I-N-14 Exchange Time 05/16/2022

Questions and Answers

What is the role of the Covering Employee (CE) in an exchange time situation?

To cover an assigned position for the Requesting Employee (RE). (correct)

To approve the exchange time request from a supervisor.

To submit the exchange time request.

To manage the overall operation of MDFR during the exchange.

What must happen for an exchange time request to be considered valid?

Both employees must have the same job title.

It must result in overtime compensation.

It must not interfere with the operation of MDFR. (correct)

It must increase operational efficiency.

What is a '3-way' exchange in the context of exchange time?

A situation where leave time is shared among three employees.

An operation where a supervisor handles the exchange.

An exchange involving the CE requesting another employee to cover. (correct)

An exchange between more than three personnel.

What is the consequence if a CE is unable to report for duty after being approved for an exchange?

Leave time will be charged against the CE. Signup and view all the answers

What is the primary method for submitting an exchange time request for Operations personnel?

Exchange Time Application available on MDFRnet. Signup and view all the answers

Which of the following is NOT a requirement for an exchange time to be approved?

The employees must belong to the same department. Signup and view all the answers

Who is the Requesting Employee (RE)?

An employee who initiates an exchange time request. Signup and view all the answers

Under what condition will an exchange time request be denied?

If it results in additional costs to the County. Signup and view all the answers

What conditions must be met for a CE to receive overtime compensation?

The CE must arrive on time while the HE is on a previous call. Signup and view all the answers

If an RE works a day before their regular shift and is held over, what is the compensation status for both the RE and the CE?

Neither the RE nor the CE is entitled to overtime. Signup and view all the answers

What must occur for a '3-way' exchange to be valid?

Both requests must be approved for the exchange to occur. Signup and view all the answers

What is the maximum number of exchanges an employee may owe at one time?

25 exchanges. Signup and view all the answers

What is required for a CE to request a leave while being part of an exchange?

The CE cannot request any leave on the shift they cover. Signup and view all the answers

What happens if personnel on military leave engage in exchange time?

The CE will face disciplinary action. Signup and view all the answers

What should be done if there are hourly changes to the exchange time an employee works?

Notify the Staffing Office immediately. Signup and view all the answers

What increments must exchange time for sworn employees be in?

In increments of 24 hours or less. Signup and view all the answers

How much advance notice is required for exchange time requests?

48 hours. Signup and view all the answers

What is the maximum time frame allowed for submitting changes after the exchange time date?

72 hours. Signup and view all the answers

Who must approve an emergency exchange time request submitted by the Battalion Chief?

The Division Chief. Signup and view all the answers

What must occur if an exchange request exceeds the limit of owed exchanges?

An extension must be approved by the Fire Chief. Signup and view all the answers

Which action is prohibited while the RE is being covered on their regular shift?

Working overtime. Signup and view all the answers

What must be ensured by the approving supervisor for exchange time requests?

CE possesses necessary qualifications. Signup and view all the answers

What happens if a CE cannot report for duty and lacks available leave to cover their absence?

The RE's leave will be used to cover their absence. Signup and view all the answers

What action is taken if a CE is transferred to Temporary Restricted Duty after the approval of exchange time?

All approved exchange times will be canceled. Signup and view all the answers

What should happen if an RE cannot secure another employee for the canceled exchange time agreement?

They will be permitted to use Annual leave or Holiday leave. Signup and view all the answers

What must the Staffing Office do if the CE is ineligible to work due to administrative action?

Review the CE's calendar for approved exchange times. Signup and view all the answers

What documentation is added by the Staffing Office when cancelling exchange time?

A comment in the Exchange Time Application explaining the reason. Signup and view all the answers

How will the Staffing Office communicate the cancellation of exchange time?

By emailing the RE, CE, and PAR Supervisor. Signup and view all the answers

What occurs when the exchange time is less than 48 hours from the requested date?

The Staffing Office will make personal contact to advise of the cancellation. Signup and view all the answers

What happens when a CE is held over after completing an exchange time obligation?

They will receive overtime compensation. Signup and view all the answers

What eligibility criteria exists for a CE when assigned to work during an exchange time?

They must ensure they arrive on time. Signup and view all the answers

When can the department move an employee from their exchanged position?

Up to six shifts per year of the CBA. Signup and view all the answers

What process is required if an RE is promoted prior to an approved exchange time?

They can enter into a new exchange time agreement with an employee of equal rank. Signup and view all the answers

What is required from personnel agreeing to hold for a CE's scheduled shift?

They will not receive overtime pay. Signup and view all the answers

What action should take place if an RE is not contacted about an exchange cancellation?

The PAR Supervisor will notify the Staffing Office to enter Annual leave on the RE’s roster. Signup and view all the answers

What feature must be used to add an emergency exchange on the day it occurs?

Add Emergency Exchange Signup and view all the answers

Within how many hours can the Add Past Due Exchange feature be utilized after an emergency exchange occurs?

72 hours Signup and view all the answers

What must occur for outstanding exchanges to be canceled if the owed employee has retired?

Written authorization from the Fire Chief Signup and view all the answers

Who is responsible for ensuring that all leave taken on an exchange time is accounted for at the end of each pay period?

Supervisors Signup and view all the answers

How many shifts can full-time Ocean Rescue Bureau personnel exchange each calendar year?

26 shifts Signup and view all the answers

What is the maximum duration for which exchange time can be requested by Ocean Rescue Bureau personnel?

10 consecutive shifts Signup and view all the answers

What condition must be met for an exchange time request to be processed if the employee is scheduled for training or physicals on the same day?

Forwarding the request to the Division Chief Signup and view all the answers

What is a requirement for exchange time requests submitted by employees scheduled to be off duty on the day of the request?

A message will appear indicating a roster conflict Signup and view all the answers

In which case can outstanding exchanges be temporarily suspended?

When the owed employee is transferred to an administrative position in the same bargaining unit Signup and view all the answers

Which step must occur first when initiating an exchange time request?

Submission by the RE Signup and view all the answers

Which of the following actions is required if an exchange time request is canceled before being approved?

An automatic email notification is sent to involved parties Signup and view all the answers

What must be ensured prior to the approval of any exchange time request?

It does not exceed 16 continuous hours Signup and view all the answers

Which of the following denotes a valid reason for canceling an exchange time?

Promotion of the owed employee Signup and view all the answers

Study Notes

General Information on Exchange Time

Exchange time involves an agreement between two employees, designated as the Requesting Employee (RE) and the Covering Employee (CE).
Approval for exchange time requests is contingent upon operational needs and qualifications of employees.
The process is primarily managed through an Exchange Time Application located on MDFRnet.

Definitions and Roles

Covering Employee (CE): Employee sought to fulfill the scheduled duties of the RE.
Holding Employee (HE): Individual who agrees to cover for the CE in case they cannot report for duty.
Requesting Employee (RE): Employee initiating the exchange request.

Exchange Time Procedures

Requests must be submitted using the approved forms or the Exchange Time Application.
Three-way exchanges are allowed, but they must comply with specific policies; no more than three individuals in an exchange.
Requests will not be approved if they lead to extra costs or operational inefficiencies for Miami-Dade Fire Rescue (MDFR).

Accountability and Absences

CE must report for duty as scheduled; absence will result in leave being deducted from their balance.
If the CE is unable to report and lacks leave days, the RE’s leave may be deducted instead.
The Staffing Office must manage and review exchanges in case of changes in employment status, leave, or administrative actions affecting either employee.

Limitations on Exchange Time

A maximum of 25 exchanges may be owed at any time.
The RE is not eligible for new exchanges if they have reached 25 owed exchanges without approval from the Fire Chief.
Approved military leave prevents the CE from working during scheduled exchange periods.

Cancellation and Changes in Exchanges

The Staffing Office cannot remove canceled exchanges without proper notification.
In specific cases, like retirements or transfers, outstanding exchanges can be removed upon approval.
Hours worked for exchange must be repaid on an hour-for-hour basis; financial compensation for time owed is not allowed.

Exchange Time for Sworn Personnel

Requests for sworn personnel must be submitted 48 hours in advance and are subject to battalion chief approval.
Exchange increments must not exceed 24 hours; Chief Fire Officers need additional approval.
Overtime is not applicable for RE or CE during exchange periods unless specific conditions are met.

Exchange Time for Other Personnel

Specific provisions apply to Fire Rescue Dispatchers, Supervisors, and Ocean Rescue Bureau personnel regarding increments and advance notice for exchanges.
Ocean Rescue Bureau personnel may only exchange up to 26 shifts yearly and must ensure compliance with pre-approval criteria.

Additional Conflict Management

The Exchange Time Application system will flag any conflicts with scheduled leave or training, preventing submission of requests until issues are resolved.
Justifications may be provided for hardship cases when conflicts arise.

Final Responsibilities

All parties involved—CE, RE, and supervisors—are responsible for verifying the accuracy of exchange time on roster records.
The Staffing Office must be notified immediately regarding any changes to the hours worked, ensuring accurate updates on employee records.

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Description

This quiz covers the rules and guidelines surrounding exchange time agreements between employees at Miami-Dade Fire Rescue. It includes definitions of key terms such as Covering Employee and Holding Employee. Understand the procedures for requesting and approving exchange times within the fire rescue operations.