Chicago Police DepartmentDepartment Notice D20-04
Officer Support System (OSS) - Pilot Program
Issue Date:01 September 2020Effective Date:02 September 2020
Rescinds:
Index Category:Department Notice
I.PURPOSE
This directive:
  • A.introduces the Officer Support System (OSS) - Pilot Program.
  • B.provides information on the Officer Support System Unit (OSSU).
II.SCOPE
The Officer Support System(OSS) Pilot Program will be implemented in the 005th District on 2 September 2020.
III.OVERVIEW
The Chicago Police Department is introducing a new Officer Support System (OSS) with the goal of assisting supervisors in being proactive in supporting sworn members of the Chicago Police Department. The system uses a new computer application, driven by four data models that work together to proactively identify members who might benefit from one or more of the various available Department supports. This computer application will assist supervisors in identifying members who may need support, and then the supervisors - working with the member - will connect the member with the supports that best fit the needs of the member.
  • A.The effectiveness of the OSS will rely on three key elements:
    • 1.A supervisor’s review of the OSS Work Item generated by the OSS computer application;
    • 2.A meaningful conversation between the supervisor and the member who may need support, including a discussion of the Work Item and the various supports available; and
    • 3.Connecting members to the support identified to best serve the member.
  • B.The OSS was designed to be a proactive, non-disciplinary system to help identify sworn members who might benefit most from these additional supports. While the OSS sets up a new process to prompt conversations based on a new computer application, the supports themselves are largely already available to any member of the Department at any time (e.g., training, chaplains, peer support). The OSS allows supervisors to proactively support their members.
IV.PROGRAM
The Officer Support System (OSS) is a non-disciplinary system designed to identify sworn members at risk of being involved in a future adverse event in order to provide a plan for intervention.
  • A.The Officer Support System Unit (OSSU) is a centralized unit located at the Public Safety Headquarters. OSSU will be staffed by one civilian analyst, ten sworn area representatives, and a sergeant. There will be two OSSU Area Representatives assigned to each Department area.
  • B.District commanders will not be allowed to assign a supervisor the role of “OSS Supervisor.” All supervisors will be required to participate in the OSS process for the members they directly supervise.
  • C.Members are not notified of OSS Work Items determined to be invalid by the OSSU Analyst.
  • D.Case forwarding and note writing steps should be documented electronically through the OSS.
V.RESPONSIBILITIES
  • A.The Officer Support System Unit (OSSU) Analyst receives and reviews every Work Item automatically generated by the OSS computer application. The OSSU Analyst will:
    • 1.review the affected member's Work Item details;
    • 2.determine the Work Item's validity within 48 hours of generation;
    • 3.close any Work Item determined to be invalid and document the reason in the OSS computer application; and
    • 4.forward all Work Items determined to be valid to the relevant OSS Area Representative.
  • B.The Officer Support System (OSS) Area Representative receives and reviews every Work Item deemed to be valid by the OSS Analyst for their respective area. The OSS Area Representative will:
    • 1.review each OSS Work Item and member jacket in the OSS computer application;
    • 2.assign each Work Item to a district Watch Operations Lieutenant (WOL), commanding officer or designated unit supervisor, who will in turn assign the Work Item to the appropriate immediate supervisor;
    • 3.make themselves available over the phone to the immediate supervisor being assigned the Work Item, to review the appropriate use of the OSS computer application, provide an overview of available supports and interventions available for the affected member, and discuss a strategy for engaging in a meaningful conversation with the affected member;
    • 4.review and approve the immediate supervisor's recommended Action Plan or notify the WOL, commanding officer, or designated unit supervisor of necessary modifications to the Work Item's Action Plan;
    • 5.facilitate the completion of recommended supports and interventions by the affected member; and
    • 6.attach a written response to the Action Plan submitted by the affected member, to the corresponding Work Item.
  • C.When the Watch Operations Lieutenant (WOL), commanding officer or designated unit supervisor receives a Work Item from the OSS Area Representative, the WOL, commanding officer or designated unit supervisor will:
    • 1.review the Work Item;
    • 2.assign the Work Item to the affected member’s immediate supervisor;
      NOTE:
      The assigned supervisor will be of a higher rank than the affected member.
    • 3.notify the affected member in person, if possible, of the generated Work Item within 48 hours of receipt of the Work Item; and
      NOTE:
      If the affected member indicates that she or he is uncomfortable speaking with the assigned supervisor, assign the Work Item to a different supervisor whenever possible.
    • 4.review and approve the Action Plan being recommended by the immediate supervisor or notify the supervisor of necessary corrections within 48 hours of receiving the recommendations.
  • D.Assigned supervisors will:
    • 1.review the Work Item and Member Jacket to gain an understanding of the member’s recent activity (e.g., training history, commendations, CL/CRs, TRRs, etc.);
    • 2.confer with the OSS Area Representative to review available supports, and develop a plan for how to approach a discussion with the affected member;
    • 3.meet with the affected member to discuss the Work Item and discuss what type of supports or services might best help support the affected member. For the meeting with the affected member, ensure:
      • a.the meeting is in a location that is private, where there will not be interruptions;
      • b.the meeting occurs on duty;
      • c.any and all necessary resource materials are available to be provided to the affected member regarding the various support possibilities that may be discussed;
      • d.to provide an explanation of what was reviewed and the initial considerations;
      • e.acknowledgment of the importance of confidentiality, and that the highlights of what was discussed in the meeting will only be shared with the WOL, commanding officer, or the designated unit supervisor, and the OSSU Area Representative as needed;
      • f.to ask the affected member to describe what they believe has contributed to the creation of the Work Item, and begin a dialogue to create a collaborative plan of action that will support the affected member's specific needs.
      NOTE:
      The discussion with the affected member is confidential. Do not discuss the conversation with others who do not have a role in responding to the Work Item or developing the Action Plan.
    • 4.develop an Action Plan. The assigned supervisor will:
      • a.contact the OSSU Area Representative to discuss his or her thoughts regarding the supports, services, or training that might best support the affected member;
      • b.in the OSS computer application, select the supports, services, or training that will best support the affected member and add them to the Action Plan;
      • c.thoroughly and thoughtfully answer the questions posed in the OSSU Action Plan screen.
    • 5.submit the Action Plan for review via the OSS computer application.
    • 6.follow up with the OSS Area Representative to debrief the process and recommendations, if appropriate;
    • 7.complete any corrections to the Work Item's Action Plan as specified by the WOL, commanding officer, designated unit supervisor, OSSU Area Representative, or an OSSU supervisor;
      NOTE:
      If the corrections dramatically change the recommendations, the supervisor will meet with the affected member to discuss the new recommendations.
    • 8.be responsible for following up to ensure the affected member is able to complete the action plan.
    • 9.follow up with the OSS Area Representative to debrief the process and recommendations, if appropriate;
  • E.In the event any affected member believes the OSS computer application is displaying incorrect information, the affected member will inform his or her WOL, commanding officer or designated unit supervisor, and submit a To-From-Subject report with supporting documentation that address the discrepancy to the Officer Support System Unit (OSSU). The OSSU will:
    • 1.review the submitted To-From-Subject report, and contact all relevant parties within the Department to ensure the revision(s) should be made; and
    • 2.inform the affected member as to whether the requested revision(s) has been made via a subsequent To-From-Subject report.
    NOTE:
    Unsubstantiated discrepancies will not be reviewed.
  • F.Any affected member who receives a Work Item and related Action Plan, may submit a written response via a To-From-Subject report to the Officer Support System Unit (OSSU). The OSSU will attach the response to the Work Item.
VI.CONFIDENTIALITY AND SYSTEM SECURITY
  • A.Officer Support System (OSS) Computer Application data will remain confidential.
  • B.Information from the OSS Computer Application and the data displayed on the interactive dashboard will not be disseminated outside the Department unless given specific authorization by the Superintendent, an appointed designee, or by court order.
  • C.Access to the OSS Computer Application shall be subject to any privileges and limitations as delineated in the Department directive titled, Access to Computerized Data, Dissemination and Retention of Computer Data.
David O. Brown
Superintendent of Police
20-082 TSS/CM