Chicago Police DepartmentSpecial Order S03-10
City Claims Notification Program
Issue Date:10 October 2012Effective Date:10 October 2012
Rescinds:19 December 2002 version
Index Category:Field Operations
I.Purpose
This directive:
II.General Information
The City Claims Notification Program was developed to address accidental property damages caused by the Chicago Police Department during official business. These claims can include property-damage automobile accidents, accidental destruction of animals, damage caused during the execution of search warrants, and similar occurrences. The notification procedures set forth below shall be completed in instances where a property claim is likely to be filed against the City of Chicago.
NOTE:
Personal injury claims are NOT included in this program.
III.Procedures
  • A.Department Members Responsibilities
    When a Department member is involved in an incident resulting in accidental damage to property, that member will:
    • 1.notify and request that a supervisor report to the scene.
    • 2.ensure that all required documentation is completed in a timely manner, with the responding supervisor's name included in the narrative section of the related case, supplementary, or traffic crash report. Members will ensure that a phone number for the affected party is included on the corresponding report.
    • 3.if a City Claims Notification should be made:
      • a.submit all completed reports to the assigned supervisor for approval and notification.
        NOTE:
        Any time a City Claims Notification is made, the incident must be recorded on the appropriate report (e.g., Traffic Crash Report, Department Vehicle Traffic Crash or Damage Report, General Offense Case Report, Supplementary Report). Notifications cannot be made without proper documentation.
      • b.advise affected parties that a City claims adjustor will contact them by telephone, usually within twenty-four hours.
  • B.Supervisors Responsibilities
    When a supervisor is called to the scene of accidental damage, the supervisor will:
    • 1.determine if a City Claims Notification should be made. If a claim should be made, the supervisor will:
      • a.receive all completed reports from the Department members involved in the incident and sign the reports, electronically or otherwise, indicating approvall;
      • b.complete supervisory sections, if applicable, of all reports related to the incident;
      • d.submit completed reports and the City Claims Notification form to the station supervisor of the district of occurrence for approval.
    • 2.in cases of exigent circumstances or hardship to the affected party, such as a damaged door to a residence, and the required case reports will not be completed for several hours, the supervisor will complete a City Claims Notification form and make an immediate notification to the station supervisor of the district of occurrence.
  • C.Station Supervisor Responsibilities
    When the station supervisor in the district of occurrence is notified that a City Claims Notification should be made, the station supervisor will:
    • 1.receive all pertinent reports from the assigned supervisor and review for completeness,
    • 2.sign the City Claims Notification form indicating approval,
    • 3.during business hours, contact the  Department of Law, City Claims Unit and:
      • a.inform the call-taker that there is a City Claims Notification,
      • b.give the call-taker the information recorded on the City Claims Notification form, and
      • c.record the call-takers name and the time of notification on the City Claims Notification form.
      • d.digitally scan all pertinent reports and email to:
        cityclaimsnotificationprogram@cityofchicago.org.
      • e.fax all reports along with the City Claims Notification form to the  Department of Law, City Claims Unit .
    • 4.after business hours, on weekends, or during Holidays, digitally scan all pertinent reports including a cover sheet containing a callback telephone number and email to: cityclaimsnotificationprogram@cityofchicago.org. When the City Claims Adjuster returns the call:
      • a.inform the caller that there is a City Claims Notification;
      • b.record the callers name and the time of contact on the City Claims Notification form.
      • c.fax all reports along with the City Claims Notification form to the  Department of Law, City Claims Unit .
    • 5.after being notified by a supervisor that exigent circumstances or specific hardship to the affected party exist in a case, make an immediate notification to the  Department of Law, City Claims Unit . Notifications of this nature will not be delayed while waiting for the appropriate case reports to be completed.
    • 6.notify the district commander that a City Claims Notification has been made by forwarding a copy of the City Claims Notification form and all related reports to the district commander's office. If the district commander's signature is required on any related reports, indicate this by checking the box marked "yes" next to the question, "Is the District Commanders Approval Required?" on the City Claims Notification form.
    NOTE:
    For reports that require the signature of an exempt commanding officer, and the exempt commanding officer is not be available to sign the report, the station supervisor will email and fax the unapproved report.
  • D.District Commander Responsibilities
    District commanders will:
    • 1.establish a unit-level procedure to retain the City Claims Notification forms and related reports, approved for incidents occurring within their district, consistent with Department records retention requirements.
    • 2.review the submitted City Claims Notification form for completeness. If the City Claims Notification form indicates that the district commanders further approval is necessary, sign his or her name to those reports, indicating approval, and fax the approved report to the  Department of Law, City Claims Unit .
IV.City Claims Adjustors
Once a City Claims Notification has been received by the Department of Law, City Claims Unit, an adjustor will be assigned to evaluate the claim. Citizens' questions regarding a claim will be directed to the Department of Law, City Claims Unit during normal business hours.
Authenticated by: JKH
Garry F. McCarthy
Superintendent of Police
12-108 TRH
PHONE BOOK:
1.
Department of Law, City Claims Unit
312-744-5650 - Normal Business Hours (0800-1700)
Email: cityclaimsnoificationprogram@cityofchicago.org
Fax: 312-744-5449
2.
Department of Law, City Claims Unit
312-744-5650 - Normal Business Hours (0800-1700)
Email: cityclaimsnoificationprogram@cityofchicago.org
Fax: 312-744-5449
3.
Department of Law, City Claims Unit
312-744-5650 - Normal Business Hours (0800-1700)
Email: cityclaimsnoificationprogram@cityofchicago.org
Fax: 312-744-5449
4.
Department of Law, City Claims Unit
312-744-5650 - Normal Business Hours (0800-1700)
Email: cityclaimsnoificationprogram@cityofchicago.org
Fax: 312-744-5449
5.
Department of Law, City Claims Unit
312-744-5650 - Normal Business Hours (0800-1700)
Email: cityclaimsnoificationprogram@cityofchicago.org
Fax: 312-744-5449