Aurora Fire Rescue Manual of Procedures - PDF

AURORA FIRE RESCUE MANUAL OF PROCEDURES SECTION 6 EMERGENCY OPERATIONS Table of Contents Section 6.1 – Incident Management Section 6.2 – Staffing Overview Section 6.3 – Shift Trades Section 6.4 – Personnel Accountability Section 6.5 – Protective Clothing and Equipment Section 6.6 – Respiratory Protection Program Section 6.7 – Rules of Air Management (ROAM) Section 6.8 – Firefighter Safety, Mayday, and Rapid Intervention Procedures Section 6.9 – Accepted Practices for Structure Fires Section 6.10 – Commercial Structures Accepted Practices Section 6.11 – High Rise Procedures Section 6.12 – Rehabilitation and Medical Monitoring Section 6.13 – Medical Support Unit Program Section 6.14 – Mass Casualty Incidents Section 6.15 – Coordination with Aurora Police Department/Law Enforcement Section 6.16 – Active Shooter/Hostiles Event Response Section 6.17 – Civil Unrest/Terrorism Section 6.18 – Bomb Threat/Explosive Devices Section 6.19 – Commuter/Light Rail Response Section 6.20 – Unconventional Requests for Service Section 6.21 – Requesting Air Ambulance Section 6.22 – Utility (Natural Gas) Emergencies Section 6.23 – Response to Carbon Monoxide Alarms Section 6.24 – Traffic Incident Management Section 6.25 – Response to Automatic Fire Alarms Section 6.26 – Standardized Company Evolutions Section 6.27 – Elevator and Standpipe Operations Section 6.28 – Thermal Imaging Cameras (TIC) Section 6.29 – Post Incident Analysis Section 6.30 – Personnel Roving Policy Section 6.31 – Station Communications Section 6.32 – Ballistic Gear Use and Maintenance Section 6.33 – Appendix 6.1 Incident Management Incident Management AFR has adopted the Incident Command System of the National Incident Management System (NIMS), as directed by the U. S. Department of Homeland Security, on March 1, 2004. AFR will also use the guidelines established by NFPA 1561, Standard on Fire Department Incident Management System. The incident management system will be used for all emergency incidents. It will also be applied to simulated incidents that are conducted for training and familiarization purposes such as drills, exercises, and other situations that involve hazards similar to those encountered during actual emergency incidents. Aurora Fire Rescue will strive to meet the minimum requirements of NFPA 1500 regarding operations at emergency incidents. In 1998 OSHA revised its respiratory regulation to include provisions for firefighters engaged in interior structural firefighting. OSHA guidelines for confined space rescue and respiratory regulations were expanded to include interior structural firefighting. The regulation requires a minimum of two firefighters for an interior fire attack team and a minimum of two firefighters on stand- by for rescue of the interior fire attack team. These basic points were promulgated to gather input from fire service professionals and organizations. Their input is included in the "Final Rule" document to clarify the intent of the safety regulation. The IAFC and IAFF jointly endorse the new regulation. Fire service professionals have written articles that recognize the importance and impact of the OSHA safety regulation on the fire service. While OSHA does not regulate firefighter safety in many states, including Colorado, this widely endorsed Federal standard cannot be ignored by any member of Aurora Fire Rescue. During the initial stages of an incident where only one company is present on scene a minimum of four members is required. This will allow two members to standby outside the hazard zone available for assistance or rescue of the two members that have entered the hazard zone. The standby members shall remain in radio, visual, voice, or signal line communications with the entry team. The standby members will be responsible for maintaining a constant awareness of the number and identity of members operating in the hazard zone including their time of entry, location and function. However, OSHA regulations recognize that at times the need exists to deviate from regulations in an emergency operation where immediate action is necessary to save a life. In addition, NFPA 1500 details that firefighters are not precluded from performing emergency rescue activities before an entire team has assembled. In summary and plain language, this means if initial personnel find a known life hazard situation where immediate action could prevent the loss of life, deviation from the two-in/two-out concept may be permitted, as an exception to the department’s organizational plan. Members operating in hazard zones at emergency incidents shall operate in teams of two or more and shall be in communication with each other through visual, audible, or physical means in order to coordinate their activities. Changes in a company or individual’s assigned location, without the knowledge of Command, is by definition operating outside of the Command structure, i.e., freelancing, and will not be tolerated. Command Function This section is to set forth the procedures for implementing and operating a Command System at the scene of an emergency. These procedures provide the basic framework for Aurora Fire Rescue Department Incident Command. The purpose of the Command System is to provide orderly and continuous command and control for the activities of ALL responders. Revised: 06/24/2024 Reviewed: 07/07/2024 Published:08/07/2024 This command and control function is to provide for safety, personnel accountability, and efficiency of operations. Incident Command will be utilized on all fire department incidents, drills, exercises, and other situations that involve hazards. These Standard Operating Procedures are to be used in establishing Command, operating a Command Post (CP) and developing a command structure. These procedures also outline the responsibilities of the Incident Commander and the associated duties of individuals during the operation. Although these procedures are related primarily to structure fires, and other fire related incidents, the basic components of these procedures may be utilized to manage any emergency situation. These procedures are to be applied to appropriate operations as described in both Single and Unified Command situations. Where Aurora Fire-Rescue has sole jurisdiction, the command structure will be Single. In Unified Command situations, the responsibilities of fire department operations will be performed by the Aurora Fire Rescue Incident Commander. Command procedures are designed to accomplish the following: 1. Ensure that a strong, direct, and visible Command will be established as early as possible in the operation. 2. Fix/assign the responsibility for Command to a single individual through a standard identification system depending on the arrival sequence of companies and/or officers. 3. Establish an effective framework outlining Command activities and responsibilities for all responders. 4. Provide a system for the orderly transfer of Command as an incident escalates and deescalates. 5. Risk Management will be integrated into the Incident Command System. Each component of the system will maintain personnel safety as the highest priority. Realizing that there is an inherent risk in any emergency, the Incident Commander will establish a plan of action prior to initiating mitigation efforts. Modes of Operation Successful mitigation of emergencies will require the initial companies to be flexible with their plan of action and approaches. Aurora Fire Rescue will have three modes of operations that company officers can utilize initially. Investigation Mode: Incidents requiring investigation by the first arriving Company Officer. The first arriving Company Officer normally will go with his/her company to investigate the situation while utilizing the portable radio to communicate. All other companies will exercise Level 1 Staging. Fast Attack: Incidents which require immediate action to stabilize, prevent loss of life or prevent serious injury AND require the company officer’s direct involvement. In Fast Attack Mode the company officer accompanies the crew to provide direct supervision and to assist with vital tasks as necessary. Where fast intervention is critical, utilization of the portable radio will permit the company officer’s involvement in the attack without neglecting command responsibilities. Examples of incidents where Fast Attack may be indicates include:  Offensive fire attack (especially in marginal situations) Critical life safety situations (for example, rescues) that must be achieved in a compressed time. Any incident where the safety and welfare of responders are of major concern; Working incident that require further investigation by the company officer; This mode should not last more than a ten-minute progress report and will end with one of the following: Objective(s) were achieved, and the initial arriving officer withdraws to assume Command Objectives have not been achieved and a later arriving officer/chief must assume command. Objective(s) cannot be achieved in an appropriate timeframe resulting in the initial arriving officer withdrawing and assuming Command Fast Attack Performing Rescues If the first in engine arrives to find immediate rescues that need to take place, they will give an initial size-up and will state “E9 will be fast attack performing rescues.” Every effort should be made to prevent delays in putting the initial attack line in place. Including, splitting the backseat firefighters with one performing ladder rescues and one on the hose line. Transfer of Command “Passing command” to a unit not on scene creates a gap in the command process and compromises incident management. To prevent this “gap”, command shall not be passed to an officer who is not on the scene. The second arriving officer should establish command unless needed for immediate rescues. When a chief officer arrives at the scene at the same time as the initial arriving company, the chief officer should establish command of the incident. Command Mode: Incidents, by virtue of their size, complexity, or potential for rapid expansion, require immediate, strong, and direct Command. In such cases, the Company Officer will initially assume a safe exterior Command position and maintain that position until relieved by a higher-ranking officer. When the first unit arrives on the scene and announces that he/she is “Establishing Command,” all other responding units except the first Engine, Ladder, and Battalion Chief will Level 1 stage and wait for an assignment from Command. The Incident Commander will be responsible for command functions at all times. Although, the identity of the Incident Commanders will change through the transfer of command, the responsibilities will remain the same. In addition, there will only be one Aurora Fire Rescue Incident Commander at the scene of each incident. The Incident Commander will be responsible for the effective coordination of fire department units and personnel at fires and other emergencies. This requires clear, decisive action by the Incident Commander. A strong Command presence is essential to effective fire ground operations. Responsibilities of the Incident Commander include: 1. Provide for the life safety of responders and civilians. 2. Assume Command and provide coordination of the responding units in order to stabilize the incident and protect life, property, and the environment. 3. Establish and operate a stationary Command Post. 4. Evaluate the situation (first arriving officer will make an initial report and assume Command). 5. Maintain and control communications. 6. Establish a Plan of Action which defines the objectives and strategy. 7. Develop an organizational structure and make assignments to implement the Plan of Action. 8. Review, evaluate, and revise the plan of action as needed. 9. Maintain accountability for members working in a hazard environment by utilizing Tablet Command and SEMS software. 10. Provide for the continuity, transfer, and de-escalation of Command. Risk Management Emergency Operations The Incident Commander shall integrate risk management components into the regular functions of incident command. This shall include an evaluation of risk to members during emergency operations with respect to the purpose and potential results of their actions in each situation. The concept of risk management shall be utilized on the basis of the following risk/benefit principles: 1. A stationary Command Post will be established on all working structure fires. 2. Activities that present a significant risk to the safety of members shall be limited to situations where there is a potential to save endangered lives. 3. Activities that are routinely employed to protect property shall be recognized as inherent risks to the safety of members, and actions shall be taken to reduce or avoid these risks. 4. No risk to the safety of members shall be acceptable when there is no possibility to save lives or salvage property. 5. A defensive strategy shall be strongly considered by the Incident Commander whenever operating in or around structures determined to be unoccupied or structurally unsafe. Incident Safety Officer The Incident Commander shall assign an Incident Safety Officer to all significant incidents and special operations. The Incident Safety Officer shall evaluate hazards and provide directions with respect to the overall safety of personnel. Aurora Fire Rescue will assign/utilize the second arriving Battalion Chief at structure fires to perform this function. This individual will make a verbal announcement upon arrival on- scene and detail that they are functioning as the Safety Officer. During Hazmat incidents, the Safety Officer shall be a Hazmat Technician. During TRT incidents, the Safety Officer should be Level II certified. The Incident Safety Officer shall evaluate: The appropriate number of fire resources are responding. The appropriate number of ambulances are responding. Rehab considerations are being evaluated. Weather conditions and how they may affect operations. The Incident Safety Officer will place the ISO Passport Shield on their helmet for ease of identification. The Incident Safety Officer will also don their SCBA. The ISO will report to the Incident Commander and obtain a briefing on current operations and any immediate concerns. The ISO will be briefed on which crews are operating in the hazard zone, which crews are in staging, and the location of the RIT Team. The ISO will evaluate that the resources on scene match the Incident Action Plan. The ISO will evaluate the following: 1) Risk: Identification, Evaluation, Prioritization, Mitigation, and Monitoring 2) Building: Type, Era, Use, Size, Related Hazards, Predicting Collapse 3) Smoke: Volume, Velocity, Density, Color, Influencing Factors and Fire Behavior 4) Hazardous Energy: Thermal, Mechanical, Wind, Chemical, Electrical, Water 5) Firefighters: Capabilities, Mental and Physical Status, Fatigue The ISO will perform a 360 while taking note of any additional concerns not addressed by IC, The ISO will brief the officers of exterior crews and evaluate any of their concerns. The ISO will evaluate adequate water supply, ensure that a back-up line is in place, and that all crews are wearing the appropriate PPE. The ISO should address what’s above and below the operating crews and the conditions. The ISO will mark points of entry with yellow barricade tape where only uniformed, appropriately dressed personnel will enter. If the ISO deems an area unsafe for operation, they will cordon the area off with red tape. Examples may include a collapse area/potential collapse area or confined space. No personnel will be permitted within this area. After performing a 360 evaluation the Incident Safety Officer will report any concerns to Command over the radio and if requested by Command, the ISO will evaluate the status of interior crews and interior conditions. Prior to entering the interior “hot zone” the ISO will report to Command where they are entering i.e., “alpha side first floor”. This should not be a routine or extensive assignment but instead is a potential tool to perform recon on the interior conditions. It is preferable that the ISO be accompanied by a crew while entering and exiting the structure in order to ensure the accountability of a single resource is fulfilled. After completing an internal/ external evaluation using the risk/ benefit model, the ISO will return to Command and deliver a safety plan. The safety plan will be placed on the IAP. The Incident Safety Officer will then re- evaluate the 5 Reads, resources on scene, change in fire behavior since arrival, rehab and ROAM. The ISO will repeat a 360 and place themselves near the area deemed most dangerous for crews operating in or near “the hot zone.” Special Considerations: High Rise Instances such as a High-Rise Operation the second Arriving Battalion Chief will be assigned as a division, at which point the third arriving Battalion Chief will be assigned as the Incident Safety Officer. Command may assign an Officer on an apparatus in staging the role of Incident Safety Officer, and his/ her crew will lead rehab operations. Special Operations In the event of a special operations incident. The Incident Safety Officer should be an expert in that respective discipline. Example: The Incident Safety Officer on a Technical Rescue call should have a Technical Rescue background. If this is not the case, a member of the Technical Rescue Team shall accompany and advise the Incident Safety Officer regarding actions of the operations. These procedures do not address the certification process. Aurora Fire Rescue will assign an Incident Safety Officer at each incident when multiple companies are in operation regardless of certification. The National Fire Academy Incident Safety Officer Certification and FDSOA Certification will be recognized as the minimum level of certification for the role of Incident Safety Officer. Tactical Benchmarks It is important to communicate the completion of tactical benchmarks addressing the specific tactical priorities (life safety, incident stabilization, property conservation, and safety and accountability of emergency personnel). The use and announcement of tactical benchmarks allows both the Incident Commander and other on-scene units to recognize completion of important tasks that are common to emergency scenes and benchmarks. 1. 360 Complete: The first arriving company officer will conduct a 360 with an Initial Radio Report. Upon completion, a secondary radio report will be given with a 360 benchmark. 2. First Water at the Fire: The first company officer to apply an extinguishing agent to the fire will notify either the IC or Aurora911 of “First Water”. 3. Primary Search: The completion of the primary search is reported by using the phrase “PRIMARY SEARCH COMPLETE”. 4. Fire under Control: Once the fire is stopped or under control the Incident Commander will transmit “FIRE UNDER CONTROL”. 5. Secondary Search: T Once secondary search is complete, the Incident Commander will transmit “SECONDARY SEARCH COMPLETE”. 6. Roll Calls: An accounting of all personnel assigned to an incident scene including staff/administrative personnel. Listed below are times when Roll Calls will occur: a. Any report of a missing or trapped firefighter. b. Any change from an offensive to a defensive strategy. c. Any sudden hazardous event at the incident: flash over, back draft, collapse, etc. The Incident Commander will be notified immediately when one of these events occur. d. Division/Group Supervisors and Branch Directors can conduct a Roll Call in their Division or Branch independent of an incident-wide Roll Call anytime to confirm the safety of their companies. e. Search and rescue Company Officers will confirm the safety of their members upon exiting the hazard zone or search area and give a "PAR" (Personnel Accountability Report) to their Accountability Officer. This report is not an incident wide Roll Call but involves the individual search and rescue company members. 7. Personnel Accountability Report (PAR): A reported "PAR" is a positive report and should be reported only after all company members have been confirmed safe. Example Fire Dispatch, Lewiston command. Dispatcher Lewiston command. Fire Can you conduct a roll call for me? Lewiston command copy. *Activates alert tone* Dispatcher Attention all units on the fire ground. Command has requested a roll call; Dispatch will conduct the roll call. Break. Engine 1 do you have PAR? Fire Engine 1 we have PAR Dispatcher Engine 2 do you have PAR? Fire Engine 2 we have PAR. Dispatcher Ladder 2 do you have PAR? Fire Ladder 2 we have PAR. Dispatcher Ladder 5 do you have PAR? Fire Ladder 5 we have PAR. Dispatcher Battalion 2 do you have PAR? Fire Battalion 2 I have PAR. Lewiston command, PAR has been Dispatcher completed and all units are accounted for. Fire Lewiston command copy. Dispatcher Dispatch is clear at 20:06. Staging of Resources: All Units Stage: The first arriving apparatus will respond directly to the scene and state “all units stage” if the intent is to keep all units from entering the scene. Level 1 Staging: The first arriving apparatus will respond directly to the scene and initiate appropriate operations. The first officer can request units to “level one stage” The only apparatus that will immediately go in to the scene are an engine, a ladder, and a BC to assist in the investigation. All later arriving units will stage in a tactically advantageous position based on arrival order unless given other direction from command. Units will announce that they are staged along with their location, i.e. “Engine 7 the third engine on and Level 1 staged at Peoria and Exposition”. Engine companies should stage at a hydrant location or intersection that gives them the best access. If staged at a hydrant, the company should announce the hydrant location on the radio Level 2 Staging: Level 2 Staging is utilized when Command desires to maintain a reserve of resources on-scene, and when the need to centralize resources is required. Level 2 will be used at multiple alarm incidents and should be a consideration on incidents involving hazardous materials, MCI’s, and ASHER. The Incident Commander will announce the location of Level 2 Staging and A911 will dispatch the multiple alarm resources on the staging (TAC) channel. When a Battalion Chief or Company officer upgrade to a multiple alarm while responding to a Level 2 Staging area and separate tactical (TAC) channel will be identified. The Officer of the first company to arrive at the designated area will serve as the Staging Officer. Level 2 Staging Officer will: 1. Notify the Incident Commander when staging is established 2. Verify companies available in staging 3. Maintain a list of available resources in staging 4. The staging officer will send the remainder of their crew and apparatus to command for reassignment upon IC request. 5. Determine a minimum level of resources to be maintained in staging 6. Organize resources so that they can quickly respond to the emergency scene 7. Deploy resources when requested by the Incident Commander: a. When deploying resources, the Staging Officer will inform the unit what TAC channel they will operate on and where and who to report to (divisions, groups, location). Demobilization Once a fire has been extinguished, and the overhaul of the fire scene is completed, an origin and cause investigation may be completed. After which, the property may be released to the owner or landlord. If a fire scene is deemed a criminal scene and held by the fire or police department pending an ongoing investigation, the scene will not be immediately turned over to the property owner. It becomes the responsibility of the property owner to safely secure the property. It is the Incident Commanders responsibility to verify that the property owner has been notified of the fire and the requirement to secure the property. In those situations where the property owner is NOT at the scene and cannot be identified and contacted, the Incident Commander is responsible for attempting to notify the owner. “Do Not Enter” fire tape will be placed around the property. Locating or attempting to locate the owner must be documented. The Incident Commander is responsible for owner notification; however, an Investigator may be able to assist with accomplishing this task. Verifying that the owner has been contacted or an attempt has been made to contact the owner, should be documented. Finally, the Incident Commander will ensure that the scene of the incident is policed to ensure that no departmental equipment is left on-scene. 6.2 Staffing Overview (Including Mandatory Overtime) Staffing Overview: According to the City of Aurora Charter Article XIV, City has the right to direct and schedule work, hire, promote, transfer, assign, classify, evaluate, and retain employees. Operational efficiency is crucial, and the Department aims to meet national standards while considering community expectations. The following staffing model has been established: 1. Minimum of four personnel on duty always for each company. Battalion Chiefs may reduce staffing by one person for up to three hours in extreme circumstances. Companies with three firefighters will respond to structure fires but won’t count towards alarm assignments. 2. The Deputy Chief of Community Operations can temporarily take a Rescue out of service for a maximum of two hours. 3. Up to four apparatus (engines and ladders combined) can be out of service for training. 4. Telestaff will fill vacant promoted positions with personnel when staffing levels drop below minimums. Prioritizing rank-to-rank backfills. Acting positions will be filled if needed to maintain crew and apparatus continuity. 5. All companies must have at least one paramedic. 6. The designated Hazardous Material station should have a minimum of six Hazardous Material Technicians. 7. The Technical Rescue Station should have a minimum of six individuals trained in technical rescue. 8. Six red card-certified members must always be on shift. Stations 13 and 8 will prioritize housing a brush truck and maintaining at least three members for the Wildland Response team to be operational at each station. 9. Reserve apparatus staffing during multiple alarms follows normal minimum staffing levels. 10. Rescue Units require at least two members, including at least one paramedic. Out of a desire to provide the safest working conditions while continuing to meet our public safety obligations, AFR must plan for future staffing crises. The objective of the staffing contingency plan must be to keep an all- hazards ALS Engine company in service at every fire station and six (6) ALS Ladder Truck companies in service throughout the City. NFPA 1710 requires fire companies to be staffed with a minimum of members. This requirement balances efficiency as well as safety and shall not be violated. This plan aims to illustrate our daily staffing procedure and preplan what must happen if significantly more members are off than available. Furthermore, this plan identifies the point for which staff personnel will be redeployed to the Community Operations Section. This plan intends to make the best decisions regarding emergency service delivery and firefighter safety. Revised: 06/24/2024 Reviewed: 07/01/2024 Effective: 08/07/2024 Staffing Contingency Plan Overview: AFR aims to prioritize safety while fulfilling public safety obligations. The plan ensures the presence of an all- hazards ALS Engine company at each fire station and six ALS Ladder Truck companies throughout the City. NFPA 1710 mandates a minimum staffing of four members per fire company to balance efficiency and safety. The plan outlines our daily staffing procedures and prepares for situations where more members are off duty than available for work. It also determines when staff personnel will be redeployed to the Community Operations Section. The primary goal is to make informed decisions prioritizing emergency service delivery and firefighter safety. Daily Staffing Procedures Voluntary Overtime List: - The voluntary overtime list will include all individuals signed up for Overtime, organized by rank and accumulated hours. Mandatory Overtime List: - The Mandatory list consists of individuals mandated to work Overtime based on their most recent overtime date, including non-24-hour Overtime. All personnel, including those on a 40-hour schedule, may be assigned from this list. Consecutive Hours of Work: - Consecutive work hours are subject to the following limitations: o If working 24-36 hours, 12 hours off duty is required. o If working 36-48 hours, 24 hours off duty is required. o Consecutive work hours are generally limited to 48 hours unless approved by the senior on- duty Battalion Chief in emergencies. Staffing Priority 1. Every Seat backseat has a paramedic certification 2. Busy apparatus will prioritize double paramedic-certified staff over slower apparatus, ensuring enhanced response to complex incidents. Procedure for Battalion Chiefs Designated as Staffing Officers Filling Vacant Positions from the Voluntary List: 1. Battalion Chiefs will update and confirm Acting and Roving assignments 24 hours before their shift starts. 2. On-duty Battalion Chiefs will fill vacancies when the Personnel Accountability Report (PAR) falls below the minimum staffing level for the current and upcoming shift. 3. Scheduled or unscheduled leave will be filled rank for rank via the Fill-by Rules, with the following considerations: a. The minimum staffing requirement for specialty teams should be fulfilled initially by utilizing bench members. If no bench member is available, the individual with the lowest number of hours and the required Certification on the involuntary list will be sought, or the battalion chief will refer to the Mandatory Overtime List to identify the next member on the list with the appropriate Certification. b. Captains and lieutenants will be treated equally for overtime purposes and may be assigned to an engine or ladder. i. The officer with the fewest hours will have the first right of refusal. c. To promote equitable staffing, it is recommended that members sign up for overtime by 17:00 for the upcoming shift, enabling the battalion chiefs to prioritize rank-for-rank assignments, and overtime staffing will start being awarded at or after 1700. i. Note that the timing for staffing may vary based on departmental needs. 1. Staffing is predominantly done between 06:00 and 07:00 on the morning of the shift, as unscheduled leave statistically occurs more frequently between 22:00 and 06:00. d. To minimize Mandatory Overtime when rank-for-rank availability is insufficient on the voluntary list, the on-duty battalion chiefs will prioritize utilizing acting or roving personnel. Their goal is to reduce the necessity for Mandatory Overtime assignments and exhaust the voluntary list by assigning all personnel who have signed up whenever possible. e. Members signing up for overtime after assignments have been made will not displace assigned members. The member offered overtime first will be able to accept or refuse the position. f. Unless they are transitioning from a previous on-duty shift or there is a staffing extension beyond 0700 in the morning, all roving personnel are required to report to their initial assignment no later than 0800 hours. g. Probationary firefighters are not eligible to work on the rescue unit but it may be mandatory for other apparatus. 4. Overtime starts when the member accepts the assignment, and if a member cannot reach the station within two hours, the battalion chief may bypass that member. 5. The Fire Chief or Deputy Chief will determine staffing for Medical Service Units and events. 6. When the voluntary list is empty, the battalion chief may request assistance from any member to help reduce the amount of mandatory overtime, if feasible. 7. If a member is contacted for overtime, but the need for overtime diminishes due to unavoidable circumstances, the member should be offered the choice to remain on duty for at least two hours. Refusal of Voluntary Overtime: 1. If a member declines voluntary overtime, the “refused” outcome should be selected in Telestaff. 2. Members who refuse voluntary overtime more than twice a calendar year will have the hours charged towards the pick list. Mandatory Overtime Procedure The purpose of this procedure is to ensure that there are enough staff members while also following fair practices and managing mandatory overtime. This will be achieved through the following guidelines: 1. Mandatory overtime occurrences will be recorded by the last date worked, not in hours. 2. The mandatory overtime list will be initially organized by reverse seniority and then by the dates of the last mandatory overtime. 3. The mandatory list will not start over every year. 4. Only Chief Officers, including acting Battalion Chiefs, can direct members to work mandatory overtime. 5. Mandatory overtime before 2000 hours will be filled from the mandatory overtime list of the morning shift. After 2000 hours, it will be filled from the list for the following day shift. 6. Members contacted for mandatory overtime must report for duty and remain on duty until released. 7. Failure to comply with mandatory overtime will result in disciplinary action, starting with a Letter of Counseling. 8. The member’s name is moved to the bottom of the list upon completion of mandatory overtime, except in cases of refusal or termination. 9. Members called in for mandatory overtime will be the first released, when possible, with the last person hired is the first to be released. 10. The mandatory list will always be used in order, with the exception that the next individual(s) on the Mandatory list do not meet the certification, scope, position, or rank. The BC may skip that person if they have utilized all reasonable means to put that individual into the staffing model. Which includes all involuntary lists, acting, and roving. When the BC or staffing office moves to the next person on the list, they must start the process by exhausting all reasonable means to place each individual in the staffing models. i. For example, if the position(s) that needs to be filled is the position of a firefighter with a full scope paramedic certification but the next person(s) on the Mandatory list is a firefighter with an EMT-Basic with IV certification. The BC or staffing office revisits and exhausts the voluntary list, acting or roving options, and if no other options allow that member to be put into the staffing model, then they will be passed up until the next person on the list is a firefighter with a paramedic certification. Exceptions will be granted for specific circumstances, such as military leave, injury leave, approved family and medical leave, workers’ comp appointments, training leave, and union leave. Other exceptions require appropriate documentation and will be evaluated case-by-case through the Deputy Chief of Operations or Fire Chief. To ensure fairness and consistency in managing mandatory overtime, the following procedure will be followed: Filling Vacant Positions from the Mandatory List: 1. If vacancies remain after exhausting the voluntary list, members will be notified of potential overtime through an all-page or Telestaff texting. 2. Battalion chiefs will attempt to utilize everyone from the involuntary list if vacancies persist, assigning individuals in order. a. Actors and roving may be utilized to align with the order on the involuntary list. 3. In exceptional cases, an individual who has just completed a 24-hour shift may be offered the back half (12 hours) of an involuntary shift, subject to battalion chief approval. Refusal of Mandatory Overtime: 1. If a member declines involuntary overtime, the refusal should be recorded in Telestaff. 2. The member’s regular battalion chief must be informed, and progressive discipline will be initiated. 3. Members can request exemptions with proper documentation. 4. Medical Service Units (MSUs) will not be staffed via mandatory overtime. Immediate Replacement During a Shift: In cases where immediate replacement is needed during a shift, the Staffing Officer has the authority to waive usual requirements and request a qualified individual residing nearby to fill the vacancy promptly. Community Operations Section Daily Crisis Staffing Plan for Increased Staffing for Emergencies: If more members are needed to keep fire companies in service, the following steps will be taken to keep fire companies in service. - All travel and training requests that have been granted will be canceled. - All deployments will be canceled or directed to return to the City. - Higher-rank personnel may fill lower-rank positions as long as all minimum qualifications are met. - 40-hour Sworn personnel will be redeployed to a 48-hour work week. - Specialty team staffing numbers may be reduced to maintain minimum staffing. Mutual aid departments will be advised of the situation. - Even if the position is canceled, you will receive a minimum of 4 hours if called in. Annual Leave Analysis and Management Process Each year, the Executive team will collaborate and analyze the prior year’s actual leave usage and forecast the staffing needs for the upcoming year. The Deputy Chief of Operations will develop the appropriate number of daily leave slots based on factors such as the total amount of leave due to emergency response personnel and the estimated amount of unscheduled leave (sick, light duty, injury leave, etc.). This process will ensure that we have a fiscally responsible approach to managing the daily leave process. The number of leave slots is not fluid; however, due to attrition, members may have opportunities to request leave within the number. There will be no exceptions to this requirement without the explicit approval of the Operations Chief. The Staffing Office nor Battalion Chiefs are authorized to exceed the established daily leave slots. Scheduled leave for 40-Hour workweek personnel will be scheduled through the employee’s immediate supervisor and entered into Telestaff. Scheduled leave will be utilized per the City of Aurora Personnel Policies and Procedures. Open Seat Assignments (Bid Process) Per the City Charter, the Fire Chief has the full discretion to make staffing decisions for the betterment of the Department. However, being inclusive and transparent is a proven tool for enhancing the team's productivity. Therefore, the Department will allow members below the rank of battalion chief to “bid” for assignments and be awarded seats primarily based on seniority in rank. The only exceptions to this approach will pertain to Special Operations, staff/administrative assignment and a staff/administrative assignment benefit. Personnel with the required Special Operations certifications will have preference over those personnel with seniority in rank lacking the required certifications. If Special Operations seats go unfilled, it may be necessary to assign those seats to personnel having the certifications needed until we can get enough personnel properly trained. When filling all staff/administrative assignments a solicitation will be disseminated to the membership seeking qualified individuals to fill the seat. When filling the seat, the following criteria will be assessed, job suitability, training, education, and seniority. If we have no members respond to the solicitation the deputy chief and or commander assigned to the section will interview individuals that meet the criteria to occupy the open seat. A staff/administrative assignment completion benefit involves a situation whereby members that have completed 24 months in a specific staff assignment having priority when placing a bid. Personnel with the staff/administrative completion benefit will have preference over those personnel with seniority in rank. Newly promoted members at the engineer, lieutenant, and captain ranks must bid for a station and remain in their assigned seats throughout their probationary period. If not awarded a seat, they will be assigned one by the Community Operations Section Commander or Deputy Chief, roving assignments will be avoided whenever possible. When making involuntary staffing adjustments, if all factors are equal among employees, the least senior employee will be reassigned based on the following factors, in order, unless specialized skills necessitate otherwise: 1. Seniority in Rank 2. Employment Date 3. Recruit Class Ranking When awarding a bid, seniority will be used when training, education, and other factors are equal. Factors are listed below, in order: 1. Current Specialty Team Certification with the department 2. Staff/administrative Completion Benefit 3. Seniority in Rank 4. Employment Date 5. Recruit Class Ranking The Department will perform a seat bid process a minimum of once per quarter (additional details and instructions will be provided within the “Notice of Vacancies”. All open seats will be posted to the City of Aurora SharePoint site at that time, and members will be allowed to bid. To access the open seat bids, proceed to SharePoint and then “Departments” and then “Fire”. Scroll down on the tabs to “Staffing”. Open up the “Staffing” tab and select “Telestaff Videos” and then “Seat Bid”. Administrative Civil Positions Full-time administrative staff positions will require the release of the member’s current seat assignment. The minimum time-period for assignments to the positions will typically require a minimum commitment of 24 months from the report date. Some administrative positions (TEMS, Arson, etc.) will have a longer obligation due to the advanced training requirements. Aurora Fire Rescue utilizes a completely transparent “bid process” to advise all members of vacancies that are available. Traditionally, the Notice of Vacancy memorandums do not include administrative assignments. Members on a promotional list will not be eligible to request reassignment to an administrative position in their current rank. However, administrative assignments will be placed on Notice of Vacancy documents to ensure that the methodology is even more transparent and to improve the efficiency of the reassignment process. Members who have or will complete their respective minimum two-year commitment, within the same quarter of the bid, in an administrative assignment and intend to bid on a seat on the next Notice of Vacancy will forward a memorandum (through channels) to the Deputy Chief of Operations indicating the intent to vacate their current assignment and return to an operations position. This declaration is a one-time event that cannot be retracted and will result in the specific administrative assignment posted on the subsequent Notice of Vacancy memorandum. The member utilizing this process may submit a bid during this process (the defined bid priority system will be utilized to determine the bid award). The involuntary reassignment process will be utilized if no bids are received for the administrative assignment. This process will allow the Department to fill both the operational and administrative positions transparently, efficiently, and effectively. Members that have completed 24 months in an administrative assignment will have the Staff Completion Benefit priority (see above) when placing a bid. The member must utilize the aforementioned Staff Completion Benefit within one (1) year of transitioning from the administrative position back to the line, allowing all members to forecast bid awards. These senior bid rights will not be provided to members promoting from one rank to another. However, members who have completed at least 12 months in a staff assignment are exempt from being involuntarily assigned to support-staff positions for the following 60 months. This exemption applies regardless of their rank in a previous support-staff position and why they left that position, such as a promotion. As a reminder, this process will allow the Fire Chief to make alternative staffing decisions for the betterment of the Department. Staffing assignments shall be made fairly, reasonably, justifiably, and without bias or prejudice. Kelly Picks Beginning July 1, 2018, AFR began scheduling Kelly Days for all employees with 24-hour schedules to reduce the average hours worked from 56 to 48 hours. Kelly days are an administrative tool to reduce the average hours worked within a specific period. This will allow each member to take one shift off per 21-day cycle. Currently, AFR utilizes a fixed Kelly Day approach. Each member will select one day of the week as a Kelly day. When a regularly scheduled duty day falls on the secured Kelly day, the member will not be required to work that shift. Kelly day assignments are static and are not changed in a calendar year without approval/coordination from the Operations Deputy Chief. AFR members off duty on a designated Kelly day can sign up for and work Overtime on that shift. Seniority will be the primary factor for date selection. The Department will generate a directive detailing the process prior to October 15 each year detailing the associated process for Kelly Day bids. Kelly Day bids will be conducted electronically through the Telestaff interface to maximize consistency, effectiveness, and efficiency. Crew integrity and maintaining operational consistency is a critical component of emergency operations, and to manage the associated challenges, the following approach will be utilized to limit the number of key personnel that are scheduled off on a given shift: One (1) Battalion Chief (Only one allowed in all four battalions) Two (2) Captains (maximum of one per battalion) Two (3) Lieutenants (maximum of one per battalion) Four (4) Engineers (maximum of one per battalion) Six (6) Fire Medics (maximum of two per battalion) Firefighters (Maximum allowed number off each day will be based upon the above ranks up to the daily limit) The following provides several summations related to Kelly days: 1. Upon graduation from the academy, all probationary firefighters will be assigned a Kelly day based on staffing availability and the rank within the academy. All probationary firefighters will bid for a new Kelly day during the 4th quarter Kelly bid timeframe. 2. Firefighters entering the paramedic FI process will keep their currently assigned Kelly day until they are certified as a Fire Medic. If the member is moved shifts to complete the FI process, they will be assigned an open Kelly day slot per the availability. 3. If a member voluntarily moves to a different seat or shift, that member will assume the Kelly day of the person they are replacing for the duration of the calendar year. If one is forced to move shifts due to staffing or administrative needs, the member will be assigned a new Kelly day per staffing availability. If the move is made on or after November 1, the member will keep their Kelly day for the duration of the year. 4. When an AFR member is certified as a Fire Medic, they will be assigned a new Kelly day based on staffing availability for that rank. 5. Members promoted to other positions (Engineer, Lieutenant, Captain, Battalion Chief) will be required to assume the Kelly day of the seat they are promoting into. 6. AFR members who are off duty on a designated Kelly day are allowed to sign up for and work Overtime on that shift. Holiday/Personal Leave/Comp Time The 2017-18 Collective Bargaining Agreement eliminated Holiday and Personal Leave for 24-hour employees in 2018; however, these changes will not apply to our 8-hour administrative staff members. These members will be afforded paid leave on the City of Aurora recognized holidays. All 24-hour members working on the City of Aurora recognized holidays will be compensated per the stipulations of the Collective Bargaining Agreement. Individuals assigned to MSUs and working on the recognized holidays will also be compensated in a manner consistent with the Collective Bargaining Agreement. Compensatory time was also eliminated for Aurora Fire Rescue members within the bargaining unit. Civil Service employees with unused comp time balances as of December 31, 2018, were compensated with monetary payment on paycheck 1801026 (deposit date 12/28/2018). Exempt career service employees and members at the rank of Battalion Chief and above are not eligible for Overtime, and therefore cannot be granted compensatory time in lieu of Overtime. Non-exempt career service employees may still accumulate compensatory time in lieu of Overtime, but at the discretion of the Fire Chief and his designees. These employees can carry a maximum of 72 hours of compensatory time annually, but it must be used by December 31 of the year that it is accrued. Annual/Vacation Leave The City of Aurora and Local 1290 Collective Bargaining agreement details maximum leave allotments for members within the bargaining unit. In order to provide accurate annual leave accruals for each AFR member, a cutoff date for accruals must be made. When annual bids are selected, the number of hours available to a member will be cut off on a date in December of the year prior. This date will be changed from year to year based on pay cycles. (Example: When selecting leave for January 1 of 2018, the AFR member will be pulling from their bank of leave that was accrued in the period leading up to December 22, 2017. This will ensure that all members have a set bank from which to draw.) Bids for annual/vacation days will commence no later than November 10 of each year. The Department will generate a directive detailing the process prior to the November 10th deadline each year detailing the associated process for Annual/Vacation bids. All bids will take place in the Telestaff interface to ensure transparency, efficiency, and effectiveness. Seniority will be the primary factor for date selection. Annual leave will be selected for the course of a given calendar year (example: January 1, 2018, to December 31, 2018). Crew integrity and maintaining operational consistency is a critical component of emergency operations, and to manage the associated challenges, the following approach will be utilized to limit the number of key personnel that are scheduled off on a given shift: A maximum of eight personnel will be allowed off each shift on vacation leave in any of the following combinations: 3– Captain (Maximum) 4 – Lieutenant (Maximum) 5 – Driver-Engineers (Maximum) 6 – Firefighter/Paramedics (Maximum) 8 – Firefighters (Maximum) Two Battalion Chiefs are required to be on duty each shift for bid purposes. Minimum staffing will allow one chief on duty before mandatory for a battalion chief. Should a scheduled Kelly day result in the potential for three Battalion Chiefs to be off duty on a given shift, only one annual day will be granted on that shift. Neither the Staffing Office nor Battalion Chiefs are authorized to exceed the daily leave slots. The following provides several summations related to annual/vacation leave: 1. Vacation trades are not allowed. Personnel are not allowed to trade/swap vacation days after they have been awarded 2. Vacation picks must be in 24-hour blocks 3. Voluntary transfers to fill a vacancy on another shift or a transfer due to a promotion or demotion will result in members forfeiting their scheduled leave selections. However, the member will have the first option on those shifts that were vacated by the person whom they are replacing, as well as any other open shifts on the new shift to which they are assigned. 4. The Department will make an effort to scheduled leave segment(s) in a period comparable to what was initially chosen when members are involuntarily transferred. 5. Personnel may exchange/move annual leave for open slots only. The practice of turning days back in will no longer be allowed. 6. Shifts that have been vacated due to transfers, resignations, promotions, etc., and that was not selected by replacement personnel, will be made available on first come, first take basis. 7. Personnel on initial probation will not be able to bid vacation leave until after successfully completing their probationary period. Overtime AFR Manual of Procedures and the Collective Bargaining Agreement does not differentiate between emergency and non-emergency activities. All additional pay for eligible employees is processed and paid out at one-half times the employee’s regular rate of pay and consistent with the Collective Bargaining Agreement. Revised Special Pay Forms Aurora Fire Rescue requires the completion of a Special Pay Form to track time and compensate members for non-emergency activities completed while off-duty. Overtime pay due to non- emergency activities must be approved by a supervisor in advance and include: Training, testing, committee work, health/background screenings, etc. In addition, 8-hour employees not in Telestaff may need to use a Special Pay Form for emergency activities. Additional hours worked by 24-hour firefighters on emergency activities will continue to be logged and approved in Telestaff. The Special Pay Forms have been revised effective 1/1/2019. To ensure that the activities receiving special pay are valid and benefit the organization, approval signatures are now required from the Training / Meeting Chair / Event Organizer and the Commander or Deputy Chief overseeing the activity. The revised Special Pay Forms for individual activities and group trainings/meetings can be found on SharePoint. Please note that members cannot submit for mileage reimbursement in addition to special pay. 24 Hour Position Overtime Procedures OT Sign up and refusal will be noted. Members that refuse more than two times in a calendar year, will be charged the hours towards the pick list. When calling in off-duty personnel for overtime, the following procedures shall be followed: 1. Telestaff maintains the list for overtime callback. a. Any individuals wanting to be called for overtime shall sign up on Telestaff for the days they will be available to work. Those that signup will be called first. If there are not enough signups then, by reverse seniority, calls will be made to the appropriate shift. b. It is the responsibility of each individual to ensure that an up-to-date telephone number is on file in Telestaff. 2. The position to be filled will be by a person of equal rank and qualification if possible. a. In the event an overtime vacancy is caused by an actor performing the duties of a higher or parallel rank, the overtime vacancy will be filled by a person of the higher or parallel rank, not the rank of the actor. b. The Battalion Chief/Staffing Office will refer to the time an individual calls in for unscheduled leave in order to determine which vacancy actually causes the overtime. c. Probationary Firefighters may be assigned to work overtime upon successful completion of the Recruit Academy. d. Battalion Chiefs will be called to ensure a minimum of one Chief Officer is on duty at all times and compensated with straight pay. 3. When contacting personnel for overtime, the first signed up individual on the pick list from the appropriate rank and shift will be called first. In the event the signed-up pick list for a specific rank is exhausted the following steps shall be followed: a. Once the rank of the position being filled is exhausted, members from other ranks that have signed up shall be called in to fill such vacancy. b. Call order shall be made to the next qualified individual, regardless of rank, based on accumulated OT hours and seniority. c. When all signed up personnel have been contacted, the off going shift shall be notified of the opening via a fire dispatch all station page. d. In the event no off going shift personnel contact staffing to fill the vacancy, members of the off going shift will be contacted for mandatory overtime. Individuals with the lowest seniority with the ability to fill the position at the station with the opening shall be required to remain on duty. e. Individuals that have demonstrated high reliability may then be contacted. f. Calls will then be made from the overtime list in order of reverse seniority to relieve the mandatory slot. 4. Positions on the Telestaff Overtime Accumulator shall be calculated in the following manner: a. If an individual who has signed up for overtime is called and refuses the overtime, or does not answer the call, that individual is then marked as refused. After two refusals or no answers, the time that was offered is then automatically added to their accumulator as if they had worked. b. When overtime is needed for a full 24-hour shift, personnel who are on a two- day will be called first. If a full 24-hour shift cannot be scheduled, then the shift may be split into smaller segments to utilize personnel from both off- duty shifts. c. When overtime is needed for the first ten hours of a shift or less, the off-going shift will have priority in accepting the overtime. 5. The location of an individual’s residence will not affect the individual’s right to work overtime. It is the responsibility of the individual to ensure meeting the following reporting deadlines: a. Personnel accepting overtime duty shall report to the station assigned for that overtime duty no later than two hours from the time of notification. b. Failure to report within two hours may result in the employee being denied the overtime. 6. Consecutive Hours of Work: a. If you work 24-36 hours, you must have at least 12 hours off duty. b. If you work 36 to 48 hours, you must have at least 24 hours off duty. c. Consecutive hours of work are limited to 48 hours unless an emergency situation exists, and the senior on-duty Battalion Chief approves extended time beyond 48 hours. 7. If a vacancy occurs during a shift necessitating an immediate replacement, the Staffing Officer may waive these requirements and request that the Staffing Office call in a qualified individual who lives close enough to fill the vacancy in a minimum amount of time. MSU Overtime Procedures Eligible members that are wanting to sign-up for MSU overtime, will follow the steps listed below: A. Login to Telestaff using your city network credentials B. From the Dashboard, click on Calendar C. Click on the date you wish to sign up for D. Click Add in the menu that appears E. Choose the appropriate sign-up code. F. Signup – MSU Overtime G. Do not adjust the From, Through or Hours values H. Click Save I. A purple rectangle with S_MSUOT will appear indicating you’ve successfully signed up for overtime. J. The overall goal will be to allow personnel to schedule their overtime up to 30-days in advance. Emergency Overtime Pay Items identified in this procedure related to job-related staffing shortages and emergency callback shall be paid at one and one-half times the employee’s regular rate of pay and within the parameters of the Collective Bargaining Agreement. 1. Emergency overtime shall be defined as a condition that requires the immediate response to a given situation. 2. In emergency duty time, employees shall be compensated at one and one-half times their regular rate with a two-hour minimum payment guarantee. Employees shall be compensated. If the employee’s arrival time is after 30 minutes, the employee shall receive compensation from the time of arrival at the duty station. 3. If shift change occurs during an emergency, members held over will be compensated one and one- half times their regular rate of pay. 4. Overtime Due To Daily Staffing Shortage - If an employee is contacted due to a staffing shortage and elects to work, they will be compensated at one and one half times their regular rate of pay beginning at 0800 hours, or the time they were notified, whichever is later. If after arrival for overtime duty, the employee is not needed for the entire shift, they shall be paid and work a minimum of four hours. Special Event Staffing This section defines the policy for staffing, scheduling, responsibilities and compensation of Aurora Fire Rescue Personnel at special events within the City of Aurora. Aurora Fire Rescue receives numerous requests each year to provide dedicated primary emergency medical care and/or firefighter presence at special events within the City. The provision of fire department personnel for special events is beneficial to both the City and the community. Emergency response personnel immediately available on-scene will enhance the emergency care provided to individuals while maintaining adequate response capabilities for the entire city. Staffing Upon request from special event coordinators, Aurora Fire Rescue personnel shall be utilized to provide dedicated staffing for special events. Department personnel providing coverage for such events shall be scheduled from the Department’s overtime list. These assignments shall be coordinated through the Department Staffing Office at least three (3) days prior to the event. Equipment Aurora Fire Rescue personnel assigned to special events shall be provided with all necessary equipment to perform their assigned duties. EMS equipment shall be supplied by and coordinated through an on-duty Battalion Chief or Operations Division Commander/Deputy Chief. Event Procedures All Fire Department personnel working at special events shall be expected to perform their assigned duties in a professional and courteous manner. Personnel shall function within the scope of the Department’s Rules and Regulations, Department Manual of Procedures, City of Aurora Policies, Procedures and guidelines, all applicable Denver Metro Protocols (AFR version) and under the authority and guidance of the Fire Department Medical Director. Department personnel shall be covered by the City of Aurora’s Workers Compensation insurance in the event of a personal injury and/or accident: 1. Report to the appropriate facility. Inventory, stock, and prepare apparatus for the event in advance of the event 2. Report to the Event Coordinator at the correct pre-determined time 3. Complete all necessary paperwork and reports as needed i.e. NFIRS Injury/Accident Reports, etc. 4. Contact Event Organizer prior to leaving 5. Return apparatus and equipment to the appropriate location 6. Inventory, restock, and clean all equipment as needed. Notify the Station Officer upon completion and confirm approval 7. Forward a copy of all patient contacts, releases, and reports to the Operations Division. Reports will be held for 90 days 8. Complete (Sharepoint/Forms Catalog/Administration/Special Pay Form) and forward to the Staffing Office 9. Report any problems/complaints, etc., to the Staffing Office and the appropriate Battalion Chief. Compensation Aurora Fire Rescue personnel shall be compensated at their hourly rate for special event assignments (scheduled overtime). Upon any request for dedicated special event staffing or required equipment, the Event Coordinator(s) will be informed that there will be a fee for such service at the following rates: 1. Personnel Expense- Scheduled hourly overtime rate 2. Equipment- Additional fees for equipment will apply as necessary. This event fee will be used to cover personnel, administrative, and equipment use. This fee for service shall be reviewed and may be adjusted annually by the Fire Chief as part of the Administrative Fee process of the City Budget. Fee Exempt Events Some events shall be staffed by AFR on request. These events may include the following or other designated city functions: 1. Fire and Ice 2. Gateway to the Rockies Parade 3. Annual City of Aurora Employee Picnic 4. Pumpkin Chunnkin Overtime Pay Special Circumstances Any non-emergency by Fire Administration shall be paid according to the CBA and FLSA (Fair Labor Standards Act) guidelines: 1. Employees shall be paid for actual travel time to and from court, not to exceed one- and one-half hours roundtrip. 2. The Department may pay overtime for job-required certifications if the certification or recertification testing is not provided by Aurora Fire Rescue; however, members must receive pre-approval prior to attending the training. This shall include a maximum of one hour of travel time to and from the testing site. Personnel who are on-duty and are released from duty to complete required testing shall not be eligible for overtime compensation. 3. An employee may be compensated for up to two hours, per FLSA guidelines, when the employee was injured on the job and because of the hours of operation or severity of injury, the employee was required to seek treatment and/or evaluation at other than an approved city of Aurora Worker’s Compensation Treatment Facility and: a. The employee was not allowed to return to duty and was requested, by the physician, to follow-up on the next business day with one of the approved Worker’s Compensation Facilities. b. Following evaluation, the employee was released to full duty. c. The employee completes and submits a request for additional compensation for up to two hours on the Special Pay Form (Sharepoint/Forms Catalog/Administration/Special Pay Form) and submits the form to the HSO along with the WC 164 (Return to Work Authorization). Additionally, mileage for physician visits may be reimbursed at the rate determined by and according to the Rules and Procedures of the State of Colorado Worker's Compensation Bureau. Requests for physician visit mileage reimbursement must be made by application through the City of Aurora Risk Management. Overtime Compensation for Career Service Personnel Supervisors of Career Service Personnel should limit the overtime hours given to these employees and find scheduling alternatives when applicable to ensure that no more than 40 hours are worked in a given week. If overtime hours are necessary, the scheduling and payment of overtime must be authorized in advance by the Fire Chief and/or their designees. Career Service Employees will follow policy 3.3 Special Pay in the Employee Manual as it relates to overtime. 6.3 Shift Trades Shift Trades 1. Shift trades are individual agreements between members. 2. Trades must be rank for rank unless approved by the Operations Deputy Chief, with the exception of trades between Captains and Lieutenants.. 3. Members can work up to a 24-hour trade on any other shift. Maximum working time cannot exceed 48 hours. 4. Probationary Firefighters will not be allowed to trade shifts until successful completion of their probationary period. Exceptions to this policy may be made, for extenuating personal circumstances, with the approval of the Deputy Chief of Operations. 5. The maximum trades that can be maintained are: a. Six shifts or 144 hours owed to another person b. Six shifts or 144 hours owed to an individual firefighter 6. Any trades that are scheduled or owed will need to be addressed by the two members who arranged the trade. 7. Calling in sick while on a trade: a. Sick Leave will be charged. b. Abuse of Sick Leave while on a trade will be investigated and may result in a disciplinary action. 8. No-Call-No-Show while on a trade: If a member is scheduled to fulfill a trade and a member does not show up, the following will take place: a. A Battalion Chief will attempt to contact the member and if unable to contact the member, AFR will dispatch a resource to the member’s residence to ascertain the health and safety of the member. b. If the member is not able to be contacted through the aforementioned channels Sick Leave will be charged. If the event directly causes overtime, the member will be docked pay to cover that loss. Individual’s Requirements Permission Required - Individuals requesting a trade shall enter their requested trade into TeleStaff and notify their Battalion Chief for approval. Standby / Stand in 1. Trades between individuals of four hours or less shall be considered a “standby” and will not require a trade form. The Battalion Chief shall be notified. Responsibility and Rights of Individuals Working Trades. 1. It shall be the responsibility of the individual who is scheduled to work the trade, to report for work. The normally assigned individual is released from his/her responsibility through an approved trade on TeleStaff. Revised: 06/24/2023 Reviewed: 08/15/2023 Effective: 10/23/2023 2. Leave Usage: Any/all leave used by the individual who has agreed to work a trade shall be charged against his/her accrual. 3. Telestaff Entry: All trades including standbys, must be entered into Telestaff by the individual initiating the trade Supervisor’s Requirements Prior to Approval of Trade - It shall be the explicit responsibility of each supervisor within the chain of command to ensure that all AFD staffing requirements and provisions of this order are met before approving the trade. Denial of Specific Trades - Supervisors may deny trades for any just cause in writing. Emergency/Unusual Situations The Deputy Chief of Operations may waive the requirements of this policy, provided all AFR minimum staffing needs are achieved. Revocation of Trade Privileges The Deputy Chief of Operations may revoke trade privileges as a discipline tool. 2 6.4 Personnel Accountability Personnel Accountability This section establishes the guidelines for the Aurora Fire Rescue Personnel Accountability System. Personnel accountability shall be used at all incidents. All supervisors shall maintain a constant awareness of the position and function of all personnel assigned to operate under their supervision. The incident command system shall also maintain accountability for the location and function of each company or unit at the scene of the incident. No member or company will operate outside of the incident command system. All persons responding to the scene of an incident will be accounted for and identified by the following hardware. Accountability System 1. AFR will utilize tablet-based Incident Management and accountability software as the primary accountability system 2. The secondary accountability system is the Battalion Chief Vehicle command board or command table 3. Company officers/acting officers will maintain updated staffing on their units AFR MDT (Mobile Data Terminal) Helmet Shield Helmet shields are affixed to the members helmet and contain a Velcro center that holds the unit identification passport that the member is assigned to for the shift. The helmet shields are color coded to designate rank within the department and they are as follows Orange Shield – Probationary Firefighter Black Shield – Firefighter and Engineer White Shield – Officers o Yellow panels within the shield indicate the medical designation of a practicing paramedic The helmet shield unit identification passports contain the assigned Community Operations response unit and/or the assigned Administrative Division radio designation and each identification passport is color coded for quick visual recognition: Engine Companies – Black Passport w/White Lettering Ladder Companies – Red Passport w/White Lettering Rescue Units or Medical Assignments – Blue Passport w/White Lettering Chief Officers – White Passport w/Red Lettering Chief Officers – White Passport w/Red Lettering Revised: 06/24/2023 Reviewed: 08/15/2023 Effective: 10/23/2023 Unit Identification Passport Accountability Boards Each Firehouse contains a Red colored custom accountability board that will be used to store the spare helmet shield unit identification passports. A total of eight (8) company passports will be issued to each of our engine and ladder companies. Each rescue unit will be issued six (6) passports and each battalion chief will be issued three (3) passports in addition to three (3) ISO passports for when assigned as the Incident Safety Officer (ISO) at an emergency incident. Station Captains will ensure that the appropriate inventory of passports is always on hand. When a member transfers to a new assignment/station, they will surrender their passport to their Station Captain. Upon reassignment, the member will request the new station passport from the quartermaster through the COC. 2 6.5 Protective Clothing Equipment Protective Clothing and Equipment This section establishes policy for the appropriate protective clothing and protective equipment that will be utilized to limit exposure to our members. This includes protective clothing for structural firefighting, technical rescue, emergency medical operations, hazardous materials operations and wildland firefighting. Procedures are also addressed for eye, face and hearing protection, and life safety rope system components. Protective clothing and protective equipment shall be used whenever members of the department are exposed or potentially exposed to the hazards for which the clothing and equipment are provided. Any alterations to the standard issued protective equipment must be approved in advance by sending a request through the Chain of Command to the Fire Chief. Protective helmets will meet the requirements of NFPA 1971 that are in effect at the time of helmet purchase. Each member shall read and comply with the manufacturer’s guidelines on their protective helmets. The monthly inspection and any defects should be documented in the Monthly Personal Protective Ensemble Inspection Report. The inspection process should include the following: outer shell (cracks, charring, warping, soft spots); reflective trim (melting, loss of retro reflectivity, separation from the outer shell, dirt); impact cap (deterioration or damage, cracks); suspension system (torn straps or leather pad, broken); ear cover (tears, breaks in plastic connectors, broken or loose adjustment ratchet). If any one of the above conditions is discovered, the helmet must be removed from service and sent to the warehouse for further evaluation and determination for retirement of the helmet. Any helmet showing signs of damage, including cracks, charring, warping, soft spots, or degradation of any protective quality required in NFPA 1971 should not be used. Accessories or decals will not be placed on helmets without approval of the Fire Chief. As with all elements of the protective ensemble, helmets will be inspected by each member upon receipt, and thereafter at least once a month, and after each use of any kind. Protective gloves, footwear, and hood interface components shall meet the applicable requirements of NFPA 1971 that are in effect at the time of ensemble component purchase. Inspection requirements and record keeping will be the same as for the other elements of the protective ensemble. These items will be included in the bi-annual inspection of the protective ensemble. Turnout Clothing during Emergency Response This section establishes the requirements for wearing turnout clothing during emergency response. Under no circumstances shall any aspect of personal safety be compromised in order to increase the speed of emergency response. Firefighting personnel shall wear full protective equipment, helmet excepted, when responding to any type of alarm indicative of fire, potential fire, explosion, potential explosion, or release of any type of hazardous material. Full protective equipment is optional for drivers, personnel on specialty teams and command officers during the response. If an alarm is dispatched while the apparatus is moving and personnel are not wearing turnout clothing, it will be the responsibility of the company officer to decide to have the apparatus stopped while turnout clothing is donned and seat belts are secured before responding, or proceed to the incident location and don appropriate PPE upon arrival. Revised: 06/24/2023 Reviewed: 08/15/2023 Effective: 10/23/2023 Protective Clothing for Structural Firefighting All personnel operating inside a designated hazard zone shall wear the proper protective clothing. The protective clothing will meet the requirements of NFPA 1971, Standard on Protective Ensemble for Structural Firefighting that are in effect at the time of ensemble component purchase and be used and maintained in accordance with the manufacturer’s instructions. Protective Clothing for Emergency Medical Response All personnel shall wear appropriate EMS PPE when operating emergency medical alarms, with exception to those involving fire, explosion, MVA, technical rescue, or hazardous materials. Appropriate EMS PPE must include gloves and eye protection on all EMS calls. When indicated, members will wear either the HEPA mask and/or disposable EMS gowns, depending upon the nature of the incident. EMS disposable gowns will be used to provide a protection barrier for blood borne pathogens and will be worn when such exposure is expected. Inspection, Cleaning, and Repair of Protective Clothing Protective clothing will be inspected by each individual according to manufacturer’s guidelines and: 1. Upon receipt of new clothing or replacement elements 2. Daily 3. After exposure to high heat, chemicals, firefighting agents (including foam and water) (for structural ensemble) 4. After exposure to bodily fluids (including blood) (for structural and EMS ensemble) 5. After cleaning, repair, or decontamination. The inspection process is defined in the manufacturer’s User Instruction, Safety and Training Guide that will be given to each individual with the protective clothing. Company officers and battalion chiefs shall ensure that all issued protective clothing is safe for use. Any questions or concerns shall be directed to the Chain of Command. Routine Inspection/Cleaning and Repair If, according to manufacturer’s guidelines, the clothing needs to be repaired or replaced, the employee’s supervisor should be notified as soon as possible. It will be the responsibility of the employee’s supervisor to contact the department quartermaster to arrange for repair or replacement. The individual will use the secondary set or be provided “loaner” clothing, if necessary, by the department quartermaster while the clothing is being repaired or replaced. If for some reason the department quartermaster cannot be notified to replace an individual’s protective clothing, it will be the responsibility of the employee’s company officer or battalion chief to obtain “loaner” gear until notification can be given to the quartermaster. If a member is unsure of whether their protective clothing is in need of repair or replacement, the member shall request assistance from the company officer. The department will provide for the cleaning of protective clothing. All protective clothing will be professionally cleaned and inspected by the contracted vendor every six months (a minimum of twice a calendar year) which is in accordance with manufacturer’s guidelines. Members will also be capable of having bunker gear cleaned at the designated station as needed (post fire or event that results in contamination). Routine cleanings will be accomplished by following the Aurora Fire Rescue General Bunker Gear Cleaning Schedule attached at the end of this section. It will be the responsibility of the Station Officers at the facilities in the table to capture the records of all cleanings that take place at their respective station. If a member of the department has clothing that is contaminated, it shall be that person’s responsibility to report the contamination to their supervisor as soon as possible. Contamination will be defined as an exposure or absorption to tars, fuels, resins, paints, acids, and or any other biological/hazardous material 2 that cannot be removed by the required rinsing after an incident. The respective battalion chief will evaluate the contaminated clothing in order to determine the correct cleaning procedure. For clothing that has been subjected to significant contaminants, the battalion chief shall exercise the option to send the clothing to a commercial vendor. Garments will then be picked up by the department courier and sent to the commercial vendor for proper cleaning. Loaner protective clothing may be used while the contaminated protective clothing is being cleaned. If the contamination is due to bedbugs, personnel shall remove and bag affected PPE as soon as possible, preferably on scene, limiting the spread of the bugs. Bunker gear shall be placed intact in a plastic bag, sealed then bagged again. Note, liners and shells shall not be separated in this case as separation may spread contamination. Boots shall be placed in a separate double bag. The neon green Bedbug laundry tag shall be affixed to the outside of the bags to indicate the hazard and to clearly indicate name, station, etc. The gear shall be sent to the appropriate station (12 or 13) where it will be placed in the dedicated freezer for 72 hours to kill the bedbugs. The boots will then be returned to the owner. The bunkers will be laundered as per normal procedure. Uniforms or other personal items that may have been contaminated shall be isolated and washed in warm or hot water then dried with high heat. Prolonged freezing or high heat of drying have both been shown to effectively kill bedbugs. Crews shall contact the warehouse to make arrangements for loaner gear as the bedbug decon and laundering process can take five or more days. A red tag shall be used for bio-hazard contaminations. If a red tag is used, the items must be double bagged. For normal structure contaminations and routine cleanings, a manila tag shall be used. Green tags shall be used if bedbug contamination is suspected. The appropriate tag shall be securely attached to the outside of the bag. Replacement tags may be requested from Station 12 or Station 13. 3 If the contamination is due to confirmed asbestos exposure and the gear did not undergo rapid decon while on scene, the gear should be bagged as soon as possible and labeled clearly on a red tag as containing asbestos. This gear should be sent to the quartermaster for shipment to a commercial cleaner for laundering. In order to confirm the presence of asbestos, the IC should request that the remediation company collect samples and have them processed. These results should be returned within a few hours. Per OSHA, a rapid decon light rinse on scene is the best practical means to remove asbestos fibers from PPE. ON-SCENE DECONTAMINATION The following actions shall be taken when operating at incident scenes where carcinogens or other toxins may be present: 1. All personnel shall utilize Self Contained Breathing Apparatus (SCBA) and full PPE when encountering an IDLH atmosphere (ex. structure fire, vehicle fires, roof ventilation, etc.…). This will include utilizing the SCBA through the initial fire attack, overhaul and decontamination process. 2. When exiting the Immediately Dangerous to Life and Health (IDLH) environment the Incident Commander will be responsible for determining if decontamination of PPE is necessary. If decontamination is deemed appropriate, the Incident Commander will designate a decontamination area. Members shall remain on air until the decontamination process has been completed. 3. Prior to leaving the incident scene each member shall perform decontamination procedures of all their assigned Personal Protective Equipment (PPE) to remove as much soot, toxins, and particulate matter as possible. The Incident Commander will be responsible for ensuring that decontamination is established and completed. Members shall remain on air during the decontamination process to decrease the chance of exposure to carcinogens/ toxins. This portion of the decontamination process can be accomplished by using a soft bristle brush to remove large debris, utilizing a soap solution to remove polycyclic aromatic hydrocarbons, and using a low volume of water. Upon completing decontamination of the PPE, the member shall proceed directly to their assigned apparatus. Members will then doff all of their PPE to include the hood. Company officers are responsible for coordinating with the Battalion Chief to ensure that members of their respective crews replace the hoods at the scene one for one. Battalion Chiefs will ensure that the collected hoods are taken to the quartermaster for professional cleaning. The members bunker coat and pants will be placed into a large bag and taken back to the fire station. The second set of gear will be placed in- service and the contaminated gear sent to the designated station or vendor for cleaning/inspection. All members should be aware that contaminated gear can off-gas for a substantial period of time; therefore, this gear should be transported in a manner that limits exposures. 4. Upon entering rehab or when entering the cold zone if no rehab has been established, personnel shall utilize the commercially produced wet wipes provided on apparatus to remove as much soot as possible, especially from the head, neck, jaw, throat, under arms and hand areas. In addition, the incident commander will ensure that all members who have entered an IDLH environment will complete the full decontamination process. Company officers will also ensure that members shower within an hour after the conclusion of the incident and change into clean clothes. 4 Eye and Face Protection This section establishes the policy for eye and face protection when operating in hazardous areas. The full-face piece of SCBA (with regulator attached) will constitute appropriate face and eye protection when worn. When operating in a hazardous area without the full-face piece of respiratory protection, members will deploy eye protection. Primary face and eye protection provided by the department will meet the requirements of ANSI Z87.1, Practice for Occupational and Educational Eye and Face Protection. Prescription Safety Eyewear The City of Aurora (City) has established policies and procedures regarding the purchase and use of prescription safety eyewear. Employees are required to wear safety glasses with side shields when job tasks expose them to the potential of impact from flying particles. Ordinary prescription safety glasses do not provide adequate protection from impact injury to the eyes. For optimal safety, the minimum acceptable eye protection requires eyewear to meet the most recent version of the American National Standards Institute (ANSI) Z87.1 as well as the Occupational Health and Safety Administration’s (OSHA) 29 CFR 1910.133 requirements. An employee who wears prescription glasses and is required to wear safety glasses as a part of their daily job requirements can take advantage of the City’s eyewear program. The City has partnered with two eyewear programs “Industrial Eyes, Safety Eyewear Program” and “Hoya Prescription Eyewear Program” to allow employees to obtain 1 pair of prescription safety glasses with side shields every 2 years. The City will pay up to $150.00 towards prescription safety glasses for employees who qualify. The employee can choose to use either of these eyewear programs to obtain their prescription safety eyewear. Note: To ensure employee safety, the employee will be issued non-prescription safety glasses that can be worn over the employee’s prescription glasses, until the prescription safety glasses with side shields are received. The following procedure MUST be followed to purchase prescription safety glasses with side shields using only the City’s prescription safety eyewear program. Note: Prescription safety eyewear MUST be purchased through this program only. Option #1: Industrial Eyes, Safety Eyewear Program 1. The employee must complete a “Safety Eyewear Authorization Form” located on the City’s SharePoint site under Internal Services – Safety – Prescription Safety Eyewear Information – Industrial Eyes. 2. The employee will print out the form and MUST obtain approval from their Supervisor or Manager, by having them sign on the top of the authorization form, prior to purchase. 3. The employee will take a copy of this authorization form to one of the authorized vendors listed on the SharePoint site under “Industrial Eyes Vendors’. Option #2: Hoya Prescription Eyewear Program 3. The employee will click on the link for “Hoya Prescription Eyewear” located on the City’s SharePoint site under Internal Services – Safety – Prescription Safety Eyewear Information – Hoya Prescription Eyewear Link. To start the process, click the link “Ordering Safety 5 Eyewear”. The employee will need to fill in the on-line order form. On the on-line form, for employee # use your City Employee ID#. When finished click “Continue”. A form will be emailed to your email address or alternatively, you can print out the form after you click “Continue”. 4. The employee will print out the form and MUST obtain approval from their Supervisor or Manager, by having them sign on the top right portion of the authorization form, prior to purchase. 5. The employee will take a copy of this authorization form to one of the authorized vendors listed on the same SharePoint link under “Eye Care Professional Locator”. Both programs allow the employee to be able to choose from selected ANSI approved frames available from the vendor. Additional add-ons listed on each of the forms, can be purchased, but the employee will be responsible for any cost exceeding $150.00. Prices for add-ons are listed on each authorization form. Upon completion of the purchase, the optical vendor will contact the employee for the final fitting and adjustment when the prescription safety glasses are ready. Note: Prescription eyewear purchased outside of this Policy, will not be covered under the City’s eyewear allowance and will require the employee to pay for the entire purchase out-of-pocket for this eyewear. Respirator Prescription Eyewear Inserts - If any employee is required to wear a full-face respirator, as part of their job requirements, and the employee wears corrective lenses, the City will pay for 1 prescription respiratory eyewear insert every 2 years. The employee will need to bring the prescription eyewear spectacle insert with them to the vendor. The inserts will be obtained from the employee who distributed the respirator. Additional information is available in SharePoint under Respirator Prescription Eyewear Inserts. It is the employee’s responsibility to ensure all City provided prescription safety eyewear is routinely inspected, properly maintained, and used as required. Defects in eyewear should be reported to a Supervisor or Manager immediately to determine if repair or replacement is required. Hearing Protection This section establishes the policy for hearing protection when members of the department are subject to noise in excess of 90 dBA. Hearing protection will be provided by the department and will be used by all members riding on fire apparatus when subject to noise in excess of 90 dBA. Members will also use hearing protection when exposed to noise in excess of 90 dBA caused by power tools or equipment, excluding situations where the use of such protective equipment would create an additional hazard to the user. Wearing of Reflective Vests While Operating on Roadways All AFR personnel operating on or within the immediate area of any roadway or highway shall wear the department issued high-visibility reflective vests once outside the apparatus. The reflective vests shall meet or exceed the requirements of ANSI/ISEA 107-2004 or ANSI/ISEA 207-2006. Personnel performi

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