Chicago Police DepartmentSpecial Order S06-01-11
CLEAR Automated Arrest System
Issue Date:08 November 2011Effective Date:08 November 2011
Rescinds:Version dated 23 July 2003; D03-38
Index Category:Processing Persons
I.Purpose
This directive:
  • A.introduces the CLEAR Automated Arrest System, an automated system for completing, submitting, and approving arrest reports and the processing of persons taken into custody.
  • B.establishes responsibilities and procedures for the entry and approval of information into the CLEAR Automated Arrest System.
II.Scope
  • A.Except in situations listed in Item II-B of this directive, all arrests made and processed in a district or area where the Automated Arrest System is operational by personnel trained in the Automated Arrest System will be generated using this system. Only in the event of an Automated Arrest System outage and with prior approval from the On-Call Incident Commander will personnel trained in the Automated Arrest System use the Arrest Report (CPD-11.420) to process an arrest made in a district or area where the Automated Arrest System is operational.
  • B.Arresting members will follow the procedures as outlined in the Department directive entitled “Processing Persons Under Department Controland will not use the Automated Arrest System for:
    • 1.arrests booked at a facility where the Automated System has not yet been implemented;
    • 2.arrests made by personnel not trained in the Automated Arrest System.
III.General Information
  • A.District lock-up keepers trained in the Automated Arrest System will follow the procedures as defined in Item VII of this directive in replacement of the CHRIS Arrest Client Server Module currently being used by district lock-up keepers.
  • B.All Department members will follow the procedures outlined in the Department directive entitled “Processing Persons Under Department Control,” unless otherwise directed by this directive.
  • C.During training, members will be assigned a role to determine what level of access is available to them as a user of the Automated Arrest System. If a unit commanding officer has occasion to request a permanent change in the role of a member, they are required to submit a To-From-Subject report through the chain of command to the Chief, Bureau of Patrol, and include the member's name, PC Login ID, and level of access granted to the Automated Arrest System. The Chief, Bureau of Patrol will ensure approved reports are forwarded to Public Safety Information Technology (PSIT) for permanent role reassignments.
IV.Arresting Officer Responsibilities
  • A.Arresting officers will:
    • 1.adhere to all Department procedures and policies relative to processing arrestees and ensure there is a valid basis for the charges placed.
    • 2.complete an automated Arrest Report for each arrestee being processed.
      NOTE:
      Complete the automated Arrest Report using the on-screen prompts and training provided by Public Safety Information Technology (PSIT). For specific procedures on completing an automated Arrest Report, refer to the User’s Guide to Automated Arrest - Arrest Modules in CLEAR.
    • 3.review all the details of the completed automated Arrest Report for accuracy and:
      • a.if corrections are required, edit the necessary sections of the report.
      • b.if corrections are not required, save the report into Preliminary Status by selecting the Save icon.
    • 4.select the “Attest” icon to attest to the accuracy of the automated Arrest Report and enter their password associated with their username (PC number) to complete their electronic signature.
    • 5.select the “Preliminary Booking” icon to submit the automated Arrest Report for approval. When the “Preliminary Booking” icon is selected, the officer will:
      • a.be prompted by a dialogue box stating, "Click Desk Sergeant or Desk to Review and Submit Report. Click Watch Commander for Watch Commander’s Approval." and,
      • b.submit the automated Arrest Report using the appropriate action.
    • 6.if the automated Arrest Report is to be reviewed by the desk sergeant, notify the desk sergeant verbally of the completion of the report.
      NOTE:
      If the automated Arrest Report is sent to the desk sergeant for review and is subsequently approved by the desk sergeant, it becomes the desk sergeants responsibility to ensure the report is submitted to the watch commander for initial approval of probable cause.
    • 7.if the automated Arrest Report is not approved by the desk sergeant, edit and resubmit the automated Arrest Report as directed by the desk sergeant.
    • 8.if the automated Arrest Report is not to be reviewed by the desk sergeant, select the “Preliminary Booking Complete” icon to submit the report to the watch commander for initial approval of probable cause.
    • 9.refer to the Department directives entitled "Inventory System for Property Taken Into Custody" when having occasion to inventory property.
      NOTE:
      If the CB number of an arrestee is unavailable when completing an eTrack inventory for property taken into custody, insert in its place the arrest record tracking number.
    • 10.if the automated Arrest Report is not approved and returned to the arresting officer by the watch commander:
      • a.review the comments made by the watch commander, and
      • b.return to Item IV-A-3 of this directive and continue to process the report.
    • 11.if the automated Arrest Report has been approved by the watch commander to Initial Approval of Probable Cause status:
      • a.write the last four numbers of the Arrest Record Tracking Number on the right hand of the arrestee with a black permanent marker.
      • b.present the arrestee to the lockup personnel.
      • c.continue to process the arrestee and subsequent reports in accordance with the Department directive entitled “Processing Persons Under Department Control.”
  • B.Officer Work Queue
    • 1.Arresting officers will be responsible for all automated Arrest Reports that are in their work queue. The Officer Work Queue will consist of automated Arrest Reports in the following status:
      • a.“Preliminary”
      • b.“Returned to First Arresting Officer.”
    • 2.Arresting officers will be responsible for deleting unnecessary automated Arrest Reports contained in their work queue.
V.Desk Sergeant Responsibilities
  • A.The Desk Sergeant Work Queue will consist of all automated Arrest Reports attested to by an arresting officer that belong to a district regardless of its status. When an action is possible by the desk sergeant, an “action” link will be listed in front of the automated arrest record displayed in the Desk Sergeant Work Queue.
  • B.The desk sergeant will ensure that the Desk Sergeant Work Queue does not needlessly contain automated Arrest Reports in the Preliminary status. If unnecessary automated Arrest Reports are found in the Desk Sergeant Work Queue, the desk sergeant will inform the appropriate officers to clear their Officer Work Queue.
  • C.The desk sergeant will be responsible to take action regarding automated Arrest Reports in the following situations:
    • 1.“Preliminary” status reports submitted for review by an arresting officer for desk approval. The desk sergeant will review the report and:
      • a.if approved, select the “Review Complete” icon. The report will then be sent to the watch commander and the report will change from “Preliminary” to “Pre-Booking Complete” status.
      • b.if not approved, verbally direct the arresting officer to edit and resubmit the report.
    • 2.“Final Approval” status reports approved by the watch commander. The desk sergeant will:
      • a.review the approved automated Arrest Report,
      • b.follow the procedures as directed by the Department directive entitled “Processing Persons Under Department Control” to determine if an arrestee is to be let to bond or sent to court.
      • c.add the appropriate bond or court information to the automated Arrest Report as directed by the training provided by PSIT.
    • 3.Automated Arrest Reports in any status requiring modification of:
      • a.holding facility information,
      • b.warrant information,
      • c.evidence technician information,
      • d.arrestee movement information,
      • e.interview/visitor information.
        NOTE:
        The desk sergeant will complete the required sections of the automated Arrest Report using the on-screen prompts and training provided. For specific procedures on completing an automated Arrest Report, refer to the User’s Guide to Automated Arrest - Arrest Modules in CLEAR.
  • D.Miscellaneous Actions
    Desk sergeants will be responsible for the following miscellaneous actions to the Automated Arrest System:
    • 1.Arrest Report Re-Assignment. The desk sergeant will have the ability to reassign a preliminary or rejected report to another officer for completion.
    • 2.Temporary Role Assignments. The desk sergeant will have the ability to assign an officer a temporary role to perform tasks in the Automated Arrest System. This temporary role will automatically expire after twelve hours and the officer’s access level will assume his or her original designated role.
  • E.Transmittals
    The desk sergeant will ensure:
    • 1.a Prisoner Transportation Transmittal is completed for each arrestee moved from their holding facility.
    • 2.one copy of the Court Complaint Transmittal Listing (CPD-11.551c) is prepared using the CLEAR Automated Arrest System and ensure the procedures in the Department directive entitled “Processing Persons Under Department Control” are followed related to all court documents and transmittals for an automated Arrest Report.
      NOTE:
      During an Automated Arrest System outage, the approved Arrest Report becomes the official court document of the arrest and must be included with the Court Complaint Transmittal Listing.
VI.Watch Commander Responsibilities
  • A.Watch Commander Work Queue
    • 1.Watch commanders will be responsible for periodically reviewing their Watch Commander Work Queue to ensure the timely processing and release of persons in custody at their holding facility.
    • 2.The Watch Commander Work Queue will consist of automated Arrest Reports in the following status:
      • a.“Pre-Booking Complete”
      • b.“Approval of Probable Cause”
      • c.“Booking Posted”
      • d.“Ready for Final Approval”
      • e.“Reprint”
      • f.“Ident Processing.”
  • B.Watch Commander Actions
    • 1.Automated Arrest Reports requiring immediate action by the watch commander will be listed at the top of the Watch Commander Work Queue, as well as having the status appear in bold lettering.
    • 2.When taking action on an automated Arrest Report, select the “action” link listed in front of the automated arrest record, displayed in the Watch Commander Work Queue.
      NOTE:
      Watch commanders will complete the required sections of the automated Arrest Report using the on-screen prompts and training provided by Public Safety Information Technology (PSIT). For specific procedures on completing an automated Arrest Report, refer to the “User’s Guide to Automated Arrest - Arrest Modules in CLEAR.”
    • 3.For automated Arrest Reports in the “Pre-Booking Complete” status, the watch commander will review all the details of the report for accuracy and:
      • a.if corrections are required, insert comments in the “Reason for Action / Comments”box of the report and select the “Reject Arrest Report” icon to return the report to the arresting officer.
        NOTE:
        All comments included in the watch commander’s “Reason for Action / Comments” box will be saved and included in the final approved arrest report.
      • b.if corrections are not required, select the “Approve Probable Cause” icon to confirm initial approval of probable cause and submit the report to the Lockup Keeper Work Queue for booking.
    • 4.The watch commander has the ability to release an arrestee without charging at any time during the Automated Arrest System processing. To release an arrestee without charging, the watch commander will:
      • a.select the “action” link listed in front of the automated arrest record,
      • b.enter the reason for releasing the arrestee without charging in the “Reason for Action / Comments” box,
      • c.select the “Release w/o Charging” icon, changing the status of the automated Arrest Report to “Status Complete - Release Without Charging.”
    • 5.For automated Arrest Reports in the “Ready for Final Approval” status, the watch commander will:
      • a.review the entire automated Arrest Report and Executive Summary Report and follow the procedures as outlined in the Department directive entitled “Processing Persons Under Department Control” to determine if an upgrade or downgrade of charges is necessary.
      • b.select the “Final Approval” icon to indicate final approval of charges and change the automated Arrest Report status to “Final Approval.”
    • 6.The watch commander may edit automated Arrest Reports in any status that require the addition or amendment of charges.
    • 7.Watch commanders may initiate rollback procedures for automated Arrest Reports when a report:
      • a.in “Pre-Booking Complete” status obtains approval of probable cause in error, but before it obtains “Booking Posted” status.
      • b.in Final Approval” status was approved in error, but within six hours of the error.
    • 8.Confidential Arrest Classification
      • a.The designation of an arrest as confidential limits access to sensitive information within the CLEAR system to members of the rank of lieutenant and above. A confidential arrest status obstructs (shades out) the arrest record's sensitive information.
      • b.Members of the rank of lieutenant or above have the authority and ability to classify, view, access, or remove the Confidential Arrest status.
      • c.The classification of arrests as confidential include, but are not limited to, arrest incidents involving Bureau of Internal Affairs' cases, police shootings, government employees, persons whose status is sometimes categorized as a "celebrity", or other such arrests which may generate extraordinary levels of interest, whether internally or outside of the Department. The principal rationale for classifying an arrest as confidential is to prevent the unauthorized dissemination of criminal justice information.
      • d.Members will refer to the online Manual entitled "City of Chicago OEMC/PSIT Confidential Arrests" for detailed instructions for procedures concerning Confidential Arrest Reports.
VII.Lockup Personnel Responsibilities
  • A.Lockup Keeper Work Queue
    • 1.The Lockup Keeper Work Queue will consist of automated Arrest Reports in the following status:
      • a.“Approval of Probable Cause”
      • b.“Reprint”
      • c.All automated Arrest Reports of arrestees that are held in custody at the booking facility and are awaiting action by another member, regardless of status. These automated Arrest Reports will continue to be displayed until the arrestees have been released or sent to court.
    • 2.Lockup personnel will be responsible to take action regarding automated Arrest Reports displayed in the Lock-up Keeper Work Queue in the following status:
      • a.“Approval of Probable Cause”
      • b.“Reprint.”
      NOTE:
      An automated Arrest Report requiring an action by lockup personnel will have the “Complete Booking” action link displayed next to the respective arrest record.
    • 3.Lockup personnel will also be able to “Add Demographics”to any automated Arrest Report that is displayed in the Lockup Keeper Work Queue.
  • B.To “Complete Booking” for an arrestee whose automated Arrest Report is in the “Approval of Probable Cause” or “Reprint” status, the lock-up personnel will:
    • 1.receive the arrestee from the arresting / transporting officers and follow the procedures outlined in the Department directive entitled “Processing Persons Under Department Control,” unless otherwise directed by this directive.
    • 2.confirm the “Initial Approval of Probable Cause” or “Reprint”status of the received arrestee by locating the corresponding arrest record in the Lockup Keeper Work Queue.
    • 3.select the Complete Booking action link next to the respective arrest record.
    • 4.navigate through the Complete Booking sections of the automated Arrest Report for the arrestee being booked.
      NOTE:
      Lockup keepers will complete the automated Arrest Report using the on-screen prompts and training provided. For specific procedures on completing an automated Arrest Report, refer to the Users Guide to Automated Arrest - Arrest Modules in CLEAR.
    • 5.review all the details of the completed automated Arrest Report for accuracy and:
      • a.if booking corrections are required, edit the necessary sections of the report.
      • b.if booking corrections are not required, save the report by selecting the Save icon.
    • 6.apply Booking Posted status by selecting the Booking Posted icon. At this time, the tracking number becomes a true CB number and the lockup personnel can fingerprint and photograph the arrestee.
  • C.To Add Demographics for an arrestee whose automated Arrest Report is in the Lockup Keeper Work Queue, the lockup personnel will:
    • 1.select the Add Demographics action link next to the respective arrest record.
    • 2.add / update additional offender demographics. These demographics are only additional information and will not replace the original details in the arrest report.
    • 3.be required to enter a comment in the Lockup Keeper Comments section every time additional offender demographics are entered. Comments may be made in the Lockup Keeper Comments section at any time and do not require a change in demographic information.
    • 4.review all the added details for accuracy and:
      • a.if corrections are required, edit the necessary sections of the report.
      • b.if corrections are not required, save the report by selecting the Save icon.
  • D.Lockup keepers may initiate reprint procedures of an automated Arrest Report in Booking Posted status by notifying a supervisor of the Field Services Section, Records Division, at Pax 0575.
VIII.Miscellaneous Procedures
  • A.If an arrestees date of birth is discovered to be inaccurate after an automated Arrest Report has obtained an Approval of Probable Cause status, and the processing of the arrestee as an adult or juvenile offender is thereby affected:
    • 1.the discovering member will inform the watch commander.
    • 2.the watch commander will ensure that the Administrative Unit, Youth Investigations Division, is notified by telephone of the change.
    • 3.the Administrative Unit, Youth Investigations Division, will be responsible for correcting the arrestees date of birth.
  • B.If an arrest processed in the Automated Arrest System needs charges approved from the Felony Review Unit of the States Attorneys Office, all the required notifications and information will be included by:
    • 1.the arresting officer in the Offense portion of the automated Arrest Report, or
    • 2.the watch commander in the Arrest Charge portion of the Watch Commanders Work Queue in the Automated Arrest System.
  • C.If a member without Automated Arrest System training is assigned as a watch commander to a district where the Automated Arrest System is operational:
    • 1.the watch commander will review all automated Arrest Reports and advise the desk sergeant to process and approve the reports on his behalf.
    • 2.the desk sergeant will enter the phrase for (watch commanders name and star number), not trained in the Automated Arrest System, in the watch commanders Reason for Action / Comments section of the automated Arrest Report.
  • D.If an arrest processed in the Automated Arrest System contains a charge for a warrant violation, the arresting officer will include the charge Issuance of Warrant in the Offense portion of the Automated Arrest System for each warrant charge.
IX.Procedures in the Event of an Automated Arrest System Outage
  • A.If a member is unable to access the Automated Arrest System application on a Department computer located within a unit which Automated Arrest System is operational, that member will notify the watch commander and telephone the Help Desk for assistance.
  • B.In the event of an Automated Arrest System outage, PSIT will notify all affected units via AMFN message with information regarding the expected duration of the outage.
  • C.The watch commander will notify the Help Desk and Operations Command to verify the outage and confirm the failover procedures.
  • D.The On-Call Incident Commander will determine if Department members will process arrestees using the failover procedures for the duration of the outage.
  • E.If the CLEAR system is down or not operational and the On-Call Incident Commander has authorized the use of the failover procedures, Department members will process arrestees using the Chicago Police Arrest Report (CPD-11.420) and the procedures outlined in the Department directive entitled "Processing Persons Under Department Control."
X.Training
  • A.Training on the Automated Arrest System will be provided by a Public Safety Information Technology training team. Additional assistance will be available via the Help Desk, the Users Guide to Automated Arrest - Arrest Modules in CLEAR (available in print and online), and a quick-reference guide.
  • B.Upon completion of the training, an officer will complete a Sworn Electronic Signature Verification Affidavit. This sworn affidavit allows the users PC log-in identifier, as verified by a password, to act as his or her electronic signature and will have the full lawful effect as that of his or her written signature.
    NOTE:
    Officers are responsible for the safeguard of and any action taken by their PC log-in identifier and their password.
XI.Conflicts Provision
In the event that a procedure in this directive conflicts with the provisions of the Department directive entitled “Processing Persons Under Department Control,” this directive will take precedence.
(Items indicated by italic/double underline were added on 08 November 2011)
Authenticated by: RMJ
Garry F. McCarthy
Superintendent of Police
T11-113 AMR