Chicago Police DepartmentUniform and Property U02-01-07
Extended-Hours Vehicle Use
Issue Date:30 July 2020Effective Date:30 July 2020
Rescinds:21 June 2019 Version
Index Category:Department Vehicles
I.Purpose
This directive:
  • A.establishes eligibility and restrictions for the authorization of Department vehicles to be assigned for extended-hours use.
  • B.identifies specific responsibilities that require a Department vehicle for regular extended-hours use and the specific assignments having those responsibilities.
  • C.discontinues the use of the Extended-Hours Use of Department Vehicle Request (CPD-42.505 Rev. 6/19).
  • D.introduces the use of the Extended-Hours Use of Department Vehicle Request (CPD-42.505 Rev. 7/20).
II.Policy
The City of Chicago, through the Department of Assets, Information, and Services (AIS), has established a policy governing the assignment of City vehicles for extended-hours use. The City policy must be adhered to by all City departments, including the Department of Police.
  • A.It is the policy of the Chicago Police Department to cooperate with other City agencies and to provide the necessary equipment for the operational needs of all Department units. To accomplish this goal, the Department must effectively manage all of its resources. This includes the effective management of its vehicle fleet.
  • B.To comply with the standards established by the City vehicle policies and continue to meet the operational needs of the Department, strict guidelines regarding the assignment and use of Department vehicles for extended-hours use will be followed.
  • C.It is recognized that members of the Department are required to be available for response to emergencies and other urgent issues on a 24-hour basis. These unique assignments require a Department vehicle for regular extended-hours use.
  • D.To ensure the appropriate Department members have access to the regular extended-hours use of a Department vehicle, Department members must meet one of the following criteria:
    • 1.Department members who are subject for 24-hour call out;
    • 2.Department members whose essential job responsibilities or specific assignment routinely require off-hour activity; or
    • 3.Department members who are required to respond to a critical incident.
  • E.Only the Superintendent of Police will approve the regular extended-hours use of Department vehicles consistent with the procedures outlined in Item III of this directive.
  • F.To provide the most cost-effective management of Department vehicles and to ensure vehicles with high-visibility are available for field duties, unmarked and leased vehicles will be given priority for extended-hours use assignments. In instances where the duties of a particular assignment specifically require a marked or high-visibility vehicle for its responses, a marked vehicle will be assigned. The determination of whether a marked or unmarked vehicle will be assigned for extended-hours use will be made by the Superintendent.
  • G.Department members who are assigned an extended-hours use of a Department vehicle will not use the vehicle as prohibited by this directive, relocate the vehicle beyond the approved request, reallocate the vehicle to another individual, or exchange a vehicle without the approval of the Superintendent.
III.Extended-Hours Vehicle Evaluation and Approval
Only the Superintendent of Police will approve the extended-hours use of Department vehicles.
  • A.The Deputy Chief, Strategic Initiatives Division, will consult with the First Deputy Superintendent, Office of Operations; Deputy Superintendent, Office of Constitutional Policing and Reform; and the Chief of Staff when evaluating vehicle use requests.
  • B.The Deputy Chief, Strategic Initiatives Division, will present the recommendations to the Superintendent.
  • C.Upon a determination by the Superintendent, the Deputy Chief, Strategic Initiatives Division, will ensure a written response indicating the approval or denial is provided to all requesting units or members.
IV.Assignment of Department Vehicles for Regular Extended-Hours Use
  • A.Regular Extended-Hours Vehicle Use
    • 1.All units will identify a list of appropriate vehicles to be assigned for regular extended-hours use. These vehicles will be assigned to certain units of the Department for authorized use based on essential job responsibilities of specific assignments with the approval from the Superintendent. Personnel appointed to these assignments will be authorized the use of these vehicle for regular extended-hours use.
    • 2.The job responsibilities identified in Item II-D of this directive are regular requirements of the following Department assignments. Pending approval by the Superintendent each new calendar year, the following specific assignments require a Department vehicle for regular extended-hours use.
  • B.Department assignments that require a Department vehicle for regular extended-hours use will be approved by the Superintendent of Police.
  • C.Department members who have been assigned a Department vehicle for extended-hours use will ensure that the Fleet Section is notified and a new vehicle request form is approved by the Superintendent for the following occurrences:
    • 1.voluntarily wishes to change vehicle;
    • 2.transitions into new role with the Department and the member was approved for extended-hours use of a Department vehicle by the Superintendent in their previous role; or
    • 3.replaces a Department member (e.g., retires, new assignment) and the previous Department member was approved for extended-hours use of a Department vehicle by the Superintendent.
    • 4.members that are retiring or leaving the Department and are assigned a Department vehicle will ensure that the vehicle is returned to the Fleet Section within forty-eight hours.
      NOTE:
      For all vehicle changes not specifically listed in Item IV-C of this directive, Department members must immediately notify the Fleet Section.
V.Procedures for the Assignment of a Department Vehicle for Extended-Hours Use
  • A.Upon the effective date of this directive and every subsequent year by 1 February of each calendar year, ALL Department members and unit commanding officers of units that are assigned extended-hours use Department vehicles will submit an Extended-Hours Use of Department Vehicle Request (CPD-42.505) for their assigned vehicles.
  • B.The Deputy Chief, Strategic Initiatives Division, will ensure the submitted vehicle requests are processed consistent with procedures outlined in Item III of this directive.
  • C.Requesters will ensure an Extended-Hours Use of Department Vehicle Request (CPD-42.505) is submitted to their unit commanding officer of exempt rank. The request will be completed fully and:
    • 1.if a vehicle is already assigned, indicate the vehicle information. If a vehicle is not yet assigned, this section will be left blank.
    • 2.indicate the location the Department vehicle will be parked. If the Department vehicle will be parked at a:
      • a.Department facility, the specific facility must be entered.
      • b.residence or if "Other" is selected, the type of location will be indicated in the space provided.
    • 3.indicate justifications that apply by checking the appropriate box in the "Justification" section AND record a written submission describing the members duties in the "Description of Duties Requiring Extended-Hours Vehicle Use" section of the form.
    • 4.once approved by the unit commanding officer of exempt rank, it will be scanned and emailed to the Fleet Section at cpdfleetliaison@chicagopolice.org.
  • D.After the request has been scanned and emailed to the Fleet Section, the procedures outlined in Item III will be followed.
VI.Extended-Hours Vehicle Use Guidelines
Ordinarily, Department vehicles will only be operated for Department business and to travel to and from work.
  • A.A reasonable exception will be allowed for instances that necessitate the use of the vehicle for basic personal affairs when the use of the vehicle supports Department operations. Such instances may include:
    • 1.travel to lunch, an authorized personal, or a reasonable personal errand, between assignments or traveling directly to and from work, and
    • 2.during times where a member is off duty, within the corporate limits of the City of Chicago, and has been placed on “standby” or a specific call-out is anticipated and the member will be required to respond immediately from wherever they are located at the time the call-out is received.
  • B.Department members are granted authorization to provide the same reasonable transportation of a family member as they are a regular community member when providing a law enforcement service or as a direct requirement of their duty assignment.
  • C.Department vehicles will NOT be used during the course of secondary employment except for members assigned to work the Film Detail, who may, with the authorization of their unit commanding officer, utilize their assigned extended-hours use vehicle. Such authorization will only be granted in instances where the member is employed under the umbrella of the Chicago Police Department for security, traffic, or crowd control and use of the vehicle will aid in the Department's mission to provide such services. Additionally, the member must be in possession of a Department radio at all times during the vehicle operation.
  • D.No covert vehicle will be authorized for use in any secondary employment, even if the employment falls under the umbrella of the Chicago Police Department.
  • E.At no time will alcohol or cannabis be transported in a Department vehicle, unless providing a law enforcement service or as a direct requirement of their duty assignment.
  • F.Additionally, civilian members will:
    • 1.be required to adhere to the requirements outlined in the Department directive titled Taxation of Employer-Provided Vehicles.”
    • 2.not be authorized to use any emergency lighting, siren, horn, loud speaker, or other emergency equipment when operating a Department vehicle, unless their job description specifically requires they respond to emergency scenes, or they are otherwise authorized, in writing, by the Superintendent of Police. Copies of such orders will be provided to the chief of their respective bureau or office for inclusion with the appropriate Extended-Hours Use of Department Vehicle Request (CPD-42.505).
VII.Special Considerations
  • A.Residential Zone Parking
    Members who will be parking a Department vehicle with regular passenger license plates and City Sticker in a Residential Zone Parking area must obtain a properly assigned City sticker for that zone. Affected members will contact the Department of Assets, Information, and Services (AIS) for instructions.
  • B.License Plate Renewal, Preventative Maintenance, and Emissions Testing
    • 1.The actual vehicle must be taken to a specific AIS maintenance garage to receive the renewal license plate or City sticker. License plate and City stickers will be applied only by authorized AIS employees, unless specifically ordered by the Commissioner, AIS.
    • 2.Department members assigned a Department vehicle approved for extended-hours use will ensure the vehicles are taken for preventative maintenance as identified by AIS.
    • 3.Emissions Testing results will be immediately reported to Fleet Section no later than the next business day following the test being performed. In the event of an Emissions Test failure, members will follow the instruction given by the Fleet Section.
VIII.Audit
The Commanding Officer, Audit Division, will regularly audit the extended-hours use vehicle assignments and report the results to the Superintendent of Police.
New or revised items indicated by underline and italics.
David O. Brown
Superintendent of Police
20-028 RDR/TSS