Chicago Police DepartmentSpecial Order S03-02-04
CLEAR Automated Tactical Response Report
Issue Date:30 October 2014Effective Date:30 October 2014
Rescinds:13 April 2004 Version
Index Category:Field Operations
This directive:
  • A.continues the "CLEAR" (Citizens and Law Enforcement Analysis Reporting system) Automated Tactical Response Report (A-TRR).
  • B.informs members how to access the A-TRR (CPD-11.377) from the Intranet Services Homepage and of the form completion procedures.
  • C.identifies procedures for supervisors upon an involved member's completion of an A-TRR.
  • D.informs members to complete an automated "Officer Battery Report" (A-OBR) (CPD-11.451) when applicable.
II.General Information
The A-TRR system replaces all paper-based Tactical Response Reports. All report filing and approvals must be completed through this system.
III.Procedures for Involved Members
The involved member will:
  • A.access the CLEAR A-TRR and click on the "Create Tactical Response Report" link.
  • B.ensure that all boxes are filled on the Involved Member Case/Subject information page including:
    • 1.Central Booking (CB) number, if the subject is in custody.
      • a.A "tracking number" may be obtained in lieu of a CB number if the subject is in custody and only in the event that a CB number cannot be created.
      • b.A tracking number is a CB number which has yet to be posted. In order to obtain a tracking number, lockup personnel must complete a number of fields and save the record. If this is done, the arresting officers must ensure that the personnel in the final lockup/detention facility are made aware of and furnished with this number. Those who are using Automated Arrest can fill in the appropriate boxes and click "Save." The tracking number will then be issued. If an arrestee refuses to give their information, lockup personnel or those using Automated Arrest must check the "Demographics Refused" box.
    • 2.Records Division (RD) number.
    • 3.event number.
  • C.ensure that the proper date, time, and address are filled in on the Incident Information page.
  • D.ensure that the subject's information is filled in and, if it has been supplied electronically from the CB number, ensure that it is accurate and complete.
  • E.record the appropriate information in the "Reason for Use of Force" section.
  • F.fill in the proper information on the "Weapon Discharge" section, if applicable.
  • the A-TRR for completeness and accuracy.
  • H.complete the A-OBR, if applicable.
  • I.submit the completed A-TRR for review and approval.
  • J.notify their immediate supervisor that the A-TRR has been submitted and needs to be reviewed.
  • K.once approved by the On-Call Incident Commander (OCIC) or the investigating member of the rank of lieutenant or above within the district of occurrence, use "Search/Edit Tactical Response Report" to print the A-TRR and A-OBR, if applicable, for distribution consistent with the existing routing for the paper forms.
IV.Procedures for Field Supervisors
The field supervisor will:
  • A.ensure that the involved member completes the procedures delineated in Item III or, if the member is incapacitated, complete the A-TRR for them.
    On the "Create Tactical Response Report" screen, supervisors will be asked: "Is the Involved Member able to enter the TRR himself/herself?"
  • any submitted A-TRRs, ensuring completeness and accuracy. This can be done by accessing the A-TRR from the Intranet Services Homepage and clicking on Review Tactical Response Report.
  • C.confirm or reject any addresses that result in a beat of "0" and may be inaccurate.
  • each instance where "Other" has been selected as a category on the Reason for Use of Force page.
  • required to answer Yes or No to whether he or she approves the response to "Did the Subject assault, batter, or use deadly force against the Involved Member?"
    This question determines whether an OBR is required. If a field supervisor determines the response to the question is accurate, simply choose "Yes." If not, then scroll to the bottom of the screen and click the "Reject" button, and let the Involved Member know of any changes that they need to make.
  • F.when required, complete an A-OBR.
  • G.when required, review the attached A-OBR for accuracy and completeness.
  • H.accept or reject the submitted A-TRR, and A-OBR if applicable.
    • 1.If rejected, inform the involved member and discuss why the A-TRR and A-OBR were rejected.
    • 2.If accepted, inform the OCIC or the district of occurrence member the rank of lieutenant or above that it has been reviewed and is ready for their final approval.
V.Procedures for the OCIC or the District of Occurrence Member the Rank of Lieutenant or Above
The OCIC or the district of occurrence member the rank of lieutenant or above will:
  • A.access the A-TRR from the Intranet Services Homepage and click on "Approve Tactical Response Report."
  • for approval any submitted A-TRRs, ensuring completeness and accuracy.
  • C.where necessary review for approval the attached A-OBR for accuracy and completeness.
  • D.delete the A-TRR and/or A-OBR if it should not have been generated.
  • E.reject the A-TRR and/or A-OBR for any pertinent errors.
  • F.if deleted or rejected, inform the approving supervisor and discuss why the A-TRR and/or A-OBR were rejected.
  • G.record the subject's statement, if applicable.
  • H.record their findings and rationale for their findings in the "Lieutenant or Above / OCIC Review" section.
  • I.record the Complaint Register (CR) or Complaint Log (CL) number, if applicable.
  • J.approve the A-TRR and A-OBR, if appropriate.
VI.Procedures in the Event of CLEAR A-TRR System Outage
  • A.If a member is unable to access the CLEAR A-TRR application on a Department computer that member will telephone the Help Desk for assistance.
  • B.In the event of a CLEAR A-TRR unavailability, Public Safety Information Technology (PSIT) will notify all affected units via the Automated Message Center (AMC) application with information regarding the expected duration of the unavailability.
    • 1."CLEAR A-TRR unavailability" is defined as:
      • a.any circumstances in which the mechanical operation of the CLEAR A-TRR application or of the network server directly related to the application fails or is intentionally taken down for maintenance, or
      • b.any other circumstances, including power failures, which make the CLEAR A-TRR application inoperative or otherwise unavailable to unit members.
    • 2.When an assigned investigating supervisor has determined or been notified that a CLEAR A-TRR unavailability has occurred affecting his or her facility, the supervisor will:
      • a.determine whether the unavailability is the result of a planned service interruption conducted by PSIT.
      • b.where PSIT did not notify the affected units of the unavailability:
        • (1)ensure a notification is made to the Help Desk; and
        • (2)request PSIT to ascertain and report the expected duration that the system will be unavailable.
      • c.if feasible, allow one hour for PSIT to take the necessary actions to make the application available. In making the determination as to whether to await the availability of the CLEAR A-TRR, the assigned investigating supervisor will consider:
        • (1)the proper allocation of Department resources and manpower, including the need to avoid the use of overtime.
        • (2)when the unavailability of the CLEAR A-TRR is isolated (i.e., affects only one district or unit), the proximity and efficiency in using the CLEAR A-TRR at another units location.
        • (3)authorizing the use of the paper TRR/OBR forms only with a per incident instruction from PSIT.
          • (a)Units will maintain an adequate supply of paper TRR/OBR forms in the event of a CLEAR A-TRR unavailability. All such TRR/OBR forms completed during a system unavailability will be approved, processed, and distributed consistent with the procedures outlined in the Department directives entitled "Incidents Requiring the Completion of a Tactical Response Report" and "Officers Battery Reporting Procedures."
          • (b)The OCIC or district of occurrence member the rank of lieutenant or above approving a paper TRR/OBR will ensure the original and copies of the completed forms are distributed as indicated on the paper TRR/OBR in the box entitled "Distribution."
          • (c)The Managing Deputy Director, PSIT, will ensure completed paper TRR/OBRs are data-entered into the CLEAR A-TRR application once the application is available.
VII.Streaming Videos
Streaming videos providing instruction on how to use the A-TRR system are posted to the "Help" section of the "Personnel Suite" link on the Department's Intranet home page, as well as on the Department's Streaming Video Training page.
The above videos and Help Guide should provide members with all the information needed to complete the process; however, if needed, additional assistance will be available via automated help, the Help Desk, and the "Chicago Police Department Automated Tactical Response Report Training Guide."
In the event that a procedure in this directive conflicts with any provisions of the Department directives entitled "Use of Force Guidelines" or "Officer's Battery Reporting Procedures," this directive will take precedence.
(Items indicated by italics/double underline were added or revised.)
Garry F. McCarthy
Superintendent of Police
13-056 MWK/CMW