Chicago Police DepartmentSpecial Order S05-06-01
Safe School Information Package
Issue Date:08 February 2013Effective Date:08 February 2013
Rescinds:27 September 2010 version; S08-10
Index Category:Extraordinary Responses
I.Purpose
This directive designates the responsibilities for:
  • A.obtaining Emergency Management Plan certification for all primary and secondary schools, both public and private.
  • B.completing the Safe School Plan Information Sheet (CPD-11.720).
  • C.developing, updating, distributing, and storing the Safe School Information Packages .
II.Emergency Management Plan Compliance
  • A.District commanders will, by 1 October of each year, ensure:
    • 1.district CAPS office personnel:
      • a.have verified that each school in their respective district has a Safe School Information Record in the CLEAR Facility Information Management System (FIMS); and
      • b.the shaded portion on page 2 of the Safe School Plan Information Sheet has been reviewed and contains accurate information regarding staging, command, triage, and media briefing areas.
      • c.any updated information found in shaded portion page 2 of the Safe School Plan Information Sheet has been entered in the FIMS following the instructions provided in the Schools Survey Data Instructions.
  • B.CAPS office personnel unable to verify that a particular school in their respective district has a Safe School Information Record will:
    • 1.notify the Chicago Public Schools (CPS) Student Safety Center at (773) 553-3030 for a CPS facility and notify the school adminstration of the non-compliance.
    • 2.notify the Office of Catholic Schools at (312) 534-5200 for an Archdiocese of Chicago facility, notify the school adminstration of the non-compliance, and provide the school with a Chicago Public/Private Partnership (CP3) brochure.
    • 3.notify the school adminstration of the non-compliance, and provide the school with a Chicago Public/Private Partnership (CP3) brochure for all other primary and secondary schools.
III.Safe School Information Packages
  • A.District commanders will ensure that all 2nd watch beat officers complete a Safe School Plan Information Sheet for each school on their respective beats that does not have a Safe School Information Record in FIMS or access to FIMS.
    • 1.The forms will be completed annually, by 1 October of each year.
    • 2.Beat officers will meet with an administrator from each school and accurately complete the form including the shaded portion on page 2 of the Safe School Plan Information Sheet identifying the staging, command, triage, and media briefing areas.
    • 3.In addition, the following supporting documentation will be obtained from the school administrator or other resources:
      • a.An 8" x 11" floor plan for each floor of each building on the school campus.
      • b.A copy of the school's fire drill and evacuation plans.
      • c.A map of the immediate surrounding area identifying campus buildings.
        NOTE:
        All primary and secondary schools, public and private, in the City of Chicago are required to provide the above-listed information to the Department. For all other schools (e.g., colleges, universities), Department members will request the above information and, if possible, obtain the remaining information from available resources.
    • 4.The package, including the Safe School Plan Information Sheet and all supporting documentation, will be submitted by the completing member to an immediate supervisor for review and approval.
  • B.Approving supervisors will:
    • a.ensure that the Safe School Plan Information Sheet is complete including the shaded portion on page 2 of the Safe School Plan Information Sheet identifying the staging, command, triage, and media briefing areas.
    • b.ensure the package contains the appropriate supporting documentation.
    • c.indicate approval by signing the lower-right corner of the form and inserting their star number and the date approved in the appropriate section.
    • d.submit the approved package to the district CAPS Office.
  • C.District School Liaison Sergeant will ensure:
    • 1.that there is a completed package for each school within the district and that the packages are distributed as follows:
      • a.The original packages will be kept in a designated location determined by the District Commander that will allow twenty-four hour access.
      • b.Copies of the packages will be kept in the district CAPS office.
    • 2.the information contained in the Safe School Information Packages is entered and uploaded into the FIMS.
    • 3.the staging, command, triage, and media briefing area information entered in the shaded portion on page 2 of the Safe School Plan Information Sheet is satisfactory and indicate approval by signing and inserting his or her star number and the date approved in the lower-right corner of the shaded portion, by 1 November of each year.
  • D.The on-duty station supervisor in the district of occurrence, upon notification of a confirmed School Violent Incident, will obtain a copy of the appropriate Safe School Information Package and follow the procedures outlined in the Department directive entitled "Active Shooter Incident Plan."
(Items indicated by italic/double underline were added or revised)
Authenticated by: JKH
Garry F. McCarthy
Superintendent of Police
11-172 TRH
GLOSSARY TERMS:
1. -
A form that provides personnel responding to a School Violent Incident with pertinent information about a school. This information includes, but is not limited to, the principal/school administrator's name and phone number, the location of utility shut-off valves, school/campus security on-site location and contact information, and all of the specified pre-designated areas.
2. -
A package that contains information on a particular school including, but not limited to, the Safe School Plan Information Sheet, floor plans for the school buildings, and a map of the surrounding area.
3. -
An electronic record entered in the Department CLEAR Facility Information Management System (FIMS). The Safe School Information Record indicates that the school has completed the Safe School Information Package.