Chicago Police DepartmentSpecial Order S04-13-07
Miscellaneous Incident Reporting Procedures
Issue Date:24 May 1988Effective Date:25 May 1988
Rescinds:G88-13
Index Category:Preliminary Investigations
I.Field Reporting Manual Insert
The Instructions For Reporting Miscellaneous Incidents (CPD-63.469) will be inserted immediately behind the appropriate divider in the Field Reporting Manual / Beat Book.
II.Miscellaneous Incidents
  • A.Most miscellaneous incidents will require only that the Office of Emergency Management and Communications (OEMC) dispatcher be given the correct number-letter code by investigating beat personnel as determined from the reporting table. In the case of on-view miscellaneous incidents, the dispatcher will be given the beat of occurrence, complaint's name, address of occurrence, and correct number-letter code. The following types of incidents require the preparation of a Miscellaneous Incident Exception Report (CPD-11.419):
    • 1.Animal cases.
      • a.Prepare the report for stray animal incidents, when the aid of the Animal Care and Control Center or a private agency is utilized to apprehend and remove an animal from the field. The agent's name, time, date and name of the organization will be entered on the report.
      • b.Prepare the report when an animal is destroyed.
        NOTE:
        In animal bite cases where the Animal Bite Information report (CPD-34.226) is utilized, it is not necessary to prepare a Miscellaneous Incident Exception Report.
    • 2.Lost or found articles of no intrinsic value reported in person. Prepare a duplicate copy and give the duplicate to the citizen. Examples of articles without intrinsic value are:
      • a.One automobile license plate and/or registration card or sticker.
      • b.City vehicle license.
    • 3.Processing abandoned vehicles on private property when the owner or agent of the property is not present or known; or when a vehicle to be towed as a hazard or an apparent steal is verified as gone on arrival by the tow truck driver and no case applies.
    • 4.Confinement, injured, public inebriate or sick removals when no other case report is to be submitted and transportation is provided by Department personnel.
    • 5.City license violations, resulting from inspections or complaints which do not require a case report (e.g., the premises has a valid license, but no licenses for coin operated devices). Prepare the report in duplicate indicating the nature of the violation and any actions taken.
    • 6.Violations of Municipal Ordinances concerning pollution or environmental control. Prepare the report in duplicate, indicating the nature of the violation and any enforcement actions taken.
    • 7.Fires which do not involve any real property and if the nature of the personal property indicates that it has little or no monetary value. Enter the name and star number of the approving sergeant on the report.
    • 8.Removal of a Medical Examiner's seal. Turn in the letter of authorization and the seal (for appropriate district desk retention processing) along with the report to the supervising sergeant. This applies to either a Medical Examiner's or a Public Administrator's case.
    • 9.Missing person, not bona fide.
      • a.Adult person left voluntarily, not in poor mental condition.
      • b.Any person who returns before a Missing / Found Person Case Report (CPD-11.407) is completed.
    • 10.Hospital guard detail. Officers so assigned will submit a Miscellaneous Incident Exception Report containing all facts relevant to the detail.
    • 11.Emergency food requests. The report will contain the facts upon which the request is based, and will be submitted by the officers making request.
    • 12.Cardiopulmonary Resuscitation or Heimlich Maneuver applications. Report will be submitted by officers who perform the rescue services.
    • 13.Emergency helicopter support for Police Department operations. Requesting member will prepare the report in duplicate indicating the nature of the incident.
    • 14.Landlord-tenant (LOCKOUT) incident when no other case report is to be submitted.
  • B.All copies of the Miscellaneous Incident Exception Report except the duplicates prepared for citizens will be turned in to a supervisor, before the end of the tour of duty.
  • C.Officers will not submit Miscellaneous Incident Exception Reports for any routine incident except those specifically mentioned in this directive.
  • D.District commanders will ensure that unnecessary Miscellaneous Incident Exception Reports are not submitted.
III.Procedures for Recording Police Action Results
  • A.Police officers, assigned to field duty, who have completed an investigation of a miscellaneous incident, will return to service by informing the dispatcher of the appropriate number-letter code. The officer will use the incident and police action codes on the Miscellaneous Incident Reporting Table (CPD-11.484). He will use the designated phonetic alphabet when reporting number-letter codes. If the incident requires the preparation of a Miscellaneous Incident Exception Report, this will be accomplished in accordance with the criteria established in Item II of this directive.
  • B.When a district desk officer is notified of a complaint which requires the completion of a Miscellaneous Incident Exception Report and does not require on-the-scene investigation by a beat car or other unit, he will complete the report. After completing the report the desk officer will inform the Control Desk of the OEMC of the type of incident, the location, the desk officer's radio call number, beat of occurrence, the complainant's name, and the appropriate number-letter code. Such reports will be submitted to the desk sergeant for approval.
IV.Procedures for Processing Radio Dispatch Cards and Reviewing the District Daily Dispatch Activity Report (DPOL 7415-01)
  • A.Office of Emergency Management and Communication
    • 1.In addition to entering the initial number code on the top line of the Radio Dispatch Card-Radio Complaint (CPD-32.500) at the time the call for service is received, the dispatcher will, when the field unit returns to service, write the appropriate number code in the "Code" space located on the lower left portion of the:
      • a.Radio Dispatch Card-Radio Complaint for a verified offense call for service requiring an RD number.
      • b.Radio Dispatch Card-Traffic Accident (CPD-32.501) for a verified traffic accident call for service requiring an RD number.
    • 2.In addition to entering the initial number code on the top line of the Radio Dispatch Card-Radio Complaint at the time the call for service is received, the dispatcher will, when the field unit returns to service, write the appropriate number code or NUMBER-LETTER code in the "Code" space located on the lower left portion of the Radio Dispatch Card for a miscellaneous / animal bite incident call for service.
    • 3.Radio Dispatch Cards will be sent directly from the OEMC to the Coding Section of the Public Safety Information Technology (PSIT).
  • B.Public Safety Information Technology
    • 1.Each day's Radio Dispatch Cards will be organized into batches and coded by Coding Section personnel. The coded cards will be delivered to the Keypunching Unit and processed.
    • 2.Upon receipt of the District Daily Dispatch Activity Report from the City's Data Center, PSIT will forward two photocopies of the printout to each district and one photocopy to the Auditing and Internal Control Division. This report will be in a size which is suitable for retention in a binder and will be distributed Monday through Friday.
    • 3.If a District Daily Dispatch Activity Report is not received for any day, the report should arrive in the following day's distribution. If the District Daily Dispatch Activity Report is still missing after 24 hours, the district review officer should notify PSIT on the 2nd watch, Monday - Friday, excluding holidays.
  • C.Records Services Division
    When received from PSIT:
    • 1.The Radio Dispatch Cards for case / traffic accident report incidents will be retained for one year. However, those Radio Dispatch Cards for case incidents which do not have a specific statute of limitations will be retained permanently, upon receipt of a request from the Detective Division.
    • 2.The Radio Dispatch Cards for miscellaneous and animal bite incidents which resulted in the preparation of a Miscellaneous Incident Exception Report or an Animal Bite Information card (CPD-34.226) will be retained in accordance with the current Forms Retention Schedule.
    • 3.The Radio Dispatch Cards for a miscellaneous incident which did not result in the preparation of a Miscellaneous Incident Exception Report or an Animal Bite Information card will be retained in accordance with the current Forms Retention Schedule.
    • 4.The Daily Radio Dispatch Listing Of All Cards Processed For This Day (DPOL 7416-01) will be retained for one year as an index to locate the Radio Dispatch Card.
  • D.District Review Officers
    Review officers, acting upon the direction of the district commander, will:
    • 1.review the District Daily Dispatch Activity Report, Miscellaneous Incident Exception Reports, Animal Bite Information cards, and Field Contact Cards (CPD-21.101).
    • 2.ensure that:
      • a.Miscellaneous Incident Exception Reports are prepared for all coded incidents as indicated on the District Daily Dispatch Activity Report.
      • b.Animal Bite Information cards are prepared for all incidents specified in the Department directive entitled "Incidents Involving Animals."
        NOTE:
        To assist review officers in ensuring compliance with Item IV-D-2-a and b, the indicated codes on the District Daily Dispatch Activity Report are as follows:
        IncidentIncident Code
        Animal Cases12
        Fires (Not involving Real Property)22
        Removal of Medical Examiner's Seal32
        Missing Person, not bona fide42
        Sick and Injured Transport52
        Lost or found articles (No intrinsic value)62
        Abandoned vehicles on private property; vehicles to be towed as hazard or apparent steal are verified as gone on arrival by the tow truck driver and no case report applies72
        Violations of Municipal Ordinances concerning pollution or environmental control82
        Hospital guard detail92
    • 3.communicate any need for corrective action to the affected officer's watch commander, generally by use of the Follow Up Indicator form (CPD-21.923).
    • 4.promptly forward:
      • a.all fire-related Miscellaneous Incident Exception Reports to the Bomb and Arson Section, Detective Division.
      • b.all Cardiopulmonary Resuscitation or Heimlich Maneuver application Miscellaneous Incident Exception Reports to the Education and Training Division, Operations Group, CPR Coordinator.
      • c.one copy of emergency helicopter support Miscellaneous Incident Exception Reports to the Assistant Superintendent, Operations.
      • d.one copy of city license violation Miscellaneous Incident Exception Reports to the License Unit, Vice Control Section.
      • e.one copy of environmental control violation Miscellaneous Incident Exception Reports to the Department of Inspectional Services, Room 900, City Hall.
    • 5.retain the District Daily Dispatch Activity Report as the district control file for case reports / traffic accident reports, miscellaneous and animal bite incidents. The reports will be filed chronologically and retained for the established retention period in accordance with the current Records Retention requirements.
    • 6.maintain a suspense file of all Animal Bite Information cards, Field Contact Cards, and Miscellaneous Incident Exception Reports (except fire and Cardiopulmonary Resuscitation incidents) so that these reports can be matched with corresponding entries on the District Daily Dispatch Activity Report. After matching the reports to the appropriate entries on the printout, the reports will be filed chronologically in the Miscellaneous Incident Exception file and retained in accordance with the current Forms Retention Schedule.
  • E.Watch Commanders and Supervisors
    Watch commanders and supervisors, in the exercise of the on-going review process, will ensure that appropriate corrective measures are applied to rectify matters which are determined to be inconsistent with Department policy and this directive.
LeRoy Martin
Superintendent of Police
85-117 WBC(mmd)