Scheduled Leave Procedures
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Questions and Answers

What is the time frame within which an employee must notify the Military Coordinator after completing military service of 31 to 180 days?

  • No later than 45 days
  • No later than 10 days
  • No later than 30 days
  • No later than 14 days (correct)

If an employee is deployed for military service for 181 days or more, what is the maximum time allowed for notification to the Military Coordinator after service completion?

  • 90 days (correct)
  • 30 days
  • 120 days
  • 60 days

What document must an employee submit upon notifying the Military Coordinator of their return from military leave?

  • An updated resume
  • A written apology for absence
  • A personal leave application
  • A signed copy of the completion of training orders or a DD-214 (correct)

When must an employee who has been absent for more than 30 calendar days complete a Return-to-Work Drug Test?

<p>Prior to performing duties involving a safety impact position (C)</p> Signup and view all the answers

What must an employee returning from an indefinite military leave of absence do before completing paperwork with the Military Coordinator?

<p>Schedule a meeting with the Military Coordinator (B)</p> Signup and view all the answers

What is required of classified employees who have been absent from their field assignment for 180 days or longer?

<p>Complete the Re-Orientation Program (ROP) (B)</p> Signup and view all the answers

To utilize Personal Leave, what must employees do?

<p>Request and receive authorization from their District Chief (C)</p> Signup and view all the answers

What happens if the 14th day for notification falls on a day when the office is not open?

<p>The deadline extends to the next business day (B)</p> Signup and view all the answers

What must an employee do immediately after being released from court when involved in city business?

<p>Request an official validated court slip from the court clerk. (C)</p> Signup and view all the answers

Under which circumstances is an employee automatically placed on city business (code CBUS)?

<p>When they are called to offer testimony due to their official duties. (A)</p> Signup and view all the answers

Which of the following situations does NOT qualify for city business compensation?

<p>Participating in jury duty for a personal matter. (C)</p> Signup and view all the answers

Which of the following is true regarding employee compensation for court-related duties?

<p>Employees subpoenaed outside of work schedule may receive overtime. (B)</p> Signup and view all the answers

What happens if an employee is subpoenaed due to outside employment?

<p>The employee will not be entitled to any city business compensation. (C)</p> Signup and view all the answers

In the event of a Step III Grievance hearing, what must occur for an employee to be granted city business?

<p>The Fire Chief must approve the request. (D)</p> Signup and view all the answers

Which holiday is NOT included in the traditional holidays observed by the City of Houston?

<p>Independence Day (C)</p> Signup and view all the answers

What is the maximum time an employee is compensated for after being released from court?

<p>Thirty minutes travel time. (B)</p> Signup and view all the answers

What happens to unused Personal Leave at the end of the benefit year?

<p>It is forfeited without compensation. (B)</p> Signup and view all the answers

How are employees notified about training due to a job promotion?

<p>Via Memorandum or personnel transfer. (A)</p> Signup and view all the answers

What code is used by District Chiefs when an employee is relieved prior to their regularly scheduled shift?

<p>TRNG (D)</p> Signup and view all the answers

What must happen to the vacation days of an employee transferred for training?

<p>They must be removed or moved for the training duration. (C)</p> Signup and view all the answers

Which employees must refer to I-47 Classified Training for Re-Orientation Program requirements?

<p>Classified employees out of field assignments for 180 days or longer. (C)</p> Signup and view all the answers

What should an employee do if they owe time to balance their time calculation?

<p>They must notify the District Chief of their request to utilize benefit time. (C)</p> Signup and view all the answers

Who is responsible for vacation approval for Shift Commanders?

<p>Executive Assistant Chief of Emergency Response (C)</p> Signup and view all the answers

What should be included in the memorandum about scheduled short duration training?

<p>Reporting instructions and a detailed work schedule. (D)</p> Signup and view all the answers

What is the definition of Jury Duty Leave?

<p>Paid leave granted to employees summoned to serve as a juror. (D)</p> Signup and view all the answers

What is the timeframe for the Military Benefit Year?

<p>October 1st to September 30th of the following year. (D)</p> Signup and view all the answers

Who is designated as a Military Coordinator?

<p>An HR employee assisting with Military or Urban Search and Rescue Leave paperwork. (D)</p> Signup and view all the answers

What characterizes Wellness Leave?

<p>Up to eight hours for preventive health care appointments. (C)</p> Signup and view all the answers

What is the criterion for granting Personal Leave?

<p>Granted based on sick leave usage during the previous benefit year. (C)</p> Signup and view all the answers

Which statement accurately describes Vacation Leave?

<p>It allows for time off with pay but requires prior approval. (B)</p> Signup and view all the answers

What defines a Veteran in this context?

<p>An individual who served in a military capacity and was honorably discharged. (B)</p> Signup and view all the answers

Which employees are affected by this policy?

<p>All full-time employees in the classified or unclassified service of the Houston Fire Department. (D)</p> Signup and view all the answers

How many hours are accrued for an employee with 19 years of service on a bi-weekly basis?

<p>5.85 (D)</p> Signup and view all the answers

What is the vacation day value for classified employees with a 46.7-hour workweek when taking an eight-hour vacation day?

<p>Twelve hours off (D)</p> Signup and view all the answers

What is the total vacation leave accrued bi-weekly for non-classified employees?

<p>0.84 days (A)</p> Signup and view all the answers

For classified employees assigned to a 42-hour workweek at OEC, how many hours are deducted for using a 10.5-hour vacation day?

<p>Twelve hours (A)</p> Signup and view all the answers

What happens to the vacation leave for periods other than a full working day?

<p>It is calculated hourly (C)</p> Signup and view all the answers

What must an employee transferring into a district submit before leaving their previous work assignment?

<p>A copy of the approved scheduled vacation days (C)</p> Signup and view all the answers

How will 'transferred in' vacations be treated in the new district's vacation policy?

<p>They will become part of the new district’s maximum allotted number of vacations (A)</p> Signup and view all the answers

What should be indicated in the Remarks section of the Daily Work Sheet if a transferred in vacation exceeds the district’s maximum?

<p>Explained and indicated as 'transferred in' (B)</p> Signup and view all the answers

Which employees are not permitted to schedule vacation during their probationary period?

<p>Probationary Firefighters and Firefighter Trainees (D)</p> Signup and view all the answers

What condition is NOT required for a probationary employee to receive vacation in lieu of sick leave?

<p>The employee has a supervisor's recommendation (B)</p> Signup and view all the answers

What happens if an incoming employee's debit day changes while transferring to the same shift?

<p>Only the debit day needs to be adjusted (C)</p> Signup and view all the answers

How may the receiving District Chief handle vacation requests if they are not previously scheduled?

<p>Forward the vacation request via e-mail to the Staffing Office Chief (C)</p> Signup and view all the answers

What is the maximum duration of employment required before a probationary employee can request vacation in lieu of sick leave?

<p>Six months (B)</p> Signup and view all the answers

Flashcards

Jury Duty Leave

A period of leave granted to employees who are summoned for jury duty.

Military Benefit Year

The twelve-month period from October 1st to September 30th of the following year.

Military Coordinator

A Human Resources employee who assists employees with military-related paperwork, such as deployments, returns from active duty, or scheduled training.

Military or USAR Leave

Temporary or indefinite leave with or without pay for employees to serve in the military or attend required military functions.

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Personal Leave

Paid leave granted to eligible employees based on their usage of sick leave (SICK, SFAM, FMLS) during the previous benefit year.

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Vacation Leave

An accrued benefit that allows an employee to take time off with pay after prior approval.

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Veteran

A person who has served in the military and was discharged under conditions other than dishonorable.

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Wellness Leave

Up to eight (8) hours of paid time off allowed for annual physical examinations, health screenings, and other preventative healthcare appointments.

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Military Leave Notification (31-180 days)

Employees must notify the Military Coordinator within 14 days of completing military service lasting 31-180 days.

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Military Leave Notification (181+ days)

Employees must notify the Military Coordinator within 90 days of completing military service lasting 181 days or more.

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Military Leave Documentation

Employees must provide a signed copy of completion training orders or DD-214 after returning from military leave.

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Return-to-Work Drug Test

Employees returning after an absence of 30 calendar days or more must complete a drug test before returning to safety-sensitive duties.

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Classified Employee Re-Orientation

Classified employees absent from their field assignment for 180 days or more must complete a Re-Orientation Program.

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Personal Leave Request

Employees must request personal leave prior to staffing projections for Emergency Response or OEC.

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Personal Leave Calculation

Personal leave is based on sick leave usage in the previous benefit year.

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What is "city business" (CBUS)?

An employee is placed on "city business" (code CBUS) when required by the city, county, state, or federal government for official duties.

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Paid time for court appearances

Employees are paid for their court time and travel when summoned for jury duty or city-related business with valid court documentation.

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Court appearances not related to work duties

Employees are not entitled to "city business" or overtime for court appearances related to personal matters or outside employment, and must use accrued leave.

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Court appearances for city representation

An employee subpoenaed as a witness on behalf of the city in arbitration or grievance hearings may be eligible for city business or overtime.

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Overtime for city business outside work hours

Non-exempt employees subpoenaed for city-related legal proceedings outside their work schedule may be eligible for overtime compensation.

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What to do after a court appearance?

An employee must request a validated court slip from the court clerk and forward it to their supervisor upon release from court.

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How many recognized holidays are there?

The city of Houston recognizes ten traditional holidays throughout the year.

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Paid time for holidays

Employees are eligible for paid time off for holidays recognized by the city.

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Personal Leave Forfeiture

Unused Personal Leave at the end of the benefit year (August 31st) is lost without compensation.

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Training Notification

Employees needing training for a promotion or role change are notified through a memorandum or personnel transfer.

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Transfer for Training

Employees receiving training longer than a shift are transferred to the relevant location.

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TRNG Code

District Chiefs enter code TRNG for training periods in the employee's work schedule.

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Benefit Time for Training

Employees can use benefit time (DHOL or VACS) if they owe time to balance the training schedule.

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Re-Orientation Program

Classified employees out of field assignments for 180 days must undergo a Re-Orientation Program.

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Vacation Schedule Announcement

The vacation scheduling process is announced through a memorandum.

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Vacation Approval

The Executive Assistant Chief of Emergency Response approves vacation requests for Shift Commanders.

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Vacation Accrual Rate

Employees accrue vacation time based on their years of service. The accrual rate is calculated bi-weekly, and the number of hours or days accrued increases with seniority. For example, an employee with 1-15 years of service earns 120 hours or 15 days of vacation annually, accrued at a rate of 4.62 hours bi-weekly.

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Vacation Day Value

The value of a vacation day is determined by an employee's workweek. Classified employees on a 46.7-hour workweek receive 12 hours off for every 8-hour vacation day used. Classified employees on a 42-hour workweek at OEC receive 12 hours off for every 10.5-hour vacation day used. All other classified employees and non-classified employees are charged on an hour-for-hour basis.

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Non-Classified Vacation Accrual

Non-classified employees accrue vacation at a fixed rate of 0.84 days per month, totaling 10 days per year. This is different from classified employees who accrue vacation based on their years of service.

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Partial Day Vacation Leave

When an employee takes vacation leave for less than a full working day, their leave is calculated proportionally based on the fraction of the day they are absent. This ensures fair allocation of vacation time.

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Vacation Leave Notification

Employees must notify their supervisor in advance when they plan to use vacation leave, allowing for proper planning and management of staffing needs.

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Transferred Vacation

Vacation days transferred from a previous job are added to the employee's new district's vacation allotment.

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Vacation Excess

If a transferred vacation exceeds the new district's maximum, the excess vacation is recorded as "transferred in" in the Remarks section of the Daily Work Sheet.

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Vacation Transfer Notification

Employees transferring into a district from a non-suppression work schedule must submit their approved vacation days to the Staffing Office Chief.

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Vacation Adjustment

The receiving District Chief can adjust or move an employee's vacation days if the change happens before projections are submitted and doesn't exceed the district's total vacation allotment.

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Same Shift Transfer

Employees transferring to the same shift only need to adjust vacation days if their "debit day" changes.

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Probationary Vacation

Probationary Firefighters and Firefighter Trainees can accumulate vacation time but cannot schedule vacation during their probationary period.

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Vacation in Lieu of Sick Leave

Vacation in lieu of sick leave is only authorized for probationary employees if they've been employed for at least six months, have used all sick leave, and provide a valid Form 48.

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Special Ops Vacation

Special Operations units like Airport, HAZMAT, and Rescue will schedule their vacations through their respective Districts using the standard procedures.

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Study Notes

Houston Fire Department - Scheduled Leaves and Absences

  • This document outlines guidelines for scheduled leaves and absences for Houston Fire Department employees.
  • It ensures compliance with federal, state, and local laws regarding military and urban search and rescue leave.
  • It provides general information and guidelines for employee vacation schedules.

Objectives

  • Define and categorize various types of scheduled leaves and absences, including court-related absences, holiday leave, unpaid leave of absence, military leave, personal leave, training, vacation, voting, and wellness.
  • Establish guidelines for employees receiving military or urban search and rescue orders.
  • Establish a consistent procedure for scheduling accrued vacations.

Definitions

  • Assigned Shift/Workday: The normal time period or shift schedule assigned to an employee for performing their duties.
  • Benefit Year: A 12-month period beginning September 1st and ending August 31st.
  • Calendar Year: A period beginning January 1st and ending December 31st of each year.
  • City Business: Job responsibilities requiring an employee to be excused from regular duties to perform city-related tasks.
  • Court-Related Absences: Leave for appearances in legal proceedings (not jury duty).
  • Employee: All individuals engaged in department duties, including full-time, part-time, temporary, or permanent employees.
  • Fiscal Year: The period from July 1st to June 30th of the following year.
  • Floating Holiday: A paid holiday that must be taken in a single day within the same calendar year it's granted. If not used, it's forfeited.
  • Form 48: A Houston Fire Department form used for verifying health care provider verification for employee illness, injuries or wellness appointments.
  • Guaranteed Holiday: A predetermined number of accrued holidays that can be used each fiscal year.
  • Health Care Provider: A doctor authorized to practice medicine or surgery in the state or another person determined to provide health care services, with scope defined.
  • Holiday: Paid days off with pay associated with commonly recognized holidays.
  • Jury Duty Leave: Paid leave for being summoned to jury duty.
  • Military Benefit Year: The period from October 1st to September 30th of the following year.
  • Military Coordinator: Staff member assisting employees with military or urban search and rescue leave paperwork, deployment, etc.
  • Military/USAR Leave: Temporary or indefinite leave granted to employees for military service.
  • Personal Leave: Paid time off with specific parameters for using accrued sick leave time.
  • Vacation Leave: Accrued time off granted with proper approval.
  • Veteran: Person who served in the US military, naval, or air force and was released or discharged other than dishonorably.
  • Wellness Leave: Leave for health screenings, examinations, and preventive health care appointments.

Responsibilities

  • Specific details on district chief and supervisor responsibilities.

Guidelines

  • Detailed procedures for court-related absences (specifically, employee and supervisor responsibilities).

  • Procedures for employees called upon for outside jury duty or City-related business.

  • Procedures for employees responding to subpoenas, summons, or legal related events.

  • Procedures for scheduling holidays, including exceptions for employees whose work schedules start or end on a holiday.

  • Processes for employees on temporary or indefinite military leave.

  • Details on personal leave, training, and vacation use.

  • Information on voting

  • Information on procedures for wellness leave

  • Information on the procedure for processing leave, vacation and specific requirements associated with various types of leave.

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Related Documents

Houston Fire Department - Scheduled Leaves And Absences PDF

Description

This quiz covers the essential procedures and timeframes employees must follow when returning from military leave. Topics include notification deadlines, documentation requirements, and drug testing protocols. Ensure you understand the processes to facilitate a smooth transition back to work.

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