Chicago Police DepartmentSpecial Order S04-13-06
Automated Incident Reporting Application (AIRA) Pilot Program
Issue Date:29 July 2003Effective Date:29 July 2003
Rescinds:D03-40
Index Category:Preliminary Investigations
I.Purpose
This notice:
  • A.introduces Phase I of the Automated Incident Reporting Application (AIRA) on a limited basis in order to evaluate its performance for future Department-wide use.
  • B.introduces the:
    • 1.AIRA training program.
    • 2.Victim Information Notice form (CPD-11.383).
    • 3.Victim / Complainant Signature form (CPD-11.385).
    • 4.Automated Incident Reporting Application User Manual.
  • C.establishes responsibilities and procedures for the entry and approval of case reports submitted via AIRA. AIRA will eventually eliminate future use of the following paper reports:
    • 1.General Offense Case Report (CPD-11.380),
    • 2.Hospitalization Case Report (CPD-11.406),
    • 3.Lost and Found Case Report (CPD-11.408),
    • 4.Vehicle Theft Case Report (CPD-11.412),
    • 5.Vice Case Report (CPD-11.414),
    • 6.Worthless Document Case Report (CPD-11.415).
    NOTE:
    For all incidents that require the completion of Vehicle Theft Case Reports, the member completing the report will ensure that Victim / Complainant Signature forms are completed.
  • D.continues the use of the PDT Service Request form (CPD-32.103).
  • E.establishes the AIRA Evaluation Committee.
II.General Information
  • A.AIRA is designed to take Uniform Crime Reporting (UCR) practices to the next level of reporting, called the National Incident-Based Reporting System, or NIBRS. NIBRS is an incident-based reporting system which collects data on each crime occurrence and arrest within each incident. While the UCR system constructs a hierarchy for offenses, the NIBRS system tracks each offense committed during each crime incident.
  • B.Those members who experience problems or require assistance with the AIRA program will contact the Help Desk.
III.Scope
This program is a multi-phase program that will begin its implementation in the 14th District. After an evaluation has been performed, the program will begin a limited roll-out to other districts and units. This phase of AIRA is limited to the Bureau of Patrol.
IV.Training
  • A.Training will:
    • 1.be concurrent with initial roll out in the 14th District. The training will include hands-on classroom instruction.
    • 2.consist of two, eight-hour tours of duty.
  • B.Only those members who have been trained will be allowed to use AIRA.
V.AIRA Procedures
  • A.If at any time the AIRA system is not operational, members will revert back to using the paper reporting system only after obtaining the approval of their supervisor.
  • B.The AIRA User Manual will outline the procedures for:
    • 1.entering, saving, and editing AIRA incident reports;
    • 2.approving reports, and;
    • 3.other administrative duties as assigned.
  • C.Members of the Public Safety Information Technology (PSIT) Group will be available to assist members who experience problems or require assistance via the Help Desk.
VI.AIRA Responsibilities
  • A.Preliminary investigators will:
    • 1.only use the AIRA program after being fully trained.
    • 2.use AIRA to automatically generate an RD number of obtain an RD number from OEMC dispatcher.
    • 3.enter the RD number into AIRA if obtained from OEMC dispatcher.
    • 4.complete and submit all incident reports prior to the completion of the tour of duty.
      NOTE:
      When sending AIRA reports for supervisory approval, members will ensure that the PDT is in range. If the PDT is within range and the member is still unable to send the AIRA report for approval, the member will refer to the AIRA User Manual for further instruction.
    • 5.utilize the AIRA system if at least one member assigned to a car has been fully trained.
    • 6.ensure that any incident report that was rejected is corrected and resubmitted prior to the end of the tour of duty.
    • 7.ensure that the victim/complainant receives the AIRA Victim Information Notice.
    • 8.ensure that when completing either the Vehicle Theft Case Report:
      • a.the victim signs the Victim / Complainant Signature form; and
      • b.the Victim / Complainant Signature form is placed in the review basket in the district.
    • 9.complete a PDT Service Request form when a PDT is out of service for any reason.
  • B.Sergeants assigned to field duties will:
    • 1.review and approve reports waiting in the task list.
    • 2.ensure that the “Extra Copies” field has been properly completed.
    • 3.ensure that all reports waiting in the task list are approved or returned for correction prior to the end of their tour of duty.
    • 4.troubleshoot PDT hardware and software field issues.
    • 5.refer to the Supervisor’s Administrative Functions Section of the AIRA User Manual for complete administrative functions.
  • C.Desk sergeants will:
    • 1.approve AIRA incident reports as assigned.
    • 2.ensure that an approved paper copy of an AIRA created case report is printed from CHRIS and attached to the appropriate arrestee’s paperwork, if applicable.
  • D.Field lieutenants will:
    • 1.log into AIRA at the beginning of each tour of duty.
    • 2.be notified via an automated dialog box on their PDT if any report has not been approved within two hours.
      NOTE:
      If no field lieutenant is available, the watch commander will be notified via an automated message sent to the watch commander’s LAN-Based Computer.
    • 3.review any report that has not been approved within the two-hour time limit to determine if the report should be immediately approved.
    • 4.assign a supervisory member to review and approve those reports that must be approved immediately.
  • E.Watch Commanders will:
    • 1.at the beginning of each tour of duty, complete the login process on the Watch Commander LAN-Based Computer.
    • 2.monitor the LAN-Based Computer for notifications via automated dialog boxes.
    • 3.review any report that has not been approved within the two-hour time limit to determine if the report should be immediately approved.
    • 4.assign a supervisory member to review and approve those reports that must be approved immediately.
    • 5.have the ability to revoke an approved report within one hour of submission.
  • F.Review officers will:
    • 1.on a daily basis, ensure that all approved case reports have been submitted to CHRIS.
    • 2.review all AIRA created reports for accuracy and completeness.
      • a.run a CHRIS Query to obtain AIRA created report RD numbers.
      • b.retrieve and review AIRA reports to ensure all entries are correct.
      • c.prepare and submit a CHRIS Patrol Supplementary Report for all reports requiring corrections.
    • 3.retrieve all Signature Forms from the review basket and ensure that all AIRA incident reports requiring a victim or complainant signature have a corresponding Victim / Complainant Signature form.
      NOTE:
      If the district of occurrence is other than the 14th District, the 14th District review officer will forward the appropriate signature form with a printed copy of the complete case report to the district of occurrence.
    • 4.record the Victim / Complainant Signature forms on a transmittal and forward the transmittal and the original Victim / Complainant Signature forms to the Records Services Division.
    • 5.retain a copy of the signature form in the district of occurrence in accordance with the current Retention Forms Schedule for Vehicle Theft Case Reports.
  • G.The Records Services Division will:
    • 1.retrieve all AIRA-supported reports from CHRIS.
    • 2.audit the RD numbers to ensure the correct numbers have been entered.
      NOTE:
      The auditing of the RD numbered case reports will continue until the RD numbers are automatically supplied by AIRA.
    • 3.collect, scan, and store all signature forms received.
VII.Program Evaluation
  • A.This program will be reviewed and monitored by PSIT on an ongoing basis, as needed.
  • B.The AIRA Evaluation Committee will meet to evaluate the effectiveness of the AIRA program. The committee will consist of:
    • 1.Assistant Deputy Superintendent, Field Support Group, who will serve as the committee chairperson;
    • 2.Managing Deputy Director, PSIT Group;
    • 3.A supervisory member of the Bureau of Patrol as assigned by the Deputy Superintendent, Bureau of Patrol;
    • 4.A 14th District Watch Commander, assigned by the District Commander;
    • 5.A 14th District Field Lieutenant, assigned by the District Commander; and
    • 6.A 14th District Sergeant, assigned by the District Commander.
  • C.The Assistant Deputy Superintendent, Field Support Group, will prepare and forward a report summarizing the evaluation and recommendations of the AIRA Evaluation Committee to the Deputy Superintendent, Bureau of Administrative Services and make a recommendation to terminate, modify, or expand the AIRA Pilot Program, or implement AIRA on a city-wide basis, as appropriate. A copy of this report will be forwarded to the PSIT for inclusion into the task file.
Terry G. Hillard
Superintendent of Police
01-130 CLN(PMD)