Chicago Police DepartmentEmployee Resource E05-02
Performance Recognition System
Issue Date:21 February 2012Effective Date:21 February 2012
Rescinds:20 June 2008 Version; A08-02
Index Category:Career Development
I.Purpose
This directive:
  • A.continues the:
    • 1.Performance Recognition System.
    • 2.Performance Recognition System Computer Application via the Departments CLEAR system.
  • B.defines specific terms relating to the Performance Recognition System.
  • C.establishes responsibilities and procedures pertaining to the system.
II.General Information
  • A.The Performance Recognition System is an assessment tool for assisting Department supervisors in recognizing exceptional or adverse behavior related to job performance of members under their command.
  • B.This system assists in determining when a Department member’s job performance is exceptional or may be improved by nondisciplinary options or methods.
  • C.The Performance Recognition System Computer Application will not be utilized to recommend penalties for less serious transgressions administered by Summary Punishment Action Request (SPAR), nor sustained findings of Complaint Register (CR) investigations.
  • D.Supervisory inquiry, contact, or conversations with Department members regarding early performance indicators does not:
    • 1.constitute an “incident” nor being “placed” into a behavior program.
    • 2.follow a schedule of intervention actions.
    • 3.constitute disciplinary action.
  • E.Performance Recognition Computer Application data will remain in the database for a period of:
    • 1.consistent with the disciplinary record provisions of the member’s labor agreement.
    • 2.for five (5) years for all other performance indicators.
  • F.Affected Department members will acknowledge or refuse Early Intervention Activity events when instructed by designated supervisors by the end of their tour of duty.
  • G.Supervisors will have access only to the performance indicators of members under their command.
  • H.Non-supervisory Department members will have access only to their personal information.
  • I.Members will not print and attach performance indicator data from the interactive dashboard as supporting documentation for any Department report(s).
  • J.If a Department member is unable to access the Performance Recognition System Computer Application on a Department computer, the member will telephone the Public Safety Information Technology Help Desk for assistance.
  • K.Training on the Performance Recognition System Computer Application will be provided by an Education and Training Division training team utilizing the “Train the Trainer” model.
  • L.Nothing in this directive precludes the placement of members into the Behavioral Intervention System or the Personnel Concerns Program when deemed appropriate.
III.Confidentiality and System Security
  • A.Performance Recognition System Computer Application data will remain confidential.
  • B.Information from the Performance Recognition System 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 Performance Recognition System Computer Application shall be subject to any privileges and limitations as delineated in the Department directive entitled, “Access to Computerized Data, Dissemination and Retention of Computer Data.”
IV.Responsibilities
  • A.Designated unit supervisors will:
    • 1.monitor and track, on a continual basis, the performance indicators on the Performance Recognition System Computer Application of all employees under their command.
      NOTE:
      Designated unit supervisors should utilize the computer application’s search parameters or criteria to adjust the scope of information displayed, as necessary.
    • 2.take action or designate a supervisor to take action when members under their command exhibit early performance indicators attesting to:
      • a.outstanding or exemplary job performance. These supervisory actions serve to encourage and recognize positive behavior and can include, but are not limited to:
        • (1)assignment to desirable positions within the watch (i.e., incident car, burglary car, etc.),
        • (2)recommendation for desirable positions within the District/Unit (i.e., tactical/ gang team, watch assignment),
        • (3)enrollment for specialized training or assignment,
        • (4)nomination for Department / unit-level awards (i.e., Officer of the Month Award, Honorable Mentions, etc.), or
        • (5)identifying members to unit commanding officers for merit appointment consideration.
      • b.adverse behavior related to job performance. These supervisory actions serve to further assist employee effectiveness, and can include, but are not limited to:
        • (1)inquiry and informing the member of early behavior indicators,
        • (2)informal conversations,
        • (3)mentoring,
        • (4)reviewing Department training tools such as: Training Bulletins, Safety Bulletins, Department Directives, Streaming Videos, and Legal Bulletins,
        • (5)coaching,
        • (6)counseling, and
        • (7)field monitoring.
    • 3.ensure an Early Intervention Activity event is:
      • a.created in the Performance Recognition System Computer Application whenever action is taken with the member regarding performance indicators from the automated system.
        NOTE:
        Recording the event identifies prior strategies/actions utilized with the member to prevent duplicate or ineffective strategies/actions. The Early Intervention Activity events will remain in the system for a period of one (1) year from the initial date of entry.
      • b.acknowledged / refused by the affected member after action is taken regarding performance indicators from the automated system.
        NOTE:
        If the affected member refuses to acknowledge the Early Intervention Activity event, the designated unit supervisor will ensure the reviewing supervisor checks the “Refused” box and enters the date and time of refusal.
    • 4.periodically monitor the member’s performance depending on the initial plan of action taken with the member to improve employee effectiveness.
      NOTE:
      If the initial plan of action is deemed ineffective, the designated unit supervisor will consider other intervention options including a revised plan of action or inclusion into the Behavioral Intervention System. When considering inclusion into the Behavioral Intervention System, supervisors will follow the guidelines and procedures outlined in the Department directive entitled, “Behavioral Intervention System” and ensure the supporting reasons for recommendation are independent from any early performance indicators identified through the Performance Recognition System Computer Application.
  • B.Supervisors will:
    • 1.monitor the performance indicators on the Performance Recognition System Computer Application of all employees under their command on a continual basis.
    • 2.consider options outlined in Item IV-A-2 when assigned to take action by a higher ranking supervisor.
      NOTE:
      Nothing in this directive precludes supervisors from taking proactive action, without assignment by a higher ranking supervisor, when members under their command exhibit early performance indicators.
    • 3.create an Early Intervention Activity event in the Performance Recognition System Computer Application whenever action is taken with the member regarding performance indicators from the automated system.
    • 4.ensure the member acknowledges/refuses the Early Intervention Activity event after action is taken regarding performance indicators from the automated system.
    • 5.check the “Refused” box and enter the date and time if the affected member indicates a refusal to acknowledge the Early Intervention Activity event.
    • 6.periodically review the member’s performance depending on the initial plan of action taken with the member to improve employee effectiveness.
    • 7.notify the designated unit supervisor whenever early performance indicators of members under their command have been identified or action was taken.
  • C.Unit commanding officers will:
    • 1.monitor the performance indicators on the Performance Recognition System Computer Application of all employees under their command on a continual basis.
    • 2.inform the respective supervisor of identified members under their command when early performance indicators suggest:
      • a.outstanding or exemplary job performance, or
      • b.adverse behavior related to job performance.
    • 3.consider the options outlined in Item IV-A-2 when early performance indicators have been identified.
    • 4.ensure an Early Intervention Activity event is:
      • a.created in the Performance Recognition System Computer Application whenever action is taken with the member regarding performance indicators from the automated system.
      • b.acknowledged/refused by the affected member after action is taken regarding performance indicators from the automated system.
        NOTE:
        If the affected member refuses to acknowledge the Early Intervention Activity event, the unit commanding officer will ensure the reviewing supervisor checks the “Refused” box and enters the date and time of refusal.
  • D.Affected members will have:
    • 1.until the end of their tour of duty, from the time an Early Intervention Activity event is entered, to acknowledge the event in the Performance Recognition System. Events not acknowledged within the aforementioned time frame will be considered a refusal by the affected member.
    • 2.the option to refuse acknowledgment of the Early Intervention Activity events in the Performance Recognition System Computer Application. This refusal will not preclude the affected member from participating in the Early Intervention Activity event (i.e., training, counseling, mentoring).
V.Discrepancies in Performance Recognition System Computer Application Data
In the event members believe that their performance indicators are incorrect, members will:
  • A.inform their designated supervisor/unit commanding officer, and
  • B.submit a To-From-Subject report with supporting documentation from other Department computer databases (i.e., Business Objects/Crystal Reports), through channels, to the Managing Deputy Director, Public Safety Information Technology.
    NOTE:
    Unsubstantiated discrepancies will not be reviewed.
(Items indicated by italics/double underline were revised)
Garry F. McCarthy
Superintendent of Police
08-058/12-003 MAV/PMD