Chicago Police DepartmentUniform and Property U01-10
Department Telephones
Issue Date:30 November 2017Effective Date:30 November 2017
Rescinds:13 November 1993 version
Index Category:Department Equipment
I.Purpose
This directive:
  • A.outlines policy and procedures for the use of Department telephones.
  • B.continues the use of the Cook County State's Attorneys Office Grand Jury Notice of Disclosure Form.
  • C.satisfies CALEA Law Enforcement Standard Chapter 22.
  • D.discontinues the Telephone Control Log (CPD-32.705).
II.Policy
  • A.Telephones are available in Department facilities for conducting official business. The use of Department telephones for personal calls is prohibited. Supervisors will ensure that the use of telephones is restricted to Department business.
  • B.Department members will conduct telephone communications in a professional and courteous manner.
  • C.Members who answer a Department telephone will identify themselves by rank, last name, and unit of assignment (e.g., "Officer Smith, 11th District").
III.Pax Telephones
The PAX telephone system is an internal and secure communications network which provides service to Department offices and facilities. It can also be utilized to communicate directly with numerous municipal, county, state, and federal agencies with whom the Department interacts on a regular basis.
IV.Centrex System
  • A.Every unit within the Department or any other City department that has "312-74" as the first five digits can be dialed directly. When dialing within the Centrex system, dial the last five digits.
  • B.The Centrex system eliminates delays on incoming telephone calls by allowing them to be transferred directly, bypassing the necessity of going through a switchboard.
V.Telephone Number Listings
  • A.Telephone numbers and subscriber information will be provided to Department members for official police operations only. The following classifications are used by the phone company.
    • 1.Subscriber—the person identified by name in the telephone company records as responsible for a specific telephone number. An officer may contact the phone company to obtain subscriber information.
    • 2.Unlisted number—a telephone number for which the subscriber is not listed in any public telephone directories but may be available through the directory assistance operator.
    • 3.Non-published number—an unlisted telephone number that is not available through the directory assistance operator. Department members may request non-published telephone information only when necessary to conduct official Department operations.
  • B.Requests for non-published telephone numbers or additional subscriber information will be processed as follows:
    • 1.Requests for non-published telephone numbers or additional subscriber information will be made only by district watch operations lieutenants or unit supervisors in charge.
    • 2.Members assigned to investigations in which there are immediate emergency investigative needs for non-published telephone information will request that this information be obtained from the Office of Emergency Management and Communication (OEMC) by their watch operations lieutenant or unit supervisor in charge.
      • a.Watch operations lieutenants or unit supervisors in charge will:
        • (1)contact the OEMC via PAX and state the reason for the request, type of case, RD number, information sought, and their name, star number, unit of assignment, and PAX telephone number.
        • (2)approve and forward to the Chief, Bureau of Detectives, Attention: Telephone Company Liaison Officer, prior to the end of the tour of duty during which the request was made:
          • (a)a To-From-Subject report, prepared by the requesting officer, confirming the emergency telephonic request including the RD number, date, location, and type of investigation.
          • (b)a Cook County State's Attorneys Office Grand Jury Notice of Disclosure Form, prepared by the requesting officer, for presentation to the grand jury, listing all law enforcement and government personnel who, in the performance of their sworn duty to enforce criminal law, would be deemed necessary by the state's attorney to have access to the restricted telephone information sought via grand jury subpoena.
            NOTE:
            The listing will include the name of the Superintendent of Police, the Chief, Bureau of Detectives, the affected area commander, the unit commanding officer, supervising sergeants, the requesting and investigating detectives, and any other Department members who may be assigned at a later date to the investigation. Also list any member of an outside law enforcement agency or any state's attorney who is already involved in the investigation.
          • (c)an original Felony Minutes form (101s), prepared by the requesting officer, listing the name of the subject of the investigation. If the subject's name is not known, insert "John Doe" on the offender line. The Felony Minute form must contain specific and detailed information as to why the information being requested, via subpoena, is pertinent to the criminal investigation in question.
      • b.A separate set consisting of the To-From-Subject report, the Felony Minutes form, and the disclosure form will be submitted with each request for information for a specific subscriber whether by name or RD number.
      • c.An immediate emergency investigative need is defined as an emergency situation wherein there is an immediate threat to life, property, or circumstances in which time is of the essence, e.g., HBT incident, bomb threat, missing, found, or abducted child, or an immediate arrest situation for a serious felony.
    • 3.Members assigned to an investigation in which there is no immediate investigative need for non-published telephone information will request that their watch operations lieutenant or unit commanding officer obtain the necessary information from the Office of the Chief, Bureau of Detectives, in the following manner:
      • a.Watch operations lieutenants or unit commanding officers will approve and forward to the Chief, Bureau of Detectives, Attention: Telephone Company Liaison Officer, those items enumerated in Items V-B-2-a-(2) of this directive.
      • b.Information requests for non-emergency investigations will ordinarily only be made by watch operation lieutenants or unit commanding officers of units that have the specific follow-up investigative responsibility for the case being investigated.
    • 4.The Office of Emergency Management and Communications will:
      • a.process and respond to emergency requests for non-published telephone information;
      • b.prepare and retain an Unlisted Telephone Information Request card (CPD-32.521 Rev. 6/14); and
      • c.forward a duplicate copy of the Unlisted Telephone Information Request to the Chief, Bureau of Detectives, Attention: Telephone Company Liaison Officer.
    • 5.The Bureau of Detectives Telephone Company Liaison Officer will:
      • a.process and respond to all non-emergency requests for non-published telephone information.
      • b.ensure units utilize the most current copy of the Cook County State's Attorneys Office Grand Jury Notice of Disclosure Form.
      • c.present a copy of the appropriate To-From-Subject report, Cook County State's Attorneys Office Grand Jury Notice of Disclosure Form, and the original Felony Minutes forms to the Cook County grand jury for issuance of a subpoena.
      • d.serve the issued subpoena on the electronic communication service company named in the subpoena.
VI.Long Distance Telephone Calls
  • A.Long distance telephone calls made by using Department Centrex telephone facilities will be limited to official Department business.
  • B.It is general practice for a law enforcement agency to pay for a collect call when receiving a service. It is also general practice for a law enforcement agency to refuse a collect call when it is providing a service. Generally, the Department does not accept collect calls except those from other law enforcement agencies.
  • C.Member Responsibilities
    Department members will:
    • 1.obtain authorization from their supervisor / commanding officer before making a long distance telephone call or accepting a collect telephone call.
    • 2.make authorized long distance telephone calls using a designated long distance access Centrex telephone extension.
    • 3.be required to pay for any unauthorized long distance telephone call(s) and may be subject to disciplinary action.
VII.Telephone Calls to Office of Emergency Management and Communications by Department Members
  • A.Calls for service
    Request for service that are received at a police facility from a citizen either in person or by telephone will be relayed to OEMC:
    • 1.through the use of the emergency number (911), the direct line between district desks and radio zone consoles, or department-issued personal radio when the immediate, on-the-scene presence of the police is necessary.
    • 2.via the direct line between the district desk and the radio zone console when the call is of a non-emergency nature that requires on-the-scene presence by district law enforcement personnel.
  • B.Administrative Messages
    • 1.All requests to broadcast administrative messages to field units (e.g., "call the station" or "meet a police officer") will be directed to the appropriate radio zone via direct line or the unit's citywide frequency dispatcher.
    • 2.Telephone requests and notifications from Department members will be made when the:
      • a.nature of the request for information is not appropriate for broadcast over police radios.
      • b.information requested cannot be obtained elsewhere.
    • 3.The OEMC has responsibility for notification to other Department units or outside agencies.
  • C.Records Division (RD) Numbers
    Under certain circumstances (walk-in reports at police facilities, arrest situations, etc.) it may be necessary to contact OEMC via telephone to obtain a Records Division number if no other means for obtaining an RD number is available.
  • D.Personal Messages
    Requests for radio broadcasts of personal messages or to call telephone numbers outside the Department will not be accepted by OEMC. Such requests will be referred to the district or unit desk of the concerned member.
  • E.Status of Beat Units
    • 1.Telephone requests from district law enforcement personnel affecting the unit's status will not be accepted by OEMC. All such request must be made by radio.
    • 2.District law enforcement units will be taken out of service only on orders of the unit's watch operations lieutenant.
Eddie T. Johnson
Superintendent of Police
EW T17-151