Chicago Police DepartmentSpecial Order S09-05-03
Survey Responses and Official Statistics
Issue Date:13 August 2003Effective Date:14 August 2003
Rescinds:S03-13-03
Index Category:Information Management
I.Purpose
This directive:
  • A.outlines procedures for preparing the Department’s official responses to surveys submitted by outside agencies, educational institutions, and others.
  • B.establishes the approving authority for official Departmental statistics related to Department activities, criminal incidents, arrests, or similar information.
II.Survey Requests Received by the Department
  • A.All surveys or similar requests submitted to the Department from an outside source, including other police departments or governmental agencies, educational institutions, researchers, businesses, and individuals, seeking an official response on behalf of the Department will be forwarded to the Research and Development Division.
  • B.Personnel assigned to units other than the Research and Development Division will not respond directly to any survey or similar request for information submitted by a requestor from outside of the Department.
  • C.The command staff member of the Research and Development Division will:
    • 1.ensure all surveys requiring an official Department response are processed.
    • 2.determine, in consultation with other units when appropriate, the Department’s official responses.
    • 3.identify other units from which specific recommendations on a particular survey response may be necessary, and forward a request to those units to complete or supply the needed information.
    • 4.maintain a record of survey responses prepared on behalf of the Department.
  • D.Commanding officers of units requested by the command staff member of the Research and Development to supply information or provide a recommendation on a survey response will provide the Research and Development Division with either:
    • 1.the requested information; or
    • 2.a specific written explanation why the requested information cannot be supplied.
      NOTE:
      Units requested to supply information regarding a survey will not respond directly to the original requestor and will direct any information related to the survey request to the Research and Development Division.
III.Official Departmental Statistics
  • A.The Deputy Superintendent, Bureau of Administrative Services is the approving authority for all official statistical data to be distributed outside of the Department. Prior to release, all official statistical data will be approved either directly by the Deputy Superintendent, Bureau of Administrative Services, or when appropriate, on his or her behalf by the command staff member of the Research and Development Division.
  • B.The Research and Development Division will:
    • 1.serve as the Department’s preparing source for all:
      • a.official statistical information reported externally by the Department.
      • b.computer data files provided in response to external requests in support of analytical or statistical reviews and/or research related to Department activities, criminal incidents, arrests, or similar information.
    • 2.establish unit-level procedures to prepare and report official statistical information as necessary to meet the needs of the Department.
    • 3.prepare, on behalf of the Superintendent of Police, the Department’s annual report and other statistical and analytical reports as needed.
  • C.Personnel assigned to units other than the Research and Development Division who receive requests from outside of the Department seeking official Departmental statistics will forward those requests to the command staff member of the Research and Development.
    NOTE:
    The external dissemination of data as part of the Department’s problem-solving activities at beat community meetings, generated using the Department’s automated systems approved for this purpose, does not require prior review or approval.
  • D.All Department publications which contain statistical data or analytical information related to Department activities, criminal incidents, arrests, or similar information and are intended for a distribution outside of the Department will be submitted to the command staff member of the Research and Development Division for approval consistent with the Department directive entitled "Department Publications."
Terry G. Hillard
Superintendent of Police
03-042 LMT/TJL(PMD)[LBM]