Chicago Police DepartmentUniform and Property U02-01-01
Vehicle Assignment, Allocation and Operation
Issue Date:26 June 2019Effective Date:26 June 2019
Rescinds:27 May 1997 Version
Index Category:Department Vehicles
I.Purpose
This directive sets forth Department policy and procedures relative to vehicle assignment, allocation, and operation.
II.Vehicle Assignment and Allocation
  • A.Records and Allocation of Department Vehicles
    • 1.A Vehicle Allocation Plan shall be approved by the Chief, Bureau of Technical Services. The Commanding Officer, Fleet Section shall ensure the plan is retained in the Fleet Section. Vehicles shall be allocated pursuant to the approved plan and current operational needs.
    • 2.The Department of Fleet and Facilities Management (2FM) Fleet Section maintains a computer database of all Department vehicles, their assignments, and other information specific to individual Department Vehicles. Select personnel assigned to the Fleet Section shall be granted access to this database. The database maintained by 2FM-Fleet shall be utilized to review and monitor vehicle assignments and allocation needs across the Department.
    • 3.Should any temporary transfer or assignment of any vehicle be needed in excess of 10 days, a Bureau of Technical Services (BTS) Action Request form (CPD-60.107) will be completed. The form must document the justification for such temporary vehicle assignment. Requestors should be prepared to provide additional information via To-From-Subject Report if directed by the Fleet Section.
      NOTE:
      This does not apply to the temporary assignment of a pool vehicle while a regularly assigned vehicle is down for service.
    • 4.The General Support Division and Fleet Section Commanding Officers are authorized to substitute and exchange vehicles as operational needs require. Any direction given by the Commanding Officers of the Fleet Section or General Support Division for the reassignment or temporary loan of any Department vehicle will be followed.
    • 5.Requests for loan of vehicles may be approved by the Commanding Officer of the lending Unit, for periods not to exceed 24 hours. In such instances, the member authorizing the vehicle loan will immediately notify the Commanding Officer, Fleet Section via email at, CPDFleetLiaison@chicagopolice.org. Notification will include: lending Unit number, borrowing Unit number, vehicle number, brief explanation justifying the reason for vehicle loan.
    • 6.Only the Fleet Section and General Support Division Commanding Officers may authorize the temporary transfer of a Department vehicle for periods exceeding 24 hours. Prior to any such transfer occurring, the Fleet Section will be contacted at (312) 745-6015. In the event an emergency transfer of a vehicle is necessary outside of normal business hours, the approving supervisor will immediately notify the Fleet Section by email at CPDFleetLiaison@chicagopolice.org. The Commanding Officer, Fleet Section will promptly follow up to such notification no later than the next business day.
  • B.Assigned Vehicle
    Unit commanding officers are responsible for all vehicles assigned to their unit. Unit commanding officers will ensure that:
    • 1.accidents and damaged vehicles are reported to the Department of Fleet and Facility Management (2FM).
    • 2.maintenance and electrical failures are reported to the City-Wide 3 (C-W 3) dispatcher.
    • 3.vehicle interiors and exteriors are maintained in a clean condition.
    • 4.vehicles are made available for accident damage inspection when requested by 2FM or the General Support Division, Fleet Section.
    • 5.vehicles are made available for scheduled preventive maintenance as directed by 2FM.
    • 6.a Lost and Found Case Report (CPD-63.458) is prepared for lost keys and/or key fobs.
      NOTE:
      A BTS Action Request (CPD-60.107) will be submitted for replacement keys and/or fobs. Copies of completed reports documenting the lost equipment and the Number assigned any related LOG or SPAR will be listed.
  • C.Reserve Vehicle Pools
    • 1.As vehicle resources and operational needs allow, the Commanding Officer, Fleet Section will ensure a pool of marked and unmarked vehicles are assigned to the 2FM-Fleet Service Garages. Pool vehicles will be assigned to temporarily replace regularly assigned vehicles that are downed for service and for special assignments based on Department operational needs.
      NOTE:
      The Commanding Officer, Fleet Section will coordinate with 2FM-Fleet to devise a pool vehicle assignment schedule that best meets operational needs within the limits of available pool vehicles. Unless extenuating circumstances exist, regularly assigned vehicles will only be replaced with a pool vehicle of the same type.
    • 2.Under normal circumstances, units that do not utilize all of their assigned vehicles on each watch will not be provided a pool vehicle. Such units will first exhaust all available unit assigned vehicles prior to being issued a pool vehicle.
    • 3.2FM will identify the garage that will provide the replacement vehicle, which in most instances will be the same garage that performs maintenance service on vehicles from the requesting unit.
    • 4.Only the Commanding Officers of the Fleet Section and General Support Division may authorize the assignment of a pool vehicle outside of the pool vehicle assignment schedule. 2FM Garage staff will follow established guidelines for the assignment of pool vehicles. In any instance a dispute arises between any Department member and 2FM Garage Staff, regarding the assignment of a pool vehicle, the member will not address the dispute with the Garage Staff, but will have a supervisor from their unit of assignment consult with the Commanding Officer, Fleet Section.
    • 5.Only the Commanding Officers of the General Support Division and Fleet Section may authorize the assignment of a vehicle from the Exempt Vehicle Pool.
    • 6.As resources permit, the following table will be used for guidance by the indicated units for the temporary loan of Department vehicles, not to exceed 24 hours. In order to ensure strict adherence to the below outline, any request for the loan of a vehicle among Department units may only be made by a Lieutenant or above from the requesting unit and must be approved by the Commanding Officer of the lending unit on a case by case basis. Any direction given by the Fleet Section regarding the temporary loan of any Department vehicle among units will be followed. Leased vehicles WILL NOT be loaned for use by District Tactical personnel unless assigned solely by the Fleet Section.
      BORROWING UNITLENDING UNIT
      Special Functions Division
      (Request must be made by a Supervisor)
      Bureau of Detectives Area
      Bureau of DetectivesDistrict Tactical Units
      Special Functions Division
      District Tactical Units
      Special Functions Division
      Bureau of Detectives
      (City Owned Vehicles Only)
III.Vehicle Operations
  • A.Operating Requirements
    • 1.Department members will:
      • a.promptly proceed to their assignment locations and operate Department vehicles in a legal, safe, and courteous manner.
      • b.drive Department vehicles with due regard for the safety of all persons, under all circumstances. The vehicle operator may be held responsible for the consequences of their conduct when operating a Department vehicle.
      • c.during routine driving, operate Department vehicles in a safe and courteous manner and comply with all traffic laws and ordinances.
      • d.not operate a Department vehicle without the authorization of their supervisor, except in an emergency.
      • e.have in their possession a valid Illinois drivers license when operating a Department motor vehicle.
      • f.when their drivers license is suspended or revoked, immediately submit a To-From-Subject Report to their commanding officer. This report will:
        • (1)cite the circumstances under which the suspension or revocation occurred.
        • (2)specify the duration of the suspension or revocation.
        • (3)be forwarded to the Director, Human Resources Division, by the member's commanding officer.
    • 2.All Department vehicles will be properly parked and locked when conditions at the scene permit and prompt police action will not be compromised.
  • B.Operation of Department Vehicles by Civilian Members
    • 1.Under normal circumstances, civilian members of the Department will NOT operate a marked vehicle, other than delivery vehicles assigned to Equipment and Supply, or Police Documents Sections. Members of exempt rank may authorize the temporary use of a marked vehicle by a civilian member under their command only when a specific assignment would require the use of a marked vehicle, or there are no unmarked vehicles available, and operations would be negatively impacted if a marked vehicle is not promptly assigned as replacement.
    • 2.In all instances when a civilian member operates a Department vehicle, the member will be equipped with a Department radio and will be informed of the call sign they are to utilize in the event of an emergency or R-Service requiring them to transmit a message via radio.
    • 3.No civilian member will operate any emergency equipment installed on a Department vehicle under their control, with exception of members having duties requiring them to respond to an emergency. This prohibition does not apply to 2FM personnel while in the performance of their assigned duties.
    • 4.Any marked Department vehicle operated by a civilian employee will only be used for the specifically approved Department purpose.
    • 5.At no time will a civilian employee conduct personal business, or absent an emergency circumstance, otherwise deviate from the approved Department purpose while operating a marked Department vehicle.
    • 6.If summoned by a citizen to provide assistance, a civilian operator of a Department vehicle will:
      • a.immediately identify themselves as a civilian, having no police powers.
      • b.if actual police assistance is requested, notify an Office of Emergency Management and Communications (OEMC) dispatcher of the location, type of incident, complainant’s name, and if available, a phone number at which the complainant can be recontacted.
      • c.civilian members will remain at or near the scene in such a manner as not to place themselves in danger. Once responding officers arrive, and the scene permits, the civilian member will identify themselves to the officers and provide any information they may have.
      • d.in any instance a civilian member becomes involved in a police related incident, the member will direct a To-From-Subject Report to their Commanding Officer, briefly identifying the incident date, time, location, their actions, and the related RD number if a report was generated. If assistance is needed in obtaining this information, the civilian involved will consult with any of their unit supervisors.
  • C.Operation of Department Vehicles Beyond City Limits
    • 1.The City of Chicago has established travel guidelines which apply to all City Departments and Bureaus, including the Department of Police. Under specific guidelines, members may operate Department vehicles beyond Chicago City Limits when:
      • a.conducting an investigation of a police related matter.
      • b.performing another assignment of official Department Business.
    • 2.Specific guidelines and required directives related to the use of Department vehicles for travel beyond the City Limits can be found in Department directive titled "Use of Department Vehicles Outside of City Limits". (U02-01-08)
IV.Radio Call Identification Beat Plates
  • A.Beat Plates identifying the actual beat a vehicle is assigned will be displayed on all Department vehicles except:
    • 1.unmarked vehicles.
    • 2.motorcycles.
    • 3.police all purpose vehicles (PAPV).
    • 4.water craft.
    • 5.Special Weapons and Tactics Unit (SWAT) special equipment vehicles.
    • 6.mobile command post vehicles.
    • 7.vehicles assigned to the Merchants Fleet Program.
  • B.Display
    • 1.Beat Plates bearing the vehicle’s actual assigned beat will be displayed in the Beat Plate display bracket at all times when the vehicle is to be operated. When a member using a Department vehicle goes off duty, or when a vehicle is downed for repairs, the Beat Plate will be removed and stored according to unit protocols.
      • a.Members are responsible for ensuring all Beat Plates assigned to them are turned in at the end of their tour of duty, to be made available to the on-coming watch.
      • b.Supervisors are responsible for ensuring compliance with this policy.
    • 2.Operators of marked vehicles that have roof affixed equipment mounting bars will insert the beat plate in the display bracket and ensure that the beat plate is locked in place while being displayed.
    • 3.Operators of vehicles that are required to display a Beat Plate will:
      • a.display a temporary Beat Plate only when the actual Beat Plate is still in use by another watch, is missing, or is damaged so severely that it is unable to be displayed or has become illegible.
      • b.notify their immediate supervisor they will be using a temporary Beat Plate.
      • c.replace the temporary Beat Plate with the actual Beat Plate immediately when it becomes available.
      • d.immediately Report any missing or damaged Beat Plates to the DSS.
    • 4.Supervisor will:
      • a.ensure all members under their supervision adhere to section IV of this directive.
      • b.if a member is observed without a Beat Plate, or with an improper Beat Plate, when circumstances allow, take immediate corrective action.
      • c.note the action taken in the Supervisor’s Management Log (CPD-11.455).
      • d.if the affected member is assigned to a different unit, the supervisor will notify the Watch Operations Lieutenant (WOL) or appropriate supervisor of the affected member’s unit, noting the name and star of the supervisor notified in the Supervisor’s Management Log (CPD-11.455).
  • C.Beat Plate, Adhesive Number, Beat Plate Bracket Replacement
    • 1.In any instance a Beat Plate is missing or damaged so severely that it is unable to be displayed, or is illegible, the member assigned the affected Beat Plate will notify their DSS. Immediately upon notification, the DSS will initiate an investigation. If circumstances require, the proper case report will be completed, as with any other damaged, lost/missing Department property.
    • 2.To request replacement of any Beat Plate, Adhesive Numbers, or Beat Plate Bracket, a BTS Action Request (CPD-60.107) will be submitted to the Fleet Section. Copies of any related reports will be included and if a SPAR or CL/CR was generated, the number should be included in the BTS Action Request form.
    • 3.Requests for replacement Beat Plates, Adhesive Numbers, or Beat Plate Brackets may only be made by the Unit Commanding Officer.
      NOTE:
      Unless a specific cause can be identified, cracked or other damage to any plastic Beat Plate will not constitute normal wear-and-tear. The loss or damage of any adhesive character may be classified as normal wear-and-tear unless a specific cause of misuse or negligent use is identified.
(Items indicated by italics/double underline were added or revised.)
Eddie T. Johnson
Superintendent of Police
12-013 PMD