Chicago Police DepartmentSpecial Order S04-14-11
Cancellation of Violation Notice Citation Books
Issue Date:08 September 2017Effective Date:08 September 2017
Rescinds:17 February 2014 Version
Index Category:Preliminary Investigations
I.Purpose
This directive outlines the procedures for the collection and destruction of the discontinued Violation Notice citation books.
II.General Information
  • A.Department members will familiarize themselves with the new Violation Notice citation books, including the preprinted listing of plate types, states, and the Municipal Code of Chicago (MCC) listing. When citing an MCC violation on a Violation Notice citation, Department members will refer to the Department directive entitled "Citing Traffic Violations and Attending Traffic Court."
  • B.The new Version 9.0 Violation Notice citation books will become effective Saturday, 16 September 2017 at 0000 hours. After that time, Department members will not issue a Violation Notice citation from any previous versions.
    • 1.The new version number for the Citation book is 9.0.
    • 2.The new color for the face of the Citation book is orange.
    • 3.Revisions have been made to various violation codes, descriptions, and fines.
    • 4.The list of codes for plate types has been revised.
  • C.The Department of Finance will deliver the new Version 9.0 Violation Notice citation books to each ticket issuing agency beginning Monday, 11 September 2017. Citation books will be delivered through Thursday, 14 September 2017. For questions on delivery, refer to Item IV-B-4 of this directive.
III.Procedures
Upon an Administrative Message Center (AMC) notification announcing the cancellation of a series of Violation Notice citations, the following procedures will apply:
  • A.Unit commanding officers will ensure:
    • 1.the acquisition of a sufficient supply of the new Violation Notice citation books for distribution from the Department of Finance.
    • 2.the collection of the old Violation Notice citation books, either on-hand or issued to personnel, including partially used books.
    • 3.the new Violation Notice citation books are issued to Department members and are available for use.
  • B.Department members will submit their old Violation Notice citation books to the designated unit member and, in turn, will be issued the new Violation Notice citation book as outlined in the Department directive entitled "Traffic Citation Books."
    • 1.Once the new Violation Notice citation books are issued, Department members will not use any other citation from any prior series.
    • 2.Department members submitting partially used Violation Notice citation books will remove the “Member's Copy" or "Issuing Officer, Investigator, and/or Inspector” of all issued Violation Notice citations and retain them for a one-year period from the date of issue.
    • 3.In the event that any outstanding citations cannot be accounted for 28 days after the version cancellation, the Department member to whom the citations were distributed will, by the end of their next tour of duty:
      • a.prepare a To-From-Subject report to their unit commanding officer explaining the circumstances under which the citations cannot be accounted for.
      • b.initiate the appropriate case report and send an AMC message, which will include the Violation Notice number(s) of the missing citation(s). The AMC number will be incorporated in the narrative section of the case report.
      • c.attach a copy of the case report and AMC message to the To-From-Subject report and submit the report to their unit commanding officer.
  • C.Unit citations clerks will check all Violation Notice citation books and complete the corresponding Citation Control Sheet (CPD-11.496), indicating both the used and unused citations which are returned. When all citations on a Citation Control Sheet are accounted for, the sheet will be placed in the unit’s inactive file. In the event a Citation Control Sheet indicates that the citations have not been returned, the supervisor of the Department member to whom the citations were distributed will be notified to have outstanding citations returned without delay.
  • D.The Transfer Listing - Canceled/Unused Citations (CPD-22.805) will be used for the return of the old Violation Notice citation books. Each citation book will be listed by series, in numerical order, on a single line of the Transfer Listing. The number of the first and last citation in a citation book will be clearly printed on the same line of the Transfer Listing. The Transfer Listing will be prepared in triplicate and separated according to Item III-E of this directive.
  • E.After the collected Violation Notice citation books have been listed on the Transfer Listing, the books will be packed by series, in numerical order, in cartons. The Transfer Listing will be separated as follows:
    • 1.The original copy will be packed inside the carton containing the Violation Notice citation books listed on that Transfer List.
    • 2.A copy will be taped to the outside of the carton containing the Violation Notice citation books, in such a manner that personnel can clearly read the listing.
    • 3.A copy will be kept by the sending unit in accordance with the existing records-retention requirements.
IV.Retention and Disposal Procedures
  • A.All official records for the old Violation Notice citation books, including Citation Control Sheets and Transfer Listings, will be retained by all units in accordance with the Department directive entitled “Records Management” and the existing records-retention requirements.
  • B.All unused, discontinued Violation Notice citation books must be collected from each member or ticket issuing agent, packaged, and delivered to the  City of Chicago, Department of Finance , Monday through Friday, between the hours of 0800 and 1600 hours.
    • 1.Unit commanding officers will ensure notification is made to  City of Chicago, Department of Finance , at minimum, one hour prior to the delivery of the discontinued Violation Notice citation books.
    • 2.The designated location for delivery of the collected discontinued Violation Notice citation books is City of Chicago, Department of Finance, 940 West Exchange, Chicago, IL, 60609.
    • 3.The last day to drop off unused Version 8.0 Violation Notice citation books (bright green cover) will be Friday, 13 October 2017.
    • 4.Questions regarding this process should be directed to the  IBM Help Desk .
(Items indicated by italics/double underline have been added or revised)
Authenticated by: KC
Kevin B. Navarro
Acting Superintendent of Police
17-117 MWK
PHONE BOOK:
1.
City of Chicago - Department of Finance (Violation Notice Citation Book Delivery)
940 West Exchange, Chicago, IL, 60609
312-747-0110
0800 - 1600 hours
2.
City of Chicago - Department of Finance (Violation Notice Citation Book Delivery)
940 West Exchange, Chicago, IL, 60609
312-747-0110
0800 - 1600 hours
3.
IBM Help Desk - Violation Notice Citations
312-768-5227