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| Issue Date: | 04 November 2010 | Effective Date: | 04 November 2010 | ||||||
| Rescinds: | A10-06 | ||||||||
| Index Category: | Preliminary Investigations | ||||||||
| I. | Purpose |
This directive outlines the procedures for the cancellation and return of cancelled Personal Service Citation books to the Traffic Court Unit (Unit 148).
| II. | Collection Procedures |
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A. Unit commanding officers will ensure a sufficient supply of the new series Personal Service Citation books are available for distribution to personnel. -
B. Department members will submit their cancelled series Personal Service Citation books to the designated unit member and, in turn, will be issued new series Personal Citation books as outlined in the Department directive entitled “Citing Traffic Violations and Attending Traffic Court.” -
C. Unit commanding officers will begin the collection of cancelled series Personal Service Citation books, either on-hand or issued to personnel, including partially used books, upon the issuance of an Administrative Facsimile Message (AMFN) message announcing the cancellation. -
D. Department members submitting partially used citation books will remove the “Officer’s Copy” (blue) of all issued Personal Service Citation books and retain them for a one-year period from the date of issue. -
E. Unit citations clerks will check all cancelled series Personal Service Citation books and complete the corresponding Citation Control Sheets (CPD-11.496), which indicate both the issued and unissued citations. When all citations on a Citation Control Sheet are accounted for, the sheet will be placed in the unit’s inactive binder. In the event a Citation Control Sheet indicates that unissued citations have not been returned, the unit commanding officer will be notified to ensure the unissued citations are returned without delay. -
F. If any cancelled series Personal Service Citation books cannot be accounted for 30 days after the AMFN message canceling the series is announced, the member to whom the book was issued will follow the procedures outlined in the Department directive entitled “Traffic Citation Books.” -
G. The Transfer Listing - Canceled / Unused Citations (CPD-22.805) may be completed using the downloadable CPD form located on the CPD Intranet. This form will be used for the return of cancelled series Personal Service Citation books. Each citation book will be listed by series, in numerical order, on a single line of the Transfer Listing. The Transfer Listing will be prepared in triplicate. -
H. After the collected Personal Service Citation books have been listed on the Transfer Listing - Canceled / Unused Citations, the books will be packed by series, in numerical order, in cartons. The Transfer Listing will be distributed as follows: -
1. The original of the Transfer Listing will be packed inside the carton containing the Personal Service Citation books. -
2. A copy of the Transfer Listing will be taped to the outside of the carton containing the Personal Service Citation books, in such a manner that Traffic Court Unit personnel can clearly read the listing. -
3. A copy of the Transfer Listing will be kept by the sending unit until a receipted copy is received from the Traffic Court Unit.
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I. All official records related to the cancelled series Personal Service Citation books will be retained by units in accordance with the Department directive entitled “Records Management” and the existing records-retention requirements. -
J. Department members will contact the Traffic Court Unit regarding any questions pertaining to these procedures.
| III. | Delivery Procedures |
All cancelled series Personal Service Citation books which have been collected by units will be delivered to the Traffic Court Unit, as delineated in the AMFN message canceling the Personal Service Citation books.
| IV. | Issuance of New Series Citation Books |
Units will follow the schedule, as delineated in the AMFN canceling the Personal Service Citation books, to pickup the newly issued series Personal Service Citation books at the Equipment and Supply Section.
Authenticated by:
Jody P. Weis
Superintendent of Police
Superintendent of Police
10-161 MAV