Chicago Police DepartmentSpecial Order S09-05-02
Department Publications
Issue Date:13 August 2003Effective Date:14 August 2003
Rescinds:S03-13-02
Index Category:Information Management
I.Purpose
This directive:
  • A.sets forth procedures and responsibilities for the publication of the Daily Bulletin, Department training bulletins, and other Department publications.
  • B.defines material suitable for publication in Department publications.
  • C.continues the use of the:
    • 1.Material Submitted for Use in the Daily Bulletin form [CPD-11.463 (Rev. 6/10)].
    • 2.Announcements for the Daily Bulletin form (CPD-11.464 (Rev. 6/10)].
II.Policy
  • A.Training bulletins, the Daily Bulletin, and other Department publications intended for distribution wider than the unit preparing the publication:
    • 1.may be issued to:
      • a.disseminate general information; or
      • b.describe Department programs and/or activities; or
      • c.explain material contained in the Department’s written directives.
    • 2.will not be used to initiate Department-wide policy or procedures and shall not be considered a written directive.
      NOTE:
      If any portion of a Daily Bulletin, training bulletin, or other publication is inconsistent with a Department rule or directive such portion shall be considered invalid and the applicable rule or directive will take precedence.
  • B.Department publications intended for a distribution outside of the Department will be approved and cleared for external distribution consistent with the procedures established in this directive.
III.The Daily Bulletin
  • A.The following materials are approved for publication in the Daily Bulletin:
    • 1.Photographs and descriptions of wanted persons submitted through the Detective Division.
    • 2.Photographs and descriptions of lost or stolen property, submitted through the Detective Division.
    • 3.Selected requests for publication of criminal or informative material from outside agencies if approved by the Chief of the Detective Division.
    • 4.Photographs and descriptions of missing or lost persons, submitted through the Missing Persons Team, Youth Investigations Section.
    • 5.A current list of companies which issue bail bond certificates acceptable in lieu of bail for certain traffic offenses, approved and issued by the Circuit Court of Cook County and routed through the Records Services Division.
    • 6.Death notices of members, members’ immediate families, or retired members requested through the Administrative Message Facsimile Network (AMFN).
    • 7.The apprehension of wanted persons, the return of missing persons, and the recovery of lost or stolen property should be reported as cancellation notices to the Daily Bulletin editor. The cancellation information is vital to field personnel and record keeping of the Office of News Affairs and will be reported in the earliest Daily Bulletin publication.
  • B.Material which does not meet the criteria identified in Item III-A of this directive will be approved by the commanding officer of command-staff rank of the originating unit and forwarded to the command staff member of the Office of News Affairs for approval. When material is rejected and alternative action is required, the submitter will be notified.
  • C.Procedures to Submit Material for Publication in the Daily Bulletin
    • 1.Materials as defined in:
      • a.Item III-A will be submitted to the command staff member of the Office of News Affairs, as a single copy attached to the Material Submitted for Use in the Daily Bulletin form.
      • b.Item III-B will be submitted to the command staff member of the Office of New Affairs, as a single copy attached to the Announcements for the Daily Bulletin form.
    • 2.All reports and material submitted for publication will be in good form, suitable for publication, so that editing and rewriting is minimized.
    • 3.Photographs to be reproduced should not be marked with pen or pencil. All marking or instructions should be on the reverse side or on a separate sheet of paper.
      • a.If one subject is used from a photograph containing more than one person, the subject’s position in the photograph should be identified on the reverse side or on a separate sheet of paper. If staples are used, care should be taken not to deface material to be reproduced.
      • b.Photographs sent to the Reproduction and Graphic Arts Section for publication in the Daily Bulletin will be returned upon request.
      • c.Photocopies of photographs are typically unsuitable for reproduction and should normally not be submitted. Whenever possible, an actual photographic print should be used.
    • 4.If a Record Division (RD) number has been assigned, it will be included.
    • 5.Material will be published only once unless a specific request is made at the time of submission and is approved by the Daily Bulletin editor.
  • D.Specific Responsibilities Regarding the Daily Bulletin
    • 1.The Office of News Affairs
      The command staff member of the Office of News Affairs, will review all requested material in Item III-A of this directive submitted for publication in the Daily Bulletin, and when the material is:
      • a.rejected and/or is of a nature where alternative action should be taken, the submitter will be notified by the Office of News Affairs.
      • b.approved, forward the materials to the editor of the Daily Bulletin.
    • 2.Detective Division
      • a.Photographs, information, and descriptions of wanted persons or lost or stolen property resulting from a preliminary or follow-up investigation will be submitted by the appropriate Detective Division unit in accordance with Detective Division procedures.
      • b.Names or photographs of wanted persons will not be used in the Daily Bulletin unless there is an investigative alert or warrant on file in the Field Services Section, Records Services Division, or the photograph is of an evidentiary nature, such as a photograph taken with a security camera at the time of an offense.
      • c.Publication of criminal or informative material requested by outside agencies must be approved by the Chief, Detective Division. Criminal information will not be considered for publication unless a warrant has been issued and is in the possession of the requesting agency.
      • d.The Chief, Detective Division may submit photographs and other identifying data for distribution in Supplementary Bulletins (e.g., individuals who have a particular criminal specialty). Persons selected for inclusion in these special information bulletins must have been previously arrested and must possess an Identification Record (IR), Illinois State Bureau of Identification (SID), and/or Federal Bureau of Investigation (FBI) number for the criminal activity identified in the Supplementary Bulletin.
    • 3.Youth Investigations Section
      Photographs and descriptions of missing or lost persons, particularly children and adults who might not be able to care for themselves, will be submitted for publication. Requests of this nature must be approved by the commanding officer of the appropriate area Detective Division and submitted to the Missing Persons Team for the approval of the Commander, Youth Investigations Section, prior to publication.
    • 4.Records Services Division
      The Manager, Records Services Division will submit a periodic list of those companies issuing bail bond cards which are acceptable in lieu of cash or a driver’s license for certain traffic offenses, as approved by the Surety Section of the Circuit Court. This list will be printed in the Daily Bulletin approximately once each month in a format which permits the list to be cut off and kept in the individual member’s citation book.
    • 5.Office of News Affairs
      • a.The command staff member of the Office of News Affairs, and editor of the Daily Bulletin will ensure that material published is in accordance with the Department’s directives.
      • b.The editor of the Daily Bulletin will decide, based on available space, which materials may be postponed or deleted. This decision will be discussed with the submitter, if possible, and a concurrence obtained. If a concurrence is not reached, the command staff member of the Office of News Affairs will make the final decision.
  • E.Distribution of the Daily Bulletin
    • 1.The Daily Bulletin is available via the Department intranet homepage.
    • 2.All requests by outside agencies for copies of the Daily Bulletin will be forwarded to the command staff member of the Office of News Affairs. These requests will be granted on the basis of need and the desirability of supplying the requestor with information contained in the Daily Bulletin.
IV.Training Bulletins
  • A.Training Bulletins are issued to:
    • 1.explain, clarify, or restate Department policy and procedure.
    • 2.bring items of special interest to the attention of Department members.
    • 3.aid members in achieving the mission and goals of the Department.
  • B.Specific Responsibilities Regarding Training Bulletins
    • 1.The Assistant Deputy Superintendent, Education and Training Division will ensure that:
      • a.proposed training bulletins are reviewed by units with expertise and responsibility for the subject matter covered by the bulletin.
      • b.training bulletins are consistent with:
        • (1)the Department’s policies and procedures as established by the Rules and Regulations of the Department, defined by the Department’s written directives, or otherwise expressed by the Superintendent of Police.
        • (2)any applicable or cited statutes and ordinances.
          NOTE:
          If any portion of a training bulletin is inconsistent with an established Department policy or procedure or any statue or ordinance, such portion shall be considered invalid and the appropriate rule, directive, statute, or ordinance will take precedence.
      • c.training bulletins are prepared for distribution to all sworn members and designated civilian members as appropriate.
      • d.an adequate supply of current training bulletins is maintained for replacement purposes.
        NOTE:
        Replacement bulletins will be issued to individual members only upon receipt of a written request approved by the member’s unit commander.
      • e.an index of current training bulletins is maintained and is available for viewing by Department members.
    • 2.Other Units
      • a.Deputy superintendents and command staff members of the Office of the Superintendent will recommend new or revised training bulletins to the Assistant Deputy Superintendent, Education and Training Division when appropriate.
      • b.The Research and Development Division and other concerned units will notify the Education and Training Division when information of current importance requires bulletin coverage and indicate the general nature of the material to be presented.
      • c.All units will provide assistance to the Education and Training Division as needed for the preparation of training bulletins.
      • d.Each Department unit will maintain a file of current training bulletins for reference.
    • 3.Individual Members
      • a.All members issued training bulletins are encouraged to study and retain them for reference and review.
      • b.Supervisors will ensure that their subordinates are familiar with training bulletins and will assist them in understanding the material presented.
V.Other Publications Intended for Internal Department Distribution
  • A.Specialized units may create publications, such as newsletters or informational alerts, to inform or further explain some aspect of a police-related activity to other Department members.
  • B.The unit commanding officer of the unit issuing the publication will ensure that the publication is consistent with all Department policies and directives.
VI.Other Publications Intended for External Distribution
  • A.Any command staff member may recommend the publication of reports or informational pamphlets on Department services to the public, statistical and analytical summaries, and other papers or reports which will promote the interests of the Department or one or more of its units.
  • B.Recommendations and/or requests to clear publications will be forwarded to:
    • 1.the commanding officer, Community Outreach Section when the publication is intended for distribution outside of the Department and its primary purpose is related to crime prevention.
    • 2.the Director, CAPS Implementation Office when the publication is intended for distribution outside of the Department and its primary purpose is related to the Department’s community policing activities.
    • 3.the command staff member of the Research and Development Division when the publication is intended for distribution outside of the Department and contains statistical or analytical information related to Department activities, criminal incidents, arrests, or similar information.
    • 4.the command staff member of the Office of News Affairs when the request or recommendation involves:
      • a.other subjects not specifically listed in Item VI-B of this directive; or
      • b.the participation of the news media or members of the news media are the intended audience of the publication.
  • C.All recommendations and/or requests for publications listed in Item VI-B of this directive will include the following:
    • 1.A statement of the purpose the publication is expected to serve.
    • 2.Recommended layout and content.
    • 3.Recommended distribution, including the number of copies to be printed.
  • D.The responsible command staff member identified in Item VI-B of this directive will review each recommended publication submitted to them, indicate approval or disapproval, and advise the originator. A denial for publication will require a written response to the originator.
VII.Printing Publications
  • A.Documents that have received an approval for publication will normally be forwarded to and processed by the Reproduction and Graphics Arts Section.
  • B.The City of Chicago Graphics and Reproduction Center has the capability of printing types of documents which cannot be reproduced by the Department’s Reproduction and Graphics Arts Section. Approved requests for these types of documents will be forwarded to the Director, Finance Division. The requesting unit may be asked to identify funding for the request.
  • C.For documents that must be reproduced by private vendors, approved requests for these types of documents will be forwarded to the Director, Finance Division. The requesting unit will identify a funding source for the request.
  • D.The Research and Development Division will facilitate the posting of Department publications approved for dissemination to the general public on the Department’s Internet site.
VIII.Consistency with Department Directives Review
If necessary, the command staff member of the Research and Development Division may be requested to review any publication to identify any possible conflicts with Department policy or directives if a unit commanding officer concludes that such a review is advisable.
Terry G. Hillard
Superintendent of Police
03-042 LMT/TJL