Chicago Police DepartmentEmployee Resource E08-01
Police Associations, Clubs, and Ethnic / Fraternal Organizations
Issue Date:20 March 2012Effective Date:20 March 2012
Rescinds:Version dated 23 September 2004
Index Category:Outside Organization Programs
I.Purpose
This directive:
  • A.outlines requirements for police associations, clubs, and ethnic / fraternal organizations to be recognized by the Department.
  • B.establishes guidelines for the solicitation of Department members.
II.General Information
  • A.Each police association, club, and ethnic / fraternal organization, excluding recognized bargaining agents, requesting to be recognized by the Department must prepare a letter indicating the proper name of the organization, the mission statement, a declaration that it's a not-for-profit organization, its mailing address, telephone number, and a roster of its officers. The letter will be submitted to the Chief, Bureau of Administration by 1 March of each year.
  • B.Only not-for-profit service organizations that provide noncommercial services to law enforcement personnel will be recognized by the Department.
  • C.The complete list of recognized police associations, clubs, and ethnic / fraternal organizations will be forwarded by the Chief, Bureau of Administration to commanding officers on an annual basis.
  • D.The use of Department facilities for Non-Departmental use must be approved following the procedures outlined in the Department directive entitled "Use of Departmental Facilities by Non-Departmental Group."
III.Solicitation of Membership
  • A.No representative of any police association, club, or ethnic / fraternal organization who is an active member of the Department will be permitted to engage in any activity of the organization while on duty without the expressed written permission of the Chief, Bureau of Administration.
    NOTE:
    Nothing contained herein limits or impairs station supervisors/designated unit supervisors from granting elective time-off to any member for the purpose of participation in a police association, club, or ethnic/fraternal organization’s activities. Elective time-off will be granted in accordance with existing Department directives.
  • B.Police associations, clubs, and ethnic / fraternal organizations, upon the appointment of each recruit class, will be notified in writing by the Chief, Bureau of Administration that:
    • 1.a new recruit class has been appointed.
    • 2.the Deputy Chief, Education and Training Division, should be contacted, via To-From-Subject report, to request a date, time, and room number for the solicitation of membership.
  • C.Upon request for solicitation of membership, the Education and Training Division will:
    • 1.ensure that the association, club, or organization is approved by the Chicago Police Department.
    • 2.schedule a date, time, and room number to enable the recognized group to solicit new members from among the recruit classes. This will only be allowed during designated lunch periods.
  • D.No police association, club, or ethnic / fraternal organization representative will be permitted to address or appear before any assembled roll call without the written permission of the Chief, Bureau of Administration.
  • E.Exempt command staff members may grant access to Department facilities under their command to any police association, club, or ethnic / fraternal organization representative for the purpose of membership solicitation only if the association or organization is recognized and written permission has been granted by the Chief, Bureau of Administration and does not:
    • 1.negatively impact district or unit operations, or
    • 2.involve on-duty members unless the express written permission of the Chief, Bureau of Administration has been received.
  • F.Recognized police associations, clubs, or ethnic / fraternal organizations are permitted to post or publish notices of membership solicitation and other activities on Department Bulletin Boards or in the Daily Bulletin, provided the posted notice or publication:
    • 1.is consistent with existing Department directives concerning the use of bulletin boards or material suitable for publication in the Daily Bulletin.
    • 2.has the approval of the Chief, Bureau of Administration.
IV.Reporting Violations
Any Department member observing a violation of this directive will immediately prepare a detailed To-From-Subject report to the Chief, Bureau of Administration and forward it through the appropriate chain of command.
Items indicated by italic/double underline were added or revised.
Garry F. McCarthy
Superintendent of Police
11-110 RDR