Chicago Police DepartmentUniform and Property U03-05
Access Security Policy - Chicago Public Safety Headquarters
Issue Date:07 December 2017Effective Date:07 December 2017
Rescinds:08 July 2014 Version
Index Category:Facilities
I.Purpose
This directive:
  • A.establishes the access policy for the Chicago Public Safety Headquarters (HQ) and parking lot.
  • B.outlines roles and responsibilities for the maintenance of HQ building security.
  • C.assigns responsibility for the programming of Department identification cards.
  • D.continues the:
    • 1.use of the Visitor Log [bound ledger book, Commodity Code (23-1212-0300)] at the lobby security station.
    • 2.Request for Identification Card form (CPD-62.140).
    • 3.Event Notification form (CPD-11.803).
    • 4.requirement that authorized visitors wear a visitor identification card whenever they are above the first floor of the HQ building.
  • E.continues the:
    • 1.Request for Headquarters Secure Access Authorization form (CPD-65.108).
    • 2.Headquarters Parking Registration form (CPD-11.905).
    • 3.use of CPD Employees/No IDs Log located at the HQ lobby security station.
II.Policy
As a public-interest building, certain sections of the lobby of the first floor of the HQ building are open to the public, Monday through Friday, during normal business hours. The remainder of the building is restricted to authorized Department members and visitors.
III.General Security Measures
  • A.Persons visiting the HQ building:
    • 1.will be required to use the Michigan Avenue entrance and pass through the magnetometer station located on the first floor and consent to a security screening search before gaining entrance to the elevators. All packages, briefcases, handbags, etc., carried by persons entering the HQ building through the magnetometer station security screening area are subject to a security screening check.
      NOTE:
      Civilian Office of Police Accountability (COPA) employees, City employees assigned to HQ, City-contracted service personnel, retired Department members, and all sworn peace officers are exempt from this procedure.
    • 2.who withhold consent to a search or refuse to pass through the magnetometer station will not be permitted access beyond the HQ public access area.
  • B.Access beyond first floor
    • 1.All sworn Department members in uniform must have their Department ID on their person but are not required to wear it.
      NOTE:
      Department members must present their Department ID upon request.
    • 2.All Sworn Department members in civilian clothes and civilian Department members assigned to the HQ building must wear their Department identification cards in plain view at all times while in the building. If they do not have their Department ID card:
      • a.a government-issued photo ID (i.e., driver's license, state ID, military ID, or passport) must be presented and a visitor identification card will be issued; and
      • b.the member will sign in and out on the CPD Employees/No IDs Log .
    • 3.All civilian Department members not assigned to the HQ building are required to present their Department identification card to the officers at the security station to gain entry above the first floor and will sign in and out on the Visitor's Log. Department identification cards must be worn in plain view at all times while inside the HQ building.
    • 4.All City of Chicago employees (non-Departmental) and not assigned to the HQ building, will sign in and out on the Visitor Log and will present and wear their City of Chicago ID in lieu of the visitor identification card. City of Chicago identification cards must be worn in plain view at all times while inside the HQ building.
    • 5.All other visitors are required to present a government-issued photo identification card (i.e., driver’s license, state ID, military ID, or passport) at the HQ security station, will be issued a visitor identification card, and must sign in and out on the Visitor Log.
    • 6.All persons issued a visitor identification card will return the visitor identification card to the HQ security officers at the security station upon completion of the visit.
    • 7.If members must gain entry to a specific locked office or floor for which they are authorized but do not have a functioning key or identification card, or have difficulty with a hand geometry reader for the office or floor, the members will report to the first-floor security station, explain the need to gain access, and request that HQ security personnel, in coordination with the Crime Prevention and Information Center (CPIC) escort them to the site and allow them access.
    • 8.Department members will meet their visitors in the HQ lobby and escort them to their intended destination. Upon completion of the visit, a member of the unit visited will ensure that visitors are escorted back to the security station. In no instance will visitors be allowed to relocate to another section or return to the lobby unescorted.
      NOTE:
      The only exception to this requirement is the Chief Administrator, Civilian Office of Police Accountability.
    • 9.Members of the media will not be permitted past the first floor without the authorization of the Director, Office of Communications.
  • C.General building security
    • 1.It is the responsibility and duty of members assigned to the HQ building to verbally challenge individuals who are not displaying a Department identification card or visitor identification card, and may be in an area for which there is no apparent business purpose.
    • 2.For every controlled access area there is only one command staff member who can authorize access to that restricted area. For example, one command staff member cannot authorize access to an area which is not under that command staff member’s direct control.
    • 3.All first floor stairwell doors will be secured to preclude entry to the upper levels from the lobby area.
    • 4.Unauthorized entry into the HQ building via the doors adjacent to the dock situated on the southwest quadrant next to the parking lot is prohibited.
    • 5.Those members directed to pick up payroll checks at the HQ building will enter via the doors adjacent to the dock situated on the southwest quadrant next to the parking lot. Checks will be available at the Payroll Distribution Room, 1011 SW, on the first floor.
    • 6.The Police Document Section will be responsible for all inquiries concerning delivery of packages to the HQ building.
      :
      Members receiving deliveries of packages that must be signed for will report to the Police Document Section to sign. Private sector messenger personnel will not be authorized access to the building beyond the first floor.
    • 7.Freight elevators will be used only by authorized personnel (Fleet and Facility Management or janitorial staff) or others when moving bulk items.
  • D.Parking
    Department employees (civilian or sworn) must have an HQ parking decal, interim parking placard, or a temporary parking placard from HQ security personnel to park a privately owned vehicle in the HQ lot.
IV.Responsibilities
  • A.The First Deputy Superintendent is responsible for:
    • 1.providing HQ building security and staffing for the magnetometer station and the video security camera screening room, responding to requests for police service in the building and parking lot, and performing other duties as necessary.
      NOTE:
      If the Office of Emergency Management and Communications (OEMC) dispatches a patrol unit to an assignment at HQ, the officer(s) assigned by OEMC will perform the service.
    • 2.maintaining a Bureau of Technical Services generated listing of personnel who have received access into restricted areas of the HQ building.
  • B.The Chief, Bureau of Technical Services, is responsible for:
    • 1.Facilities Management Unit
      • a.establishing appropriate rules, regulations, and procedures which are necessary for the management of the HQ facility.
      • b.assigning the first-floor lockers to personnel assigned to the HQ security detail and the Police Document Section.
      • c.establishing rules, as necessary, for the use of the second floor physical fitness center.
      • d.assigning the second-floor physical fitness center and basement lockers to Department personnel.
    • 2.Fleet Liaison Section
      • a.designating spaces in the HQ parking lot.
      • b.providing:
        • (1)a numbered decal to authorized personnel for use of the parking lot.
        • (2)placards.
  • C.HQ building command staff members will:
    • 1.direct personnel within their command requiring access to restricted areas to:
      • a.complete the:
        • (1)Request for Identification Card form, obtaining appropriate signatures as indicated on the form.
        • (2)Request for Headquarters Secure Access Authorization form.
      • b.submit the Request for Headquarters Secure Access Authorization form through the chain of command to the authorizing command staff member as indicated on the form.
      • c.follow the procedures outlined in the Department directive entitled “Department Identification Cards and Photos” for replacement of lost cards.
    • 2.identify restricted areas under their control that will require access by personnel within their command.
    • 3.when they require access to another unit’s controlled-access area, complete a To-From Subject Report requesting the command staff member forward the report to the command staff member who is responsible for access to the area.
      NOTE:
      The parking lot is the single exception to this policy. Each command staff member in the HQ building may approve requests for parking lot usage.
  • D.The Commander, Inspections Division, will ensure the parking lot is monitored for compliance with this directive.
  • E.The Director, Information Services Division, is responsible for programming Department identification cards to enter controlled access areas.
V.Off-Hours (1800-0600 hours daily and at all times on weekends and holidays)
  • A.All members, regardless of rank, who are reporting to their HQ units during a time when their unit is not normally in operation will first report to the HQ security officer at the security station to announce their presence in the HQ building.
    NOTE:
    Should visiting members require access to restricted areas during non-traditional business hours (e.g., access to the Special Investigations Unit) the officers assigned to HQ security will telephone the restricted area unit and inform the on-duty members to allow the visiting officers access. Such visitors will be required to sign the visitors’ log maintained at the first-floor security station.
  • B.Police personnel “hand delivering” reports to units which are closed will leave the reports at the Police Documents Section on the first floor. These reports will then be delivered by the Police Documents Section.
VI.Parking Lot Use
  • A.The 35th Street entrance is the official gateway for entry into the HQ parking lot.
  • B.Vehicles will not be allowed to park in the HQ parking lot without an HQ parking decal or interim /temporary parking placard .
    NOTE:
    Unmarked and marked Chicago Police Department vehicles are exempt from this policy.
  • C.Sworn and civilian members assigned to the HQ building who elect to park their personal vehicle in the HQ parking lot will:
    • 1.complete the Headquarters Parking Registration form;
    • 2.submit the Headquarters Parking Registration form to the Fleet Liaison Section; and
      NOTE:
      If a member uses more than one vehicle, a maximum of two vehicles can be registered using a separate form for issuance of a decal for each vehicle. Motorcycles will not require a parking decal.
    • 3.upon receipt of the HQ parking decal, affix the decal to the lower left-hand corner (driver’s side) of the vehicle’s windshield.
  • D.Sworn and civilian members temporarily detailed to the Field Services Section, Unit 166, who elect to park their personal vehicles in the HQ parking lot will:
    • 1.request an interim parking placard from the Fleet Liaison Section.
    • 2.upon receipt of the interim parking placard:
      • a.present the parking placard for inspection by the HQ security officer at the security station located at the entrance to the parking lot, and
      • b.display the placard in the windshield of the vehicle after parking in an available space.
    • 3.if applicable, request an additional interim parking placard after the initial interim parking placard expires.
  • E.Sworn and civilian members who elect to park their personal vehicles in the HQ parking lot that require an interim parking placard for special situations will:
    • 1.submit a To-From-Subject report with required justification, through channels, to the Fleet Liaison Section.
    • 2.upon receipt of the interim parking placard:
      • a.present the parking placard for inspection by the HQ security officer at the security station located at the entrance to the parking lot, and
      • b.display the placard in the windshield of the vehicle after parking in an available space.
    • 3.if applicable, request an additional interim parking placard after the initial interim parking placard expires.
  • F.Visitors entering the lot without a Department identification card (including members in Department vehicles) will first stop at the security station located at the entrance to the lot and wait for instructions from the HQ security officer. The HQ security officer will:
    • 1.issue the visitor a temporary parking placard which must be displayed in the windshield of the vehicle.
    • 2.direct the visitor where to park or inform the member that no parking is available.
    • 3.accommodate special requests for visiting dignitaries and guests when requested by HQ personnel who have completed the Event Notification form.
  • G.Members entering the HQ parking lot will park on a first-come-first-served basis”
  • H.A limited number of reserved spaces have been specifically designated by the Bureau of Technical Services and are indicated by yellow parking striping.
  • I.Members are prohibited from parking in:
    • 1.reserved parking spaces without authorization, and
    • 2.aisles, fire lanes, or areas of the parking lot that are not striped as designated parking spaces.
VII.Physical Fitness Center Lockers
  • A.Lockers in the male and female second-floor locker rooms will be assigned to sworn HQ members by the Bureau of Technical Services, Facilities Management Unit.
  • B.Large lockers will be assigned to sworn members working in HQ.
  • C.Civilian members may use the smaller lockers on a temporary basis not to exceed one tour of duty at a time.
(Item indicated by italics/double underline have been added or revised.)
Eddie T. Johnson
Superintendent of Police
SB 17-104
GLOSSARY TERMS:
1. -
a record-keeping document used to record the names of persons who visit the HQ building.
3. -
a decal affixed to a privately owned vehicle on the lower driver’s-side portion of the windshield for authorized personnel seeking to park in the HQ lot.
4. -
a form issued by the Chief, Bureau of Technical Services, or designee allowing authorized personnel to use the HQ lot for thirty-day increments from the date of issuance.
5. -
a form allowing authorized personnel to use the HQ lot for business visits of two hours or less.