Chicago Police DepartmentSpecial Order S04-14-06
Traffic Court Notifications and Attendance
Issue Date:20 November 2014Effective Date:20 November 2014
Rescinds:24 April 2013 Version
Index Category:Preliminary Investigations
I.Purpose
This directive:
  • A.continues the Automated Court Notifications Program to notify Department members whose appearance in Traffic Court is mandatory.
  • B.specifies the responsibilities of Department members attending Traffic Court.
  • C.outlines the procedures to be followed when supervisors or other Department members are subpoenaed or are witnesses to a traffic offense.
II.Traffic Court Procedures and Responsibilities
  • A.The Traffic Court Unit will obtain court appearance date information for Traffic Court cases normally scheduled for the issuing members next Traffic Court key-letter date and forward that information to their unit of assignment or detail.
    NOTE:
    Issuing sworn members may be required to appear in Traffic Court on a date other than their scheduled Traffic Court key-letter date.
  • B.The Traffic Court Unit will send court notifications via the Automated Court Notifications Program.
  • C.Districts / units using the Automated Court Notification Program will follow procedures outlined in the Department directive entitled "Court Attendance and Responsibilities" and Bureau of Patrol Special Order entitled "District Automation Systems - Court Notifications Program."
  • D.If a Department member has not been notified of a scheduled Traffic Court appearance for his/her Traffic Court key-letter date and has issued a Personal Service citation(s) for that date for an offense requiring a mandatory court appearance for the traffic violator returnable to either the Major or Minor courtroom, the Department member that issued the citation(s) will:
    • 1.notify the district station supervisor/designated unit supervisor,
    • 2.produce his or her Personal Service Citation book(s) containing the "Officer Copy" of the issued citation(s) for that date, and
    • 3.obtain approval from the district station supervisor/designated unit supervisor to appear in Traffic Court.
    • 4.appear in Traffic Court on their Traffic Court key-letter date with their Personal Service Citation book(s) containing the "Officer Copy" of the issued citation(s) for that date. The Department member will report to the Police Assembly Room court section personnel.
      NOTE:
      The Traffic Court Unit will ensure that a court notification record number is generated.
  • E.Any discrepancies regarding Traffic Court notifications will be reported to the Traffic Court Unit (Unit 148).
  • F.If a Department member is unable to be notified of a scheduled Traffic Court case, the district station supervisor/designated unit supervisor on the scheduled court date will ensure that the Police Assembly Room, Traffic Court Unit, is notified by using the Automated Court Notification System, via CLEAR Applications. The absence notification information will be recorded in the Notification of Court Absence Booklet (CPD-21.601).
  • G.Under no circumstances will a sworn member continue any non-traffic case at another court to a date that will conflict with the sworn members scheduled Traffic Court key-letter date.
  • H.When an arresting officer must make an initial appearance in another court as a result of an arrest and that appearance happens to fall on the same date as the officers scheduled Traffic Court key-letter date, the officer will inform the court section personnel or prosecutor and request priority consideration in the calling of the case in order to attend Traffic Court.
  • I.Department members who cannot be present for their scheduled Traffic Court key-date will notify the designated supervisor of their unit of assignment or detail at least one hour prior to the scheduled court appearance. The designated district station supervisor/designated unit supervisor, after approving the reason for absence, will ensure that the Police Assembly Room, Traffic Court Unit, is notified of the absence, via Automated Court Notification System, on the Department members scheduled court appearance date. Refer to Page 5, of the Court Notification User Guide, in CLEAR Applications under Court Section. The absence notification information will be recorded in the Notification of Court Absence Booklet.
    NOTE:
    If Automated Court Notification System ,via CLEAR Applications is unavailable, then a telephonic notification is required. Anticipated late arrivals to court will require a telephonic notification.
  • J.Department members attending Traffic Court will:
    • 1.appear in the prescribed seasonal field uniform in accordance with the Department directive entitled "Personal Appearance Uniform/Citizen's Dress and Equipment" Department members who are authorized to wear citizen's dress will appear in conservative business attire and will wear proper Department identification.
    • 2.be prepared to testify. Issuing sworn members will bring their Personal Service Citation books containing the "Officer Copy" of current court cases. The reverse side of the "Officer Copy" of the citation should contain notes describing the action of the driver which constituted the offense for which the citation was issued.
    • 3.report to the Traffic Court Unit-Police Assembly Room court section personnel 15 minutes before reporting to their assigned courtroom(s) or the courtroom(s) that they were notified or subpoenaed to appear in.
    • 4.sign in on the Traffic Court / Courtroom Attendance Log for the appropriate Major and/or Minor courtroom, they were notified to appear in.
    • 5.obtain DUI evidentiary reports from the Traffic Court Unit when needed.
    • 6.consult with the Police Assembly Room court section personnel when required to appear in both a Major and Minor Courtroom at the same time. Sworn members will proceed to the Minor Courtroom unless otherwise directed.
    • 7.notify the Police Assembly Room court section personnel if they leave the courtroom they were notified to appear in for any reason.
    • 8.sign in and out of each court call when having consecutive court calls in the same Major and/or Minor Courtroom indicating attendance at each court call.
    • 9.upon completion of their cases and with the permission of the presiding judge of that courtroom, leave and immediately return to the Police Assembly Room, sign out of the Major and/or Minor Courtroom indicating attendance at the court call, and consult with the Police Assembly Room court section personnel to see if their appearance is required in any other courtroom.
    • 10.when overtime is worked, submit an Overtime / Compensatory Time Report (CPD-11.608) to the court section personnel assigned to the Traffic Court Unit. Instead of attaching a copy of the subpoena or court notification, the member will record the Court Notification Record Number in the "Explain Assignment" box of the report.
    • 11.before leaving, return all DUI evidentiary reports to the court section personnel assigned to the Police Assembly Room, Traffic Court Unit.
III.Supervisors or Other Department Members as Subpoenaed Witnesses
  • A.When a supervisor or other Department member requests a sworn member to prepare a Personal Service Citation for a traffic offense, the requesting member will be named as the witness on the citation and will appear in Traffic Court to testify on the issuing sworn members court date. The requesting member's name, rank, star number, and unit of assignment or detail will be inserted in the "Name of Witness" box area on the Personal Service Citation. The issuing sworn member will:
    • 1.follow the procedures outlined in the directive entitled "Traffic Court Citing and Scheduling," and
    • 2.complete an "Additional Witness Information - Personal Service Citation" form (CPD-22.114).
      NOTE:
      If the Personal Service Citation issued is eligible for the Court Diversion Program, the witness will contact the Traffic Court Unit (Unit 148) for court-appearance information within 14 days after the date of issuance.
  • B.Sworn members will cite only from Personal Service Citation books that have been specifically issued to them, as outlined in the directive entitled "Traffic Citation Books" and will at no time use another sworn members Personal Service Citation book except to be listed as a witness as outlined in Item III-A of this directive.
  • C.All Department members certified as Breath Analysis Operators who are subpoenaed to testify in DUI trials and hearings will bring their copy of the subpoena for that Traffic Court date and comply with the procedures in Item II of this directive.
(Items indicated by italics/double underline were added or revised)
Authenticated by: JKH
Garry F. McCarthy
Superintendent of Police
14-113 TSS