Chicago Police DepartmentEmployee Resource E04-01-01
Personnel Transfer and Assignment Procedures – (FOP)
Issue Date:15 December 2011Effective Date:15 December 2011
Rescinds:Version dated 16 October 1997; G97-09-01
Index Category:Employee Rights and Responsibilities
I.Purpose
This directive sets forth transfer and assignment procedures for sworn Department personnel below the rank of sergeant, belonging to the Fraternal Order of Police (FOP).
II.Policy
  • A.The granting of requests for recognized vacancies, transfers, or the reassignment of members by administrative authority will be made consistent with the needs of the Department and the applicable provisions of the existing Collective Bargaining Agreement. Recognized vacancies consist of those positions identified in the directive, entitled "Recognized Vacancies and Recognized Unit Duty Assignment Openings - (FOP)."
  • B.The granting of requests for recognized unit duty assignment openings or the assignment of members to specific duties within units will be the responsibility of the unit commanding officer of command staff rank, consistent with the needs dictated by unit operations and the applicable provisions of the existing Collective Bargaining Agreement. Recognized unit duty assignments are identified in the directive, entitled "Recognized Vacancies and Recognized Unit Duty Assignment Openings - (FOP)."
III.Recognized Vacancy
  • A.The Department may fill any vacancy temporarily in an emergency or as an interim assignment during the bidding process. Additionally, two immediate staff positions of each commanding officer of command staff rank, 20 percent of all recognized vacancies, and all recognized vacancies for which bids have not been received within 72 hours of posting will be filled at the discretion of the Department.
  • B.A listing of such vacancies will:
    • 1.be posted on unit bulletin boards on the first Friday of the police period.
    • 2.expire 72 hours after posting on unit bulletin boards.
    • 3.be placed in the unit commanding officer's book and read at all roll calls for three consecutive days.
  • C.Probationary members may not submit a bid to fill a recognized vacancy, while on probation. The member must be off probation at the time of the bid. A probationary member whose probationary period will expire during the 72-hour period to submit bids, may submit a bid for a recognized vacancy. A member whose probationary period expires after the 72-hour period, but prior to the beginning of the period when the vacancy will be filled, is not eligible to bid.
  • D.All sworn full duty, non-probationary members below the career service rank of sergeant will be allowed to bid for one vacancy listed in each Recognized Vacancy Listing announced via the Department's Administrative Message Facsimile Network.
  • E.Members who are currently on the medical roll, but who are otherwise full duty, will be allowed to bid.
  • F.The successful bidder for a recognized vacancy:
    • 1.will be the most senior qualified member submitting a bid (when the qualifications of bidders are equal) who, after orientation and without further training, is able to perform to the satisfaction of the Department. In determining qualifications, the Department will not be arbitrary or capricious, but will consider training, education, experience, skills, ability, demeanor and performance.
    • 2.may not bid for another recognized vacancy assignment for one year.
      EXAMPLE:
      A member submitting a successful bid for a 12th period 1997 vacancy, will next be eligible to bid for a 12th period 1998 vacancy.
    • 3.may not be reassigned for one year, except:
      • a.for emergencies, and only for the duration of the emergency.
      • b.for just cause.
      • c.when the superintendent determines that the officer's continued assignment would interfere with the officer's effectiveness in that assignment.
      • d.in extraordinary circumstances and by agreement of the Department and the Collective Bargaining Unit.
    • 4.may be placed on a watch, and in a day off group, at the Department's discretion until such time as the member accepts a designated "management" position or is able to bid on a vacancy at the next regularly-scheduled, steady watch, vacancy posting during the third, sixth, or ninth police periods.
  • G.Sworn non-probationary members below the rank of sergeant will follow the procedure listed below for reassignment to units designated in the directive, entitled "Recognized Vacancies and Recognized Unit Duty Assignment Openings - (FOP)."
    • 1.Complete the top portion of a PAR form set. In addition, also complete the boxes entitled "Personnel Transfer & Assignment Section," with the following information:
      • a."Administrative Message Facsimile Network" number, from the Recognized Vacancy List
      • b.unit of assignment requested.
      • c.home address and telephone number.
      • d.seniority date, title code and grade.
      • e.date assigned to present unit.
      • f.date of birth.
      • g.position requested.
    • 2.After completing and signing the PAR form set, the member will:
      • a.present the form set to the commanding officer / watch commander who will verify that the bid was submitted within the prescribed 72 hours by entering the date, time, his signature and star number, in the appropriate boxes within the "Personnel Transfer & Assignment Section" of the PAR form set.
        NOTE:
        The bid form must contain the signature of the member and the signature of his commanding officer / watch commander, specifying the date and time that the bid was submitted.
      • b.be responsible for submitting the bid in accordance with the instructions contained in the Recognized Vacancy Listing.
      • c.forward the following copies:
        • (1)the pink and white copies to the Management and Labor Affairs Section (Unit 129).
          NOTE:
          Management and Labor Affairs will forward the white copy to the unit to which the member is bidding.
        • (2)the green copy to F.O.P. (Unit 541).
        • (3)retain the gold copy as the member's personal record.
          NOTE:
          Bids must be forwarded to the Management and Labor Affairs Section within 72 hours of the time the announcement was posted. Members may fax a copy to the Management and Labor Affairs Section to ensure timely receipt. However, they must then also submit the original white and pink copies.
  • H.The first deputy superintendent will:
    • 1.determine when a recognized vacancy exists.
    • 2.ensure transmission of the Recognized Vacancy Listing via the Department's Administrative Message Facsimile Network and forward a copy to F.O.P. (Unit 541).
  • I.The Human Resources Division will:
    • 1.forward a listing of successful bidders for recognized vacancies to the first deputy superintendent for inclusion in the next Personnel Transfer Order.
    • 2.when directed by the first deputy superintendent , publish and distribute Personnel Transfer Orders to all units at least three days prior to the effective date of the transfer.
IV.Recognized Unit Duty Assignment Opening
  • A.During the bidding and selection process, the Department may temporarily fill a recognized duty assignment opening by assigning an officer to said opening until the recognized opening is filled. All recognized unit duty assignment openings for which bids have not been received within 72 hours of posting will be filled at the discretion of the Department.
  • B.A listing of recognized unit duty assignment openings will:
    • 1.be posted on the unit bulletin boards 12 days before the start of the 28-day police period.
    • 2.expire 72 hours after posting.
    • 3.be placed in the unit commanding officer's book and read at all roll calls for three consecutive days.
  • C.Probationary members may not submit a bid to fill a recognized unit duty assignment, while on probation. The member must be off of probation at the time of the bid. A probationary member whose probationary period will expire during the 72-hour period to submit bids, may submit a bid for a recognized unit duty assignment. A member whose probationary period expires after the 72-hour period, but prior to the beginning of the period when the vacancy will be filled, is not eligible to bid.
  • D.The successful bidder for a recognized unit duty assignment opening:
    • 1.will be the most senior qualified member submitting a bid (when the qualifications of bidders are equal) who, after orientation and without further training, is able to perform to the satisfaction of the Department. In determining qualifications, the Department will not be arbitrary or capricious, but will consider training, education, experience, skills, ability, demeanor and performance.
    • 2.may not bid for another recognized unit duty assignment opening assignment for one year.
      EXAMPLE:
      A member submitting a successful bid for a 12th period 1997 vacancy, will next be eligible to bid for a 12th period 1998 vacancy.
    • 3.may not be reassigned for one year, except:
      • a.for emergencies, and only for the duration of the emergency.
      • b.for just cause.
      • c.when the superintendent determines that the officer's continued assignment would interfere with the officer's effectiveness in that assignment.
      • d.to fill temporary unit duty assignments for operational needs, provided that the Department will not fill the vacated unit duty assignment.
      • e.in extraordinary circumstances and by agreement of the Department and the Collective Bargaining Unit.
    • 4.may be placed in a day off group at the Department's discretion.
  • E.Recognized unit duty assignment openings for district desk, district watch relief, or lockup, must be filled by a member assigned to the watch in which the opening exists.
  • F.Limited duty members may be assigned to recognized unit duty assignment openings for warrant clerk, summary investigation detective, review investigation detective, review officers, detective division administrative desk duty assignment, and district desk.
  • G.Limited duty members may not be assigned to recognized unit duty assignment openings for lockup, district watch relief, or airport law enforcement section explosive detection canine officer.
  • H.A member who has successfully bid for a recognized unit duty assignment opening may be required to perform other temporary unit duty assignments for operational needs, provided that the vacated unit duty assignment for which he was the successful bidder is not otherwise filled.
  • I.Sworn non-probationary members, below the rank of sergeant will follow the procedure listed below for assignment to an opening within their unit as designated in the directive, entitled "Recognized Vacancies and Recognized Unit Duty Assignment Openings - (FOP)."
    • 1.Complete the PAR form set as outlined in Item II-G-1 of this directive, with one exception. Enter the "Unit Notice of Recognized Opening" number in the appropriate box of the "Personnel Transfer & Assignment Section" of the PAR form set.
    • 2.Present the form set to the commanding officer/watch commander, who will verify that the bid was submitted within the prescribed 72 hours by entering the date, time, his signature and star number, in the appropriate boxes within the "Personnel Transfer & Assignment Section" of the PAR form set.
    • 3.Be responsible for the prompt distribution of the PAR form set, as follows:
      • a.the pink and white copies to the unit commanding officer / watch commander for forwarding to the unit command staff officer .
      • b.the green copy to F.O.P. (Unit 541).
      • c.retain the goldenrod copy as the member's personal record.
  • J.Commanding officers of command staff rank will:
    • 1.review bids for recognized unit duty assignment openings within their command.
    • 2.ensure preparation and posting of numbered Unit Notices of Recognized Openings, and:
      • a.assign a number to each Unit Notice of Recognized Openings consisting of the number of the reporting district / unit, the last two digits of the current year and a number, beginning with "001" running consecutively in ascending order, which indicates the number of Unit Notices of Recognized Openings prepared by the unit in that calendar year.
        EXAMPLE:
        "024-97-001" indicates the first notice prepared in District 024 during 1997.
      • b.forward a copy of the following documents to F.O.P. (Unit 541):
        • (1)Unit Notice of Recognized Openings.
        • (2)white copy of the PAR form set of successful bidders.
      • c.retain the Unit Notice of Recognized Openings for one year.
    • 3.ensure that the pink copy of the successful bid is placed in the member's unit personnel file, where it will be retained until the member leaves the unit.
    • 4.ensure that a copy of the PAR form set from the successful bidder, is forwarded to Management & Labor Affairs Section (MLAS), clearly identifying the member as a successful bidder.
V.Request for Transfer
  • A.A member requesting a transfer will complete a PAR form as designated in II-G-1 of this directive, with one exception. There will be no AMFN number to insert into the box within the Personnel Transfer & Assignment Section of the PAR form.
  • B.After completing and signing the PAR form set, the member will:
    • 1.present the form set to his commanding officer / watch commander for entry of the date, time, his signature and star number in the appropriate boxes within the "Personnel Transfer & Assignment Section" of the PAR form set.
    • 2.be responsible for the forwarding and distribution of the form set, as follows:
      • a.the pink copy directly to the Human Resources Division, Employment Section.
      • b.the remaining form set copies to the commanding officer of the unit from which the member is requesting a transfer, for signature and approval or disapproval.
  • C.The commanding officer of command staff rank will approve or disapprove the request and forward it through the chain of command for the appropriate signatures and approval / disapproval.
    NOTE:
    Even if a request has been disapproved, it will still be forwarded through the chain of command.
  • D.After all required signatures are obtained, the completed form set will be sent to the first deputy superintendent.
  • E.Upon receipt of the pink copy of the PAR form set, the Human Resources Division will:
    • 1.time-stamp the request and verify the information provided.
    • 2.ensure that a photocopy of the form is forwarded to:
      • a.the member submitting the transfer request, which will serve as the member's receipted copy.
      • b.the member's bureau deputy superintendent.
      • c.the commanding officer of command staff rank of the unit to which the request is directed.
        NOTE:
        If the request for transfer is to a unit not within the bureau to which the member is presently assigned, an additional photocopy will be sent to the deputy superintendent of that bureau.
    • 3.after processing, forward the pink copy to the first deputy superintendent.
  • F.The first deputy superintendent will present a listing of approved transfer requests to the Human Resources Division for inclusion in the next Personnel Transfer Order.
  • G.Requests for transfer will remain in effect for six police periods unless otherwise provided in this directive. A second request submitted within this time span will automatically cancel the first transfer request. A member may request only one transfer on each PAR form set submitted.
VI.Detailing
The Department may detail members at its discretion without regard to seniority except in the following examples in which the Department has contractually agreed to detail on the basis of seniority.
  • A.Officers assigned to units designated to provide personnel to the Summer Mobile Force, Expressway Detail, Auto Snow Tow Detail, and the Winter Holiday Season Traffic Detail will be permitted to bid for these details on the basis of seniority. If and to the extent that there are insufficient qualified bidders from a designated unit to meet that unit's allocation, the Department will select officers, who are deemed qualified by reverse seniority from the designated unit to fill that unit's allocation.
  • B.If the Department decides to assign an officer to a detail outside the area, district, or unit, to a sports event, parade, festival, labor dispute, or other event detail which constitutes a tour of duty, the Department will:
    • 1.announce the detail at a roll call preceding the event.
    • 2.ensure that the roll call will be on the same watch and in the same unit, from which officers are to be assigned to the detail.
    • 3.determine the method of notification, if notification at roll call is not feasible.
    • 4.select officers to work the detail on the basis of seniority from among those qualified officers on a said watch who are not in bid jobs and who volunteer for the detail.
    • 5.select officers on the basis of reverse seniority, if and to the extent that there are insufficient qualified volunteers, provided that the Department may assign probationary officers without regard to seniority.
  • C.Temporary Manpower Relief Details
    • 1.The Department will select officers for a detail on the basis of seniority from among those who volunteer for a detail, if and to the extent that there are sufficient volunteers, or on the basis of reverse seniority when there are insufficient volunteers in the following situations:
    • 2.when the detail is outside the officer's unit of assignment to a unit listed in Addendum 2, Item II of this directive, and the detail is to provide temporary manpower relief for more than 10 days, due to furlough, medical, or suspension.
    • 3.when the detail is outside the officer's unit of assignment to a unit listed in Addendum 2, Item II, and the detail is to provide temporary manpower relief for more than 30 days, due to actual strength being more than 10% below authorized strength.
  • D.For bidding purposes, the Department will:
    • 1.have the option to retain a junior officer, if and to the extent necessary, to achieve the balance of experience and qualifications determined to be desirable in the detail and unit involved.
    • 2.have the option, in selecting officers on the basis of reverse seniority, to retain a junior officer if and to the extent necessary to fulfill operational needs.
  • E.Seniority based limits for details shall not apply:
    • 1.to tactical teams, district gang tactical teams, mission teams or other specialized units.
    • 2.in emergency situations when the Department reasonably anticipates civil disorder will occur, or does occur.
VII.Responsibilities
  • A.The commanding officer or his designee will:
    • 1.enter his signature, and ensure that the date and time posted on the unit bulletin board and the expiration date and time is entered on each Recognized Vacancy Listing and Unit Notice of Recognized Openings.
    • 2.ensure that all Recognized Vacancy Listings announced via the Department's Administrative Message Facsimile Network and Unit Notice of Recognized Openings are posted on an appropriate unit bulletin board and in the unit commanding officer's book.
    • 3.ensure that period Personnel Transfer Orders are posted on an appropriate unit bulletin board three days prior to change day.
  • B.The watch commander will:
    • 1.announce recognized vacancies and openings at roll calls for three consecutive days.
    • 2.receive bids for recognized vacancies or recognized unit duty assignment openings on PAR form sets submitted within 72 hours of the time posted on unit bulletin boards.
    • 3.enter the date, time, his signature and star number for each Par form set submitted for either a transfer request, recognized vacancy bid or a recognized unit duty assignment opening bid.
    • 4.when requested, inform the transferred member of the reason for the transfer.
  • C.The unit from which the member is transferred will be responsible for forwarding the following records via police mail to the member's new unit:
    • 1.Time and Attendance Record (CPD-11.602).
    • 2.Personnel Card (CPD-11.600), after ensuring that it has been updated to include all information and personnel transactions that occurred before the date of transfer.
    • 3.member's active Citation Control Sheets (CPD-11.496), when applicable.
    • 4.Furlough Selection Request (CPD-11.609), if the member has not exhausted his furlough(s).
    • 5.all other pertinent information or records.
  • D.The unit to which the member is transferred will be responsible for acquiring the member's key letter group assignments, courtroom numbers and call times as provided for in applicable Department directives.
  • E.The transferred member will be responsible for contacting his new unit for reporting instructions.
    (Items indicated by italics/double underline were added or revised on 15 December 2011.)
Garry F. McCarthy
Superintendent of Police
T11-195 SB