Chicago Police DepartmentDepartment Notice D18-08
Annual Watch and Furlough Selections, Vacation Schedules, and 2019 Operations Calendar
Issue Date:17 October 2018Effective Date:17 October 2018
Rescinds:D16-06
Index Category:Department Notice
I.Purpose
This directive:
  • A.informs Department members:
    • 1.there will be a four day "adjustment" period between the 13th police period, 2018 and the 1st police period, 2019: 6–9 January 2019.
    • 2.police periods will no longer begin on Sundays; each police period will begin on a Thursday.
    • 3.of the 2019 watch selection process.
    • 4.of the 2019 furlough selection process.
  • B.continues the annual bidding process for watch assignments.
  • C.continues procedures for bidding as established in the collective bargaining agreements.
    • 1.FOP: 80 percent bid and 20 percent management rights.
    • 2.PBPA, Sergeants: 5 bid positions per each of the 3 primary watches in district law enforcement.
    • 3.PBPA, Lieutenants: 1 bid position per each of the 3 primary watches in 22 police districts.
  • D.establishes the Chicago Police - 2019 Operations Calendar (CPD-11.143).
  • E.establishes dates for the annual furlough periods.
  • F.continues the practice of utilizing reverse seniority to fill positions as necessary.
II.General Information
  • A.In accordance with collective bargaining agreements, the watch selection process will precede the furlough selection process for all sworn ranks.
  • B.The granting of requests for steady watch selection and furlough selection will be the responsibility of the district commander or unit commanding officer, consistent with the operational needs of the district or unit and the applicable provisions of collective bargaining agreements.
  • C.If the member fails to participate in watch and/or furlough selection, the commanding officer will select a watch and/or furlough for that member based on operational needs.
  • D.Department members, districts, and units subject to the steady watch-selection bidding and furlough selection are identified in the existing collective bargaining agreements.
  • E.The annual steady watch and furlough selection process for civilian members with job title codes identified in the existing collective bargaining agreements will be conducted simultaneously and with the same procedures as described and set forth for the sworn members of the Department in accordance with this directive and the Department directives entitled “Furlough and Vacation” and “Steady Watch Selection and Assignment.”
  • F.Probationary police officers assigned or detailed to a unit with less than 12 months of service are not considered part of the unit complement for watch or furlough selection. Probationary police officers with more than 12 months of service are considered part of the unit complement for furlough selection only.
  • G.Department members will select a watch in their unit of assignment. In the event a member is currently detailed to a district/unit on the date of selection AND has been detailed to that district/unit for 28 days or more, they will select a watch within their unit of detail. For annual watch selections, detailed members must be detailed on or before 19 October 2018, as watch selections will be conducted on 16 November 2018.
  • H.Department members will select a furlough in their unit of assignment. In the event a member is currently detailed to a district/unit on the date of selection AND has been detailed to that district/unit for 28 days or more, they will select a furlough within their unit of detail. For annual furlough selection, detailed members must be detailed on or before 09 November 2018, as furlough selection will be conducted on 07 December 2018.
    NOTE:
    This does not apply to probationary police officers with 12 or more months of service who will participate in the furlough selection process within their unit of detail at the time of selection.
  • I.District/unit administrative personnel can obtain Department members' information for labels to attach to the appropriate forms and the seniority roster by using The Wire. Members will:
    • 1.select Applications from the Homepage Menu;
    • 2.select Jaspersoft Reporting from drop-down menu;
      • a.Log in with CLEAR credentials;
      • b.Select Personnel-Self Service folder in left pane;
      • c.Select Furlough Labels or Seniority Roster.
        NOTE:
        Unit commanding officers will ensure the appropriate unit personnel have the required access to the Jaspersoft Reporting application. Additional access may be requested via a BTS Action Request (CPD-60.107) to the Information Services Division.
  • J.If a Department member voluntarily leaves a unit, then assignment of a watch will be at the discretion of the unit commanding officer.
  • K.The first police period of 2019 will begin on Thursday, 10 January 2019. There is an adjustment period in the 2019 calendar from 6–9 January to allow for police periods to now begin on a Thursday.
    • 1.Department members may request to utilize compensatory time, baby furlough days, personal days, or vacation days during this adjustment period.
    • 2.With the police periods beginning on Thursdays, Department members are reminded that furlough extensions may be requested consistent with the definitions and procedures outlined in the Department directive entitled "Furlough Selection and Scheduling for Sworn Members."
      NOTE:
      All requests to extend furloughs will be granted based on operational needs, consistent with the appropriate collective bargaining agreements and existing procedures.
  • L.Sworn members are reminded that:
    • 1.current year Vacation Days must be used by the end of the 13th period of the current year. Therefore:
      • a.2018 Vacation Days must be used by 05 January 2019.
      • b.2019 Vacation Days must be used by 08 January 2020.
    • 2.previous year baby furlough or personal days that were carried over for use in the current year must be used by the end of the current calendar year. Therefore:
      • a.members may not use 2018 baby furlough and personal days that were carried over from 2017 to extend on the end of a 2018 - 13B furlough segment. The 2018 - 13B furlough segment ends on 05 January 2019.
      • b.members may not use 2018 baby furlough and personal days that were carried over from 2017 beyond 31 December 2018.
III.Watch Selection Requests Form and Seniority Number
  • A.Members submitting the Watch Selection Request form (CPD-11.629) will not fill in the "Seniority No." box.
  • B.The unit administrative staff assigned to process the watch selection requests will annotate the seniority number on the subject form with information from the unit's respective 12th police period seniority listing.
    NOTE:
    On 13 November 2018, the designated unit administrative staff will print unit seniority listing.
IV.Steady Watch Selection
  • A.The annual steady watch selection will be conducted per the appropriate collective bargaining agreement and the Department directive entitled “Steady Watch Selection and Assignment.”
  • B.The following police officers are not subject to the bid process for steady watch assignments: police officers assigned to district tactical teams, foot patrol in districts 001 and 018, the immediate staff of each exempt member, and District Law Enforcement community policing officers (including senior services officers). The number of excluded staff positions, per the subject collective bargaining agreement, is limited to two staff members and the number of excluded community policing officers is limited to seven; five on the second watch and two on the third watch.
V.Watch and Day Off Group Assignment for Sworn Non-Exempt Members
  • A.Unit commanding officers will:
    • 1.allocate the unit’s manpower between the watches in a manner that best addresses operational needs.
    • 2.ensure the day off groups are balanced.
  • B.The watch selection process will begin on 08 November 2018 for all sworn members in all units of the Department; the watch selection requests must be submitted on or before 15 November 2018.
    NOTE:
    All watch selection requests will be submitted to unit commanding officers on the Watch Selection Request form (CPD-11.629).
  • C.The watch selections will be conducted on 16 November 2018 by the unit commanding officers; on 21 November 2018 unit commanding officers will post the watch selections.
  • D.Unit commanding officers will assign day off groups for members who have changed watches and will balance the remaining day off groups, which will be effective first police period of 2019. On 21 November 2018, members' 2019 day off groups will also be posted.
    NOTE:
    Consistent with the Department directive entitled “Steady Watch Selection and Assignment,” if day off group imbalances occur during the annual steady watch selection procedure, the relevant sections of the appropriate collective bargaining agreement will apply.
VI.Furloughs
  • A.Between 26 November and 06 December 2018 the annual furlough selections for all members will be submitted in accordance with established collective bargaining agreements and Department directive entitled "Furlough Selection and Scheduling for Sworn Members."
  • B.The furlough selection process will be conducted on 07 December 2018 in the units.
  • C.Furlough selection by watch will encompass 1st, 2nd (including Community Policing Office and district commander's administrative staff), and 3rd watch.
  • D.Sworn members may submit requests for a full-furlough segment or split the furlough into two equal segments.
    • 1.A full-furlough segment will commence on the first day of a police period.
    • 2.Split-furlough segments will commence on either the 1st day or the 15th day of a police period.
  • E.On or before 13 December 2018, unit commanding officers will post the 2019 furlough selections.
VII.Furlough Selections - Police Officers
  • A.Assignment of a full-furlough segment or both split segments for police officers will be determined in a one-step process by seniority on the watch within the unit of assignment.
    NOTE:
    District tactical officers and foot officers assigned to Unit 001 and Unit 018 are deemed a separate watch for furlough selection purposes.
  • B.Police Officers who voluntarily leave a watch or unit after the furlough selection process is completed may have their furlough segment(s) changed at the discretion of the unit commanding officer, if necessary for operational purposes.
VIII.Furlough Selections - Sergeants
  • A.In units that have two or more sergeants assigned to each watch, sergeants will select furloughs by seniority on the watch within the unit of assignment. In units that have less than two sergeants assigned to each watch, sergeants will select furloughs by seniority within the unit of assignment.
    NOTE:
    District tactical sergeants, and foot team sergeants assigned to Unit 001 and Unit 018, are deemed a separate watch for furlough selection purposes.
  • B.Furlough assignments for sergeants will be determined in a two-step process, using seniority as a basis for the first pick. The Furlough Selection/Absence Summary form (CPD-11.609) will be used to rank seniority.
    • 1.During the first step of the process, each sergeant will be assigned a full or single split segment based upon the individual’s ranked preference and segment availability.
    • 2.When every sergeant in the process has been assigned one segment, the second step will commence involving those sergeants assigned a split segment, in seniority order. The second split segment will be assigned based upon the individual’s ranked preference and segment availability.
  • C.Sergeants who voluntarily leave a watch or unit after the furlough selection process is completed will have their furlough segment(s) changed if there is an existing sergeant on the sergeant’s new watch or unit who already has the same furlough segment(s), resulting in a surplus of sergeants on furlough for that watch or unit. In that event, the incoming sergeant will have the opportunity to select from the available furlough segment(s), subject to the unit’s manpower needs.
  • D.Sergeants who have been authorized a furlough extension that includes a holiday will be given first priority for being off on that holiday.
IX.Furlough Selections - Captains and Lieutenants
Captains and lieutenants will select furloughs by rank, by seniority, within the unit of assignment using the same two-step process as the sergeants outlined in Item VIII-B.
X.Vacation Selections - Civilians
  • A.Unit commanding officers will allocate civilian resources between the watches and balance day off groups in a manner which best address the operational needs of the unit.
  • B.Vacations will be selected in accordance with the provisions of the Department directive entitled “Furlough and Vacation.” However, for civilian members covered by a bargaining-unit agreement, vacation selection and the number of vacation days earned will be determined in accordance with the member’s bargaining-unit agreement.
XI.Furloughs Granted - All Members
A list of furlough selections granted will be posted in each unit. Exempt unit commanding officers will forward a report listing the names of all members and their furlough/vacation selections to their bureau chief and entered into the Watch/Personnel application no later than 15 December 2018. Unless advised to the contrary, this report will be considered approved.
XII.Furlough Periods - Sworn
For the purpose of selecting furloughs for sworn personnel, the calendar year will be divided into thirteen periods (or 26 half-period segments) conforming to the police operations calendar year. The number of sworn members by rank to be allowed a furlough in each period/segment will be determined by the percentage figures indicated.
Full Furlough PeriodSegment ASegment B
1st - 8%1A - 8%1B - 8%
2nd - 8%2A - 8%2B - 8%
3rd - 8%3A - 8%3B - 8%
4th - 8%4A - 8%4B - 8%
5th - 8%5A - 8%5B - 8%
6th - 7%6A - 7%6B - 7%
7th - 7%7A - 7%7B - 7%
8th - 7%8A - 7%8B - 7%
9th - 7%9A - 7%9B - 7%
10th - 8%10A - 8%10B - 8%
11th - 8%11A - 8%11B - 8%
12th - 8%12A - 8%12B - 8%
13th - 8%13A - 8%13B - 8%
XIII.Chicago Police - 2019 Operations Calendar
  • A.Copies of the Chicago Police 2019 Operations Calendar (CPD-11.143) will be distributed concurrently with this directive.
    • 1.Department members will receive one copy.
    • 2.Unit secretaries will retain enough calendars to ensure absent members receive a copy of the calendar.
      NOTE:
      The Chicago Police 2019 Operational Calendar (CPD-11.143) is also available online via the Department Directives System.
  • B.The calendar is designed to show the following:
    • 1.Calendar months,
    • 2.Police periods,
    • 3.Rotating work schedule day off groups,
    • 4.Traffic-court key-letter groups, and
    • 5.Non-traffic misdemeanor and municipal ordinance court keys.
      NOTE:
      The key box on the calendar indicates how to interpret Items XIII-B (3 - 5) of this directive.
  • C.The calendar months are designated with dark-lined borders.
  • D.The right-hand side designates split police periods which are differentiated from the calendar months by shaded overlays.
XIV.Compensatory Time Furloughs 2019
  • A.Compensatory time furloughs are intended for those personnel who have selected a full-furlough period.
  • B.2019 vacation days cannot be used for any furlough or compensatory time furlough that extends beyond the conclusion of the 13th police period, 08 January 2020.
  • C.Those sworn members who have selected a full-furlough period are entitled to a compensatory time furlough. These compensatory time furloughs will be scheduled 6 police periods following a full furlough if the full furlough was taken during the police periods 1 through 7, or 6 periods prior to a full furlough to be taken during the police periods 8 through 13.
Eddie T. Johnson
Superintendent of Police
18-086 RWN