Chicago Police DepartmentSpecial Order S11-10
Department Training Records Maintenance Program
Issue Date:30 November 2017Effective Date:30 November 2017
Rescinds:15 September 2017 Version
Index Category:Training
I.Purpose
This directive:
  • A.continues:
    • 1.the Department Training Records Maintenance Program.
    • 2.the use of the Standardized Attendance Sheet form (CPD-63.203).
    • 3.the use of the Standardized Lesson Plan (CPD-63.120).
    • 4.requirements for full-time instructors.
    • 5.the Department Training Notification System.
    • 6.requirements for in-service training.
    • 7.responsibilities for members attending Department-funded training.
    • 8.eLearning Department directive mandates.
    • 9.procedures for developing new and revised Department training.
  • B.introduces:
    • 1.the Course Summary Sheet -eLearning Modules-Streaming Videos (CPD-63.121).
    • 2.the Course Summary Sheet-Guest Presenters (CPD-63.122).
  • C.satisfies CALEA Law Enforcement Standard Chapter 12, 33 and 41.
II.General Information
  • A.Department Training Maintenance Program

    The Education and Training Division will function as a clearing house for all training and training records of the Chicago Police Department. Training classes are given class record numbers by the Instructional Design and Quality Control Section, Education and Training Division. Participation in training classes is entered into a member's training record. It is the responsibility of the Education and Training Division to ensure that appropriate training records and reports are documented for members attending training programs. The Deputy Chief, Education and Training Division, has the authority over the Department training system.
  • B.The Education and Training Division

    The Education and Training Division is commanded by a Deputy Chief who reports directly to the Chief, Bureau of Organizational Development. The Deputy Chief is assisted by an executive officer. The Deputy Chief directs the resources of the division; identifies the training needs of the Department; and ensures that the education and training of recruit and incumbent personnel adhere to Department policy, the guidelines established by the Illinois Law Enforcement Training and Standards Board, and all Department directives. The division consists of the following sections:
    • 1.Field Training and Evaluation Section

      The Field Training and Evaluation Section oversees field training for probationary police officers consistent with the Department directive titled "Field Training and Evaluation Program."
    • 2.In-Service and Continuing Education Section

      The In-Service and Continuing Education Section develops and presents continuing education training programs for incumbent Department members. Training includes specialized seminars for both sworn and civilian members using internal and external instructors; ongoing officer-safety and firearms training and qualification programs; preservice promotional training; computer-related training; the production of training videos; roll-call lesson plan development; interactive computer-based training; video-based forensic analysis; and the development and delivery of community education programs for members of the public.
    • 3.Instructional Design and Quality Control Section

      The Instructional Design and Quality Control Section (IDQC) consists of the following units: Instructional Design, Quality Control, and Publications/Exams and Reproductions. The section identifies training and performance needs, develops and modifies the recruit curriculum, and prepares other training programs as established by the division. The Quality Control Unit monitors, evaluates, and recommends updates to the curriculum and lesson plans and evaluates instructors on their performance. The Instructional Design and Quality Control Section will routinely review lesson plans to ensure the lesson plan and related instructional material adheres to current research, policy, and law. The Publications/Exams and Reproductions Unit develops and publishes training bulletins and other periodicals, maintains and administers examinations to assess pre-service and in-service training programs, and reproduces instructional material.
    • 4.Recruit Training Section

      The Recruit Training Section consists of the following units: Recruit Operations, Law, Physical Skills, Firearm Training, and Driving Skills. The section manages and conducts the basic recruit training for the Department’s probationary police officers and for other metropolitan jurisdictions. The Law Unit provides training related to legal issues; the Physical Skills Unit conducts all control-tactics training, administers the annual physical fitness exam, manages the Officer Wellness Program, and coordinates the Department’s athletic leagues; the Firearms Training Unit conducts all Departmental marksmanship and tactical shooting training and evaluation; and the Driving Skills Unit conducts all Departmental emergency driving and special vehicle training.
  • C.The Standardized Attendance Sheet Form (CPD-63.203) will be the only form used to record the attendance of Department members participating in any in-service or Department-conducted training. To obtain training record credit, Department members:
    • 1.attending the training will provide the information required on the Standardized Attendance Sheet.
    • 2.conducting the training will email the Standardized Attendance Sheet within three business days of training to the Education and Training Division using the email trainingrecords@chicagopolice.org.
  • D.The Course Summary Sheet-eLearning Modules-Streaming Videos (CPD-63.121) will be used as a lesson planning strategy for all eLearning and streaming videos. The Course Summary Sheet for eLearning Modules and Streaming Videos will be completed by Department personnel who develop eLearning or Streaming Video based curriculum. Upon completion, the Course Summary sheet will be returned to the commanding officer of Instructional Design and Quality Control for approval, signature, and record retention.
  • E.The Course Summary Sheet-Guest Presenters (CPD-63.122) will be completed by guest presenters or instructors from outside agencies before conducting training for the Department. The guest presenter will be directed to fill out the course summary sheet by the commanding officer of the Instructional Design and Quality Control section. Upon completion, the Course Summary sheet will be returned to the commanding officer of Instructional Design and Quality Control for approval, signature, and record retention.
  • F.All training lesson plans for the Department will use the Standardized Lesson Plan (CPD–63.120). New Lesson Plans will be created using the Standardized Lesson Plan and existing lesson plans will transition to the new format when they are revised or updated. The Instructional Design and Quality Control section will only approve lesson plans submitted using the standardized format. All training courses conducted by the Department will include:
    • 1.a statement of performance and job-related objectives;
    • 2.the content of the training and specification of appropriate instructional techniques;
    • 3.a process for approval of the lesson plan; and
    • 4.the identification of any tests used in the training process.
  • G.Any Department members assigned as full-time instructors will attend the Department instructor's academy course to include, at a minimum:
    • 1.lesson plan development;
    • 2.performance objective development;
    • 3.instructional techniques;
    • 4.testing and evaluation techniques; and
    • 5.resource availability and use.
  • H.Training Notification Process
    Department members will be notified of scheduled attendance for classroom, online, or outside Department-funded training. Streaming Video/Roll Call training will continue per the Department directive titled "Watch Changes - Roll Call Training." Training notifications will be made in the following manner:
    • 1.Station supervisors/designated unit supervisors will ensure that training notifications are given to members in a timely manner. When unable to notify a member, the station supervisor/designated unit supervisor will ensure that the Education and Training Division is notified and determine if another available member may go to the training instead.
    • 2.Notifications and/or training matrices will continue to be processed and posted in the Commanding Officer's Book.
    • 3.Time sensitive eLearning notifications will continue to be made via the Department email system. Department members are required to sign into the eLearning system every month to stay current with Department directives.
  • I.In-Service Training
    The Chicago Police Department is dedicated to professionalism, ethics and integrity, community service, and leadership. In-Service training will promote these values in a holistic approach to training. In-service training will be conducted using multiple platforms such as classroom instruction, eLearning, roll call, and streaming videos. In-service training will have mandatory curriculum and optional career development curriculum.
    • 1.Department members must satisfactorily complete minimum in-service training requirements every three years as established by the Illinois Law Enforcement Training and Standards Board. The training will consist of constitutional and proper use of law enforcement authority, procedural justice, civil and human rights, including mental health awareness and cultural competency.
    • 2.Department members must satisfactorily complete minimum in-service training requirements annually. The requirements will include law updates, firearms and weapons qualifications, use of force training including scenario-based training, or similar training approved by the Illinois Law Enforcement Training and Standards Board.
    • 3.Department members must satisfactorily complete any other Department mandated training.
  • J.Department-Funded Training
    Department members will refer to the Department directive titled "Travel, Department-Funded Training, and Reimbursement Guidelines" which establishes travel, Department-funded training, and reimbursement guidelines for Department members who will be traveling at the expense of the Department and/or participating in Department-funded training.
  • K.Department Directives
    New, updated, and revised Department directives will be uploaded into the eLearning training system at the beginning of every month. Department members will be automatically enrolled, notified via email, and will be required to log into the system and review each directive.
    • 1.Unit executive officers will monitor members use of the system, ensure the training is completed in the allotted time, and take the appropriate action as necessary for non-compliance.
    • 2.Department members will:
      • a.check their Department email weekly.
      • b.complete, acknowledge receipt, and review the monthly auto-enrolled eLearning Department directive module within twenty-eight days of dissemination.
        NOTE:
        Department members on furlough, medical roll, or any other Department approved status will complete the auto-enrolled eLearning Department directive module within thirty days of returning to full-duty status.
      • c.direct any questions regarding Department directives to their appropriate unit supervisor or the Research and Development Division for explanation and/or further clarification.
III.Responsibilities
  • A.Education and Training Division
    • 1.The Deputy Chief, Education and Training Division, will review submitted training requests for development by the Education and Training Division.
    • 2.Upon approval by the Deputy Chief, Education and Training Division, the Instructional Design and Quality Control (IDQC) or In-Service Section will receive and review submitted requests and develop training through the input of subject-matter experts.
    • 3.The IDQC supervisor or their designee will conduct a review of the newly developed training and ensure that it is forwarded to the Office of Legal Affairs for review.
    • 4.Upon approval by the Deputy Chief, Education and Training Division, a class code number or eLearning module will be created.
    • 5.Only Department members designated by the Deputy Chief, Education and Training Division, may enter completed training by Department members.
    • 6.The Deputy Chief, Education and Training Division, will retain records in conformance with the Forms Retention Schedule (CPD-11.717).
    • 7.The IDQC supervisor will ensure that all Department members who develop eLearning Modules or Streaming Videos complete the Course Summary Sheet-eLearning Modules-Streaming Videos (CPD-63.121).
    • 8.The IDQC supervisor will ensure that all guest presenters fill out the Course Summary Sheet-Guest Presenters (CPD-63.122).
    • 9.All Course Summary Sheets will be returned by guest presenter or the developing Department member to IDQC for the final approval of the curriculum, a signature, and record retention.
  • B.Unit Commanding Officers
    To receive credit for training not conducted by Education and Training Division personnel, training must be approved by the Deputy Chief, Education and Training Division. Unit commanding officers will:
    • 1.identify training needs and request such training through the Deputy Chief, Education and Training Division, or online module.
    • 2.submit to the Deputy Chief, Education and Training Division, a Standardized Lesson Plan (CPD-63.120) for the training they wish to conduct.
    • 3.upon lesson-plan approval from the Deputy Chief, Education and Training Division, unit commanding officers will submit the:
      • a.Standardized Attendance Sheet (CPD-63.203), and
      • b.performance of individual members as measured by tests, if administered.
  • C.Department Members
    • 1.Members attending approved programs will forward original course materials, excluding copyrighted materials, directly to the Education and Training Division, Attention: Instructional Design and Quality Control. IDQC will serve as the repository for copies of course materials provided to members who participate in Department-funded training programs.
    • 2.The Deputy Chief, Education and Training Division, has the authority to approve non-Departmental training to be entered into a member's training record. To receive credit for training that was not conducted by the Department or was not authorized prior to the training, the member will:
      • a.complete a To-From-Subject Report directed to the Deputy Chief, Education and Training Division. The subject line of the report will read "Request for Training Credit."
      • b.attach a copy of the certificate, diploma, or letter of attendance.
      • c.hand-carry or send via police mail to the Education and Training Division, Attention: IDQC.
IV.Attendance
Designated unit supervisors will refer to the Department directive titled "Time and Attendance Record" when completing the Automated Daily Attendance and Assignment Record. Designated unit supervisors will utilize absence codes which govern attendance requirements set by the Department (e.g., training, exchange day off, misc. detail, etc).
V.Members Failing To Meet The Requirements of Scheduled Department Training
  • A.The Chief, Bureau of Internal Affairs, will:
    • 1.receive from the Deputy Chief, Education and Training Division, deficiency reports for units where Department members did not complete scheduled Department training.
    • 2.forward to each unit commander the deficiency reports of training sessions not attended by members of their unit.
  • B.Unit commanding officers will:
    • 1.conduct an investigation to determine why the training session was not attended; and
    • 2.take the appropriate action as required.
VI.Training Records Maintenance
The Education and Training Division is responsible for the maintenance of all training records, unless otherwise authorized by the Deputy Chief, Education and Training Division, as outlined below:
  • A.Education and Training Division
    • 1.recruit and in-service training
    • 2.firearms training
    • 3.eLearning
    • 4.training bulletins.
  • B.Districts and Units
    Districts and units will continue to enter training records consistent with the Department directive titled "Watch Changes-Roll Call Training."
    • 1.roll call training, and
    • 2.streaming video training.
Authenticated by: KC
Eddie T. Johnson
Superintendent of Police
T17-061 DRB