Chicago Police DepartmentUniform and Property U01-06
Portable Data Terminal
Issue Date:22 February 2012Effective Date:22 February 2012
Rescinds:Version dated 18 November 2000; G97-06-09A
Index Category:Department Equipment
I.Purpose
This directive continues:
  • A.Department policy and procedures concerning the use, storage, and care of the Portable Data Terminal (PDT).
  • B.procedures for traffic stops and field interrogations.
II.Policy
It is against Department policy to transmit inappropriate messages (i.e., sexual, racial, rude, or derogatory comments) over the PDT. Additionally, all messages transmitted will be in the English language.
III.Field Unit Procedures
Department members issued a PDT will:
  • A.immediately upon receiving their PDT, secure it in the docking mount in their assigned vehicle.
  • B.unlock the screen by entering their Public Safety Information Technology (PSIT) Log-on Identification Number and password.
    NOTE:
    Members who cannot recall their PSIT Log-on Identification Number and/or password will contact the station supervisor. The station supervisor will contact the Network Management Center (NMC) of the OEMC. If the Log-on Identification Number must be obtained, OEMC will provide the information. If the personal password cannot be recalled, the station supervisor will instruct the NMC to reset the officers password to 911. This will allow the member access to the system through the district PCAD computer, through which the member can generate a new personal password. After the PCAD operation is completed, the member will then log on through the assigned PDT using the new password.
  • C.depress the Log on (LOGON) key to access the PCAD computer system and enter the following:
    • 1.unit radio call sign (beat number - example: 213).
    • 2.the officers starting time.
    • 3.personal password.
    • 4.PSIT Log-on Identification Number.
    • 5.CPD radio set number (Example: S2345).
      NOTE:
      If two officers are assigned to a vehicle, they each must enter their PSIT Log-on Identification Number and portable radio CPD radio set number. Whenever the number of officers assigned to a field unit changes, OEMC will be made aware of the change by voice radio.
    • 6.outside vehicle number, and then transmit the log on PDT screen to the PCAD computer system. If log on is unsuccessful, re-enter and transmit.
  • D.inform the OEMC dispatcher by voice radio immediately after roll-call, if there is a delay in logging on.
  • E.in all instances, accept job assignments by use of voice radio and the Acknowledge (ACK) key on the PDT.
  • F.for all dispatched assignments show location status by use of the:
    • 1.Enroute (ENRTE) key, and
    • 2.On-scene (ONSCN) key.
  • G.obtain Records Division (RD) numbers using the PDT.
  • H.clear assignments by use of the voice radio and:
    • 1.enter the appropriate alpha-numeric code, or
    • 2.enter C on a blank screen, if an RD number was already obtained.
      NOTE:
      It is the responsibility of the assigned field unit to supply the disposition code.
  • I.process stacked assignments by:
    • 1.handling them in dispatched order, unless circumstances justify reordering.
    • 2.notifying the dispatcher by voice radio and PDT that they are clear from the active assignment and request that the next stacked assignments be made active.
  • J.contact the dispatcher by voice radio for prior approval before accessing the Out-of-Service (OUTSR) screen menu and executing any of the commands. The items listed below are the only activities that place the field unit out of service; all other listed activities are informational messages to the dispatcher.
    • 1.court,
    • 2.detail,
    • 3.lunch,
    • 4.mechanical,
    • 5.messenger,
    • 6.traffic violator bond.
  • K.contact the dispatcher by voice radio for prior approval before accessing the "CAPS" screen menu and executing any of the following commands:
    • 1.beat meeting,
    • 2.beat team meeting,
    • 3.community meeting, or
    • 4.problem solving.
  • L.use the Traffic Stop (TSTOP) key to inform the dispatcher of their location and status change on all traffic stops, unless safety circumstances warrant a delay in OEMC notification. Field units will:
    • 1.clear themselves from the traffic stop event by using the Clear key or the C command from a blank screen, or
    • 2.if assigned to an event prior to activating the traffic stop function, re-institute the prior event to active status by:
      • a.having the dispatcher re-dispatch the prior event, or
      • b.use the CA command to re-activate the prior event.
        NOTE:
        Members not issued a PDT or one-officer units will use voice radio to make this notification to OEMC. The dispatcher will be made aware of the traffic stop location and license plate information.
  • M.notify the dispatcher of the location and number of subjects when conducting field interrogations. Members will either use the Traffic Stop (TSTOP) key to notify the dispatcher of their location and insert the number of subjects in the remarks field of the message screen, or use voice radio. Members need not delay the stop to notify OEMC if circumstances warrant.
  • N.to the extent operational circumstances allow, run name checks and vehicle checks on their assigned PDT. Voice radio transmissions are not required.
  • O.log off upon completion of their tour of duty.
  • P.when required to work overtime and needing the continued use of the units PDT:
    • 1.notify the OEMC dispatcher that the unit will be working overtime and remaining active on the PCAD computer system, and
    • 2.have the OEMC dispatcher:
      • a.pre-empt the active assignment
      • b.log off the PDT,
    • 3.re-log on to the PCAD system entering the information exactly as outlined in Item III-C of this directive, except the unit radio call sign, which will be entered with an X prefix, (Example: X213) and
    • 4.have the dispatcher re-institute the event to active status.
  • Q.ensure that the PDT is turned off and returned to designated unit personnel upon completing their tour of duty.
IV.Dispatch Procedures
The OEMC will:
  • A.dispatch a call for service to the appropriate field unit over the voice radio network. This call for service will also be transmitted digitally to that field units assigned PDT.
  • B.upon receipt of an Emergency Message (E) key transmission, stop all voice radio traffic on the appropriate radio zone and attempt to contact the unit sending to determine the scope of the emergency. If the unit fails to respond, a "10-1" will be dispatched.
  • C.monitor the Active Units Screen in accordance with dispatch policy.
  • D.dispatch multiple assignments in dispatch priority to a maximum of three.
  • E.not dispatch more than a single priority 1 assignment at a time. Only priority 2B or lesser assignments may be assigned as multiples. A dispatcher will not assign additional jobs until all previous assignments are cleared by disposition.
    NOTE:
    More than three multiple assignments may be dispatched only with the prior approval of the appropriate supervising sergeant.
  • F.notify the Crime Prevention and Information Center (CPIC) if data communications should fail to operate.
  • G.broadcast an all-call message whenever the PCAD system is taken off-line or the system degrades. An additional message will be broadcast when the system is restored to operational status.
    NOTE:
    If possible, warnings should be broadcast before the PCAD computer system is taken off-line or degrades.
  • H.reconfirm, by voice, the dispatch of all stacked assignments to field units when the PCAD system goes off-line or degrades.
  • I.on the Dispatch Message Screen, list the assigned field unit first. All other assist units to an event will be listed behind the assigned field unit.
V.General Care and Maintenance
  • A.Department members who are issued a PDT will:
    • 1.record the PDT inventory number and legibly affix their signature on the Personal Equipment Log.
    • 2.be accountable for the inspection, care, and security of the PDT.
    • 3.operate and handle the PDT and component parts in strict accordance with Department rules, existing directives, and training aids.
    • 4.normally leave the PDT in the vehicle secured to the docking mount during the tour of duty. However, a PDT can be used outside of the vehicle when such use would enhance Department operations.
    • 5.return the PDT and again affix their signature to the Personal Equipment Log, upon completion of the tour of duty.
    • 6.when a PDT is malfunctioning and in need of repair:
      • a.complete a PDT Service Request form (CPD-32.103) in duplicate.
        NOTE:
        A PDT Service Request form will not be accepted without a detailed description of the reason for service.
      • b.if the PDT is physically damaged, complete a To-From-Subject report to the Department of Fleet Management, and include a description of the incident causing the damage.
      • c.obtain supervisors approval in the space provided on the PDT Service Request form (CPD-32.103). If applicable, members will obtain the approval of their assigned supervisor and station supervisor / unit commanding officer on the completed To-From-Subject report.
      • d.submit the malfunctioning PDT, the PDT Service Request form, and any associated To-From-Subject report, if necessary, to the designated member within the unit issuing the PDT.
  • B.Supervisory personnel will:
    • 1.ensure that subordinates use the PDT as prescribed.
    • 2.take immediate corrective and/or disciplinary action if a member is observed or reported to be improperly handling, operating or in any way damaging a Department PDT.
    • 3.conduct an investigation when a PDT is:
      • a.damaged, and:
        • 1.ensure that appropriate reports are prepared,
        • 2.initiate a Complaint Register (CR) investigation if the damage was caused by a members neglect or improper conduct, and
        • 3.submit a To-From-Subject report detailing the nature and cause of the damage, referencing the CR number if applicable, through channels to the Department of Fleet Management.
      • b.lost or stolen, and:
        • a.ensure that the appropriate case report is prepared and, if appropriate, initiate a Complaint Register investigation. Copies of all reports will be sent through channels to the:
          • 1.Department of Fleet Management,
          • 2.Supervisor of Police Inventory, Equipment and Supply Section, and
          • 3.OEMC Watch Manager.
        • b.notify the OEMC Watch Manager.
        • c.ensure that an Administrative Message Center (AMC) message is sent to all districts and units.
        • d.notify telephonically the Department of Fleet Management.
  • C.Department of Fleet Management record keeping and control logging for radio maintenance are accomplished through the Inventory Number. Each PDT bears 2 identification numbers. The top engraved number is the PDT set number; the lower engraved number is the Chicago Police Department Inventory Number.
VI.Distribution and Storage
  • A.Station supervisors will designate the member assigned to radio distribution the additional duties of:
    • 1.issuing PDTs.
    • 2.securing PDTs in storage.
    • 3.separately securing the PDTs and component parts that are designated to be replaced or repaired.
  • B.The designated member will:
    • 1.at the beginning of the tour of duty:
      • a.account for all PDTs assigned to the unit.
      • b.prepare a Personal Equipment Log as outlined in the Department directive entitled "Communications and Systems Devices."
      • c.issue a PDT to each member, as required.
    • 2.when a PDT is malfunctioning and in need of repair:
      • a.accept the malfunctioning PDT only when accompanied by an approved PDT Service Request form and To-From-Subject report, if necessary.
      • b.issue a properly functioning PDT to the requesting member, if available.
      • c.record the replacement PDT number on the Personal Equipment Log.
      • d.submit the malfunctioning PDT, along with the original copy of the PDT Service Request form, To-From-Subject report, if necessary, and any other associated reports to the Department of Fleet Management for pick-up.
      • e.file the duplicate copy of the PDT Service Request form.
      • f.maintain the PDT Service Request form file in the unit of assignment in accordance with the Forms Retention Schedule (CPD-11.717).
  • C.store PDTs in the designated location within the facility.
VII.Maintenance
Personnel, other than members of the Department of Fleet Management, will not attempt to effect repairs or perform maintenance or otherwise attempt to access the case of any PDT or any component part.
VIII.Additional Responsibilities
  • A.Station supervisors will ensure that one PDT is issued to each motorized field unit outfitted with a docking station and working an assigned watch.
  • B.The Education and Training Division will ensure that a system is established to provide a means of communicating training problems / irregularities back to the OEMC.
  • C.The OEMC will:
    • 1.be responsible for maintaining the PDT data radio network.
    • 2.maintain a detailed evaluation of each PDT taken out-of-service for repair.
(Items indicated by italics/double underline were revised or added.)
Garry F. McCarthy
Superintendent of Police
00-084 / 12-003 VAH(PMD)[dw]/SB