Chicago Police DepartmentSpecial Order S04-14-01
Traffic Citation Books
Issue Date:05 April 2017Effective Date:05 April 2017
Rescinds:09 March 2015 Version
Index Category:Preliminary Investigations
I.Purpose
This directive:
  • A.specifies Department procedures and responsibilities regarding the ordering, control, storage, and issuance of traffic citation books.
  • B.continues the:
    • 1.retention of the "Officer's Copy" of the Personal Service Citation and the "Member's Copy" of the Violation Notice.
    • 2.reporting procedure for lost or stolen citations, citation books, or bonds.
    • 3.procedures for the Transfer Listing For Personal Service Citations (CPD-22.802).
    • 4.procedures for the Transfer Listing - Canceled / Unused Citations (CPD-22.805).
  • C.satisfies CALEA Law Enforcement standard in Chapter 82.
II.General Information
Each Personal Service Citation and Violation Notice will be composed of a multiple-part formset.
  • A.The Personal Service Citation formset will include the:
    • 1."Court Copy of Complaint" (white),
    • 2."Traffic Stop Statistical Study Copy" (white),
    • 3."Police Department Copy" (pink),
    • 4."Drivers Copy" (yellow),
    • 5."Mail-In Copy" (green),
    • 6."Officer's Copy" (blue),
    • 7."Court Diversion Program Documents and Envelope."
  • B.The Violation Notice formset will include the:
    • 1."Original Copy" (top white),
    • 2."Member's Copy" (lightweight paper),
    • 3."Violator's Copy" (envelope card).
III.Accountability and Responsibility
Commanding officers of units engaged in traffic enforcement activities will be responsible for the ordering, control, storage, and issuance of traffic citation books.
IV.Procedures
  • A.Ordering Traffic Citation Books
    • 1.Personal Service Citation Books
      • a.Unit requests for Personal Service Citation books will be made by contacting the Traffic Court Unit prior to 1500 hours on the first Monday of each month. The Traffic Court Unit will be responsible for notifying the Equipment and Supply Section of these requests.
      • b.The Equipment and Supply Section will send the Traffic Court Unit a Material Requisition (CPD-34.622) for each unit receiving a box or boxes of Personnel Service Citation books indicating the first and last numbers of the Personnel Service Citations in the box that was issued and the numbers of missing citations, if any, as indicated on the labels on the box.
      • c.When an emergency-supply need occurs, units may obtain one box of Personal Service Citation books from the Traffic Unit, which is operational on a 24-hour basis. A To-From-Subject report from the unit commanding officer directly to the Commanding Officer, Traffic Court Unit, requesting the Personal Service Citation books will be prepared and hand-carried to the Traffic Unit.
      • d.When issuing an emergency supply of Personal Service Citations books, the Traffic Unit will:
        • 1.prepare a To-From-Subject report to the Commanding Officer, Traffic Court Unit, indicating the first and last numbers of the Personal Service Citations in the box that was issued and the numbers of missing citations, if any, as indicated on the labels on the box.
        • 2.forward copies of both To-From-Subject reports to the Traffic Court Unit (148).
    • 2.Violation Notice Books
      • a.Unit requests for Violation Notice books will be made by contacting the Department of Finance's authorized agent, International Business Machines (IBM).
      • b.When an emergency-supply need occurs, units can obtain one box of Violation Notice books from the Department of Finance, Monday through Friday, from 0800 to 1800 hours. To ensure availability of Violation Notice books, units will call the Department of Finance in advance. During all other hours, or on a Saturday, Sunday, or holiday, Violation Notice books may be obtained from a nearby district.
  • B.Storage
    • 1.An immediate supply of traffic citation books will be kept in the desk area, in a locked file or storage cabinet, inaccessible to personnel other than the issuing Department member.
    • 2.Unopened boxes of traffic citation books will be retained in a secured storage area.
  • C.Prenumbering of Citation Control Sheets
    • 1.Upon the initial opening of each box of traffic citation books, the assigned Department member will:
      • a.make a complete check of the contents,
      • b.prepare a Citation Control Sheet (CPD-11.496) for each book in the box, to consist of:
        • 1.checking the appropriate box on the Citation Control Sheet to indicate the type of citation.
        • 2.recording the number of the first citation for the corresponding book in the space marked "From."
    • 2.The Citation Control Sheets will be arranged numerically and retained with the immediate supply of books (opened box).
  • D.Issuance of Personal Service Citation Books
    • 1.Traffic citation books will be issued in ascending numerical order. A book will not be issued out of sequence. If a traffic citation book is missing, an immediate investigation will be directed by the on-duty station supervisor.
    • 2.If the traffic citation book has not been located after an investigation has been conducted, the procedures outlined in Item VI of this directive will be followed.
    • 3.Sworn members, upon receipt of a Personal Service Citation book, will determine if the book is complete with all citations in satisfactory condition. Books found to be satisfactory will be accepted by the receiving member by signing and entering the required information on the book receipt found in the Personal Service Citation book.
    • 4.The Department member assigned the responsibility for issuing Personal Service Citation books will sign and record the required information on the book receipt. When the book receipt is completed, the member will remove and forward the "Police Department Copy," "Clerk of the Circuit Court Copy," and "District / Unit Copy" to the unit citation clerk for distribution as follows:
      • a.The "Police Department Copy" and "Clerk of the Circuit Court Copy" will be forwarded daily to the Traffic Court Unit (148), via the Police Document Section.
      • b.The "District / Unit Copy" will be retained in numerical order by citation number in the issuing unit file.
      • c.The "Officer's Copy" will remain in the sworn members citation book.
    • 5.Immediately upon the issuance of a Personal Service Citation book, the corresponding Citation Control Sheet will be completed by both the receiving and issuing Department members, who will:
      • a.sign the Citation Control Sheet and ensure the "Date Book Issued" box is completed;
      • b.ensure the first citation number in the book is listed in the "FROM" box on the Citation Control Sheet, and the last citation number in the book is listed in the "TO" box on the Citation Control Sheet;
      • c.enter the entire number of the first citation in the book on the line indicated for the first citation on the Citation Control Sheet;
      • d.enter the last three digits of each succeeding citation number for the remaining citations in the book on the Citation Control Sheet;
      • e.forward the Citation Control Sheet to the unit citation clerk for insertion in the Active Citation Control Sheet Binder.
    • 6.Personal Service Citation books found to be unusable because of mutilated, misprinted, or missing citations will not be accepted by the receiving Department member. The Department member assigned the responsibility for issuing Personal Service Citation books will:
      • a.list each unusable book on a Transfer Listing - Canceled / Unused Citations (CPD-22.805),
      • b.on the cover of the book, note the reason why the book is unusable, e.g., missing citation(s), mutilated citation(s).
      • c.send the Transfer Listing and the unusable Personal Service Citation book to the Traffic Court Unit (148), via the Police Document Section.
  • E.Issuance of Violation Notice Books
    • 1.Department members, upon receipt of a Violation Notice book, will determine if all citations are in the book and if they are in satisfactory condition. Books found to be satisfactory will be accepted by the receiving member by signing and entering the required information on the book receipt found in the Violation Notice book.
      NOTE:
      The box on the Violation Notice book receipt that requires a member's Social Security Number need not be completed.
    • 2.The Department member assigned the responsibility for issuing Violation Notice books will sign and enter the required information on the book receipt. When the book receipt is completed, the member will remove and forward the Department of Finance copy and the Unit Copy to the unit citation clerk for distribution as follows:
      • a.The "Department of Finance" copy will be forwarded to IBM in care of Traffic Court Unit (148), via the Police Document Section.
      • b.The "Unit Copy" will be retained in numerical order by citation number in the issuing unit's files.
      • c.The "Officer Copy" will remain in the Department member's Violation Notice book.
    • 3.Immediately upon the issuance of a Violation Notice book, the corresponding Citation Control Sheet will be completed by the receiving and issuing members who will:
      • a.sign the Citation Control Sheet and ensure the "Date Book Issued" box is completed;
      • b.ensure the first citation number in the book is listed in the "FROM" box on the Citation Control Sheet, and the last citation number in the book is listed in the "TO" box on the Citation Control Sheet;
      • c.enter the entire number of the first citation in the book on the line indicated for the first citation on the Citation Control Sheet;
      • d.enter the last three digits of each succeeding citation number for the remaining citations in the book on the Citation Control Sheet;
      • e.forward the Citation Control Sheet to the unit citation clerk for insertion in the Active Citation Control Sheet Binder.
    • 4.Violation Notice books found to be unusable due to mutilated, misprinted, or missing citations will not be accepted by the receiving member. The Department member assigned the responsibility for issuing Violation Notice books will:
      • a.list each unusable book on a Transfer Listing - Canceled/Unused Citations,
      • b.on the cover of the book, note the reason why the book is unusable, e.g., missing citation(s), mutilated citation(s).
      • c.send the Transfer Listing and the unusable Violation Notice book to IBM in care of the Traffic Court Unit (148), via the Police Document Section.
  • F.Citation Control Sheet
    • 1.The Citation Control Sheet will be used to control and account for both Personal Service Citations and Violation Notices.
    • 2.As completed copies of either Personal Service Citations or Violation Notices are received, unit citation clerks will make the following entries on the corresponding Citation Control Sheet, indicating the:
      • a.date the citation or notice was issued;
      • b.date of the transfer listing the citation or notice was listed;
      • c.initials of the unit citation clerk making the entries;
      • d.booking district / unit in the "Remarks for the C.O." column, as indicated in the "Booked At" box of the Personal Service Citation, only when the traffic violator is brought to a district / unit to be processed as a TVB or for an arrest.
    • 3.If the entire Citation Control Sheet is filled in on the same day by the same unit citation clerk, the clerk will sign his or her name vertically in the column provided for initials rather than initial each line individually.
    • 4.If a Personal Service Citation or Violation Notice from any book is not received in numerical order, the citation clerk will:
      • a.notify the unit commanding officer. The unit commanding officer will immediately direct an investigation to locate the missing citation or notice.
        NOTE:
        While the investigation is being conducted, all subsequent citations or notices issued from the same book will be processed without delay.
      • b.make a notation in the "Remarks for CO" column indicating that the missing citation or notice has been noted and the date and time the unit commanding officer was notified.
    • 5.If the missing citation or notice cannot be located, Department members will follow the procedures outlined in Item VI of this directive.
    • 6.When a Citation Control Sheet is completed, the citation clerk will transfer it from the Active Citation Control Sheet Binder to the Inactive Citation Control Sheet Binder.
  • G.Department members who are transferred, detailed, promoted, separated, or granted a leave of absence
    • 1.When a member is transferred or detailed to another unit with traffic enforcement responsibilities:
      • a.the member will:
        • 1.retain all traffic citation books issued to that member.
        • 2.at the completion of the last tour of duty before the transfer is effective, submit to his or her last unit of assignment all citations issued to traffic violators during that tour of duty.
      • b.Commanding officers of transferred or detailed Department members will ensure that:
        • 1.all citations issued to traffic violators during the Department members last tour of duty are forwarded to the unit citation clerk for immediate posting to the active Citation Control Sheets.
        • 2.all of the Department members active Citation Control Sheets are updated and forwarded to the new unit of assignment.
        • 3.copies are made of each active Citation Control Sheet, listing when and where the Department member was transferred and retained in the units Inactive Citation Control Sheet Binder in numerical order.
    • 2.When a Department member is promoted, transferred, or detailed to a unit with no traffic enforcement responsibilities or is separated or granted a leave of absence from the Department, the Department member's unit of assignment or detail will:
      • a.recover all traffic citation books with unused citations,
      • b.close out the appropriate Citation Control Sheets,
      • c.return the traffic citation books for cancellation using the Transfer Listing - Canceled / Unused Citations, via the Police Document Section to:
        • 1.the Traffic Court Unit (148) for Personal Service Citation books.
        • 2.IBM in care of the Traffic Court Unit (148) for Violation Notice books.
  • H.Transmittal of Personal Service Citations, Court Complaints, and Related Court Documents
    • 1.A Court Complaint Transmittal Listing (CPD-11.551) will be used for the transmittal of Personal Service Citations, court complaints, and related court documents to the appropriate branch court in accordance with the provisions of the Department directive entitled "Court Call Schedule" when an arrestee is charged with a felony, misdemeanor, jailable MCC ordinance, or delinquency petition in conjunction with a traffic offense(s).
    • 2.The "Court Copy of Complaint" of the Personal Service Citation(s), court complaints, and related court documents will be attached to the Court Complaint Transmittal Listing in accordance with the procedures established in the Department directive titled "Processing Persons Under Department Control" whenever a case is scheduled to a branch court, Juvenile Court, or a Major Courtroom at Traffic Court.
    • 3.Whenever the "Court Copy of Complaint" is listed on a Court Complaint Transmittal Listing, the citation number will be entered in the "CASE No." box in addition to the other required information.
    • 4.Whenever the "Court Copy of Complaint" is listed on the Court Complaint Transmittal Listing, desk personnel will ensure that the "Police Department Copy" is not forwarded to court. Desk personnel will forward the "Police Department Copy" to the issuing sworn member's unit of assignment / detail, Attention: Unit Citation Clerk.
      NOTE:
      Units of detail with no citation clerk assigned will forward the "Police Department Copy" to the issuing sworn members unit of assignment.
    • 5.The completed Court Complaint Transmittal Listing, Personal Service Citations, court complaints, and related court documents will be given to the station supervisor of the booking unit for approval regarding legibility, accuracy, and forwarding to the appropriate court branch.
  • I.Transfer Listing of Personal Service Citations and Violation Notices
    • 1.Personal Service Citations
      • a.Unit citation clerks will list all Personal Service Citations (including those issued by sworn members assigned to or detailed from other units) on a Transfer Listing For Personal Service Citations. Only one Personal Service Citation is to be listed per line, and no lines will be skipped.
      • b.Section I of the Transfer Listing For Personal Service Citations is to be used for listing the "Court Copy of Complaint" with attached bond and the corresponding "Police Department Copy." Citations must be listed in ascending numerical order (lowest number first). No more than forty "Court Copy of Complaint" with attached bond and the corresponding "Police Department Copy" Citations will be listed in Section I.
      • c.Multiple citations issued to the same violator must be listed together on the same transfer listing, even if the citations are not from the same book and are not in exact ascending order.
      • d.The bond taken for each citation must be described, e.g., drivers license number, CTA Memorandum Card, bail bond certificate number, "C", "D", or "I" Bond Receipt Number, the letters "PTC" (Promise To Comply - applies to sign and drive as well) if applicable, Incapacitated Motorist.
      • e.Remove the corresponding "Police Department Copy" from the "Court Copy of Complaint" with attached bond, bundle and band them separately.
      • f.Section II of the Transfer Listing For Personal Service Citations is to be used for listing the "Police Department Copy" when the "Court Copy of Complaint" was sent directly to court. Citations must be listed in ascending numerical order (lowest number first). No more than twenty "Police Department Copy" Citations will be listed in Section II. These citations will be bundled and banded separately.
      • g.Citation Clerks will ensure that the drivers license, CTA Memorandum Card, or bond card is inserted into the bail-security document pouch and is visible and readable through the clear plastic, and that the pouch is stapled to the lower left-hand corner of the "Court Copy of Complaint" of the Personal Service Citation.
      • h.The "Court Copy of Complaint" citations bundle (with the attached bonds), the corresponding "Police Department Copy" citations bundle listed in Section I of the Transfer Listing For Personal Service Citations, and the "Police Department Copy" citations bundle (if any) listed in Section II will be wrapped together with the Transfer Listing For Personal Service Citations they were listed on in the following manner: the "Traffic Court Unit Copy" (White) and the corresponding "Receipt Copy" (Yellow) will be wrapped and banded around the bundles with the "Receipt Copy" (Yellow) on the outside. Noted on the back of the "Receipt Copy" (Yellow) will be the date, the sending district / unit, and the number of bundles sent (e.g., 1 of 1, 1 of 2).
      • i.Transfer listings and the Personal Service Citations listed on them will be promptly forwarded to the Traffic Court Unit (148), via the Police Document Section.
    • 2.Violation Notices
      • a.Violation Notices will be listed on a Transfer Listing For Violation Notices (CPD-22.803). Violation Notices will be listed in ascending numerical order and the original Violation Notice will accompany the transfer listing. No more than one hundred Violation Notices will be listed on a single Transfer Listing For Violation Notices. Only one Violation Notice is to be listed per line and no lines will be skipped.
      • b.Department members preparing the Transfer Listing For Violation Notices will not list the leading zeros of the first number group on the Violation Notices serial number and will not include the two numbers which follow the first number group (e.g., Violation Notice "004029461 14" will be listed as "4029461").
      • c.Transfer listings and Violation Notices listed on them will be promptly forwarded to IBM in care of the Traffic Court Unit (148), via the Police Document Section.
    • 3.All transfer listings will require the signature of the person preparing them and the watch commanders signature for approval.
    • 4.The "Temporary Records Copy" (pink) of the transfer listing will be placed in the unit files until the "Receipt Copy" (yellow) of the transfer listing is receipted and returned to the unit of origin by either the Traffic Court Unit (148) or IBM.
V.Retention
  • A.Sworn members will retain the "Officer's Copy" of the Personal Service Citation for a period of one year from the issue date of the last citation in the Personal Issue Traffic Complaint book.
  • B.Department members will retain the "Member's Copy" of the Violation Notice for a period of one year from the issue date of the last citation in the Violation Notice book.
VI.Reporting Procedure for a Lost or Stolen Personal Service Citation or Violation Notice, Traffic Citation Book, or Bond Posted
  • A.When a traffic citation book, Personal Service Citation, or Violation Notice is lost or stolen, the Department member discovering the loss will notify a supervisor who will ensure:
    • 1.the loss is reported on the appropriate case report, which will include a description and the Personal Service Citation or Violation Notice number of the missing item.
    • 2.when the missing Personal Service Citation(s) was issued to a motorist for committing a traffic offense(s) and the bond that was posted is also missing, that a description of the bond posted is included in the narrative portion of the case report and a legible photocopy of the Officer's Copy of the missing citations is sent to the Traffic Court Unit (148).
    • 3.when the missing Violation Notice was issued to a motorist for committing a parking or compliance offense, a legible photocopy of the "Member's Copy" of the missing notice is sent to the Traffic Court Unit (148).
    • 4.an Administrative Message Center (AMC) message is prepared and sent. The AMC message number will be included in the narrative portion of the case report.
    • 5.a photocopy of the case report is forwarded to the unit citation clerk who will attach the copy to the appropriate Citation Control Sheet.
    • 6.a photocopy of the case report is sent directly to the Traffic Court Unit (148).
  • B.When a Personal Service Citation is lost or stolen and the bond posted for the traffic offense is all that remains, the sworn member in possession of the bond will notify a supervisor, who will:
    • 1.if the corresponding Personal Service Citation number for which the bond was posted cannot be determined, ensure:
      • a.the bond is inventoried in accordance with the Department directive entitled "Processing Property Under Department Control."
      • b.the appropriate case report is completed and a photocopy is sent to the Traffic Court Unit (148). The property inventory number will be included in the narrative portion of the case report.
    • 2.if the corresponding Personal Service Citation number for which the bond was posted can be determined, ensure:
      • a.the loss is reported on the appropriate case report, which will include the missing Personal Service Citation number in the narrative portion.
      • b.an AMC message is prepared and sent. The AMC number will be included in the narrative portion of the case report.
      • c.The bond and two photocopies of the case report will be forwarded to the unit citation clerk, who will attach a copy of the case report to the appropriate Citation Control Sheet.
      • d.two legible photocopies of the "Officer's Copy" of the missing citation are made and forwarded to the unit citation clerk.
  • C.When a bond posted for a traffic offense is lost or stolen, the Department member discovering the loss will notify a supervisor, who will ensure:
    • 1.the loss is reported on the appropriate case report.
    • 2.the citation number for which the bond was posted and a description of the missing bond is included in the narrative section of the case report.
    • 3.an AMC message is prepared and sent. The AMC number will be included in the narrative portion of the case report.
    • 4.a photocopy of the case report is forwarded to the unit citation clerk who will attach the copy to the appropriate Citation Control Sheet.
    • 5.two photocopies of the appropriate case report are attached to the citation.
  • D.Unit citation clerks will:
    • 1.prepare a separate Transfer Listing For Personal Service Citations for missing Personal Service Citations for which a bond was posted. The completed Transfer Listing For Personal Service Citations, the bond, a photocopy of the case report, and two legible photocopies of the "Officer's Copy" of the missing citations will be sent to the Traffic Court Unit (148).
    • 2.prepare a separate Transfer Listing For Personal Service Citations for Personal Service Citations that have missing bonds. The completed Transfer Listing For Personal Service Citations, Personal Service Citations, and the copies of the appropriate case report will be sent to the Traffic Court Unit (148).
(Items indicated by italics/double underline have been added or revised.)
Authenticated by: KC
Eddie T. Johnson
Superintendent of Police
17-028 AMR