Podcast
Questions and Answers
Who is responsible for handling disciplinary issues involving late reports?
Who is responsible for handling disciplinary issues involving late reports?
What should a member do if the computer system is not functioning?
What should a member do if the computer system is not functioning?
What happens if corrections to reports are not completed by the 6th calendar day of the following month?
What happens if corrections to reports are not completed by the 6th calendar day of the following month?
Who is responsible for the release of information and reports for the Spring Fire Department?
Who is responsible for the release of information and reports for the Spring Fire Department?
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What must be completed prior to a member obtaining login access to the incident reporting software?
What must be completed prior to a member obtaining login access to the incident reporting software?
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Who should all inquiries from non-affiliated individuals regarding reports be referred to?
Who should all inquiries from non-affiliated individuals regarding reports be referred to?
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Which of the following is true regarding media inquiries on scene of incidents?
Which of the following is true regarding media inquiries on scene of incidents?
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What is required to be filled out before a report is released?
What is required to be filled out before a report is released?
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Who is primarily responsible for managing the incident reporting software?
Who is primarily responsible for managing the incident reporting software?
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What is the deadline for entering monthly reports into the incident reporting software?
What is the deadline for entering monthly reports into the incident reporting software?
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What action is taken if a report is not completed by the responsible member by the end of their shift?
What action is taken if a report is not completed by the responsible member by the end of their shift?
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Who conducts quality control on all reports entered into the incident reporting software?
Who conducts quality control on all reports entered into the incident reporting software?
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In the absence of the incident commander, who is responsible for completing the report?
In the absence of the incident commander, who is responsible for completing the report?
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How often does the Fire Prevention and Education Division conduct quality control on reports?
How often does the Fire Prevention and Education Division conduct quality control on reports?
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What is the length of a shift for the officer in charge based on the guidelines?
What is the length of a shift for the officer in charge based on the guidelines?
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Who is the primary Public Information Officer for the Spring Fire Department?
Who is the primary Public Information Officer for the Spring Fire Department?
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Who is responsible for ensuring that all incidents and reports are completed by the end of his/her shift?
Who is responsible for ensuring that all incidents and reports are completed by the end of his/her shift?
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What is the role of the Fire Prevention and Education Division in relation to the incident reporting software?
What is the role of the Fire Prevention and Education Division in relation to the incident reporting software?
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What happens if a report is not completed by the responsible member by the end of their shift?
What happens if a report is not completed by the responsible member by the end of their shift?
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What is the deadline for entering reports for the end of the month into the incident reporting software?
What is the deadline for entering reports for the end of the month into the incident reporting software?
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Which individual is the primary Public Information Officer for the Spring Fire Department?
Which individual is the primary Public Information Officer for the Spring Fire Department?
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How often does the Fire Prevention and Education Division conduct quality control on reports?
How often does the Fire Prevention and Education Division conduct quality control on reports?
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If command is not established at an incident scene, who is responsible for the completion of the report?
If command is not established at an incident scene, who is responsible for the completion of the report?
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What document outlines the responsibilities regarding incident reporting for the Spring Fire Department?
What document outlines the responsibilities regarding incident reporting for the Spring Fire Department?
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What must members do if the incident reporting software is inaccessible?
What must members do if the incident reporting software is inaccessible?
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What is the consequence of not completing corrections on reports by the specified deadline?
What is the consequence of not completing corrections on reports by the specified deadline?
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Who may authorize media inquiries made off scene regarding incidents?
Who may authorize media inquiries made off scene regarding incidents?
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What is required from a member before they can access the incident reporting software?
What is required from a member before they can access the incident reporting software?
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In case of a report request from a non-affiliated individual, to whom should it be referred?
In case of a report request from a non-affiliated individual, to whom should it be referred?
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What is the role of the Deputy Chief of Support Services concerning reports made by the Spring Fire Department?
What is the role of the Deputy Chief of Support Services concerning reports made by the Spring Fire Department?
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During quality control, how will a member be notified if corrections are needed on a submitted report?
During quality control, how will a member be notified if corrections are needed on a submitted report?
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What happens to reports that are not completed by the officer in charge by the end of their shift?
What happens to reports that are not completed by the officer in charge by the end of their shift?
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Who is responsible for ensuring that reports for the end of the month are entered into the incident reporting software by the deadline?
Who is responsible for ensuring that reports for the end of the month are entered into the incident reporting software by the deadline?
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What happens if the responsible member does not complete the report by the end of their shift?
What happens if the responsible member does not complete the report by the end of their shift?
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What role does the Fire Prevention and Education Division play in relation to incident reports?
What role does the Fire Prevention and Education Division play in relation to incident reports?
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How frequently does the Fire Prevention and Education Division perform quality control on reports?
How frequently does the Fire Prevention and Education Division perform quality control on reports?
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Which position is responsible for reviewing the incident reporting policy annually?
Which position is responsible for reviewing the incident reporting policy annually?
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What is the consequence of failing to submit incident reports by the first day of the following month?
What is the consequence of failing to submit incident reports by the first day of the following month?
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In absence of the incident commander, which member is accountable for completing the report?
In absence of the incident commander, which member is accountable for completing the report?
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What is the maximum time frame for correcting reports after an initial submission?
What is the maximum time frame for correcting reports after an initial submission?
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What action will be taken against a member who fails to send notification about a malfunctioning computer system?
What action will be taken against a member who fails to send notification about a malfunctioning computer system?
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What must be done if a correction in a report is identified during quality control?
What must be done if a correction in a report is identified during quality control?
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If a member wants to access the incident reporting software, what initial step must they take?
If a member wants to access the incident reporting software, what initial step must they take?
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Who handles the inquiries from media personnel at an incident scene?
Who handles the inquiries from media personnel at an incident scene?
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What protocol is followed when a report is requested by a non-affiliated individual?
What protocol is followed when a report is requested by a non-affiliated individual?
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What is a critical step taken before information is released to the media?
What is a critical step taken before information is released to the media?
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What consequence follows if an individual does not complete their report by the end of their shift?
What consequence follows if an individual does not complete their report by the end of their shift?
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What primary responsibility does the Deputy Chief of Support Services have regarding incident reports?
What primary responsibility does the Deputy Chief of Support Services have regarding incident reports?
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Study Notes
Incident Reporting Software
- The Deputy Chief of Support Services manages the incident reporting software
- The Fire Prevention and Education Division (FP&E) is responsible for training, quality control, and managing the data entered into the software
- FP&E conducts weekly quality control checks on reports
- The officer in charge is responsible for ensuring that all incidents, staffing activity reports, and daily training reports are completed by the end of their shift
- The incident commander is responsible for completing the report when command is established
- If command is not established, the assigned officer of the first-arriving apparatus completes the report
- All records, regardless of incident type, are made available to FP&E by the end of the shift
- Reports for the end of the month must be entered by midnight on the first day of the following month
- The District Chief handles disciplinary issues involving late reports
- Disciplinary actions are handled according to the SFD.042 policy
- If the computer system is not operating, the member completing the report must notify their supervisor and the FP&E email group
- All members must complete an approved incident reporting class before having login access to the software
- FP&E will send an email notification to the person who completed the report if a correction is needed
- Corrections must be completed within six calendar days of the following month
- Failure to complete a correction within the specified time will result in disciplinary action
Release of Information and Reports
- The Deputy Chief of Support Services is responsible for the release of information and reports
- All information and reports are confidential and should not be shared with anyone outside of the Spring Fire Department
- Requests for information from individuals not affiliated with the department will be referred to the Administrative Assistant, who will forward them to the Deputy Chief of Support Services
- There is a processing fee for each report requested, as outlined in state statute; an Incident Request form must be completed prior to release
- The only exceptions to the processing fee and Incident Request form requirements are subpoenas from attorneys, law enforcement, and homeowners
- The Deputy Chief of Support Services is responsible for submitting all reports to TEXFIRS annually
- The Incident Commander or designee can release information to the news media on scene
- Any off-scene inquiries or comments distributed to the media must be approved by the Communications Director
- All media inquiries must be forwarded to the Communications Director
Incident Reporting Software
- The Deputy Chief of Support Services is the administrator of the incident reporting software.
- The Fire Prevention and Education Division (FP&E) manages training and quality control of all data entered.
- FP&E conducts quality control on all reports weekly and sends any corrections to the report creator.
- The officer in charge is responsible for the completion of the report and must complete it by the end of their shift.
- The District Chief and FP&E can be contacted for exceptions to the shift completion deadline.
- If the report is not complete by the end of shift, FP&E contacts the Captain and District Chief to determine responsibility for completion.
- If a report is not completed by the end of the month (midnight on the first day of the following month) disciplinary action follows SFD.042, Discipline and Corrective Action policy and procedures.
- If the computer system is down, the employee must notify their supervisor and FP&E by email or phone.
- Each member needs to contact their Station Captain to obtain access to the incident reporting software.
- FP&E must approve a completed incident reporting class before granting access.
- If there are errors in a report, FP&E will notify the creator, who must correct the error within 6 calendar days.
- Failing to correct the error results in disciplinary action.
Release of Information and Reports
- The Deputy Chief of Support Services is responsible for releasing any information or reports.
- No one is allowed to release information or reports, regardless of format.
- All requests from outside the department are directed to the Administrative Assistant, who forwards them to the Deputy Chief of Support Services.
- There is a processing fee for all reports unless released due to a subpoena from an Attorney, law enforcement, or homeowner.
- An incident request form must be completed before releasing any reports.
- The Deputy Chief of Support Services is responsible for submitting all reports to TEXFIRS annually.
- The Incident Commander or designee can release information or provide statements to the media at the scene of an incident.
- All other media inquiries must be approved by the Communications Director, including written or verbal comments.
- All media inquiries should be forwarded to the Communications Director.
Incident Reporting Software
- Spring Fire Department maintains a reporting database for all emergency and non-emergency responses.
- Deputy Chief of Support Services is responsible for the incident reporting software.
- The Fire Prevention and Education Division (FP&E) is responsible for training, quality control, and managing the incident reporting software.
- FP&E conducts weekly quality control on all reports entered into the software.
- Reports and corrections are due by the end of the shift, or by the first day of the following month.
Incident Reporting Responsibilities
- The officer in charge of the shift is responsible for ensuring all reports are completed.
- If command is established, the incident commander is responsible for the report.
- If command is not established, the officer on the first arriving apparatus is responsible.
- Reports must be completed by the end of the shift, or by the first day of the following month.
- FP&E is responsible for sending email notifications to Captains and District Chiefs if reports are not completed on time.
- Action will be taken according to the SFD discipline and corrective action policy and procedures.
- Members are responsible for notifying their station captains to obtain access to the software.
- All members must complete an approved incident reporting class before gaining access.
- Any corrections needed to reports must be completed within 6 calendar days of the following month.
Release of Information and Reports
- The Deputy Chief of Support Services is responsible for releasing information and reports.
- No one is authorized to release information or reports without authorization.
- All requests from anyone not affiliated with the Spring Fire Department will be sent to the Administrative Assistant, who will forward them to the Deputy Chief of Support Services.
- There is a processing fee for each report requested, as outlined by state statute.
- An Incident Request form must be completed before any report is released.
- The only exception is subpoenas from Attorneys, law enforcement, and homeowners.
- The Deputy Chief of Support Services is responsible for submitting all reports to TEXFIRS annually.
- Incident Commanders or their designee can release information to the media at the scene of incidents.
- All off-scene media inquiries must be approved by the Communications Director.
- All media inquiries should be forwarded to the Communications Director.
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Description
This quiz covers the procedures and responsibilities associated with the incident reporting software used by the Fire Prevention and Education Division. It details the roles of various personnel in documenting incidents and ensures quality control. Test your understanding of the reporting requirements and disciplinary actions linked to late reports.
