Chicago Police DepartmentUniform and Property U01-01
Department Identification Cards and Photos
Issue Date:30 November 2017Effective Date:30 November 2017
Rescinds:08 July 2014 Version
Index Category:Uniform and Equipment Specifications
I.Purpose
This directive:
  • A.continues the use of Department identification cards that:
    • 1.reflect the rank of exempt and sworn Department members.
    • 2.reflect the position/title of civilian members of the Department.
    • 3.reflect the employee number of sworn and civilian Department members.
    • 4.reflect outside vendors/contractors in police facilities.
  • B.establishes procedures for:
    • 1.issuing, replacing, updating, and revising identification cards.
    • 2.processing identification cards of all members who cease active employment.
  • C.continues the use of the Request For Identification Card [CPD-62.140 (REV. 12/13)].
  • D.continues the use of the Equipment Transaction Receipt (CPD-62.141).
  • E.satisfies CALEA Law Enforcement Standard Chapter 22.
II.General Information
  • A.The Director, Human Resources Division, is the issuing authority for all Department identification cards.
  • B.Any mass reissue of Department identification cards will be determined by a schedule approved by the Director, Human Resources Division, and released via AMC message to the affected units and personnel.
    NOTE:
    City of Chicago identification cards for civilian members will be valid and remain in effect until replaced with Department identification cards.
  • C.Identification cards are the property of the Chicago Police Department, and members will maintain them in serviceable condition.
  • D.Identification cards will be carried and displayed following the guidelines specified in the Department directive entitled “Personal Appearance, Uniform/Citizen’s Dress and Equipment.”
  • E.When members obtain a revised or replacement identification card, they will surrender the original card to issuing personnel.
  • F.Members that are permanently or temporarily ceasing active employment will surrender their identification card prior to completion of duties on the last day worked or on the payroll in accordance with Item VIII of this directive.
  • G.Commanders/unit commanding officers will conduct an inspection of identification cards at the Spring and Winter Dress Uniform Inspections following the guidelines specified in the Department directive entitled “Personal Appearance, Uniform/Citizen's Dress and Equipment."
III.Department Members Responding To Requests To View Employee Identification
Employees who are not wearing a full uniform which displays Department patches and name tag and are requested to show their identification, during the performance of their duties, will honor that request. This may be in the form of display of badge and/or Departmental identification card which includes a photograph. Employees who are working undercover are exempt from this requirement.
IV.Replacing Identification Cards
  • A.A member whose identification card has been lost, stolen, damaged, or destroyed will:
    • 1.if the identification card was lost or stolen:
      • a.report the loss or theft on the appropriate Chicago Police Department case report.
        :
        If the incident occurred outside the City of Chicago, the member will also make a report with the proper law-enforcement agency having jurisdiction. The outside agency’s report number will be included in the narrative portion of the appropriate Chicago Police Department case report.
      • b.obtain a copy of the actual Chicago Police Department case report (not the Victim Information Notice).
      • c.ensure an Administrative Message Center (AMC) message is sent and obtain a copy of the AMC message with the AMC number affixed.
    • 2.complete a Request For Identification Card (CPD- 62.140) form.
    • 3.submit the $15.00 replacement fee for a lost, stolen, or damaged identification card. The member will submit a money order only payable to “City of Chicago" with all required reports.
      NOTE:
      Cash, checks, or credit cards will not be accepted as payment.
    • 4.For a lost or stolen card, member will report in person to the Administration Section of the Human Resources Division, 3510 South Michigan Ave, with the above listed items for a replacement card.
    • 5.For damaged or destroyed card, member will report to the Employment Section of the Human Resources Division, 3510 South Michigan Ave, with the above listed items for a replacement card.
      NOTE:
      Members will have the option to submit a To-From-Subject report directly to the Director, Human Resources Division, requesting a waiver of the fee. The report will detail the circumstances of the incident and the reason the incident requiring a replacement identification card was unavoidable.
  • B.A member whose identification card has been worn through normal use will prepare the Request for Identification Card (CPD-62.140) form and report in person to the Human Resources Division, 3510 South Michigan Avenue, with the completed form and the worn unusable identification card. There will be no fee for replacement under these circumstances.
  • C.Retired members may obtain a replacement retired identification card at the Human Resources Division. Retired identification cards will be issued in person only. Retired members will need two acceptable forms of identification. The fee of $15.00 will be paid by money order only made payable to the “City of Chicago."
V.Obtaining a Revised Identification Card
  • A.A member is required to obtain a revised identification card for a change in name, duty status, or rank.
  • B.A member requesting a revised identification card due to a change in name will:
    • 1.submit an Employee Information Form along with appropriate certified documents to the Department of Finance, Benefits Management Office, DePaul Center, Room 400, 333 S. State Street, Chicago, Illinois 60604 requesting a name change.
      NOTE:
      This form is available at the Department of Finance, Benefits Management Office.
    • 2.report in person to the Human Resources Division, 3510 South Michigan Avenue, to submit a copy of the completed Employee Information Form and the Request for Identification Card form.
  • C.Any member requesting a revised identification card due to a change in duty status or rank will report in person to the Human Resources Division, 3510 South Michigan Avenue, with the completed Request for Identification Card form.
  • D.There will be no fee for members requesting a revised identification card due to a change in name, duty status, or rank.
VI.Exempt and Sworn Members Identification Cards
Exempt and sworn members will be issued Department identification cards that indicate their rank.
VII.Civilian Identifications Cards
  • A.Civilian members are issued Department identification cards that indicate whether they are classified as managers or employees.
  • B.The civilian managers identification card is issued to any civilian member that has a personnel grade of 16 or higher, a technical service grade of G9 or higher, or those members with a special rate identified by the Superintendent.
  • C.Members with civilian personnel grades of 15 and below and technical service personnel with grades of G8 and below are issued a civilian employee identification card.
  • D.Civilian members assigned to units located within Central Police Headquarters will be issued identification cards that indicate assignment to the Public Safety Headquarters building.
    • 1.Civilian members that are transferred or assigned to a unit at the Public Safety Headquarters building will report, within the first five working days, to the Human Resources Division, Employment Section, with a completed Request for Identification Card (CPD-62.140) form requesting a headquarters identification card.
    • 2.Civilian members that are currently assigned to a unit within the Public Safety Headquarters and are transferred to a unit outside of the Public Safety Headquarters building will, within four weeks of the effective date, report to the Human Resources Division, Employment Section, with their identification card and a completed Request for Identification Card form requesting a replacement identification card.
VIII.Temporary Identification Cards
  • A.Sworn Members with Restricted Police Powers
    • 1.A sworn member who has been served with a temporary or indefinite restriction of police powers will be issued a Request for Identification Card form by the member serving the notice of restriction. Sworn members whose powers are restricted will report to Human Resources Division, Employment Section, with the form.
    • 2.When a member is restored to full powers, the member will report to the Human Resources Division, Employment Section, with the appropriate release forms. The member will turn in the temporary photo identification card at the Human Resources Division and will be reissued the identification card that was turned in at the time the restriction was ordered.
  • B.Outside Contractors, Volunteers, and Temporary Workers
    • 1.Outside contractors, volunteers, and temporary workers working in police facilities will have temporary photo identification cards. These cards will be issued by the Human Resources Division, Employment Section.
    • 2.Unit commanding officers seeking an identification card for a contractor, volunteer, or temporary employee that will be working under their auspices will request a temporary identification card by submitting a To-From-Subject report to the Director, Human Resources Division. This report will include:
      • a.the identity by name.
      • b.employer’s name, address, and telephone number.
      • c.the location, portions, and description of the facilities that the contractor or temporary worker will have access to.
      • d.the length of time that the contractor or temporary worker will be working in the identified Department facilities.
    • 3.All contractors, volunteers, and temporary workers will be fingerprinted by the Identification Section prior to the issuance of the temporary identification card. The results of the fingerprint check will be reported to the Human Resources Division. The Human Resources Division will review the results of the fingerprint check and conduct a name check for possible warrants before issuing temporary identification cards. Persons with unacceptable backgrounds will be denied identification cards and access to police facilities.
IX.Identification Card Procedures for Members Permanently or Temporarily Ceasing Active Employment
  • A.Sworn members who are:
    • 1.suspended or on a leave of absence for 30 days or less will surrender their identification cards to their unit commanding officer or designee.
      • a.The unit commanding officer will ensure that an Equipment Transaction Receipt is completed.
        • (1)One copy will be given to the member.
        • (2)One copy will be retained in the unit.
      • b.The identification card will be maintained in a secure location in the member’s unit of assignment until the member completes the suspension or leave. The card will be returned to the member upon their return to duty.
    • 2.suspended for more than 30 days will surrender their identification card to their unit commanding officer or designee. The unit commanding officer will forward the card to the Human Resources Division, Employment Section, within three business days.
    • 3.resigning for other than pension purposes or about to begin a leave of absence for more than 30 days will surrender their identification card to their unit commanding officer or designee, prior to the effective date of the action. The unit commanding officer will forward the card to the Human Resources Division, Employment Section, within three business days.
    • 4.serving under temporary or indefinite restriction of police powers will surrender their identification card to the supervisor designated to notify the member of the restrictions. The designated supervisor will ensure the identification card is forwarded to the Human Resources Division, Employment Section. The member will then obtain a temporary identification card for payroll and timekeeping purposes following procedures outlined in Item VII of this directive.
    • 5.terminated will surrender their identification card to the supervisor designated to notify the member of the termination. The designated supervisor will ensure that the card is forwarded to the Human Resources Division, Employment Section, within three business days.
    • 6.awarded duty-disability status by the Police Pension Fund may be eligible for issuance of a duty disability identification card. Members seeking issuance of a duty disability identification card should contact the Human Resources Division, Employment Section, approximately two weeks after the Police Pension Fund determination to allow for proper notification. All duty-disability identification cards remain the property of the Chicago Police Department and are subject to the same replacement procedures as the identification cards of active members.
      NOTE:
      Duty disability identification cards are not issued until a determination of duty disability or occupational health disability has been made by the Police Pension Fund.
    • 7.leaving the Department in good standing and have served a minimum of 10 years creditable service are eligible for the retirement identification card. Such members will surrender their active duty identification card to the Human Resources Division, Employment Section, on or before the effective date of their retirement or resignation. The Human Resources Division will verify the member’s eligibility, approve all eligible members, and issue the appropriate identification card.
  • B.Civilian members who:
    • 1.leave the Department in good standing, have served a minimum of 20 years creditable service, have reached the minimum age of retirement under the applicable pension fund, and have a non-forfeitable right to benefits under the retirement plan of their pension fund are eligible for the retirement identification card. Such members will surrender their active duty identification card to the Human Resources Division, Employment Section, on or before the effective date of their retirement or resignation. The Human Resources Division will verify the member’s eligibility, approve all eligible members, and issue the appropriate identification card.
      EXCEPTION:
      Civilian members who leave the Department in good standing, have reached the age of 60, and have served a minimum of 10 years of creditable service are eligible for a retirement identification card.
    • 2.permanently or temporarily cease active employment with the Chicago Police Department will surrender their identification card to the Human Resources Division, Employment Section, prior to the effective date of cessation.
  • C.Retirement identification cards will:
    • 1.remain the property of the Chicago Police Department.
    • 2.contain the date of retirement.
  • D.Supervisors will ensure that all identification cards surrendered to them are properly recorded on an Equipment Transaction Receipt.
X.Identification Card for Sworn Members on Leave of Absence as Elected Officials
  • A.Sworn members who leave the Department in good standing and are on an approved leave of absence in order to serve as an elected official are eligible for an "Elected Official" identification card. Such members will surrender their active duty identification card to the Human Resources Division, Employment Section, on or before the effective date of their leave of absence. The Human Resources Division will verify the member’s eligibility, approve all eligible members, and issue the appropriate identification card.
  • B.For the purposes of Elected Official identification cards, an elected official is defined as a person who is an official of government by virtue of a local, state, or national election, including but not limited to City of Chicago Alderman, Illinois State Representative, or Illinois State Senator.
  • C.Elected Official identification cards will remain the property of the Chicago Police Department.
XI.Use of the Equipment Transaction Receipt
  • A.The Equipment Transaction Receipt (CPD-62.141) will be used to record equipment transactions including the return of identification cards and other applicable Department-issued equipment.
  • B.Unit commanding officers will ensure that the Equipment Transaction Receipt is completed whenever applicable Department equipment is issued or returned.
  • C.The completed Equipment Transaction Receipt will be distributed as follows:
    • 1.White (original) - delivered with the identification card and/or other returned Department equipment to the Human Resources Division.
    • 2.Pink (copy) - retained by the member’s unit.
    • 3.Yellow (copy) - given to the member issued or returning the property.
  • D.Unit commanding officers will ensure that the Equipment Transaction Receipt and returned property, when applicable, are forwarded to the Human Resources Division, Administrative Section, within three business days.
(Items indicated by italics/double underline were revised or added.)
Eddie T.Johnson
Superintendent of Police
T17- 139 SDR/KT