Directives 1

Philadelphia Fire Department Directive System

• The Philadelphia Fire Department's Directive 01 was issued in October 2022.
• The directive establishes a system for administrative and operational policy.

Policy Components

• The established system includes Directives.
• The established system includes Operational Procedures.
• The established system includes Emergency Medical Services Procedures (EMS).
• The established system includes Forms.
• The established system includes Forms Directives.
• The established system includes General Memorandums.
• The established system includes Departmental Unit Notes.
• The established system includes Deputy Commissioner/Assistant Deputy Commissioner Memos.
• The established system includes various Manuals.
• All Philadelphia Fire Department members are governed by these publications.
• All members must be aware of the content of these publications.

Directive Defined

• A directive supersedes existing printed material on a specific subject.
• Directives cover administrative policy statements of the Fire Department.
• Directives define rules, regulations, and responsibilities for each rank.
• Directives provide specific instructions on what is superseded, replaced, or deleted.
• Directives are intended for indefinite application.
• Directives are numbered consecutively.

Operational Procedure Defined

• An operational procedure supersedes existing printed material on a specific subject.
• Operational Procedures cover specific operation and/or tactical subjects.
• Operational Procedures are carried on apparatus in an "Operational Procedures" book.
• This includes Front-Line Engines, Ladders, Squrts, Ladder Towers, Snorkels, Squad Companies, Heavy Rescue, Quint, Water Tower, Field Battalion Chiefs' cars, Field Deputy Chiefs' cars, Marine Units, 100 Series, 300 Series Engines and Ladders, and Field Communication Unit.
• Operational Procedures are intended for indefinite application.
• Operational Procedures are numbered consecutively.

Forms Directive Defined

• Forms Directives are instructional guides for preparing and routing forms and reports.
• Forms Directives are used by all units.

EMS Procedure Defined

• EMS Procedures are printed publications with specific instructions on a particular subject.
• EMS Procedures are intended for indefinite application, numbered consecutively.
• Revisions, deletions, or additions are issued when changes are necessary.

General Memorandum Defined

• General Memorandums are informational releases of limited duration.

Departmental Unit Notes Defined

• Departmental Unit Notes provide periodic operational and informational guidance.
• They are issued by various staff units within the Philadelphia Fire Department.
• Information of a permanent nature, or when administrative/operational changes warrant, will be integrated into the Department Manual.
• The Documentation Unit performs this task before Departmental Unit Notes are issued.

Manual Defined

• Manuals are publications of a permanent and voluminous nature.
• Manuals are not issued as a "Directive" or "Operational Procedure."
• An example is the Philadelphia Fire Department Apparatus Manual.

Originating Unit Defined

• The originating unit is the unit or division responsible for its related subject matter.
• Assignments for each unit or division are listed in Appendix "C."

Responsibility of Members

• All members must exercise appropriate control as dictated by their rank.
• All members must implement this directive.

Responsibilities of Officers and Unit Heads

• All uniformed and non-uniformed supervisors are required to read each publication.
• Supervisors are responsible for ensuring subordinates know the contents of each publication.

Responsibilities of All Members

• All members familiarize themselves with the contents of all Philadelphia Fire Department publications.
• All members should be aware of their responsibility related to departmental orders or policies.

General Information

• The policy for development and/or revision applies to Directives and Operational/EMS Procedures.
• Development or revision is the responsibility of the unit related to the subject matter.

Directive and Operational/EMS Procedure Updates

• Staff, field units, or members may submit information affecting Directives or Operational/EMS Procedures, or suggest updates, revisions, or new procedures by emailing [email protected].
• The Documentation Unit will respond within 14 days, either affirming or denying the suggestion.
• If affirmed, the revisions are forwarded to the originating unit.
• The originating unit incorporates the suggestions into the Directive or Operational/EMS Procedure.
• A preliminary draft, incorporating proposed changes, is submitted to the Documentation Unit within 30 days of receiving suggested modifications, along with an introductory General/Operational Memorandum.

Resolving Disagreements

• The Operations Deputy Chief makes the final decision if there is a difference of opinion during review between the originating unit and Documentation Unit.
• The 1st Deputy Commissioner of Operations makes the decision when Assistant Chiefs and higher have differing opinions.

Approval and Archival Process

• After approval by the Office of the Assistant Chief and review by the Documentation Unit, final documents are sent to the 1st Deputy Commissioner for final approval.
• The Documentation Unit updates SharePoint after approval.
• The Documentation Unit retains the final document.

General Memorandums

• Directives and Operational/EMS Procedures undergoing minor changes or revisions include an Introductory General Memorandum with highlighted review sections.
• Directives and Operational/EMS Procedures undergoing significant changes or revisions include an Introductory General Memorandum instructing officers and members to review the entire document.

Annual Review

• Each originating unit reviews its assigned Directive(s) and Operational/EMS Procedure(s) annually, during the month of its last update.
• The review is formatted as a memorandum to the Operations Deputy Chief.
• The review notes necessary revisions and recommendations for upgrading content.
• A new Directive or Operational/EMS Procedure will be prepared when changes warrant.
• Memos are forwarded before the end of the designated review month; negative memos are also required.

Documentation Unit Review

• The Documentation Unit conducts an annual review of all Directives and Operational Procedures in January.
• The report includes a recommended schedule of revisions for the upcoming year.
• The report includes a brief outline of the progress completed in the previous year.
• The report is submitted to the 1st Deputy Commissioner.
• This review complements the annual review in paragraph 4.1.1.h.

Distribution of publications

• All Directives and Operational/EMS are emailed to all members of the Philadelphia Fire Department.

Policy for Forms Directives

• The policy is adhered to when a departmental Forms Directive is revised.
• The 1st Deputy Commissioner equitably assigns revision of existing Forms Directives to field Deputy Chiefs.
• Any unit may submit drafts to the Documentation Unit to revise forms benefiting the Department.
• Major changes or new Forms Directives follow the listed format.

Revision Task

• The unit responsible for the assigned subject matter or the 1st Deputy Commissioner's assigned unit or designee is responsible for revision.

Documentary Requirements

• A developmental draft, along with an introductory memorandum, is forwarded through the Office of the Assistant Chief to the Documentation Unit for review.
• All changes will be highlighted (gray 25%) for ease of discernment.
• A memorandum outlining the need for changes will accompany the draft.

Dispute Resolution

• The Operations Deputy Chief makes the final decision if the originating unit and the Documentation Unit have a difference of opinion during the review.
• The 1st Deputy Commissioner makes the decision when Assistant Chiefs and higher have a difference of opinion.

Final Steps for Forms Directives

• The Documentation Unit prepares the final document after document review.
• The final document, accompanied by the final introductory General Memorandum, is submitted to the 1st Deputy Commissioner for approval.
• The Documentation Unit updates SharePoint after approval.
• The Documentation Unit retains the final document.
• The Documentation Unit forwards an electronic copy of the document via email to the originating unit for filing.

Introductory Memorandums

• A Form undergoing minor changes or revisions contains an Introductory General Memorandum with highlighted sections for officers and members to review .
• A Form undergoing significant changes or revisions contains an Introductory General Memorandum instructing officers and members to review the entire document.

Development and Revision Responsibility

• When a unit deems it necessary to develop a new form or revise an old form, it will be that unit's task to undertake the steps in completing the development of such forms.
• The ensuing procedures will be followed by the appropriate unit.

Development task

• The unit responsible for the related subject matter will undertake the tasks involved within form revision and development.

Documents to Submit

• Drafts of the proposed form should feature a memorandum detailing the need for a new form or listing the changes including the reasons for the changes.
• These documents should be submitted through the Operations Deputy Chief for review.

Emergency Medical Services (EMS) Procedures

• The policy is adhered to in the development and/or revision of EMS Procedures.
• The Emergency Medical Services Division of the Philadelphia Fire Department is responsible for developing or revising EMS Procedures.

Draft submission

• A developmental draft is accompanied by an Introductory Memorandum, will be forwarded to the Assistant Deputy Commissioner-EMS, for review.
• Appendex B should be noted.
• All changes will be highlighted (gray 25%) for ease of discernment.

EMS Admin Responsibilities

• The EMS Administrative Unit prepares the documents after review and returns the documents.
• The final documents, along with the Introductory General Memorandum, are submitted to the Operations Deputy Chief for review; the documents are sent to the 1st Deputy Commissioner for final approval after the review .
• The EMS Administrative Unit is responsible for distribution if the EMS Admin is approved.
• The EMS Administrative Unit retains the final document and forwards a copy via email to the Documentation Unit for filing purposes.

General Memorandums

• All EMS Procedures that undergo minor changes or revisions contains a General Memorandum that highlight the specific hightlighted sections to be reviewed by officers and members.
• All EMS procedures that undergoes significant changes or revisions, requires a General Memorandum that instructs officers and members that it is mandatory to review the entire document.

Annual Reviews

• The EMS Administrative Unit reviews EMS Procedure(s) on an annual basis and during the month of its last update.
• A memorandum, addressed to the Assistant Deputy Commissioner-EMS, consisting of the reviewing format. Necessary revisions and recommendations for upgrades should also be noted.
• If changes warrant, a new EMS Procedure will be prepared.
• Memos will be forwarded before the end of the designated review month and negative memos are required.
• A copy of the memorandum will be sent to the Operations Deputy Chief.

Development

• The following policy will be adhered to in the development of General Memorandums.
• The responsible unit for related subject matter will undertake development.
• General Memorandums will be utilized to introduce a revised/new Directive, Operational Procedure, Forms, Forms Directive or Emergency Medical Services Procedure.
• The introductory General Memorandum will list specific sections that have been added or revised.
• The Fire Commissioner or his/her designee will develop General Memorandums dealing with other topics as needed.
• A Responsibility section ensures compliance with specific needs.

Responsibility Section Information

• The Responsibility section includes the required compliance date that allow reasonable time and accounts for platoon schedules, vacations, and holiday seasons: a minimum of 16 days from the date of issue.
• States the final destination of any required compliance documents, the required file name format and all documentation for compliance will be the responsibility of the Company Captain/Unit Head.
• The chain of command of the captain/unit head will dictate the final destination.
• General/Operational Memoranda of a permanent nature, which would not be subject to an explicit timeframe, will be integrated into the appropriate document. (e.g., Directive, Operational Procedure, EMS Procedure, etc.)

Other General Memorandum Guidelines

• General Memoranda with an informational nature are not subject to a responsibility section.
• General Memorandums, that utilize the proper format(See Appendix D), will be submitted to the Documentation Unit for review of formatting, otherwise the General Memorandum will be submitted to the 1st Deputy Commissioner for final approval.
• Once approved, the General Memorandum is forwarded to Documentation Unit, to be recorded and assigned a sequential number.

Guidelines for Departmental Unit Notes

• The inclusion of subject matter will be the task for originating unit relating to the task, which is adhered to when developing Departmental Unit Notes
• Departmental Unit Notes that necessitate a response will contain specific language.
• • The response timeline should account for platoon schedules, vacations, and holiday seasons: responses required with sixteen days of the issue date.
• • The Departmental Unit Notes should state to whom the reply should be directed to.
• • The Departmental Unit Notes should specific the method of reply: email, phone call, etc.
• • the Company Captain/Unit Head’s chain of command dictates any required response to a Departmental Unit Note
• Subject matter for Departmental Unit Notes should be submitted to [email protected].

Documentation Unit Responsibilities

• The Documentation Unit will have the functions of producing and distributing the Departmental Unit Notes completed.
• Responses to Departmental Unit Notes that request information from individual officers or members can be sent directly to the entity requesting the information, in order to move information efficiently and not burden Company Captains/Unit heads. (e.g.: Transfer applications to specialized units, overtime availability, tuition reimbursement, etc.)

Guidelines for document distribution

• all uniformed and non-uniformed employees will receive all Directives, Operational Procedures, EMS Procedures, Forms, Forms Directives, General/Operational Memorandums, and/or Departmental Unit Notes via email. Company Captains/Unit Heads will ensure a copy of said documents are displayed on the bulletin board for fifteen days.

Regulations for Manual Development

• The Fire Training Division is responsible for the development, revision, and distribution of the Fire Training Documents.
• Documentation Tab on sharepoint is where the Fire Training Documents are found
• The TSU Apparatus Officer is responsible for the development, revision, and distribution of the Philadelphia Fire Department Apparatus Manual.
• Aviation Operations Officer, Hazardous Materials Administrative Officer, or the Special Operations Command Unit develops Apparatus/Equipment assigned for the Airport, Marine Units, or Hazardous Materials Unit. This manual is available at the company level.
• The Special Operations Command Unit is responsible for the development, revision and distribution of the Marine Unit Training Manual. The Marine Unit Training Manual is available at the company level.
• Manuals for other Uniformed and Non-Uniformed Units will be distributed as required based on the subject matter.

References and Appendices- References

DIRECTIVE FORMAT

• Reference Appendix A for the Direct Format

OPERATIONAL PROCEDURE FORMAT

• Reference Appendix B for the Operational Procedure Format

ORIGINATING UNITS - MASTER INDEX

• Reference Appendix C for the Originating Units Master Index

GENERAL MEMORANDUM FORMAT

• Reference Appendix D for the General Memorandum Format

ELECTRONIC FILE NAMING CONVENTION

• Reference Appendix E for the Electronic File Naming Convention

ROUTING OF ELECTRONIC FORMS

• Reference Appendix F for the Routing of Electronic Forms

CREATING A DIGITAL SIGNATURE

Reference Appendix G for the format to creating a digital signature

ABBREVIATIONS AND ACRONYMS

• Reference Appendix H for the standard Abbrievations and Accronyms used