Chicago Police DepartmentDepartment Notice D13-02
Area-Wide Tour of Duty Exchange - Pilot Program
Issue Date:18 January 2013Effective Date:18 January 2013
Rescinds:D12-06
Index Category:Department Notice
I.Purpose
This directive continues the:
  • A.pilot program for area-wide tour of duty exchanges for Area South, District Law Enforcement.
  • B.Tour of Duty Exchange Report [CPD-11.675 (Rev. 10/12)].
II.Scope
  • A.The pilot program for area-wide tour of duty exchanges for members assigned to districts within Area South, District Law Enforcement, is effective beginning 28 October 2012 and will continue until further notice.
  • B.Department members who are assigned to districts within Area South, District Law Enforcement, and are covered under the Collective Bargaining Agreement between the Fraternal Order of Police (FOP) Chicago Lodge No. 7 and the City of Chicago are eligible to participate in the area-wide tour of duty exchange pilot program.
    EXCEPTION:
    The following members are not eligible to participate in the area-wide tour of duty exchange pilot program.
    • 1.Department members assigned to a district within Area South, District Law Enforcement, but who are detailed to a unit not within Area South.
    • 2.Probationary Police Officers (PPOs).
III.Criteria
  • A.To be eligible for a tour of duty exchange, eligible Department members must submit a request for use of elective time off a minimum of seven (7) days prior to the requested date.
    NOTE:
    Elective time includes any use of contractual elective time including, Personal Days, Baby Furlough Days, Vacation Days, or Compensatory Time.
  • B.Designated supervisors will inform members under their command when requested use of elective time has been denied a minimum of three (3) days prior to the requested date and:
    • 1.record the denial, including the date and time the request was denied, on the submitted Overtime/Compensatory Time Report,
    • 2.forward the denied Overtime/Compensatory Time Report to the unit timekeeper.
    • 3.return a copy of the denied Overtime/Compensatory Time Report to the requesting member.
  • C.Eligible Department members denied the use of elective time for a full tour of duty may elect a tour of duty exchange provided:
    • 1.the requesting member identifies an eligible replacing member who is not scheduled but is willing to work on the date of the requested tour of duty exchange.
    • 2.the tour of duty exchange:
      • a.occurs on the date for which the use of elective time was denied.
      • b.is completed within four (4) weeks, before or after, of the requested date.
      • c.occurs on the requesting/replacing members’ regular days off (RDO).
        NOTE:
        Members will not be allowed to exchange a tour of duty that is not in their regular day off group or while the member is on furlough.
      • d.does not occur on any Department-designated holiday.
    • 3.both the requesting and replacing members are:
      • a.the same rank and title code.
        NOTE:
        Field Training Officers (FTOs) will be included with Police Officers unless a PPO in the district is in a training cycle for the requested or replacement date. However, this stipulation does not preclude FTOs from exchanging with other FTOs during training cycles.
      • b.in full-duty status.
      • c.agreeing to voluntarily change their schedule to work their RDO and outside their unit of assignment without additional compensation.
      • d.assigned to the same watch and to a district within Area South, District Law Enforcement.
        NOTE:
        Members assigned to the District Tactical Teams will be considered assigned to the same watch regardless of their assigned work hours.
  • D.No financial remuneration or anything of value may be exchanged, promised, or received by either requesting / replacing member as a result of an agreed upon tour of duty exchange. If evidence of financial remuneration exists, the tour of duty exchange will be denied.
  • E.The replacing member will not be allowed to use elective time to satisfy their tour of duty exchange obligation.
    NOTE:
    Requesting members, when voluntarily working their RDO due to a tour of duty exchange, may request to use elective time for that day.
  • F.Members can only be granted one tour of duty exchange per police period.
    NOTE:
    There is no limitation on members who participate in a tour of duty exchange as a replacing member.
  • G.A member that is unable to report and fulfill their tour of duty exchange obligation due to placement on the non-IOD Medical Roll will be ineligible for participation in an exchange, as a requesting or replacing member, for 90 days from the scheduled work date.
IV.Procedures
  • A.Department members requesting a tour of duty exchange will complete the appropriate sections of a Tour of Duty Exchange Report and:
    • 1.sign as the requesting or replacing member, as appropriate:
      • a.agreeing to the tour of duty exchange,
      • b.confirming that the tour of duty exchange meets the eligibility criteria,
      • c.voluntarily changing their schedule to work their RDO and outside their unit of assignment without additional compensation.
    • 2.submit the completed report and a copy of the denied Overtime / Compensatory Time Report to their designated supervisor, at minimum, twenty-four (24) hours prior to the requested exchange date.
    • 3.if a tour of duty exchange is approved, report to duty on the date, watch, and to the unit agreed to and delineated on the approved Tour of Duty Exchange Report.
  • B.Designated supervisors will:
    • 1.review submitted Tour of Duty Exchange Reports and the denied requests to use elective time. If the denied request to use elective time:
      • a.can now be approved, the tour of duty exchange becomes unnecessary and will be denied.
      • b.is still denied and the submitted Tour of Duty Exchange Report meets the criteria of the tour of duty exchange, approve the report and distribute copies of the report as indicated. The approving supervisor will:
        • (1)retain copies of approved Tour of Duty Exchange Reports to complete the affected work assignment schedules.
        • (2)if the exchange is between members of different districts within Area South, District Law Enforcement, forward copies of approved Tour of Duty Exchange Reports to the appropriate District Commander.
    • 2.ensure the requesting/replacing members are assigned work assignments according to the tour of duty exchange.
    • 3.ensure the tour of duty exchange is indicated properly on the appropriate Daily Attendance and Assignment Record.
      • a.Members voluntarily reporting for duty on their RDO due to an approved tour of duty exchange will be classified as Absence Code 041 - Exchange-Vol. Work RDO.
      • b.Members not reporting for duty on a regular working day due to an approved tour of duty exchange will be classified as Absence Code 042 - Exchange-Day Off.
      NOTE:
      A requesting / replacing member who is absent when assigned to voluntarily work their RDO due to an approved tour of duty exchange will be classified accordingly (e.g., Absence Code 084 Injured on Duty; Absence Code 079 Absent Without Permission W/O Pay).
  • C.District commanders will ensure:
    • 1.tour of duty exchanges are completed in accordance with the criteria set forth in this directive.
    • 2.timekeepers record tour of duty exchanges properly on the requesting/replacing members’ Time and Attendance Records, indicating such by signing the approved Tour of Duty Exchange Reports.
    • 3.the denied Overtime/Compensatory Time Reports and the approved Tour of Duty Exchange Reports are retained in accordance with existing records-retention requirements (2 years).
    • 4.if a member participating in a tour of duty exchange leaves their current watch/district before satisfying their tour of duty exchange obligation, a copy of the member's Tour of Duty Exchange Report is forwarded appropriately.
    • 5.members newly assigned or detailed to their command are given their exchanged day off, if necessary.
    • 6.copies of approved Tour of Duty Exchange Reports are forwarded to the Bureau of Patrol Deputy Chief, Area South.
  • D.The Bureau of Patrol Deputy Chief, Area South, will monitor compliance with the program and ensure tour of duty exchanges are completed in accordance with the criteria set forth in this directive.
(Items indicated by italics/double underline have been added or revised.)
Garry F. McCarthy
Superintendent of Police
13-012 MWK