Montgomery County Fire and Rescue Service Policies PDF

"MCFRS Policies" *02-01AMIII – Incident Reporting Requirements and Records Management *05-03AM – Conditions & Restrictions on Volunteering by DFRS FF’s in the MCFRS *06-02 – MCFRS Document Policy *06-05 – Critical Illness and Injury *06-09 – Apparel Policy *15-01 – Station Managment *21-02 – Ca...

"MCFRS Policies" *02-01AMIII – Incident Reporting Requirements and Records Management *05-03AM – Conditions & Restrictions on Volunteering by DFRS FF’s in the MCFRS *06-02 – MCFRS Document Policy *06-05 – Critical Illness and Injury *06-09 – Apparel Policy *15-01 – Station Managment *21-02 – Care After Pronouncement of Death *22-00AM – Code of Ethics and On-Duty Personal Conduct * 24-02 – Vehicle Collision Investigation and Reporting Policy *04-01 – Workers Compensation Claims *25-08AMII – Apparatus Staffing Policy *26-08 – Substance Abuse Testing and Rehabilitation *07-02AM – Apparatus Maintenance Policy  MONTGOMERY COUNTY 02-01AMIII FIRE AND RESCUE SERVICE Policy and Procedure Page 1 of 13 Incident Reporting Requirements and 08/01/2016 Records Management Issued by: Fire Chief Scott E. Goldstein Policy Number: 02-01-AMIII Authority: Montgomery County Code Section 21-3 (b) Supersedes: Policy and Procedure 02-01AMII, Records Management System, dated 11/15/2004, FCGO 05-05: Records Management System (RMS), FCGO 05-17: Records Management System (RMS) Compliance – Phase 2, FCGO 13-01: EMS Patient Care Reporting Requirements (Revised), FCGO 13-12: Accountability of Events While Transferred to Out-of-County Fire Stations. Directive 03-04: Medical Documentation, Directive 01-13: Confidentiality of Medical Records. Effective Date: August 1, 2016 SECTION 1. Purpose: To establish procedures for Montgomery County Fire and Rescue Service (MCFRS) report writing requirements, data entry, system security, and release of incident documentation. SECTION 2. Applicability: This policy applies to all MCFRS uniformed and civilian personnel. SECTION 3. Background: The Records Management System (RMS) operates over a wide area network, with terminals in all Montgomery County Fire and Rescue Service work sites. The information collected fulfills data reporting requirements of several federal, state, and local agencies and programs. These agencies and programs include but are not limited to the Federal Emergency Management Agency (FEMA); the National Fires Incident Reporting System (NFIRS); the Senator William H. Amoss Fire, Rescue and Ambulance (“508”) Fund; the Maryland Institute for Emergency Medical Services System (MIEMSS); and the Length of Service Awards Program (LOSAP). The data collected is also critical for fire and rescue service management, budgetary, and planning purposes. SECTION 4. Definitions: a. EMS Report: A document containing patient and service data fields required by the Maryland Institute for Emergency Medical Services System (MIEMSS).  MONTGOMERY COUNTY 02-01AMIII FIRE AND RESCUE SERVICE Policy and Procedure Page 2 of 13 Incident Reporting Requirements and 08/01/2016 Records Management b. ePCR: Electronic Patient Care Report. c. HIPAA: Health Insurance Portability and Accountability Act, a law designed to provide privacy standards to protect a patients’ medical records and health information provided to health plans, physicians, hospitals and other health care providers. d. Incident Commander: The uniformed fire/rescue person in charge of an incident, regardless of size or complexity. e. Incident Report: Report containing service data fields required by MCFRS. One Incident Report must be completed for each incident dispatched by the Public Safety Communications Center (PSCC). f. MIEMSS Short Form Patient Information Sheet (Short Form): The hard copy document approved by MIEMSS for providers to record patient information until the information can be entered into the approved electronic Records Management System. g. Personnel: All career and volunteer personnel of the Montgomery County Fire and Rescue Service. h. Protected Health Information: Any information about health status, provision of health care, or payment for health care that is created or collected, that can be linked to a specific individual. i. Records Custodian: A person appointed by the Fire Chief to manage and process MCFRS records and reports. j. Record Management System (RMS): Montgomery County Fire and Rescue Service’s automated incident data recording, storage, reporting, and retrieval system. k. Unit Officer: The highest ranking IECS-certified person assigned to a fire rescue unit. l. Unit Report: Report containing data fields recording rank, affiliation, and riding positions of unit personnel, type of service provided, tools and equipment used, miles traveled, etc. SECTION 5. Policy: a. A Unit Report must be completed for every unit dispatched/responded on an incident. The appropriate personnel must complete the Unit Report, Incident Report, EMS Report, and other related reports after the conclusion of an incident. b. Reports that were completed before March 25, 1997, exist in hard copy and are deemed to be in the custody of the LFRDs. Reports of incidents that occurred after this date are presumed to have been entered into the RMS and are in the custody of the Fire Chief. c. All patient information is confidential and must be secured at all times.  MONTGOMERY COUNTY 02-01AMIII FIRE AND RESCUE SERVICE Policy and Procedure Page 3 of 13 Incident Reporting Requirements and 08/01/2016 Records Management d. Personnel must comply with all provisions in FRC Policy No. 01-04, Office Automation Security Policy, dated July 1, 1998, to prevent unauthorized and inappropriate access to records. 1. Each station must designate a secure location to store reports that exist on paper, pending keypunching, shredding, or transfer to another secure form of storage. If the RMS application is out of service, personnel should consult the RMS Contingency Plan (SECTION 7.g) for proper procedures. 2. Hard copies of Incident Reports and other NFIRS forms used when the RMS Contingency Plan is in effect should be shredded and destroyed immediately after completing the Incident and Unit reports. e. MIEMSS Short Forms must be stored in a secure place until entered in the ePCR, and must then be sent to the Records Custodian in a sealed envelope. f. Release of information from all fire and EMS Reports is centrally coordinated. Release of this information by anyone other than the Fire Chief or designee is prohibited. g. The following may be subject to HIPAA laws and may result in MCFRS disciplinary action and/or state, federal, civil, or criminal penalties for the offender: 1. Any unauthorized release of any portion of an EMS Report or patient Protected Health Information; 2. The unauthorized video recording, audio recording, or photographing of a patient; and 3. The discussion of a patient’s Protected Health Information, condition, or treatment except for the purposes of patient treatment (e.g. transfer of care), billing, or quality assurance purposes. h. General procedures for the authorized release of EMS Reports, Unit Reports and Incident Reports are described below: 1. All requests for EMS Reports must be transmitted in writing to the MCFRS Records Custodian. 2. A patient may see all patient information recorded on the EMS Report, or any other report form regarding his or her care, as permitted by law. Anyone else who requests an EMS Report must present a signed statement from the patient (or the patient’s natural guardian) that authorizes the release of the information to that person. If the patient is incapacitated or deceased, an authorized representative must sign the release. 3. All requests for Incident Reports and/or Unit Reports must be transmitted in writing to the MCFRS Records Custodian.  MONTGOMERY COUNTY 02-01AMIII FIRE AND RESCUE SERVICE Policy and Procedure Page 4 of 13 Incident Reporting Requirements and 08/01/2016 Records Management SECTION 6. Responsibility: a. All MCFRS providers are responsible for the security of all patient documents for patients they have treated. If the electronic RMS is out-of-service at the end of the shift or duty period, the provider is responsible for maintaining the documents until they can be entered into the RMS. b. The personnel responsible for completing reports are indicated below: 1. EMS Report: A. The primary EMS provider is responsible for completing an EMS Report for each patient that they treat, transport, or from whom they obtain a refusal. B. If an ALS provider makes a medical decision to downgrade to BLS, the ALS provider must complete an EMS Report in accordance with SECTION 7.3.2. C. If a BLS provider transfers care to an ALS provider, they may “transfer” the EMS Report to the ALS unit’s ePCR. 2. Unit Report: A. The Unit Officer of every unit is responsible for writing a Unit Report each time the unit responds to an incident. If a unit fails to respond, the Station Officer is responsible for ensuring completion of a Unit Report. 3. Incident Report: A. Single Unit Response: i. The Unit Officer is responsible for the Incident Report. B. Multiple Unit Response - EMS Call Type: i. For an incident involving only EMS units, the Unit Officer of the first due unit is responsible for completing the Incident Report. ii. For an incident involving EMS units and one fire unit, the Unit Officer of the first due fire unit (an engine, truck, or rescue squad) is responsible for completing the Incident Report. iii. For an incident involving EMS units and more than one fire unit, the Incident Commander is responsible for completing the Incident Report. C. Multiple Unit Response – non-EMS Call Type: i. The Incident Commander is responsible for completing the Incident Report. D. Incidents cancelled during response. i. If a unit other than the first due unit arrives and places units in service, the Unit Officer on the scene is responsible for completing the Incident Report. ii. If the incident is canceled before any unit arrives on the scene, the Unit Officer of the first due unit is responsible for completing the Incident Report.  MONTGOMERY COUNTY 02-01AMIII FIRE AND RESCUE SERVICE Policy and Procedure Page 5 of 13 Incident Reporting Requirements and 08/01/2016 Records Management E. If Level II or Level III Command is established, the Incident Commander is responsible for completing the Incident Report. 4. The Fire Chief is the official custodian of records and is responsible for the operation and administration of the Records Management System. The Fire Chief: A. ensures compliance with policies and procedures; B. submits budget requests annually and as needed for improvements to the Records Management System; C. provides for sufficient staff to administer and maintain the RMS hardware and software components; D. authorizes the release of reports, as appropriate, pursuant to legitimate requests; and E. encourages and reviews suggestions from system users for improvements and/or changes to the Records Management System. c. The career Battalion Chief or the LFRD Chief, as appropriate, must ensure that all reports in their battalion/department are completed in a timely manner. d. The on-duty station officer is responsible for RMS access and security. This officer must ensure that all personnel complete and submit the appropriate RMS reports in a timely manner. 1. At approximately 1900 hours each day, the on-duty station officer must query RMS to determine if all appropriate reports for that shift have been completed. If any reports are outstanding, the station officer must direct the appropriate on-duty personnel to complete their reports as soon as possible. 2. If some reports for that station’s area are the responsibility of personnel at other stations, the station officer must contact the appropriate personnel or supervisor and request that the outstanding reports be completed as soon as possible. e. The Station Commander is responsible for keeping blank Short Forms and relevant NFIRS data forms available for use when RMS is out-of-service. f. All personnel must accurately, completely, and promptly enter the required information and reports into the RMS. SECTION 7. Procedure: a. Incident and Unit Reports must be completed following the incident but no later than the end of the shift or duty period. b. An EMS Report must be completed for each patient that is assessed, treated, or transported according to the Maryland Medical Protocols. EMS Reports must be completed at the patient side and posted before the EMS unit leaves the hospital or patient destination.  MONTGOMERY COUNTY 02-01AMIII FIRE AND RESCUE SERVICE Policy and Procedure Page 6 of 13 Incident Reporting Requirements and 08/01/2016 Records Management 1. For patients that are not transported, the EMS Report must be posted before the unit returns to service. 2. In instances where a MCFRS BLS transport unit is upgraded by an out-of-County ALS provider, the MCFRS BLS crew must complete an EMS Report for each patient transported. 3. If a Multiple Casualty Incident is declared, an EMS Report must be completed for every patient. A. Initial documentation may be in the form of the approved MIEMSS triage tag or Short Form. B. The patient must be tracked using the triage tag number consistent with the Maryland Triage and Patient Tracking System. C. The provider must apply the triage number sticker to any document left at the facility and must retain a copy for later completion in to the ePCR. D. An ePCR must be completed for each patient as soon as practical but no later than 24 hours after the incident, unless specifically authorized in writing by the Incident Commander. E. The provider must complete the ePCR and reference the triage number in the appropriate field. c. Accountability of Events While Transferred to out-of-County (OOC) Fire Stations. 1. When an MCFRS unit is transferred to an OOC Fire Station, or is available on radio (AOR) in an OOC jurisdiction which later dispatches the unit to an event in that jurisdiction, the MCFRS Unit Officer must collect the following information from the OOC's Communications Center: A. The OOC Event Number; B. Address; C. Event Type; and D. Time of Dispatch and Time of Clear 2. The EMS Report must initially be completed manually in accordance with Maryland Medical Protocols and this policy and include the OOC incident number (if known). An alpha-numeric should be used in the incident number field (e.g. PG15########) so it can be easily found later. Once the MCFRS number is assigned, the provider must contact the EMS Duty Officer to unlock the report and change the incident and station run numbers to the MCFRS number. 3. When the unit returns to Montgomery County, the Unit Officer must contact the MCFRS ECC and request that a "Catch-Up" event be created in the CAD system for each OOC response.  MONTGOMERY COUNTY 02-01AMIII FIRE AND RESCUE SERVICE Policy and Procedure Page 7 of 13 Incident Reporting Requirements and 08/01/2016 Records Management 4. ECC will create an "MA/TXE" incident to capture event details and to document the unit's response. The OOC jurisdiction's event number and event type will be recorded in the remarks section of the MA/TXE event. 5. The Unit Officer will then complete all MCFRS reporting documents (Unit and Incident Reports) in accordance with this policy and log the appropriate event information into the station logbook. d. If the RMS is unavailable due to either a local hardware failure or global network failure, personnel will use the RMS Contingency Plan. Once the RMS is available, the electronic reports will be entered in the appropriate system in accordance with the RMS Contingency Plan. e. Under extenuating circumstances (e.g. an incident occurring immediately prior to the end of shift or duty period), the Battalion Chief or LFRD Chief may grant an extension for the completion of the Incident or Unit Report. That extension must not exceed seven (7) days from the date/time of the incident. f. Report Quality. All reports must contain accurate and detailed information. Quantitative data collected affects decisions for MCFRS programs and budget. Qualitative data (narrative) needs to be accurate and descriptive to reduce organizational and personal liability and make the report legally defensible. Specific reporting requirements are listed below. 1. Incident Report Appropriate data fields must be accurate for NFIRS data. In addition, the narrative must contain details of the overall incident and include a brief description of what was dispatched, what was actually found, and actions taken to mitigate the incident. A. For example, a building fire report must contain: i. A brief description of the building, including occupancy type, construction, number of stories, and features affected by landscape or construction (e.g. two floors on the front; three in the rear); ii. Occupant status; iii. Incident priorities; iv. Strategic challenges (e.g. exposures); v. Incident objectives; vi. Command decisions, alternate plans, rationale, and outcomes; vii. Incident organization, including assignment of ICS positions and resources operating in each organization; viii. Times for significant benchmarks (primary search, secondary search, utility control, fire under control, PARs, etc); ix. List other assisting or cooperating agencies;  MONTGOMERY COUNTY 02-01AMIII FIRE AND RESCUE SERVICE Policy and Procedure Page 8 of 13 Incident Reporting Requirements and 08/01/2016 Records Management x. Cause and origin; xi. All other sections as required (Loss/Casualty, Fire, Structure, Owner/Occupant); and xii. An Exposure Report must be completed for each adjacent or adjoining structure affected by fire. B. A collision report must include: i. Type of collision (rear-end, lateral impact, etc.); ii. Number of vehicles; iii. A brief description of damage to each vehicle (minor, significant, inches of intrusion, etc.); iv. Number of initial occupants in each vehicle (provide a brief vehicle description, e.g. white Toyota sedan); v. Total number of patients by priority in each vehicle; vi. Times for significant benchmarks; vii. Total number transported – to which facility by each unit; and viii. Incident Organization, including assignment of ICS positions and resources operating in each organization (for complex or expanded incidents) ix. Do NOT include any patient information in the Incident Report 2. Unit Report The Unit Report must accurately indicate all personnel that responded on the unit and accurately reflect the following: A. Unit Kind (Use); B. Action Taken; C. Equipment Used; D. Arrival time (if not entered or if obviously incorrect); E. A narrative that contains specific actions of the unit on the incident, including assignments and completed tasks with outcomes and times for significant benchmarks; F. If the Unit Officer was assigned to a supervisory position (e.g. Division/Group Supervisor), it must be documented in the narrative; and G. If the unit was assigned under an ICS element (e.g. Division or Group) it must be documented in the narrative. H. Do NOT include any patient information in the Unit Report  MONTGOMERY COUNTY 02-01AMIII FIRE AND RESCUE SERVICE Policy and Procedure Page 9 of 13 Incident Reporting Requirements and 08/01/2016 Records Management 3. EMS Report The primary EMS provider must ensure that the crew identification information logged into the ePCR is accurate. For all patients who are TRANSPORTED to a facility, the primary EMS provider must include the specific points below in the ePCR report: A. The patient's name, complete address (including apartment number), date of birth and age. B. The patient's Social Security Number. If the patient is unable or unwilling to provide a SSN, the provider must fill in the field with "999-99-9999" and provide the reason in the narrative. C. The patient's pertinent medical history, including: i. Past and current medical conditions; ii. Prescribed and over-the-counter medications; iii. Allergies to medications; and iv. Treatment before arrival (e.g. directions from EMD) D. The provider's assessment findings, including: i. At least one complete set of vital signs; ii. Findings pertaining to the patient's chief complaint; and iii. Actions, treatment and/or interventions performed during the incident and the patient's response to the actions. E. A narrative in the “CHART” format documenting items in Section 7.f.3.C that are not fully documented by entry in other fields within the ePCR. Providers may use the auto- generate narrative feature (if enabled) but are strongly cautioned that that this feature is not complete and, by itself, will rarely fulfill the requirements of this section. F. The name of the receiving facility. If the receiving facility was chosen because the closest appropriate facility was on diversion, this fact must be documented in the ePCR. G. The provider must obtain signatures as follows: i. The EMS Provider must make an attempt to obtain a signature from the patient. If a patient is physically unable to sign the report, and an authorized representative for the patient is unavailable, the provider must document the specific reason for the inability to obtain the patient signature in the narrative or in the text field indicated on the signature tab. Wording such as "the patient was unable to sign ePCR due to hand tremors and no authorized representative was present" is acceptable.  MONTGOMERY COUNTY 02-01AMIII FIRE AND RESCUE SERVICE Policy and Procedure Page 10 of 13 Incident Reporting Requirements and 08/01/2016 Records Management ii. If the patient is physically or mentally incapable of signing, an authorized representative may sign for the patient in the appropriate section. Authorized representatives include only the following individuals: (a) The patient's legal guardian; or (b) A member of the patient's family (or other person) who receives social security or other governmental benefits on behalf of the patient; or (c) A member of the patient's family (or other person) who arranges for the patient's medical treatment or exercises other responsibility for the patient's affairs; or (d) A representative of an agency or institution other than MCFRS that furnished other care or medical services to the patient. This would include nursing home staff, a school nurse, etc. iii. If a patient is a minor, the provider must attempt to obtain a parent/guardian signature. H. When the patient is transferred to the receiving facility, the provider must obtain a signature from the nurse or physician assuming care. The provider must also obtain the full name and title of this person and enter this information into the appropriate ePCR field. "Dr. Adam Smith” is acceptable; "Dr. A. S”. is not I. The provider must also sign the report and also ensure that his/her full name is documented in the appropriate field. J. For a patient that is not transported, the information required by Sections 7.f.3.A, 7.f.3.C, and 7.f.3.D are required and must be supplemented by these additional requirements: i. If a patient refuses treatment and/or transport to a facility, the provider must obtain: (a) the patient's signature, and document on the ePCR; (b) a complete patient assessment, including a full set of vital signs; (c) an explanation to the patient of the potential risks involved in refusing treatment and/or transport; and (d) that the EMS provider advised the patient that if their medical condition changes, the patient should call 911 immediately. K. Providers should refer to the Maryland Medical Protocol; "Patient Initiated Refusal of EMS" for more information, and additional direction regarding actions and documentation of a patient refusal. L. For an ALS dispatched patient that is triaged by an ALS provider to be appropriate for BLS only transport, the ALS provider must complete an ePCR as follows:  MONTGOMERY COUNTY 02-01AMIII FIRE AND RESCUE SERVICE Policy and Procedure Page 11 of 13 Incident Reporting Requirements and 08/01/2016 Records Management i. The appropriate fields within the ePCR that indicate that the ALS unit operated in a support role must be checked. ii. A narrative must be completed containing a complete patient assessment and a full explanation as to the reason for the downgrade. An isolated sentence without elaboration such as, “patient was downgraded due to being a BLS patient” is not acceptable. iii. For additional information and direction regarding the ALS to BLS downgrade, see Transition of Patient Care ALS to BLS Section of the General Patient Care Protocol within the Maryland Medical Protocols. g. RMS Contingency Plan (Instructions for paper reporting) 1. Hardware or network failures: A. If a station's RMS (other than the EMS ePCR system) fails during normal business hours, personnel should call the IT Help Desk on (240) 777-2828 and begin completing paper reports. The Help Desk will diagnose the problem, and, if necessary contact the appropriate technical staff to resolve it. B. If all stations are affected, the MCFRS IT Section will send an email to #frs.all and ECC will make an announcement. C. If an ePCR device fails, the EMS Duty Officer should be contacted for a replace-ment. For connectivity or general software issues, contact the EMS Duty Officer. 2. All fire and rescue stations must maintain a supply of the reports listed below. These forms should be obtained from Public Safety Logistics or can be printed locally if necessary. A. MIEMSS Short Form – MCFRS Version (2 sided); B. NFIRS1 – Basic Information (2 sided); C. NFIRS2-3 – Structure Fire (2 sided); D. NFIRS4 – Civilian Casualty (1 sided); E. NFIRS5 – Fire Service Casualty (2 sided); F. NFIRS7-8 HazMat-Wildland (2 sided); and G. NFIRS10-1S – Unit/Personnel, Supplemental Remarks (2 sided) 3. These forms must be completed with adequate detail to complete the electronic report once the affected RMS has been restored. Personnel must realize, depending on the failure, the RMS system may be down for an extended period and should not to rely on memory to complete the information. 4. Specific EMS Reporting Requirements  MONTGOMERY COUNTY 02-01AMIII FIRE AND RESCUE SERVICE Policy and Procedure Page 12 of 13 Incident Reporting Requirements and 08/01/2016 Records Management A. If the ePCR system or local device is unavailable during an incident, EMS providers must use the MIEMSS Short Form. The Short Form is the only paper form approved by MIEMSS to transfer patients from the EMS provider to the hospital. B. A pad of Short Forms must be kept on every MCFRS transport unit and primary unit and will be added to the unit inventory. C. When transferring a patient at the hospital, the EMS provider must leave a copy of the Short Form at the hospital, and enter the information into the ePCR system as soon as possible but no later than seven days from when the electronic system becomes available. The provider must note in the narrative of the ePCR that there are no facility or patient signatures due to use of the Short Form. The provider must retain the original Short Form with signatures, and send that original Short Form to the Records Custodian at PSHQ via sealed interoffice mail. D. When using the Short Form to document a patient refusal on the scene, the provider must enter that information into the ePCR system as soon as possible, and note in the narrative of the ePCR that there are no patient signatures due to the use of the Short Form. The provider must send that original Short Form to the Records Custodian at PSHQ via sealed interoffice mail. E. The Short Form may also be used as a guide for pre-hospital consults, and copies are being provided to Montgomery County hospitals for this purpose. F. The reverse side of the Short Form includes a checklist for Patient Refusals from the Maryland Medical Protocols. Providers should use this checklist as a guide to obtain properly-informed patient refusals. SECTION 8. Cancellation: Replaces 02-01AMII: Records Management System, dated 11/15/2004, FCGO 05-05: Record Management System (RMS), FCGO 05-05: Records Management System (RMS), FCGO 05-17: Records Management System (RMS) Compliance – Phase 2, FCGO 13-01: EMS Patient Care Reporting Requirements (Revised), FCGO 13-12: Accountability of Events While Transferred to Out- of-County Fire Stations, Directive 03-04: Medical Documentation, Directive 01-13: Confidentiality of Medical Records. SECTION 9. Attachments: A. Maryland Short Form, NIMS Fire Reporting Forms B. NFIRS 1 Basic Report C. NFIRS 2 & 3 Fire Report D. NFIRS 4 Civilian Casualty  MONTGOMERY COUNTY 02-01AMIII FIRE AND RESCUE SERVICE Policy and Procedure Page 13 of 13 Incident Reporting Requirements and 08/01/2016 Records Management E. NFIRS 5 Fire Casualty F. NFIRS 7 & 8 HazMat – Wildland G. NFIRS 10 & 1S Personnel and Narrative Approved: _________________________ July 19, 2016 Fire Chief Date  MONTGOMERY COUNTY 06-02 FIRE AND RESCUE SERVICE Policy and Procedure Page 1 of 5 MCFRS Document Policy 03/16/2020 Issued by: Fire Chief Scott E. Goldstein Policy Number: 06-02AM Authority: Montgomery County Code Section 21-3 (b) Supersedes: DFRS Policy and Procedure No.1, “Policies and Procedures” and FCGO 05-01 “Bill 36-03 Implementation and Changes of Business Practice” Effective Date: March 16, 2020 SECTION 1. Purpose: To establish a standard for writing, issuing, and amending policies, procedures, bulletins, orders, and directives. SECTION 2. Applicability: All personnel in the Montgomery County Fire and Rescue Service (MCFRS). SECTION 3. Background: Division of Fire Rescue Services (DFRS) Policy and Procedure 1 was applicable to career uniformed employees. This policy updates information and is applicable to all personnel in MCFRS. SECTION 4. Definitions: a. DFRS Policy and Procedure: A legacy document that was applicable to career employees when written. b. Directive: A statement of direction, policy, or procedure which primarily affects one Division of MCFRS or is limited in scope. c. Document Control Officer: The MCFRS employee assigned by the Fire Chief who has the responsibility for policy and procedure review and development. d. Executive Regulation: A County-wide policy that has been approved by County Council, pursuant to Montgomery County Code, Section 2A-15. Executive Regulations are stored and grouped with MCFRS Policies and Procedures. e. Fire Chief’s General Order (FCGO): An operational or administrative order, issued by the Fire Chief, and applicable to all MCFRS Divisions, Sections, and personnel, established by, and pursuant to Montgomery County Code, Section 2-39A.  MONTGOMERY COUNTY 06-02 FIRE AND RESCUE SERVICE Policy and Procedure Page 2 of 5 MCFRS Document Policy 03/16/2020 f. Form: A standardized document, electronic or hard copy, which is used to record or transmit specific information. g. Information Bulletin (IB): A statement issued by an MCFRS Section or Division providing information about a specific topic. IB’s do not provide direction to personnel, but they may describe a process used by the Section or Division. h. MCFRS Policy and Procedure (P&P): A document issued by the Fire Chief that gives a broad vision as well as specific directions. Unless specifically designated otherwise, MCFRS Policies and Procedures apply to all MCFRS personnel. Policies and Procedures issued prior to 2005 were referred to as Fire and Rescue Commission Policies. i. MCFRS Policies and Procedures Webpage (P&P Webpage): The official method of collecting, storing, and transmitting MCFRS Policies and Procedures, Orders, Directives, and Bulletins. j. Notice and Opportunity (N&O): A process for represented bargaining groups to review and comment on new or revised controlling documents. SECTION 5. Policy: a. This policy does not limit the Fire Chief’s authority to create or issue documents independent of this process. b. An index of current and rescinded Policies and Procedures, Orders and Directives must be maintained and archived. c. New documents on the MCFRS P&P Webpage must be posted as searchable pdf’s. d. Rescinded Policies and Procedures, Orders, and Directives must remain available and searchable on the MCFRS Policy and Procedure Webpage. Rescinded documents must include the effective date and a brief notation of the reason or authority for the rescission. e. MCFRS Policy and Procedures are of equal authority to Fire Rescue Commission Policies, but do not supersede Executive Regulations, orders by the County Executive, Montgomery County Administrative Procedures, Personnel Regulations, or Collective Bargaining Agreements. f. The Fire Chief, in his or her sole discretion, may approve an exception to any MCFRS Policy and Procedure, Order, Directive, or other controlling document. Notice of such action must be provided to the certified bargaining units. g. Distribution of a new or revised document automatically cancels the previous version of the same document and will be identified by a new issue date and a cancellation section. h. FCGO’s, Directives, and Bulletins must include an automatic expiration date if they are written for limited duration events or scenarios.  MONTGOMERY COUNTY 06-02 FIRE AND RESCUE SERVICE Policy and Procedure Page 3 of 5 MCFRS Document Policy 03/16/2020 SECTION 6. Responsibility: a. All MCFRS personnel are responsible for: 1. Familiarizing themselves and adhering to all Policies and Procedures, FCGO’s, Directives, and Bulletins. 2. Supervisory personnel are responsible for ensuring that subordinate personnel know and comply with all applicable Policies and Procedures, Orders, Directives and other controlling documents. b. Station Officers are responsible for reviewing new Policies and Procedures, FCGO’s, Directives and other controlling documents with on-duty personnel. c. Division Chiefs and the leaders in all MCFRS organizational elements are responsible for: 1. Annually reviewing Policies and Procedures, Orders, Directives and Bulletins that directly affect their Division, Section, or organizational element; and 2. Initiating the development, revision, or rescission of documents; 3. Ensuring the continued progress of new and revised documents from start to finish; 4. Considering the comments and feedback received; and 5. Reviewing and commenting on all other draft policies and procedures and directives in a timely fashion. d. The Document Control Officer or designee is responsible for: 1. Maintaining master files of issued documents in editable and protected formats; 2. Assigning document numbers; 3. Coordinating the distribution and receipt of documents going to and from Notice and Opportunity; and 4. Annually reviewing the Policy and Procedure Webpage. SECTION 7. Procedure: a. Any MCFRS personnel may forward a proposal to their Division Chief via the chain-of- command, to establish, revise, or modify a current policy or procedure. b. Documents must be prepared in accordance with the format and standards contained in this policy and its attachments. The originator must submit draft documents to his or her Division Chief via the chain-of-command. Each level of the chain-of-command will provide appropriate comment and/or recommendation. The Division Chief will then forward the draft document to the Document Control Officer. c. All MCFRS Policies and Procedures, Orders, Directives, Forms, and Bulletins must be typed using the “Arial 12 point” font.  MONTGOMERY COUNTY 06-02 FIRE AND RESCUE SERVICE Policy and Procedure Page 4 of 5 MCFRS Document Policy 03/16/2020 d. All MCFRS Policies and Procedures, Orders, Directives, Forms, and Bulletins must include: 1. A header including a County or MCFRS emblem and the relevant Section or organizational unit if applicable; 2. The date issued, updated, or effective; 3. Page numbers; and 4. A position (ie, The EMS Battalion Chief), Section, or Division to contact for information. e. MCFRS Policies and Procedures must be formatted as in Attachment A. 1. All nine section headers must be included in every Policy and Procedure. 2. If any of the sections aren’t relevant, they should be marked “Not applicable” f. Fire Chief’s General Orders must be formatted as shown in Attachment B and numbered sequentially by year (e.g.,15-01). g. Directives must be formatted as shown in Attachment C and numbered sequentially by year (e.g.,15-01). h. Information Bulletins must be formatted as shown in Attachment D and numbered sequentially by year (e.g.,15-01). i. The Document Control Officer or designee will review the draft document for organization, conflict, and readability, making appropriate changes according to recommendations received from the chain-of-command. j. The draft document will be circulated for comment to Division Chiefs and to the affected MCFRS Section. Comments must be returned to the Document Control Officer within 30 days of distribution of the draft for each round of comments. k. The Fire Chief or designee may request an expedited N&O for time-sensitive documents and the bargaining units must make a good-faith effort to comply. l. When sending draft documents out for comment, the Document Control Officer will distribute: 1. A clean copy incorporating the proposed changes with brackets and underlines removed. 2. A marked-up version containing the proposed changes with indications of new and deleted language (If the document is a revised or amended version). If there are extensive changes, the marked-up version may be omitted with a notation that all parts of the document should be considered changed. m. After receiving input generated by the N&O process, the Document Control Officer or designee will review the draft document comments, make final editorial changes, and prepare a final copy for the Fire Chief’s signature. n. Signed FCGO’s, Directives, and Information Bulletins will be published on the Webpage and an email notification will be sent to all MCFRS County email addresses.  MONTGOMERY COUNTY 06-02 FIRE AND RESCUE SERVICE Policy and Procedure Page 5 of 5 MCFRS Document Policy 03/16/2020 o. Signed FCGO’s will be sent to the Fire and Emergency Services Commission (FESC) for approval or disapproval. p. The Fire Chief or designee will send Executive Regulations and MCFRS Policies and Procedures to the FESC for approval or disapproval. q. Once approved by the FESC, MCFRS Policies and Procedures will be published on the Webpage and an email notification will be sent to all MCFRS personnel who have County email addresses. r. Cancellation or rescission of documents will be done in writing and issued by the Fire Chief. s. Rescinded documents will have bold markings placed on the front page indicating the rescission. A brief description of the reasons for cancellation will be added to the document for future research. SECTION 8. Review: The Fire Chief will review all MCFRS policies every three years (3) and amend as necessary. SECTION 9. Cancellation: SECTION 10. Attachments: A. Policy and Procedure format B. Fire Chief’s General Order format C. Directive format D. Information Bulletin format Approved: March 16, 2020 Fire Chief Montgomery County Fire and Rescue Service  MONTGOMERY COUNTY 06-05 FIRE AND RESCUE SERVICE Policy and Procedure Page 1 of 4 Critical Illness and Injury 12/19/2018 Issued by: Fire Chief Scott E. Goldstein Policy Number: 06-05 Authority: Montgomery County Code Section 21-3 (b) Supersedes: DFRS Policy & Procedure #525 Critical Illness/Injury, dated 3/7/1994 Effective Date: December 19, 2018 Section 1. Purpose: To define the required actions and notifications when MCFRS personnel who suffer critical work- related illnesses or injuries, or for OSHA-required notification as outlined in MCFRS Policy & Procedure #04-01 Worker’s Compensation Claims, and non work-related critical illness/injury. Section 2. Applicability: This policy and procedure applies to all MCFRS personnel. Section 3. Background: This policy and procedure updates existing MCFRS/DFRS policy and supports MCFRS Policy & Procedure #04-01 Worker’s Compensation Claims. DFRS Policy & Procedure #525 only applied to career personnel. Section 4. Definitions: a. Critical Illness/Injury: An illness/injury sustained by MCFRS personnel that requires admission to a hospitalization and/or an extensive recuperation period. If the illness or injury is expected to be resolved in an Emergency Department or FROMS in under 3 hours, it would not normally be considered a Critical Illness/Injury. b. Family Liaison Officer: A MCFRS member assigned and responsible for providing support to the family of a critically ill/injured personnel. Section 5. Policy: It is the policy of MCFRS to support the family or significant other of personnel who sustain a critical illness/injury. Work-related Critical Illness/Injury: a. MCFRS will make resources available to meet the needs of the family or significant others of personnel who sustain a work-related critical illness/injury.  MONTGOMERY COUNTY 06-05 FIRE AND RESCUE SERVICE Policy and Procedure Page 2 of 4 Critical Illness and Injury 12/19/2018 b. The Fire Chief, Division Chiefs, Duty Operations Chief or Section Chief, Health & Wellness Chief, affected Battalion Chief, Safety Officer, LFRD Chief and/or President, and affiliated bargaining unit representative must be immediately notified when personnel sustain a critical work-related illness/injury. c. A MCFRS Family Liaison Officer shall be appointed and assigned to the family or significant other of personnel sustaining a critical illness/injury. d. A Department designee will notify the family or significant other of the individual sustaining a work-related critical illness/injury if the involved individual is unable to. e. All personnel are responsible to maintain current emergency notification information in the designated staff database. This information must be updated immediately upon any changes and reviewed annually for accuracy. Non-Work Related Critical Illness/Injury: a. MCFRS will offer assistance to the family or significant other of personnel who sustain a critical non-work-related illness/injury. b. The Fire Chief, Division Chiefs, Duty Operations Chief or Section Chief, Health & Wellness Chief, affected Battalion Chief, Safety Officer, LFRD Chief and/or President, and affiliated bargaining unit representative must be immediately notified upon learning that personnel have sustained a critical non-work-related illness/injury. Section 6. Responsibility: All MCFRS personnel must immediately notify their supervisor when they, or someone they supervise, sustains a critical work-related illness/injury. All MCFRS personnel must maintain up-to-date next of kin information in the designated staff database. Section 7. Procedure: Work-related Critical Illness/Injury: a. All Personnel must follow procedures as outlined in MCFRS Policy & Procedure 04-01, Worker’s Compensation Claims. b. The Duty Operations Chief, upon being notified of the work-related critical illness/injury, must notify the Fire Chief, Division Chiefs, Duty Operations Chiefs, Health & Wellness Chief, affected Battalion Chief, appropriate Chief Officer, Safety Officer, LFRD representative, and affiliated bargaining unit representative.  MONTGOMERY COUNTY 06-05 FIRE AND RESCUE SERVICE Policy and Procedure Page 3 of 4 Critical Illness and Injury 12/19/2018 c. When possible, the critically ill/injured personnel should make their own emergency notifications to family or significant other. If this is not possible, the personnel’s supervisor or appropriate Chief Officer will contact the members’ family or significant other. d. The Duty Operations Chief or designee will dispatch personnel to pick up the critically ill/injured personnel’s family or significant other for transport to the treating medical facility, when appropriate. e. The Duty Operations Chief will ensure appropriate MCFRS personnel are sent to the treating medical facility to gather information, coordinate assistance to the family or significant other and provide updates as to the personnel’s condition for dissemination to the appropriate staff. f. The Fire Chief or his/her designee, or LFRD Chief as appropriate, will appoint a Family Liaison Officer. g. The Family Liaison Officer will report to the medical facility, meet with the family or significant other and coordinate the following assistance: 1. Transportation to and from the medical facility for the family or significant other during the individual’s stay; 2. Child care for dependent children as needed; 3. Meals for family or significant others as needed; 4. Other transportation needs; 5. Quality of care assurance; 6. Special transportation need (i.e., during physical therapy, etc.); 7. Household maintenance assistance (i.e., lawn maintenance, etc.); 8. Processing of insurance claims, Worker’s Compensation, County Claims, etc.; 9. Providing updates as required. h. The MCFRS Behavioral Health component will provide support to the ill/injured member and family as required. Section 8. Cancellation: This policy cancels and supersedes DFRS Policy and Procedure #525, Critical Illness/Injury Guide, dated 3/7/94.  MONTGOMERY COUNTY 06-05 FIRE AND RESCUE SERVICE Policy and Procedure Page 4 of 4 Critical Illness and Injury 12/19/2018 Section 9. Attachments: None Approved: _________________________ 12/19/2018 Fire Chief Date  POLICY AND PROCEDURE NO. 06-09 MONTGOMERY COUNTY Page 1 of 11 FIRE AND RESCUE SERVICE DATE DIVISION OF FIRE AND RESCUE SERVICES 07/20/2009 APPAREL POLICY MONTGOMERY COUNTY FIRE AND RESCUE SERVICE APPAREL POLICY Issued by: Fire Chief Richard Bowers Policy No. 06-09 Authority: Montgomery County Code Section 21-1.(a) Effective Date: July 20, 2009 Section 1. Purpose: To establish a policy and procedures for the issuance, composition, wearing, replacement, and return of Montgomery County Fire and Rescue Service (MCFRS) uniforms and service apparel. This policy and procedure also requires MCFRS employees to maintain a neat, professional appearance both to enhance their own professional pride and credibility as emergency service providers, and to favorably influence the public perception of the quality of care they receive. Section 2. Applicability. This Policy and Procedure applies to MCFRS personnel in the Firefighter/Rescuer Occupational Series. It was developed in cooperation with the International Association of Fire Fighters Local 1664. Section 3. Definitions. a. ALS Certification/Specialty Team/Station Emblems. Categories of officially approved emblems and patches that may be purchased solely by the employee. b. Approved. An item that complies with all MCFRS Policies and Directives, and is specifically authorized by the Fire Chief or designee. c. Class A Uniform. This is the MCFRS dress uniform, consisting of the following issued items: Cap and cap badge, dress blouse, long sleeve dress shirt (light blue for Master Firefighters and below, white for Lieutenants and above), tie, dress pants, belt, and approved black shoes. The Class A Uniform includes the appropriate breast badge and collar insignia (for Lieutenants and above), nameplate, and “MCFR” lapel pins. The Class A Uniform also includes the raincoat, if issued, and solid black or navy blue matching socks. d. Class B Uniform. These uniform items include the same items as the Class A Uniform, without the dress blouse and dress hat. 1  POLICY AND PROCEDURE NO. 06-09 MONTGOMERY COUNTY Page 2 of 11 FIRE AND RESCUE SERVICE DATE DIVISION OF FIRE AND RESCUE SERVICES 07/20/2009 APPAREL POLICY e. Class C Uniform. This is the working uniform for all ranks within MCFRS, with exceptions as indicated in this Policy. The Class C Uniform must be worn between 1030–2100 hours. The outermost garment of the Class C Uniform must have a collar. This type of garment may include either the button-front style shirt, or the golf-style shirt. Employees ranked Master Firefighter and below are issued midnight blue polo-style shirts with white embroidery. Employees ranked Lieutenant and Captain are issued midnight blue shirts with gold embroidery. Employees below the rank of Battalion Chief assigned to the Operations Division must wear the complete Class C Uniform, with the shirt neatly tucked into the trouser or shorts waistline at all times while on-duty. The Class C Uniform is completed with matching black or navy blue socks, and the issued items described below. 1. Captains and below: Short- or long-sleeved midnight blue golf shirt, or midnight blue button-front shirt with nameplate and appropriate collar insignia, uniform trousers or cargo shorts, blue tee-shirt, belt, and shoes (or other approved footwear). 2. Chief Officers: Short- or long-sleeved white button-front shirt with nameplate, badge, and appropriate collar insignia, uniform pants, white tee-shirt, belt, and shoes (or other approved footwear). All Chief Officers must wear the complete Class C Uniform at all times while on-duty, unless specifically excepted by this Policy. All Chief Officers must wear a tie when wearing a long-sleeved uniform shirt. f. Class D (Plain Clothes) Uniform. This uniform class has two sub-classes: Business Attire, and Business Casual Attire. Employees attending public functions at which a Class D Uniform is the Uniform of the Day are representing the MCFRS and must make the most professional possible appearance. Examples of appropriate business attire include suits, dresses (females only), sport coats, blazers, shirt and tie, dress slacks, and dress shoes. Examples of appropriate business casual attire include button-down or golf-style shirts, khaki slacks, skirts (females only), and shoes or sneakers. Open-toed shoes or sandals are not permitted. NOTE: Only the MCFRS Fire Chief may authorize wearing the Class D Uniform. g. Class E Uniform. This uniform class consists of the issued sweatpants, sweatshirt, tee-shirt, and physical fitness shorts. Foot wear and socks appropriate for physical fitness activities must also be worn with the Class E 2  POLICY AND PROCEDURE NO. 06-09 MONTGOMERY COUNTY Page 3 of 11 FIRE AND RESCUE SERVICE DATE DIVISION OF FIRE AND RESCUE SERVICES 07/20/2009 APPAREL POLICY Uniform. Synthetic “moisture wicking” fitness attire may not be worn at any time while on duty. Shorts/pants must be solid navy blue in color. Tee-shirts must be solid navy blue for the ranks of Captain and below. Employees may wear the Class E Uniform while participating in physical fitness training and for activities approved by the Battalion Chief, i.e., for FROMS physicals or blood work or IPE, and for specific station work details, including hose testing, and apparatus or lawn maintenance, etc. Other requirements regarding the use and wearing of components of the Class E Uniform are indicated below. 1. Physical Fitness Training. An employee may report to work in the Class E Uniform if physical fitness training is to be conducted within two hours of the beginning of the shift, and the employee participates in the physical fitness training. The Class E Uniform may not be worn between 1030 and 2100 hours unless approved by the on-duty Battalion Chief. 2. Sleepwear. Issued physical fitness shorts and tee shirts are the minimum acceptable garments for Division of Operations employees while sleeping in fire and rescue stations or worksites after 2100 hours. 3. Responding to Calls. Employees responding to calls in the Class E Uniform must wear the issued sweatpants or protective trousers. Physical fitness shorts must not be worn as an outer garment when on calls for service, or when interacting with the public outside of a fire and rescue station. h. Class F Uniform. This uniform consists of the authorized apparel issued to employees assigned to the Fire and Explosives Investigation Section and Fire Code Enforcement Section. Employees assigned to the Division of Community Risk Reduction Services must wear the complete Class F Uniform at all times while on duty, as specified by the Fire Chief, unless specifically exempted by this Policy. i. Distributed. The means by which the MCFRS Logistics Section conveys approved uniform and apparel items that are purchased with County Funds. j. Employee-Purchased Apparel. An item of approved apparel purchased solely with employee funds. These items may include job shirts, alternative footwear, uniform rappel belt, et. al. k. Fire Chief. The Fire Chief, Montgomery County Fire and Rescue Service. 3  POLICY AND PROCEDURE NO. 06-09 MONTGOMERY COUNTY Page 4 of 11 FIRE AND RESCUE SERVICE DATE DIVISION OF FIRE AND RESCUE SERVICES 07/20/2009 APPAREL POLICY l. Insignia. Approved adornments indicating rank, awards, accomplishments, or special affiliation. Included in this definition are nameplates, collar pins, badges, and meritorious service awards. IAFF members who are bargaining unit employees are authorized to wear and display the IAFF logo on all uniforms issued or authorized by the County, consistent with the current Collective Bargaining Agreement. m. Issued. The means by which the MCFRS Logistics Section conveys approved uniform and apparel items to an individual employee. n. Negligence. An individual’s failure to exercise reasonable care, under the circumstances. o. Optional Apparel. Items of apparel approved by the Fire Chief, that may be worn and/or purchased only by certain categories of employees, under certain specific conditions, and/or at certain specific times, as described below. 1. Cargo Shorts. May be worn between April 1-October 31; however, the Duty Operations Chief may make exceptions in addition to these dates. Only the cargo shorts approved by the Fire Chief may be worn; the Logistics Section will select the brand, style, and vendor. 2. Job Shirt. This item may be purchased solely by the employee. Only the job shirts approved by the Fire Chief may be worn; the Logistics Section will determine the brand, style, and vendor. The job shirt may be worn as the outermost garment only if it is neat, clean, and free of visible wear or damage. The Duty Operations Chief has the final discretion as to whether a job shirt is wearable. 3. Mock Turtleneck Undershirt. This item may be purchased solely by the employee. This shirt is a version of the turtleneck, with a shortened neck that does not fold over. A mock turtleneck may be worn under any approved long-sleeve shirt (i.e., the polo, button-down or job shirt.) Wearing this shirt is authorized only for the ranks of Captain and below; it must not be worn in place of the uniform shirt, nor can it be worn as the outermost garment outside of the Class E Uniform time parameters. The undergarment sleeve length of the mock turtleneck shirt must not exceed the length of the outer garment sleeve. It may be worn with the Class E Uniform, either as a substitute for the tee-shirt, or under the sweatshirt; or under the issued long-sleeve Class C Uniform shirt. 4. Hats and Caps. The officer-in-charge may authorize employees to wear the approved baseball-style hat or approved stocking-type winter cap 4  POLICY AND PROCEDURE NO. 06-09 MONTGOMERY COUNTY Page 5 of 11 FIRE AND RESCUE SERVICE DATE DIVISION OF FIRE AND RESCUE SERVICES 07/20/2009 APPAREL POLICY during in-station activities and when weather dictates. When worn, the bill of the hat must face forward. Baseball and stocking-style caps must not be worn while conducting indoor inspections, when meeting the public during non-emergency situations, or while in any building except a fire and rescue station. 5. Uniform Belt. This is the black leather belt issued by the MCFRS Logistics Section. 6. Rappel Belt. This is a nylon belt with “D” ring style attachment, which may be purchased solely by the employee. The rappel belt is for uniform use only, and is neither intended nor designed for life safety use. 7. Optional Footwear. Normally, uniform shoes are provided as part of the standard issue. However, instead of receiving the uniform shoes, an employee may choose to purchase an alternate oxford style shoe or leather duty style boot, which must be black and capable of being shined. The employee will be reimbursed for the entire amount of the shoe/boot purchase price, which must be indicated on an original, dated receipt attached to a Request for Payment form (Montgomery County Form 1010) that describes the shoe and indicates the place of purchase. The MCFRS Logistics Section will validate the request and process the payment to the employee by U.S. Mail. The employee will be reimbursed at the rate of $50.00/year. For example, if an employee chooses to purchase an optional pair of shoes/boots costing $150.00, they will not be issued new shoes, nor will they be eligible for reimbursement for shoes or boots, for three years from the date of that purchase. 8. Sweater. This is a navy blue military-style, V-neck wool or wool/acrylic blend sweater which may be purchased solely by the employee, and is worn only by Battalion Chiefs and above. The sweater must have shoulder epaulets, a gold nameplate on the right side of the chest, and a badge holder on the left side of the chest. This sweater must be worn over a Class B or Class C Uniform shirt. 9. Sweatshirt. A sweatshirt must not be worn as the outermost garment except for the Class E Uniform, as detailed in Section 3.g.1.-3. p. On-duty. Status indicating an MCFRS employee is in pay status, performing a work substitution, or otherwise officially representing MCFRS. 5  POLICY AND PROCEDURE NO. 06-09 MONTGOMERY COUNTY Page 6 of 11 FIRE AND RESCUE SERVICE DATE DIVISION OF FIRE AND RESCUE SERVICES 07/20/2009 APPAREL POLICY q. Patch or Emblem. An identifying label affixed to a uniform jacket or blouse, indicating an employee’s membership on a specialty team, station assignment, or ALS certification, and specifically approved by the Fire Chief. r. Standard Issue Apparel. Category of specific items of uniform clothing allowance issued to MCFRS Operations Division employees on an eighteen- month cycle, as indicated below: three long-sleeved midnight blue polo shirts or button front shirts (or a combination), for FF/R through Captain * three short-sleeved midnight blue polo shirts or button front shirts (or a combination)* five long-sleeved white button front shirts for Battalion Chief and above five short-sleeved white button front shirts for Battalion Chief and above three pairs of trousers, employee’s choice of straight leg or cargo-cut, for FF/R through Captain * five pairs of straight leg trousers for Battalion Chief and above two pair cargo shorts for FF/R through Captain five tee-shirts, midnight blue, for FF/R through Captain five tee-shirts, white, for Battalion Chiefs and above one black leather belt two sweat shirts two pairs of sweat pants two pairs of physical fitness shorts shoes, issued on a twelve-month replacement cycle two name plates, silver for FF/R-M/FF/R, gold for all other ranks MCFRS-issued outer coat, issued as needed * Day work personnel are issued five of these items in each category s. Uniform. MCFRS attire, approved by the Fire Chief, consisting of items of clothing, insignia, and Standard Issue apparel distributed by MCFRS, or approved items under the Optional Apparel list, purchased by the employee. Section 4. Policy. All issued apparel is the property of Montgomery County. Only the Fire Chief or designee may authorize exceptions to this policy. a. Uniforms and apparel must be outfitted and worn in compliance with this Policy. b. When ordered by the Fire Chief or designee, employees must produce issued uniform items and official equipment. 6  POLICY AND PROCEDURE NO. 06-09 MONTGOMERY COUNTY Page 7 of 11 FIRE AND RESCUE SERVICE DATE DIVISION OF FIRE AND RESCUE SERVICES 07/20/2009 APPAREL POLICY c. Employees must wear or display only the approved items defined in this Policy, and must maintain uniform items in compliance with this Policy. d. All on-duty employees must wear the appropriate class of uniform established by this Policy. Employees must appear clean, neat, and presentable at all times. The Duty Operations Chief will determine the acceptable presentation of the uniform. e. Reporting Procedure for Lost, Stolen, or Damaged Uniforms or Equipment. When any uniform component or official equipment is discovered to be lost, stolen, or damaged, the employee must report this fact to their supervisor. The supervisor must then notify the appropriate Battalion Chief, who must investigate the circumstances and determine who is responsible. If the loss or damage is the result of an employee’s negligence, as defined in this Policy, the employee must be notified in writing of their responsibility for the expense of replacement. The item must then be replaced at the employee’s expense. The employee must complete the “Employee Statement” section of the Property Request form if a uniform component is lost, stolen, or damaged. Stolen items valued at $100 or more must be reported to the police department having jurisdiction. A copy of that report must be attached to the Property Request form f. Property Request Forms. An employee is not required to use a Property Request form when receiving their standard issue items. An employee must have a Property Request form approved by the Station Officer except for standard issue items. Captains and Chief Officers must have Property Request forms approved by their supervisor. When uniform components must be replaced for reasons other than the normal replacement cycle, an employee must present an approved Property Request form to Logistics Section staff. The Duty Operations Chief will resolve any difference of opinion between an employee and their Captain (or supervisor) regarding replacement. g. Insignia and Badges. Insignia, buttons, and belt buckles for the ranks of Lieutenant through Chief are gold. Insignia, buttons, and belt buckles for other employees are silver. The specifications for rank insignia are described below. 7  POLICY AND PROCEDURE NO. 06-09 MONTGOMERY COUNTY Page 8 of 11 FIRE AND RESCUE SERVICE DATE DIVISION OF FIRE AND RESCUE SERVICES 07/20/2009 APPAREL POLICY RANK INSIGNIA Fire/Rescue Chief Five crossed trumpets Fire/Rescue Division Chief Four crossed trumpets Fire/Rescue Assistant Chief Three crossed trumpets Fire/Rescue Battalion Chief Two crossed trumpets Fire/Rescue Captain Two vertical trumpets Fire/Rescue Lieutenant One vertical trumpet Master Firefighter/Rescuer Fire Service cluster Firefighter/Rescuer Fire Service cluster h. Sleeve Striping on Uniform Blouses. Sleeve stripes are gold, either ¼ inch or ½ inch wide, and are sewn to the circumference of the lower sleeve on each arm of the uniform blouse. Officers must appoint their uniform blouses with gold striping according to the requirements below. Fire/Rescue Chief 5 stripes, ¼ “wide Fire/Rescue Division Chief 4 stripes, ¼ “wide Fire/Rescue Assistant Chief 3 stripes: ¼ “wide Fire/Rescue Battalion Chief 2 stripes: top stripe ¼” wide, bottom ½ “wide Fire/Rescue Captain 2 stripes: ¼ “wide Fire/Rescue Lieutenant 1 stripe, ¼ “wide i. Emblems/Patches. An approved emblem/patch may be worn on the right sleeve of the Class C Uniform shirt and/or job shirt. To display the approved patch, the employee must be currently affiliated with the group, team, or assignment indicated by the patch. An employee must not wear more than two emblems/patches on the uniform shirt, i.e. one emblem/patch on each sleeve. Except for the Honor Guard rocker patch, only one of these emblems may be worn on the uniform at a time, in addition to the MCFRS emblem, which must be worn on the left sleeve. No patch or emblem may exceed the size of the MCFRS emblem. The ALS Certification/Specialty Team/Station Emblems may be worn only when an employee maintains their Montgomery County ALS certification, or is assigned to the Specialty Team/Station. All ALS Certification/Specialty Team/Station Emblems must be approved by the Fire Chief. These emblems may be worn only on the right sleeve of the Class C button-front uniform shirt and/or the job shirt. 8  POLICY AND PROCEDURE NO. 06-09 MONTGOMERY COUNTY Page 9 of 11 FIRE AND RESCUE SERVICE DATE DIVISION OF FIRE AND RESCUE SERVICES 07/20/2009 APPAREL POLICY The cost of affixing and removing a patch is borne solely by the employee, who is also responsible for any damage caused by affixing or removing a patch from an issued item. j. Honor Guard Rocker Patch Placement. Members of the Honor Guard are authorized to wear a rocker on the left sleeve of the uniform shirt and blouse. The rocker must be affixed directly below and adjacent to the MCFRS emblem. k. Award Pin. Pin for meritorious service or other awards and pins approved by the MCFRS Fire Chief may be worn over the nameplate on the uniform shirt and blouse. l. Authorized Times to Wear Uniforms. Employees are authorized to wear the MCFRS uniform only when on-duty, traveling to or from a work site, attending an MCFRS-sanctioned function, or as otherwise authorized by the MCFRS Fire Chief. m. Consuming Alcoholic Beverages. Employees are prohibited from consuming alcoholic beverages while wearing or displaying any part of the issued uniform. n. Code of Ethics and On-Duty Personal Conduct. Employees must comply with the Code of Ethics and On-Duty Personal Conduct Executive Regulation while wearing or displaying any part of the issued uniform. o. Restrictions from Wearing the Uniform. Employees who have been suspended or relieved from duty must not wear or display any part of the issued uniform unless attending a required or authorized MCFRS meeting or hearing. p. Sunglasses. Employees may wear sunglasses while on duty, when weather conditions or the employee’s safety dictates. Employees must not wear sunglasses while inside a building, unless required for medical reasons. Sunglasses must have impact-resistant lenses that comply with the current Food and Drug Administration/ANSI standard for prescription glasses. When not in use, sunglasses must be stored out of sight. q. Marking Issued Items. Employees must use an indelible pen to mark uniform items with their fire department identification number. These markings must not be visible on the outside of the uniform. r. Modifying/Altering Uniforms. Employees are prohibited from modifying or altering issued uniforms and apparel in any way that does not comply with the provisions of this Policy. 9  POLICY AND PROCEDURE NO. 06-09 MONTGOMERY COUNTY Page 10 of 11 FIRE AND RESCUE SERVICE DATE DIVISION OF FIRE AND RESCUE SERVICES 07/20/2009 APPAREL POLICY s. Recordkeeping. The Logistics Section Manager must maintain records of all property issued, distributed, collected, and condemned. t. Returning Items. Newly-issued items that do not fit properly must be returned to the Logistics Section within thirty days. The employee must provide the Logistics Section with the reason for the returned item(s). u. Separation from Service. An employee who separates from County employment must return all issued uniform components to the Logistics Section not later than one week after the effective date of separation. Section 5. Responsibility. a. Employees must clean and maintain issued uniforms and insignia according to the manufacturer’s instructions. b. Employees must comply with the uniform issuance schedule as needed for routine replacement. c. The Division Chief, Administrative Services, must notify the Logistics Section of personnel actions that affect the issuance of uniforms. d. An employee who has been promoted must report to the Logistics Section to obtain needed uniform items as soon as is reasonable. Previously issued insignia must be returned to the Logistics Section upon request. e. The on-duty Logistics Section staff must complete and sign a Receipt of Property form before removing issued property from the Logistics Section inventory. f. An on-duty employee may report to Logistics and request items for another on- duty employee from the same duty station or worksite, if both employees are eligible for uniform items to be issued within the same replacement cycle. A Property Request form including accurate sizing information is required for this type of transaction. The employee picking up the items for the other on-duty employee must sign the Property Receipt form; by doing so he/she accepts responsibility for the safekeeping and timely delivery of those items to the intended employee. By the end of the duty shift, the employee to whom the items are issued must determine the appropriate fit of the items, sign a Property Receipt form, and return it to Logistics Section by Inter-Office Mail. The employee to whom the item was issued must return any item(s) that do not fit, or are otherwise not acceptable, in person, to the Logistics Section. 10  POLICY AND PROCEDURE NO. 06-09 MONTGOMERY COUNTY Page 11 of 11 FIRE AND RESCUE SERVICE DATE DIVISION OF FIRE AND RESCUE SERVICES 07/20/2009 APPAREL POLICY Section 7. Cancellation. This Policy supersedes MCFRS Policy and Procedure No. 516, Uniforms, and all previous Fire Chiefs General Orders, Directives, and Information Bulletins relating to uniforms. Section 8. Implementation and Enforcement. The Fire Chief is the implementation and enforcement authority for all policies and regulations of the Montgomery County Fire and Rescue Service. Section 9. Effective Date. This Policy is effective on July 20, 2009. Approved: __________________7/20/09_____________ Richard R. Bowers, Fire Chief Date Montgomery County Fire and Rescue Service apparel policy –career personnel 7--09 bf wp 11  POLICY AND PROCEDURE No. 15-01 EFFECTIVE DATE: MONTGOMERY COUNTY FIRE AND RESCUE SERVICE April 21, 2015 TITLE Page 1 of 8 Station Management MONTGOMERY COUNTY FIRE AND RESCUE SERVICE POLICY STATION MANAGEMENT Issued by: Fire Chief Policy No. 15-01 Authority: Montgomery County Code Section 21-2 (d)(4) Effective Date: April 21, 2015 Section 1. Purpose: To establish a Station Management program that facilitates the appropriate and effective use of station, staffing, and records resources that meet Montgomery County Fire and Rescue Service (MCFRS) goals and objectives. Section 2. Applicability: This policy applies to all MCFRS personnel. Section 3. Definitions: a. Battalion Line-Up. A document created, maintained, and controlled by each Battalion, on a daily basis, that identifies specific personnel assigned to specific riding assignments on apparatus. b. Collateral Activity Period. An activity period specifically designated to give personnel the flexibility to meet individualized training requirements, conduct performance appraisals, counsel personnel, and maintain or perform station-related duties c. Fire and Rescue Station (Station). The apparatus and facilities, including all buildings and other real property, and all related vehicles and vehicle equipment, that are or can be used to house or provide fire, rescue, or emergency medical services, as defined at Montgomery County Code Section 21-1 (c). d. Log Book. The official, complete, and accurate daily record of the activities, both emergency and non-emergency, of a fire and rescue station. e. Pass-On Book. A hardcopy or electronic document that contains information that is shared by station personnel from one shift to the next, regarding issues affecting the station, facility, apparatus, or surrounding community, other than issues related to personnel or incidents. f. Personnel. All members of Montgomery County Fire and Rescue Service, both career and volunteer, including members of a Local Fire and Rescue Department.  POLICY AND PROCEDURE No. 15-01 EFFECTIVE DATE: MONTGOMERY COUNTY FIRE AND RESCUE SERVICE April 21, 2015 TITLE Page12of Page of88 Station Management g. Station Commander. The MCFRS Captain designated by the Operations Chief to facilitate readiness and support of the facility, apparatus, and personnel at his or her assigned station. h. Station Officer. For the purpose of this policy, “Station Officer: refers to the senior MCFRS officer, Captain or below, on-duty at a Fire Rescue Station. Section 4. Policy: MCFRS is committed to maintaining the operational readiness of its personnel, facilities, records, and apparatus, while ensuring a safe and healthy work environment. This Policy and Procedure applies to all personnel. All personnel must comply with the provisions of this Station Management policy. Exceptions to, or postponement of, scheduled activities may be made due to call load or operational reassignment by supervisors. These changes must be documented in the logbook, including pass-on information. Station Management policy objectives must be implemented in a manner that supports: Readiness for response Training Map and preplan maintenance, and area familiarization Facility maintenance, repairs, and supplies Fire prevention and community outreach Maintenance of apparatus and supplies Maintenance of small tools and equipment Physical fitness training Each day, Station Officers must schedule four Daily Activity Periods unless otherwise designated by the Station Commander, Battalion Chief, or the Duty Operations Chief (or Local Fire and Rescue Department (LFRD) Duty Officer for stations with LFRD staffing). The four periods are: daily apparatus checks, morning, afternoon, and evening. Each of the four Activity Periods must be for one to two hours in duration. Apparatus checks must be a priority at the beginning of each shift. The other three Daily Activity Periods may include PT, drills, fire prevention, public education, apparatus maintenance, training, station maintenance, and those that would occur during a Collateral Activity Period. Section 5. Responsibilities: a. The Station Commander must: 1. Establish, plan, and assign duties to ensure a high level of operational readiness of the station, apparatus, and personnel. Where applicable, these duties shall be in cooperation with the LFRD leadership.  POLICY AND PROCEDURE No. 15-01 EFFECTIVE DATE: MONTGOMERY COUNTY FIRE AND RESCUE SERVICE April 21, 2015 TITLE Page13ofof88 Page Station Management 2. Maintain a Station Reference Manual, and ensure that its contents are continually reviewed, updated, and made available to all station personnel. The manual must contain information that is instructional for routine station operations, including, but not limited to: personnel contact and call-back information, LFRD leadership contact information, repair procedures, and maintenance schedules. MCFRS will provide a template for this manual on Quicklinks. The Station Reference Manual does not supersede any regulation, policy, or General Order. 3. Post a written schedule of daily and weekly activities. 4. At LFRD-owned or managed stations, coordinate with the LFRD concerning issues involving maintenance, repairs, or improvements of the facility, apparatus, and equipment. As per the current “Right of Entry” agreement between the County and an LFRD, the County must notify the LFRD of vendors entering a station, except for routine deliveries noted in a contract between the County and a vendor (e.g. oxygen, fuel. etc.). 5. Coordinate and designate personnel for collateral duties. 6. Establish and maintain a system to ensure function, compliance, and record keeping for equipment, apparatus, and systems, including, but not limited to, the following: Generator Fuel tanks, oil tanks, and applicable monitoring systems Compressors: SCBA and service air Fire detection and extinguishment Hood and duct HVAC Septic Tank Grease Trap Elevator Apparatus check out sheets, daily SCBA checks and fuel logs SCBA Hose testing Maps Ropes Apparatus snow chains Small tools Metering devices Ground ladders  POLICY AND PROCEDURE No. 15-01 EFFECTIVE DATE: MONTGOMERY COUNTY FIRE AND RESCUE SERVICE April 21, 2015 TITLE Page14of Page of88 Station Management The Station Commander’s responsibility is to coordinate maintenance of the parts of the facility that directly support operations and the delivery of service. 7. Ensure the ordering, receipt, storage, and reconciliation of station supplies including, but not limited to: Janitorial/Housekeeping Apparatus/Fleet Administrative/Office Oxygen EMS supplies Bottled water Public education Foam The Station Commander’s responsibility is to maintain supplies that directly support operations and the delivery of service. b. The Station Officer must: 1. Manage the daily operation, readiness, security, safety, and cleanliness of the station, apparatus, and personnel. 2. Ensure that scheduled personnel have reported for duty and documented their presence via the approved method. 3. Assign riding positions based on service needs, qualifications, and personnel development. The process for assigning riding positions shall comply with any MOU between the County and an LFRD that is in place prior to the effective date of this policy. 4. Complete the relevant portion of the electronic Battalion Line-up using the “S-drive” or other approved information-sharing method or information location. If the Station Officer does not have access to the information location in which Battalion Line-up is stored, he/she must provide riding assignments to the Battalion Chief using another method to share the information. 5. Implement scheduled station duties as assigned by the Station Commander. 6. Check MCFRS and station calendars for scheduled events. 7. Take immediate action to limit damage in the event of a facilities failure. Initiate  POLICY AND PROCEDURE No. 15-01 EFFECTIVE DATE: MONTGOMERY COUNTY FIRE AND RESCUE SERVICE April 21, 2015 TITLE Page 415 Page Page ofof 8 88 of Station Management repair and maintenance requests following procedures in the Station Reference Manual, including notification to the LFRD of any significant damage or failure at LFRD owned or managed stations. 8. Check the station and account for the presence of both regular and reserve apparatus. 9. Ensure completion of daily checks of apparatus and portable equipment as agreed upon by the Station Commander and the LFRD or designated Battalion Chief. 10. Ensure that apparatus defects are reported in accordance with current MCFRS procedures. 11. Ensure that subordinates’ timecards are up-to-date, and that overtime is properly requested and approved. 12. Ensure that electronic incident/unit/and EMS reports are completed in accordance with current MCFRS procedures. 13. Complete any fuel storage monitoring process as established by the Station Commander. c. The Local Fire and Rescue Department (LFRD) must: As applicable, coordinate with the Station Commander regarding issues involving the facility, and its maintenance, repairs, improvements and equipment. Section 6. Procedures: a. When personnel report for duty, or provide early relief, they must place their personal protective equipment in their assigned riding position. b. When the Station Officer reports for duty, he or she must exchange relevant information with the off-going Station Officer c. At 0700 hours, and at other times, when there are significant personnel changes at the Fire Station, the Station Officer must conduct a Line-up and review the following information: riding position assignments for all personnel activities planned for the day  POLICY AND PROCEDURE No. 15-01 EFFECTIVE DATE: MONTGOMERY COUNTY FIRE AND RESCUE SERVICE April 21, 2015 TITLE Page16of Page of 88 Station Management station maintenance area assignments for all personnel known apparatus defects recently approved Fire Chief’s Gen