Chicago Police DepartmentSpecial Order S04-14-08
Cancellation of Personal Service Citation Books
Issue Date:09 July 2015Effective Date:09 July 2015
Rescinds:4 November 2010 Version
Index Category:Preliminary Investigations
I.Purpose
This directive outlines the procedures for the cancellation and return of cancelled Personal Service Citation books.
II.General Information
  • A.Department members will familiarize themselves with the new Personal Service Citation books and refer to the Department directive entitled "Citing Traffic Violations and Attending Traffic Court" when citing traffic violations on a Personal Service Citation.
  • B.Units will follow the schedule, as delineated in the AMC message canceling the Personal Service Citation books, to pickup the newly issued series Personal Service Citation books at the Equipment and Supply Section.
III.Collection Procedures
Upon the issuance of an Administrative Message Center (AMC) message announcing the cancellation of a series of Personal Service Citation books, the following procedures will apply:
  • A.Unit commanding officers will ensure:
    • 1.the acquisition of a sufficient supply of the new series Personal Service Citation books for distribution to personnel.
    • 2.the collection of cancelled series Personal Service Citation books, either on-hand or issued to personnel, including partially used books.
    • 3.the new Personal Service Citation Books are issued to Department members and are available for use.
  • 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.”
    • 1.Once the new series Personal Service Citation books are issued, Department members will not use any other citation from any cancelled series.
    • 2.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.
    • 3.If any cancelled series Personal Service Citation books cannot be accounted for 30 days after the AMC 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.”
  • C.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.
  • D.The Transfer Listing - Canceled / Unused Citations (CPD-22.805) will be used for the return of the cancelled Personal Service Citation books. The transfer listing may be completed using the downloadable CPD form located on the CPD Intranet. Each citation book will be listed by series, in numerical order, on a single line of the Transfer Listing. The number of the first and last citation in a citation book will be clearly printed on the same line of the Transfer Listing. The Transfer Listing will be prepared in triplicate and separated according to Item III-E of this directive.
  • E.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 Equipment and Supply Section personnel can clearly read the listing.
    • 3.A copy of the Transfer Listing will be kept by the sending unit in accordance with the existing records-retention requirements.
IV.Retention and Disposal Procedures
  • A.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.
  • B.All cancelled series Personal Service Citation books which have been collected by units will be delivered to the Equipment and Supply Section.
    NOTE:
    Specific dates and procedures will be outlined by the AMC message cancelling the Personal Service Citation series.
  • C.The commanding officer, Equipment and Supply Section, will coordinate with records storage warehouse personnel for further disposal of the cancelled Personal Service Citation books.
(Items indicated by italics/double underline were added or revised.)
Authenticated by: KC
Garry F. McCarthy
Superintendent of Police
15-121 TSS