Chicago Police DepartmentDepartment Notice D20-03
Case-Incident Reporting Application Pilot Program
Issue Date:03 March 2020Effective Date:03 March 2020
Rescinds:
Index Category:Department Notice
I.Purpose
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.
    NOTE:
    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.
III.Scope
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.
IV.Training
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).
NOTE:
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).
    • 3.search 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:
    • 1.review 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;
    • 2.review 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:
    • 1.at the beginning of each tour of duty, complete the login process on the District Station Supervisor computer; and
    • 2.review 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.
    • 2.review all Case-Incident-created reports for accuracy and completeness.
    • 3.run 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
      NOTE:
      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