Bernalillo County Fire Department Policies & Procedures PDF

**PURPOSE** To define how Policies & Procedures, Standard Operating Guidelines, directives, orders, memorandums, and emails will be used to disseminate information to members and staff of the Fire Department. **POLICY** It is the policy of the Bernalillo County Fire and Rescue (BCFR) to ensure th...

**PURPOSE** To define how Policies & Procedures, Standard Operating Guidelines, directives, orders, memorandums, and emails will be used to disseminate information to members and staff of the Fire Department. **POLICY** It is the policy of the Bernalillo County Fire and Rescue (BCFR) to ensure that the method of internal communications used is effective, efficient, and the appropriate means to distribute information. **PROCEDURE** Listed below are the current communication means the BCFR utilizes and their significance. **DEFINITIONS:** - **Policy and Procedures (P&Ps):** The rules and regulations or the basic internal laws that govern the Department. They serve as the "constitution" of BCFR. - **Standard Operating Guidelines (SOG's):** Guidelines for action and expectations based on the organizational model, strategic and operational plans. - **Directives:** A written documents that communicate specific information toward accomplishing a task or addressing a specific subject, policy, condition, or situation. - **Orders:** An oral or written direction that communicates specific information or a task. - **Memorandums (Memos):** Written communication of a specific nature, record, or reminder and is distributed to all members or specifically assigned personnel or small groups. - **Emails:** Electronically written communication sent from one computer to another via a network used to convey information to an individual or group of individuals. I. **RESPONSIBILITIES OF COMMUNICATIONS** A. The Department is responsible to provide ways for members to access and/or find the information needed and to keep the information current. 1. Department information (P&Ps, SOGs, Directives, and Memos) is located on department servers and shared drives, which may need to be accessed through programs such as "SharePoint" or online through a records management program such as "Vector Solutions". B. It is the responsibility of all personnel to ensure that effective communication is used. 1. The communication process is cyclical and involves a sender, a message, and a receiver. 2. Successful communication occurs when people can exchange information and develop a mutual understanding. C. Failure to comply with or adhere to department established P&Ps, SOGs, Directives and memos may result in disciplinary action. D. All communication means used on or with Bernalillo County equipment are considered public record and shall be used in a professional manner. II. **MEANS OF COMMUNICATIONS** A. Policy & Procedures (P&Ps) 1. These documents are published in a standard format and have the authority of the Fire Chief. 2. Remain in effect permanently or until rescinded or amended. B. Standard Operating Guideline (SOG): 1. Are considered the best practices that should be followed for applicable circumstances. 2. These documents are published in a standard format and have the authority of the Fire Chief. 3. Remain in effect permanently or until rescinded or amended. C. Directives: 1. Come from or by authority of the Fire Chief. 2. Will go into effect immediately superseding any current P&P or SOG 3. Directives will be evaluated and included in the applicable policy when revised or the directive shall be rescinded. 4. Will be used to create a P&P or SOG if one doesn't currently exist addressing the issue of the directive. 5. Directives expire one year after date of issuance. D. Orders: 1. **Verbal or written direction given to accomplish a task or goal.** 2. **Will be followed in accordance with 200-003 Obedience to Orders P&P.** E. Memorandums: 1. Provide information to the Department. 2. Require approval for distribution by the Fire Chief or Deputy Fire Chief. 3. The Chief's Administrative Officer will be the custodian of the record and will assign the memo a number following the year and maintain a log of all memos. F. Email: 1. Shall be used in accordance with Bernalillo County Email Use Policy. 2. Emails may include notification of changes, updates or general information regarding department direction. 3. Shall be checked at the beginning of each shift by all personnel and throughout the shift by the officers. 4. A department-wide email may be drafted by a member of the Department and routed through the chain-of-command for proper approval and distribution by the Chief or their designee. III. **ANSWERING THE STATION TELEPHONE** A. B. C. D. 1. Do not discuss any information regarding a call or response without proper authorization. E. 1. **REVIEW/REVISION** **[June 2023]** - Update reference to the department to BCFR. - Changed reference to "Vector Solutions" instead of "Target Solutions".