Chicago Police DepartmentUniform and Property U02-01-07
Extended-Hours Vehicle Use
Issue Date:21 June 2019Effective Date:21 June 2019
Rescinds:27 May 2008 Version
Index Category:Department Vehicles
I.Purpose
This directive:
  • A.establishes procedures and restrictions for the authorization of Department vehicles to be assigned for Extended-Hours Use.
  • B.identifies specific responsibilities which require a Department vehicle for Regular Extended-Hours Use and the specific assignments having those responsibilities.
II.Policy
The City of Chicago, through Fleet and Facility Management (2FM) has established a City Policy governing the assignment of City vehicles for Extended-Hours use. The City Policy must be adhered to by all City Departments, including the Department of Police.
  • A.It is the policy of the Chicago Police Department to cooperate with other City agencies and to provide the necessary equipment for the operational needs of all Department units. To accomplish this goal, the Department must effectively manage all of its resources. This includes the effective management of its vehicle fleet.
  • B.To comply with the standards established by the City vehicle policies and continue to meet the operational needs of the Department, strict guidelines regarding the assignment and use of Department vehicles for Extended-Hours Use will be followed.
  • C.It is recognized that certain sworn and civilian members of the Department are required to be available for response to emergencies and other urgent issues on a 24-hour basis. These unique assignments require a Department vehicle for Regular Extended-Hours Use. Such vehicle assignments are prioritized by specific assignment responsibilities, not a member's Rank or Title.
  • D.To most effectively manage Department resources, before recommending assignment of an Extended-Hours Use vehicle, Unit Commanding Officers will attempt to address operational issues with a unit vehicle pool system or, when appropriate, will review an alternate duty schedule to accommodate specific unit needs.
  • E.Occasionally, the Incidental Extended-Hours Use of a Department vehicle may be appropriate. Such instances will be limited in duration and have a specific scope and purpose.
  • F.In order to provide the most cost-effective management of Department vehicles, and to ensure vehicles with high-visibility are available for field duties, unmarked and leased vehicles will be given priority for Extended-Hours Use assignments. In instances where the duties of a particular assignment specifically require a marked or high-visibility vehicle is necessary for its responses, a marked vehicle will be assigned. The determination of whether a marked or unmarked vehicle will be assigned for extended hours use will be made by the Commanding Officers of the Fleet Section and General Support Division, in consultation with the Chief, Bureau of Technical Services.
III.Requirements for Assignment of Department Vehicles for Extended-Hours Use
  • A.Regular Extended-Hours Vehicle Use for Units Outside of the Bureau of Organized Crime
    • 1.For units outside of the Bureau of Organized Crime, the Commanding Officer, Fleet Section will identify a list of appropriate vehicles to be assigned for Regular Extended-Hours Use. These vehicles will be assigned to certain units of the Department for authorized use based on essential job responsibilities of specific assignments. Personnel appointed to these assignments shall be authorized the use of these vehicles for Regular Extended Hours Use. The Commanding Officer, Fleet Section may direct that vehicles be exchanged based on normal serviceable lifespan or other operational necessity. When assigning vehicles for Extended-Hours Use, consideration will be given to any special equipment or usage needs.
    • 2.The following responsibilities are essential to Department operations and require the assignment of a Department vehicle for Regular Extended-Hours Use:
      • a.Sworn members who must be available for 24-hour call out for major or newsworthy incidents involving police actions, investigations, public safety risks, crime scenes, or other urgent incidents or operational needs involving Department members, facilities, or equipment.
      • b.Civilian members who must be available for 24-hour call out for major or newsworthy incidents involving police actions, investigations, public safety risks, crime scenes, or other urgent incidents or operational needs involving Department members, facilities, or equipment.
      • c.Commanding Officer of a Division, unit, or section which is operational beyond the member's normal duty hours and/or the member has responsibility for personnel or multiple Units located across a large geographical area.
      • d.Requires a vehicle for the transportation of Department equipment or resources which must be maintained at the member’s residence.
      • e.Required by Department policies, Municipal Ordinance, and/or State Statute to respond to firearm discharges or other incidents involving Department members, when such occurrences may arise outside of the assigned member's normal duty hours.
      • f.Duties frequently require a member to report to other Department units or City agencies prior to or in lieu of reporting to their actual unit of assignment; OR such responses are necessary at an hour so late into the tour of duty it prevents the ability of returning a Department vehicle within the scheduled duty hours and an adjustment of work hours would impede normal unit operations.
      • g.Investigative assignment requires: the member to be available for call-out on a 24-hour basis, OR to report to other Department units or other City or outside agencies prior to or in lieu of reporting to their actual unit of assignment, OR such responses are frequently necessary at an so hour late into the regular tour of duty it prevents the ability of returning a Department vehicle within scheduled duty hours and an adjustment of work hours would impede normal unit operations.
        NOTE:
        Administrative assignments in which work is performed at a single location, during the assigned work hours, and with only occasional need to report or respond to locations away from the unit of assignment will not normally be assigned a Department vehicle for Extended-Hours Use.
    • 3.The job responsibilities identified in section III-A-2 of this directive are regular requirements of the following Department assignments. The following specific assignments require a Department vehicle for Regular Extended-Hours Use.
      • a.All sworn Exempt Rank members of all Bureaus and Offices
      • b.Office of the Superintendent of Police and Office of the First Deputy Superintendent:
        • (1)Superintendent’s Chief of Staff
        • (2)Superintendent’s General Counsel
        • (3)Deputy Director, Office of Legal Affairs
        • (4)Director, Office of Communications
        • (5)Director, Management and Labor Affairs Section
        • (6)Members assigned as drivers/dignitary protection for:
          • (a)Superintendent of Police
          • (b)First Deputy Superintendent
          • (c)Deputy Chief, Street Operations
        • (7)Commanding Officer, Special Events Section
        • (8)Commanding Officer, Special Activities Unit
        • (9)Administrative Sergeant to the Superintendent
      • c.Bureau of Patrol
        • (1)Commanding Officer, Bureau of Patrol
        • (2)Captains assigned as District Executive Officers
        • (3)District Tactical Lieutenants
        • (4)Sworn Members assigned to Special Weapons & Tactics (SWAT)
        • (5)Canine Handler and Canine Unit Supervisor
        • (6)Commanding Officer, Detail Unit
        • (7)Commanding Officer, Mounted Unit
        • (8)Commanding Officer, Traffic Section
        • (9)Commanding Officer, Bomb Squad
      • d.Bureau of Detectives
        Supervisors assigned to command units or sections having 24-hour operations, and select investigative personnel having 24-hour response requirements. This includes lieutenants assigned to command Detective Area Violent Crime and Property Crime sections.
        • (1)Investigative Response Team: C/O, Supervisory, Investigative personnel
        • (2)Commanding Officer, Juvenile Intervention & Support Center
        • (3)Commanding Officer, Special Investigations Unit
        • (4)Commanding Officer, Forensic Services Division
        • (5)Commanding Officer, Major Accident Investigation Section
        • (6)Commanding Officer, Auto Theft Section
        • (7)Commanding Officer, Arson Section
      • e.Bureau of Organizational Development
        • (1)Deputy Chief, Bureau of Organizational Development
        • (2)Commanding Officer, Court Section
        • (3)Sworn and Civilian members assigned to the Professional Counseling Division
        • (4)Department Chaplains
        • (5)Inspections Division, sworn members assigned as Inspector
      • f.Bureau of Technical Services
        • (1)Director, Facilities Management
        • (2)Captain, Information Services Division
        • (3)Lieutenant, Information Services Division
          NOTE:
          Sergeant supervising Field Technicians and responsibility for overseeing vehicle and facility equipment installations and having 24-hour call-out responsibility for emergency repairs and downloads of Body Worn and In-Car Camera systems.
        • (4)Commanding Officers:
          • (a)Lieutenant, General Support Division
          • (b)Sergeant, Fleet and Police Documents Sections
          • (c)Sergeant, Auto Pounds and Equipment and Supply Sections
      • g.Bureau of Internal Affairs
        • (1)Members assigned to the Confidential Investigations Section
        • (2)Assignments having regular 24-hour call-out responsibilities
          NOTE:
          The Chief, Bureau of Internal Affairs, will establish a procedure for 24-hour call out assignments that will make use of the fewest number of vehicles required for Regular Extended-Hours Use.
    • 4.Other Department assignments may exist or be introduced that require a Department vehicle for Regular Extended-Hours Use. Assignments not specifically identified in section III-A-3 of this directive will be subject to Department approval and approval of the Commissioner, 2FM. If an assignment is identified, affected Unit Commanding Officers will ensure the procedures outlined in section IV-A of this directive are followed.
  • B.Incidental Extended-Hours Vehicle Use for Units Outside of the Bureau of Organized Crime
    • 1.A specific need may arise that requires the temporary assignment of a Department vehicle for Extended-Hours Use. Instances will be evaluated based on the following requirements:
      • a.The assignment is to accommodate a specific Department operation having a defined start and end date.
      • b.Alternatives such as adjustment of work hours are not be feasible.
      • c.The vehicle will only be assigned for Extended-Hours Use during days of assigned
        tours of duty, not to extend into regular days off or furloughs.
    • 2.Incidental Extended-Hours Use authorization will not exceed 5 consecutive days and must be approved by the Commanding Officer, Fleet Section.
    • 3.Incidental Extended-Hours Vehicle Use does will not be substituted for any procedures governing Travel Beyond the City Limits.
IV.Procedures for the Assignment of a Department Vehicle for Extended-Hours Use
  • A.Requesters will ensure a current Extended-Hours Use of Department Vehicle Request form (CPD-42.505) is submitted to the Fleet Section. The request will:
    • 1.be subject to the following approvals:
      • a.Commanding Officer, Fleet Section
      • b.Commanding Officer, General Support Division
      • c.Chief, Bureau of Technical Services
      • d.Chief, Bureau of Organized Crime (BOC Units only)
      • e.Commissioner, 2FM
    • 2.if a vehicle is already assigned, indicate the vehicle information. If a vehicle is not yet assigned, this section will be left blank.
    • 3.indicate the location the Department vehicle will be parked.
      • a.Department Facility, the specific facility must be entered.
      • b.Residence, if "Other" is selected, provide type of location in space provided.
    • 4.include all justifications that apply. For Justification that is not listed, or where additional Justification which is not listed exist, the member will enter the specific reasons in the Additional Justification Section.
    • 5.be forwarded to the Commanding Officer, Fleet Section—Unit 173.
  • B.For requests under sections III-A-4 or III-B of this directive, the requester will consult with their Unit Commanding Officer. If the Commanding Officer concurs that a request should be submitted, complete an Extended-Hours Use of Department Vehicle Request form (CPD-42.505) as outlined in section IV-A-1 of this directive.
    NOTE:
    Unit Commanding Officers should consult with the Commanding Officer, Fleet Section prior to directing a member to complete an Extended-Hours Use of Department Vehicle Request form (CPD-42.505). The first level exempt rank member will review any request prior to submission to ensure compliance with this policy.
  • C.Approval
    • 1.Commanding Officer, Fleet Section will:
      • a.process all received requests, ensuring conformance with this policy.
      • b.for requests that meet the requirements of section III-A-3, mark “Approved” and assign an appropriate vehicle. Forward the original form to the Commanding Officer, General Support Division and retain one copy in the Unit.
      • c.for requests made under sections III-A-4 and III-B, if requirements are met, determine if an appropriate vehicle is available. The Commanding Officer, Fleet Section will make the decision of which vehicle to assign. For approvals related to section III-B, forward one copy of the approved form to the affected unit and retain the original in the Fleet Section files.
      • d.maintain a spreadsheet of all assigned Regular Extended-Hours Use vehicles throughout the Department.
    • 2.Commanding Officer, General Support Division will:
      • a.review all requests received from the Commanding Officer, Fleet Section
      • b.approve requests when appropriate, and forward one copy to the Fleet Section, Unit 173 and the original to the Chief, Bureau of Technical Services.
      • c.for recommendations under sections III-A-4 or III-B, Indicate "Approved" or "Denied" and forward the original form to the Chief, Bureau of Technical Services and a copy to the Fleet Section, Unit 173. Denied requests may require a separate report to the Chief, Bureau of Technical Services.
    • 3.Chief, Bureau of Technical Services, will:
      • a.review all received recommendations. If required, when appropriate, forward approved requests to the Commissioner, 2FM for final approval. Forward copies of all approved requests to the Commanding Officer, Fleet Section.
      • b.consult with the Chief, Bureau of Organized Crime to develop a Regular Extended-Hours Vehicle Use policy that will meet the operational needs of the Bureau of Organized Crime, while following the requirements of this directive and the City Policy.
      • c.return any denied requests to the Commanding Officer, Fleet Section.
    • 4.Chief, Bureau of Organized Crime, will:
      • a.develop a bureau policy for the assignment of Department vehicles for Extended-Hours Use providing for essential operations and security needs of the bureau. Consult with the Chief, Bureau of Technical Services to review the policy to ensure compliance with this directive and the City Extended-Hours Vehicle Use policy.
      • b.approve or deny all requests for Extended-Hours Use vehicle assignments within the Bureau of Organized Crime.
      • c.retain all original approved requests and distribute copies as established in the bureau policy.
    • 5.Commissioner, 2FM will:
      • a.review requests and recommend approval or disapproval based on policies established with the Chief, Bureau of Technical Services.
      • b.ensure the original forms are returned to the Chicago Police Department, Commanding Officer, Fleet Section—Unit 173.
V.Operation of Vehicles Assigned for Extended-Hours Use
Department vehicles assigned for Extended-Hours Use may only be operated within the following guidelines.
  • A.Sworn Members
    Ordinarily, Department vehicles will only be operated for Department business and to travel to and from work. A reasonable exception will be allowed for instances that necessitate the use of the vehicle for basic personal affairs when the use of the vehicle supports Department operations. Such instances may include:
    • 1.A reasonable personal errand, between assignments or while traveling directly to and from work.
    • 2.During times where a member is off-duty, within the corporate limits of the City of Chicago and has been placed on “standby”, or a specific call-out is anticipated and the member will be required to respond immediately from wherever they are located at the time the call-out is received.
    • 3.Sworn Department members are granted authorization to provide the same reasonable transportation of a family member as they are a regular citizen.
    • 4.Department vehicles will NOT be used during the course of secondary employment except for members assigned to work the Film Detail, may, with the authorization of their Unit Commanding Officer, utilize their assigned Extended-Hours Use vehicle. Such authorization will only be granted in instances where the member is employed under the umbrella of the Chicago Police Department for security, traffic, or crowd control and use of the vehicle will aid in the Department's mission to provide such services. Additionally, the member must be in possession of a Department radio at all times during the vehicle operation.
    • 5.No covert vehicle will be authorized for use in any secondary employment, even if the employment falls under the umbrella of the Chicago Police Department.
  • B.Civilian Members
    • 1.Civilian members are authorized to operate Department vehicles for official Department business and for traveling to and from work assignments.
    • 2.Civilian members may utilize a Department vehicle to travel to lunch, an authorized personal, or a brief personal errand, the location of which falls directly between their personal residence and their actual Unit of assignment.
    • 3.Civilian members may only transport other Department employees in their assigned vehicle when it is necessary to their work. Ordinarily, without direct approval of their Department supervisor, civilian members are not authorized to transport non-department members in a Department vehicle, unless it is a direct requirement of their job assignment.
    • 4.All civilian members are further required to adhere to the requirements outlined in U02-01-06 titled “Taxation of Employer-Provided Vehicles.”
    • 5.Civilian members operating a Department vehicle are not authorized to use any emergency lighting, siren, horn, loud speaker or other emergency equipment, unless their job description specifically requires they respond to emergency scenes, or they are otherwise authorized, in writing, by the Superintendent of Police. Copies of such orders will be provided to the Fleet Section for inclusion with the civilian member's Extended-Hours Use of Department Vehicle Request form (CPD-42.505).
    • 6.Department vehicles will NOT be used to travel to/from, or during the course of any secondary employment.
    • 7.At no time will alcohol be transported in a Department vehicle.
VI.Special Considerations
  • A.Residential Zone Parking
    Members who will be parking a Department vehicle with regular passenger license plates and City Sticker in a Residential Zone Parking area must obtain a properly assigned City Sticker for that zone. Affected members will contact the Fleet Section for direction on doing so.
  • B.License Plate Renewal and Preventative Maintenance and Emissions Testing
    • 1.License Plate Renewal Stickers
      The actual vehicle must be taken to a specific 2FM maintenance garage to receive the renewal license plate or City sticker. License plate and City stickers will be applied only by authorized 2FM employees, unless specifically ordered by the Commanding Officer, Fleet Section.
    • 2.Emissions Testing results will be immediately reported to the Fleet Section no later than the next business day following the test being performed. In the event of an Emissions Test failure, members will follow the instruction given by the Fleet Section.
Eddie T. Johnson
Superintendent of Police
15-043 RWN