Chicago Police DepartmentSpecial Order S03-01-02
Personal Radio Procedures
Issue Date:28 December 2012Effective Date:28 December 2012
Rescinds:Version dated 2 August 1997; G97-06-02
Index Category:Field Operations
This directive provides information on supervisory duties, distribution, and storage of personal radios. Department members will refer to the General Order titled "Personal Radio Procedures" for information regarding the use and care of Department personal radios and Specialized Frequencies.
II.General Information
  • A.Supervisory personnel will:
    • 1.ensure that their subordinates use the radio as prescribed.
    • 2.take immediate corrective and/or disciplinary action if a member is observed or reported to be improperly handling, operating, or in any way damaging a Department personal radio.
    • 3.conduct an investigation when a personal radio is:
      • a.damaged, and:
        • (1)ensure that appropriate reports are prepared.
        • (2)obtain a Complaint Register (CR) number if the damage was caused by a member's neglect, or willful conduct.
        • (3)submit a To-From-Subject report detailing the nature and cause of the damage and the CR number, if applicable, through channels, to the Fleet Section.
      • b.lost or stolen, and:
        • (1)ensure that the appropriate case report is prepared and, if appropriate, obtain a CR number. Copies of all reports will be sent through channels to the:
          • (a)Fleet Section.
          • (b)Commanding Officer, Equipment and Supply Section.
          • (c)OEMC Watch Manager.
        • (2)ensure that a facsimile message is sent to all district/units.
        • (3)notify telephonically the Fleet Section.
  • B.Each personal radio bears 3 identification numbers:
    • 1.manufacture's serial number.
    • 2.Chicago Police Department Inventory Number.
    • 3.Radio maintenance SET number (not more than four digits).
  • C.The inventory and the SET numbers are engraved on the plastic case body of the radio set. Record keeping and control logging for radio maintenance are accomplished through the SET number.
III.Distribution and Storage
  • A.The station supervisor / designated unit supervisor will designate a member on each watch who will be responsible for:
    • 1.issuing personal radios.
    • 2.securing radios in storage.
    • 3.managing radios and component parts that are designated to be replaced or repaired.
  • B.The designated member will:
    • the beginning of the tour of duty:
      • a.account for all radios and component parts assigned to his unit.
      • b.prepare a Personal Equipment Log (CPD-21.919) to account for the issuance and receipt of radios and component parts. This log will be:
        • (1)prepared by each watch.
        • (2)forwarded to the designated unit member.
      • c.issue a personal radio to members, as required.
        Under certain large scale police operations, a radio may not be available for every member.
      • d.enter the information contained on the Personal Equipment Log into the Police Computer Aided Dispatch (PCAD) system.
    • 2.record a replacement radio's SET number in the remarks section of the Personal Equipment Log.
    • radios and component parts in the appropriate location within the facility.
    • 4.recharge radio batteries after use. Each battery should be charged for a full shift to ensure a fully charged condition.
    • 5.replace all malfunctioning radios in accordance with the procedures outlined in this directive.
    • 6.notify the station supervisor / designated unit supervisor when radios are issued to personnel of other units.
  • C.When radios are issued to members from other units, the station supervisor / designated unit supervisor will:
    • 1.ensure that the signature required on the Personal Equipment Log is obtained.
    • 2.enter the number of the receiving unit on the Watch Incident Log (CPD-21.916).
    • 3.enter a notation on the log when the radios are returned to the issuing unit.
  • D.District/unit commanders are responsible for ensuring that:
    • 1.a sufficient number of radios and fully charged batteries are available.
    • 2.the Personal Equipment Log is filed in accordance with the current records retention requirements.
(Items indicated by italics/double underline were revised or added.)
Authenticated by: JKH
Garry F. McCarthy
Superintendent of Police
95-081 / 12-003 BJD/PS(HEH)/SB