transferred, or detailed to another unit.
  • G.Request for changes to a sworn member's traffic court key letter group will be addressed to the Commanding Officer, Traffic Court Unit, by the sworn member’s commanding officer via a To-From-Subject report.
  • H.Department members will only use their assigned letter key that appears first in the alphabet when assigning cases to their misdemeanor/city ordinance court call as outlined in Department directive entitled, Court Citing and Attendance-Non-Traffic Misdemeanor and Municipal Ordinance Cases, in the event members are assigned more than one court key for traffic court purposes.
IV.Procedures
  • A.Department members assigned to the Traffic Court Unit responsible for Court Key Record maintenance will:
    • 1.access the Automated Court Key Record from the personnel suite via the CLEAR system.
    • 2.add, edit, or delete the Department member’s court key record or add additional court keys, via the Automated Court Key Record, when applicable, as delineated by Department directive entitled, Traffic Court Citing and Scheduling.
  • B.District/unit commanders will:
    • 1.access the Message In-Box (for District), personnel suite via the CLEAR system.
    • 2.select “view” in order to view the information located in the Message In-Box (for District).
      NOTE:
      Department members with access to the Message-In Box (for District) will have the ability to print out the messages.
    • 3.ensure the prompt notification to Department members in their unit of any changes made to the member’s court key record.
    • 4.notify each district station supervisor/unit commanding officer of the names of members who are not in compliance with the provisions of this directive.
  • C.District station supervisor/unit commanding officers will ensure that all members under their command:
    • 1.immediately review and acknowledge their court key record when notified.
    • 2.who have failed to acknowledge their Automated Court Key Record, will direct them to do so without unnecessary delay.
  • D.When informed to acknowledge their court key record, sworn Department members will:
    • 1.immediately access the Automated Court Key Record from the personnel suite via the CLEAR system.
    • 2.select “view” in order to view their court key record.
    • 3.select “acknowledged” to acknowledge a new or edited court key record.
      NOTE:
      Members are advised to print out their court key record for future court scheduling purposes.
    • 4.make the necessary court key letter designation, courtroom number, and court call time changes on their Court Citing Date Card-Traffic whenever a modification occurs to the member’s court key record.
V.Discrepancies in Automated Court Key Records
In the event members believe their Automated Court Key Record is incorrect, members will:
  • A.schedule their court dates, courtrooms, or court call times as assigned by the Traffic Court Unit via the Automated Court Key Record application,
  • B.not schedule any court date, courtroom, or court call time not designated in their Automated Court Key Record, and
  • C.submit a To-From-Subject report accompanied by any supporting documentation, through channels, to the Commanding Officer, Traffic Court Unit.
VI.Procedures in the Event of Automated Court Key Record Application Unavailability
  • A.If a member is unable to access the Automated Court Key Record application on a Department computer, that member will telephone the Help Desk for assistance.
  • B.In the event of system unavailability, the Public Safety Information Technology (PSIT) will notify all affected units via AMC message with information regarding the expected duration of the unavailability.
  • C.When a district station supervisor/unit commanding officer has determined or been notified that a Automated Court Key Record application unavailability has occurred affecting his or her unit, the district station supervisor/unit commanding officer will:
    • 1.determine whether the unavailability is the result of a planned service interruption conducted by PSIT.
    • 2.ensure a notification is made to the Help Desk.
    • 3.follow the instructions by Help Desk personnel as to the procedures for completing the Automated Court Key Record during the system unavailability.
(Items indicated by double underline/italics were added or revised.)
Authenticated by: JKH
Garry F. McCarthy
Superintendent of Police
12-119 PMD