FR-A-206 Reporting Absence From Duty

Reporting Absence from Duty Policy Overview

• The policy identifies acceptable times for Palm Beach County Fire Rescue personnel and reservists to report for work.
• PPM# FR-A-206 was issued May 14, 2019, reviewed May 14, 2019, and became effective May 28, 2019.
• Future updates are the responsibility of the Deputy Chief of Administration, in conjunction with the PPM Committee, under the authority of the Fire Rescue Administrator.
• Fire Rescue Administrator has the authority, as may be amended

Reporting for Duty

• All personnel must report at specified times, ready to work.
• Refer to Staffing, Unit Staffing (PPM FR-O-101).
• Emergency operations: 24-hour shift personnel report by 0730 hours in proper uniform, with safety gear stowed on their assigned unit.
• Recruits report for roll call by 0730 hours in proper uniform unless instructed otherwise by Training and Safety Division Staff.
• Flight Medics work rotational 12-hour shifts.
  • Shift times: 0700-1900, 1200-2400, 1900-0700.
• Fire Operations Officers work a 42-hour week with a 24-hour shift on duty followed by 72 hours off duty, starting at 0700 hours.
• The Training and Safety Division reports by 0800 hours, working a 40-hour week with potentially altered reporting times.
• BOSS personnel report at times approved by the Fire Marshal to ensure service delivery, subject to modification.
• The Investigations Section works a rotational schedule for 40 hours per week, ensuring an investigator is always on call.
• Communication staff have designated shifts:
  • Shift I: 0700 – 1900
  • Shift II: 1900 – 0700
• Communications Training Supervisor and Communications Quality Assurance Manager work a 40-hour week, four 10-hour days.
• Support Services: Fleet and Facilities personnel work 40-hour weeks with various start times
  • 0730-1600
  • 0700-1730
  • 0700-1800
• Administrative staff generally report from 0800 – 1700 hours, with flexible scheduling allowed upon supervisor approval
• Administrative staff follow a 40-hour work week, allowing alternate schedules adhering to industry standards with supervisor approval.

Absence Reporting Procedure

• Personnel unable to report must notify and provide reasons for absence.
• Failure to report on time may lead to a late duty status or AWOL designation.
• Types of absence include:
  • Approved sick leave
  • Approved funeral leave
  • Request for emergency leave
• Sick leave requires reporting an absence from duty at least 30 minutes before the start of their shift.
• Report by entering it into Fire Rescue's staffing program or notifying the Fire Operations Officer (F.O.O.).
• If the F.O.O. is unavailable, report to the answering machine at the Fire Operations Office.
• The Fire Operations Officer notifies the appropriate Battalion Chief if personnel calls in sick.
• The following must be reported to the Fire Operations Officer:
  • Name
  • Battalion and assignment
  • Reason for absence
  • Supervisor's name
• For personnel assigned to the Aviation Battalion, notify the on-duty ARFF Captain at (561) 471-7488 by 0700 hours for any absences.
• The Fire Operations Officer coordinates absence notifications and replacement scheduling, particularly for events.
• For Special Events, report an absence to the Fire Operations Officer at (561) 712-6552 no later than 2 hours prior to shift start.
• If the Fire Operations Officer is unavailable, report to the answering machine at the Fire Operations Office.
• The Fire Operations Officer notifies the Union Special Events Coordinator if personnel calls in sick.
• The Union Special Events Coordinator is responsible for scheduling replacement personnel.
• The following must be reported to the Fire Operations Officer:
  • Name
  • Event assignment
  • Reason for absence
  • Supervisor's name

Specific Absence Procedures

• Recruits must report absences 30 minutes prior to their shift to a member in the Training and Safety Division.
• Bargaining unit personnel not on a 24-hour shift report absences within 30 minutes after assigned start time to the Supervisor/Section Manager.
• The following must be reported to the Supervisor/Section Manager:
• Name
• Work location and assignment
• Reason for absence
• Supervisor's name
• Merit employees must report in accordance with County policy to the Supervisor/Section Manager.

Emergency Leave Requests

• Bargaining unit personnel must communicate directly with the District Chief for Emergency Leave requests.
• If unavailable, contact the Fire Operations Officer at (561) 712-6552 and provide:
  • Name
  • Battalion and assignment
  • Reason for absence
  • Supervisor's name
• The Fire Operations Officer will contact the appropriate District Chief for approval or denial, unless it is unreasonably denied.
• Communications personnel consult the on-duty supervisor for approval, who then contacts the Alarm Office Manager.

Late for Duty

• Reporting late subjects personnel to disciplinary actions as per Disciplinary Guidelines.
• 24-hour shift personnel deemed late after 0730 hours; others late if beyond their designated start time.

Absence Without Leave (AWOL)

• Personnel failing to notify of lateness, absence, or reporting after a specific time become AWOL.
• Criteria for AWOL include:
  • 24-hour shift personnel failing to report by 0800 or notify absence.
  • Other personnel missing notification by 30 minutes past their start time.
• Personnel may also be considered AWOL during unauthorized absences, excessive travel time, or failure to report/absence within 30 minutes of the designated starting time.