Chicago Police DepartmentDepartment Notice D20-03
Case-Incident Reporting Application Pilot Program
Issue Date:03 March 2020Effective Date:03 March 2020
Index Category:Department Notice
This notice:
  • A.introduces the Case-Incident Reporting Application (Case-Incident) Pilot Program, which will be used to replace the Automated Incident Reporting Application (AIRA).
  • B.introduces the:
    • 1.Case-Incident Reporting Application; and
    • 2.Case-Incident Reporting Application User Manual.
  • C.establishes responsibilities and procedures for the entry and approval of case reports submitted via Case-Incident. The Case-Incident Reporting Application will eventually eliminate future use of AIRA.
    For all incidents that require the completion of Vehicle Theft Case Reports, the member completing the report will ensure that Victim / Complainant Signature forms are completed.
  • D.continues the:
    • 1.Victim Information Notice form (CPD-11.383); and
    • 2.Victim / Complainant Signature form (CPD-11.385).
  • E.continues the use of the PDT Service Request form (CPD-32.103).
  • F.establishes the Case-Incident Evaluation Committee.
II.General Information
  • A.Case-Incident is designed to take Uniform Crime Reporting (UCR) practices to the next level of reporting, called the National Incident-Based Reporting System, or NIBRS. NIBRS is an incident-based reporting system that collects data on each crime occurrence and arrest within each incident. While the UCR system constructs a hierarchy for offenses, the NIBRS system tracks each offense committed during each crime incident.
  • B.Those members who experience problems or require assistance with the Case-Incident application will contact 4 DATA.
This application is a multi-phase program that will begin its implementation in the Alternate Response Section (ARS). After an evaluation has been performed, the application will begin limited roll-outs to other districts and units. Phase 1 of Case-Incident is limited to ARS and District Law Enforcement.
This phase of the Case-Incident Reporting Application Pilot Program will be focused in the Alternate Response Section (ARS) and subsequent expansion will be announced via the Administrative Message Center (AMC).
Only those members who have been trained will be allowed access to Case-Incident after Phase 1.
V.Case-Incident Procedures
  • A.If at any time the Case-Incident system is not operational, members will revert back to using AIRA only after obtaining the approval of their supervisor.
  • B.The Case-Incident User Manual will outline the procedures for:
    • 1.entering, saving, and editing Case-Incident reports;
    • 2.approving reports; and
    • 3.other administrative duties as assigned.
  • C.Members of the Information Services Division (ISD) will be available to assist members who experience problems or require assistance via 4 DATA.
VI.Case-Incident Responsibilities
  • A.Preliminary investigators will:
    • 1.only use the Case-Incident application after being fully trained and assigned/detailed to a unit currently using the application.
    • 2.use Case-Incident to automatically generate an RD number or obtain an RD number from the Office of Emergency Communications (OEMC).
    • CAD data for the correct RD number and insert it into the Case-Incident application.
    • 4.enter the RD number into Case-Incident if obtained from an OEMC dispatcher.
    • 5.complete and submit all incident reports prior to the completion of the tour of duty.
    • 6.utilize the Case-Incident system if at least one member assigned to a car has been fully trained.
    • 7.ensure that any incident report that was rejected is corrected and resubmitted prior to the end of the tour of duty.
    • 8.ensure that the victim/complainant receives the Case-Incident Victim Information Notice.
    • 9.ensure that when completing the Vehicle Theft Case Report:
      • a.the victim signs the Victim / Complainant Signature form; and
      • b.the Victim / Complainant Signature form is placed in the review basket in the district.
  • B.Sergeants assigned to field duties will:
    • and approve reports waiting in the submitted reports list; and
    • 2.ensure that all reports waiting in the submitted reports list are approved or returned for correction prior to the end of their tours of duty.
  • C.District station supervisors will:
    • 1.approve Case-Incident reports as assigned; and
    • 2.ensure that an approved paper copy of a Case-Incident-created case report is printed from CHRIS and attached to the appropriate arrestee’s paperwork, if applicable.
  • D.Field lieutenants will:
    • 1.log into Case-Incident at the beginning of each tour of duty;
    • any report that has not been approved within the two-hour time limit to determine if the report should be immediately approved; and
    • 3.assign a supervisory member to review and approve those reports that must be approved immediately.
  • E.Watch operation lieutenants will:
    • the beginning of each tour of duty, complete the login process on the District Station Supervisor computer; and
    • any report that has not been approved within the two-hour time limit to determine if the report should be immediately approved.
  • F.Review officers will:
    • 1.on a daily basis, ensure that all approved case reports have been submitted to CHRIS.
    • all Case-Incident-created reports for accuracy and completeness.
    • a CHRIS Query to obtain Case-Incident-created report RD numbers.
    • 4.retrieve and review Case-Incident reports to ensure all entries are correct.
    • 5.prepare and submit a CHRIS Patrol Supplementary Report for all reports requiring corrections.
    • 6.retrieve all Signature Forms from the review basket and ensure that all Case-Incident reports requiring a victim or complainant signature have a corresponding Victim / Complainant Signature form.
    • 7.record the Victim/Complainant Signature forms on a transmittal and forward the transmittal and the original Victim/Complainant Signature forms to the Records Services Section.
    • 8.retain a copy of the signature form in the district of occurrence in accordance with the current Forms Retention Schedule (CPD-11.717) for Vehicle Theft Case Reports.
  • G.The Records Inquiry Section will:
    • 1.retrieve all Case-Incident-supported reports from CHRIS;
    • 2.audit the RD numbers to ensure the correct numbers have been entered; and
      The auditing of the RD-numbered case reports will continue until the RD numbers are automatically supplied by Case-Incident.
    • 3.collect, scan, and store all signature forms received.
VII.Program Evaluation
  • A.This program will be reviewed and monitored by the Strategic Initiative Division on an ongoing basis, as needed.
  • B.The Case-Incident Evaluation Committee will meet to evaluate the effectiveness of the Case-Incident program. The committee will consist of:
    • 1.Deputy Chief, Strategic Initiative Division, who will serve as the committee chairperson;
    • 2.Managing Deputy Director, ISD Group;
    • 3.A supervisory member of the Office of Operations as assigned by the Chief, Office of Operations;
    • 4.Deputy Chief, Area 3, Office of Operations; and
    • 5.Director, Research and Development.
  • C.The Deputy Chief, Area 3, will prepare and forward a report summarizing the evaluation and recommendations of the Case-Incident Evaluation Committee to the Chief, Office of Operations, and make a recommendation to terminate, modify, or expand the Case-Incident Pilot Program or implement Case-Incident on a city-wide basis, as appropriate. A copy of this report will be forwarded to ISD for inclusion into the task file.
Charlie Beck
Interim Superintendent of Police
20-022 SDJ