Chicago Police DepartmentUniform and Property U03-07
Use of Departmental Facilities by Non-Departmental Groups
Issue Date:16 December 2011Effective Date:16 December 2011
Rescinds:
Index Category:Facilities
I.PURPOSE
This directive:
  • A.outlines policy for the use of Departmental facilities by non-departmental groups defined as:
    • 1.police associations, clubs, and ethnic/fraternal organizations recognized by the Department, and
    • 2.all other non-departmental groups.
  • B.introduces the Application For Use of Chicago Police Department Facility form (CPD-11.904).
II.CRITERIA FOR FACILITY USE
  • A.The Chicago Police Department strives to create cooperative working relationships with community groups as a means of furthering its mission of creating safe streets and neighborhoods. In addition, Chicago Police Department facilities are in many cases anchors in the community that can provide safe meeting space and encourage community participation in activities to improve the quality of life and prevent and reduce crime. When the resources are available, the Department will make select areas of Department facilities available for activities that are consistent with the overall mission of the Police Department.
  • B.Department facilities that may be available for non-Departmental use include the community room in district stations (including the parking lots and adjacent areas), Central Police Headquarters Multi-Purpose Room, and the classrooms at the Education and Training Division. Access to certain areas within a facility may be limited or restricted to ensure the security of the facility and its personnel.
III.GENERAL GUIDELINES
  • A.The exempt command staff member responsible for the management of a Department facility open to use by non-Departmental groups:
    • 1.must approve non-Departmental use of the facility.
    • 2.will designate areas of the facility that are secured and not accessible to the general public, ensuring that participants are not allowed into the secured/unauthorized areas of the facility.
    • 3.will be responsible for maintaining the physical security of the facility and will initiate procedures deemed necessary to maintain the security of the facility in conformance with Department directives.
    • 4.will review and schedule all non-Departmental use of the facility to ensure compliance with this directive and the overall mission of the Department.
    • 5.must determine if the request to use the Department facility will be forwarded to the General Counsel, who will determine if a formal legal agreement is necessary.
      NOTE:
      A legal agreement may specify a fee and/or cost associated with the use of the facility.
      The decision to forward an application to the General Counsel will be based upon the following criteria:
      • a.the requesting entity is charging participants a fee; and
      • b.a request to use part of a Department facility that is normally restricted to Department employees only.
  • B.Requests for Single Day Events
    • 1.Single use of a Department facility will typically be for seminars, community meetings, and organizational events.
    • 2.Single use requests for non-Departmental use of a facility must be made, at minimum, twenty-one days in advance of the event date.
    • 3.The requesting party will submit the Application For Use of Chicago Police Department Facility form, available on the Department Directives System, for each single-use request, to the exempt member responsible for the Department facility.
    • 4.The exempt member responsible for the Department facility will review the request and, if appropriate, approve and schedule the use of the facility or will forward the request to the Office of the General Counsel to determine if a formal legal agreement is necessary. The exempt member will notify the requesting party of the approval or denial of the application or if the matter has been referred to the Office of the General Counsel.
  • C.Extended/Multiple Use Requests
    • 1.Extended/multiple use of a Department facility will typically be training seminars covering multiple consecutive days, weekly class meetings of universities, and recurring monthly events.
    • 2.Extended/multiple use requests for non-Departmental use of a facility must be made, at minimum, twenty-one days in advance of the first event date.
    • 3.The requesting party will submit the Application For Use of Chicago Police Department Facility form, available on the Department Directives System, for each series of events to the exempt member responsible for the Department facility. This request form will include a release of liability which must be signed and submitted.
      • a.For recurring monthly events (e.g., the first Monday of every month), the requesting party will submit a request annually each December for the following year.
      • b.For events covering differing time periods (e.g., week-long training seminar, a semester of weekly class meetings), the requesting party will submit a request for each separate time period.
    • 4.The exempt member responsible for the facility will review and, if appropriate, approve the non-Departmental use of the facility. Upon approval, the extended/multiple use request will be forwarded through the exempt member's chain of command to the Chief, Bureau of Administration.
    • 5.The Chief, Bureau of Administration, will review and, if appropriate, approve the non-Departmental use of the facility or will forward the application to the office of the General Counsel to determine if a formal legal agreement is necessary. The Chief will notify the exempt member responsible for the Department facility, who will notify the requesting party of the approval or denial of the application or if the matter has been referred to the Office of the General Counsel.
    • 6.The exempt member responsible for the facility will schedule the approved non-Departmental use of the facility and ensure compliance with this directive.
  • D.Department equipment, such as computers and projection equipment, may be available to the requesting group at the discretion of the exempt member responsible for the management of the facility. The exempt member will take all possible precautions to ensure the security of privileged information contained on any computer or equipment available for non-Departmental use.
  • E.Firearm ranges, gyms, workout centers, and locker rooms within Department facilities are secured areas and are for use by Department personnel only. The use of these types of facilities may require legal agreements to be executed. The exempt member responsible for the management of the Department facility, in consultation with the Office of the General Counsel, may allow the use of these secured areas by outside law-enforcement-agency personnel or other entities as determined on a case-by-case basis. For the purposes of this directive, the use of all firearm ranges by outside entities will be under the purview of the Deputy Chief, Education and Training Division.
IV.BUILDING SPECIFIC GUIDELINES
  • A.District Stations
    • 1.Participants in events at district stations may have to show identification and/or sign-in at an area designated by the exempt member prior to being admitted into the building.
    • 2.District Community Policing Office personnel will schedule the use of the community rooms.
  • B.The Education and Training Division and Central Police Headquarters
    Participants in events at the above facilities will produce identification and sign-in at the reception desk prior to being admitted.
Garry F. McCarthy
Superintendent of Police
11-070 SB