3-3-LEAVES.pdf

3/3 LEAVES 1 3/3 LEAVES 3/3-01.01 PERSONNEL PROCEDURES/LEAVES -01. GENERAL.01 STAFFING - STATION COMMANDER'S RESPONSIBILITY Requests for leaves shall only be approved after d...

3/3 LEAVES 1 3/3 LEAVES 3/3-01.01 PERSONNEL PROCEDURES/LEAVES -01. GENERAL.01 STAFFING - STATION COMMANDER'S RESPONSIBILITY Requests for leaves shall only be approved after due consideration for the maintenance of resources staffed with qualified personnel ("qualified" refers to background, training, competency, etc.). EXAMPLE To a Station Commander, good practice would indicate that not more than one probationary firefighter should be on a company at any given time. A. At least half of the on-duty members shall be regularly assigned to the station. B. For two-member companies (i.e., USAR 88, Heavy Rescue), at least one on-duty member shall be regularly assigned to such company, without consideration of platoon assignment. C. Paramedic resources shall be staffed by qualified personnel at all times. Paramedic Assessment Engines shall be staffed with a paramedic that has at least two years of Department ALS assignment experience. Paramedic Ambulances shall be staffed by two licensed paramedics, one of which must have at least one year of Department ALS assignment experience. Exception Staffing Paramedic Ambulances may be staffed with one paramedic and one EMT due to a short term, unanticipated paramedic vacancy. In such cases, the paramedic member of the team shall have at least one year of Department ALS assignment experience. D. EMT ambulances shall be staffed by two EMT certified firefighters, one of which shall be a Firefighter III, and one of which should be assigned to the fire station housing the ambulance. E. Station Commanders shall arrange for staffing details through their Battalion Commander when necessary to ensure appropriate resource staffing. Unknown or unanticipated vacancies, (injury, illness, etc.,) shall not affect F-360's previously approved..08 MAXIMUM LEAVE Except for extended leaves in 3/3-01.69 no request for time off which would permit a member to be absent from duty for a period exceeding 65 days, including vacation, will be granted..17 DEVIATION Request for deviation from the above provisions shall be made in writing, through channels, to the Fire Chief in case of necessity or when it is believed such deviation may serve the best interests of the Department..20 ADMINISTRATIVE OVERTIME DUTY (AOD) Hours accrued due to transfers are defined as "AOD." USE OF OVERTIME: AOD overtime shall not be converted to cash and shall be taken off at the convenience of the member and the Department. "AOD" is taken in amounts of 4 hours or more for special duty personnel and 6 hours or more for platoon duty personnel. Exception: Odd hours over and above that divisible by 4 or 6 may be taken in those amounts. Board members of Employee Organizations and the members of the Meet and Confer Teams of Employee Representation Units may, for the purpose of engaging in employee relations activities, use their AOD time in whole hours in less 3/3 LEAVES 2 than four or six-hour increments. AOD time requested on F-361 by officers may be approved by their Commanding Officer. AOD time requested on F-361 by a company member may be granted by the Station Commander with approval of the Battalion Commander. Note No member will be permitted to be off duty on accumulated AOD time on any major holiday. Major holidays include: New Year's Day Easter Independence Day Labor Day Thanksgiving Christmas Eve Christmas Day New Year's Eve. When members take "AOD" time off, hiring to fill these vacancies shall be in accordance with SOD hiring procedures (Ref. Vol 5. 9/7-00, F-590). 3/3-01.34.34 ACCRUED TIME (SOD) Section 4.169 & 4.138.2 of the L.A.A.C. authorizes the Fire Chief to prescribe the method of compensation for SOD worked in either cash payment or by time off. SOD time worked may be accrued in lieu of pay when approved by the Fire Chief. The maximum amount of banked time (SOD and AOD) that a member is allowed to accrue at the end of any pay period is 216 hours. Accumulation of time in excess of these amounts shall require approval of the Fire Chief..35 TIME OFF FOR OVERTIME: UNIFORMED PERSONNEL (INCLUDING ALL AMBULANCE PERSONNEL) USE OF OVERTIME "SOD" accrued and granted under provisions of sections 4.138.2, 4.168 and 4.169 of the L.A.A.C. and reported on form F-5054, Overtime Sheet (time in lieu of pay) shall be taken in one day increments. For Special Duty assignments, one day will be either 8, 9 or 10 hours, depending on work schedule. For Platoon Duty assignments, one day is 12 hours. Exception: Odd hours less than one-day increments may be taken in those amounts. Such time shall be taken at the convenience of the Department. Member requesting time off shall follow the written instructions of the F-361, "Request for Time Off" and F-590, "Record of Overtime Card". Members who are on approved banked time off shall not be allowed to work voluntary overtime. It shall remain each member's responsibility to determine that all accumulated overtime hours are correctly entered on individual Time Record (F-351) and that such accumulated overtime is taken within the fiscal year it was worked or converted to cash. The following procedure shall be used by members requesting conversion of banked overtime to cash at anytime during the year. 1. Member submits a F-225 through their respective Battalion/ Section Office directly to the Accounting Services Section, requesting conversion of banked time to cash. 2. If approved, request will be returned to member. 3. Station/Unit Commanders make proper entries on F-351 and place statement on back of F-351 explaining the action taken. 4. No entries are required on Form 5054. Accounting Services will provide payment from the "approved" F-225; which shall be maintained in member's Station/Unit personnel folder. 3/3 LEAVES 3 The Fire Chief will continue to provide members the opportunity to convert banked time to cash (providing funds are available) at the end of the fiscal year or when deemed appropriate. Board members of Employee organizations and the members of the Meet and Confer Teams of Employee Representation Units may, for the purpose of engaging in employee relations activities, use their accrued overtime in less than one day increments. NOTE For specific, continuing purposes, a member may apply to the Battalion Commander for approval to take "Accrued Overtime" in half-day segments or, for the purpose of attending courses in higher education, a member may request this time in four-hour increments. Each member may be permitted a maximum of six such leave periods per calendar month..69 EXTENDED LEAVES Extended leaves shall mean: Military leave - long term (more than 30 days) Civil service leave (in excess of 15 days) Disciplinary leave (in excess of 15 days) Family Leave A. Member's responsibility: Members being terminated or going on one of the above leaves shall turn in all Department property in their possession to their Commanding Officer. Prior to return to duty from any of the above leaves, members shall first report to the Personnel Services Section. Refer to Vol. 2, 3/5-60.12C. B. Commanding Officer's responsibility: 1. Fill in member's Personal Record Book by utilizing the information contained on the F-1106 "Change of Status" which originates from the Personnel Services Section. 2. If a member will be absent on any extended leave listed above, the following items shall be forwarded to the Personnel Services Section: A. Badge B. Cap piece C. Collar ornaments (officers only) D. Buttons (officers only, when issued by Department) E. Personal Record Book F. Identification card 3. City-owned items (such as turnouts) not mentioned in "2" above shall be forwarded to S&M. Status of ownership can be determined as shown in Vol. 4, 8/3-32.01 4. Personal equipment which is City-owned shall be turned in and retained at place of assignment. Refer to Vol. 4, 8/3-32.01G. 3/3 LEAVES 4 -25. TYPES OF LEAVES.01 SICK LEAVE - NIOD (NOT ILLNESS/INJURY ON DUTY) A leave of absence with pay granted to members incapacitated from duty because of illness or injury (moral turpitude excepted) not incurred as a result of line of duty operations or exposures. The total accumulated allowance of sick leave carried over from any previous year or years to the next shall not exceed: 112 work days - 100% 105 " " - 75% 105 " " - 50% Such time is accumulated on the following basis: 100% - 12 days per calendar year 75% - 5 " " " " 50% - 5 " " " " NOTE A member who has been separated from the Police Department for reason of resignation and is thereafter employed in the Fire Department within 7 days shall have restored the balance of all unused sick leave accrued and accumulated in the Police Department. (Ord. #143,444; eff. 6-20-72)..11 SICK LEAVE - IOD (ILLNESS/INJURY ON DUTY) A leave of absence with pay granted to members incapacitated for duty because of illness or injury incurred as a result of line of duty operations or exposures. Members shall not receive full salary compensation for a period longer than one (1) year..22 ILLNESS OR DEATH IN IMMEDIATE FAMILY OR PREVENTIVE MEDICAL LEAVE Verbal request for time off made by a member on duty should, except in unusual circumstances, be made through channels to the Battalion Commander. Request for time off, made while a member is off duty, shall be to the Battalion Commander direct. The Fire Chief will determine off duty status. If there is insufficient verification, members may be required to make up the time. NOTE When referred to in this section, "Calendar Year" means: Commencing on the first day of the pay period during which January 1st occurs and ending on the day immediately preceding the first day of the pay period during which the next succeeding January 1st falls. EXAMPLE 12/31/89 through 12/30/90 A. ILLNESS IN IMMEDIATE FAMILY: Up to a maximum of twelve days sick leave in any calendar year shall be allowed for illness in the member's immediate family. Time taken for illness in the family will be deducted from the member's full pay sick leave. For definition of "immediate family", see the appropriate Memorandum of Understanding for the member involved. Upon return to duty, forward an F-49. Proof of need for time off may be required by the Fire Chief. If verification of illness of a member of the immediate family is required by the Fire Chief, it shall consist of a statement by the treating physician which shall include the nature and extent of illness. When proof of need is required by the Fire Chief and it is not available, submit an F-225 letterhead. F-225 FORWARD 3/3 LEAVES 5 Together with F-49 TO Fire Chief, THROUGH CHANNELS NUMBER OF COPIES One ROUTING Upon approval of Fire Chief, to Accounting Services INFORMATION REQUIRED 1. Explanation why proof of need is not available. 2. Battalion/Section Commanders shall include a recommendation in the body of the F-225. B. DEATH IN IMMEDIATE FAMILY (BEREAVEMENT LEAVE): Members on special duty, regardless of their work schedule, shall be entitled to three calendar days of leave of absence with full pay for a death in the employee's immediate family. Members assigned to platoon duty shall be entitled to two 24-hour shifts leave of absence with full pay for such deaths. For purposes of this section, simultaneous multiple family deaths will be considered one occurrence. For the definition of "immediate family", see the appropriate Memorandum of Understanding for the member involved. Upon return to duty, forward an F-49. Proof of need for time off may be required by the Fire Chief. If verification of death is required by the Fire Chief, it shall consist of one of the following: 1. Newspaper funeral notice, with date. 2. Death Certificate. 3. Funeral service publication. 4. Other authoritative source. C. PREVENTIVE MEDICAL LEAVE: Members assigned to special duty positions may be allowed sixteen hours, and platoon duty members are allowed twelve hours per calendar year to secure preventive medical treatment for themselves and their immediate families. Time taken for preventive medical leave will be deducted from the member's full sick leave. Upon return to duty forward an F-49. Proof of need for time off may be required by the Fire Chief. If possible, verbal requests for preventive medical leaves should be made prior to the date of need. If proof of need is required by the Fire Chief, it shall consist of a statement by the treating physician which shall include the nature and extent of the illness..34 RETURN TO DUTY (RTD) TIME FROM ILLNESS OR DEATH IN IMMEDIATE FAMILY (PLATOON DUTY PERSONNEL) Members requesting a specific 12 or 24 hours will be RTD at the end of the requested leave. When the circumstances under which a specific leave was requested change, i.e., more or less time is needed, members shall notify the station commander prior to 1800 hours, or as soon as possible. A. One-Day Leave - 0800 to 2000 hours - RTD 2000 hours the same day. B. One-Day Leave - 2000 to 0800 hours - RTD 0800 hours at end of leave. (following calendar day) C. Two-Day Leave - 0800 to 0800 hours - RTD 0800 hours at end of leave. (following calendar day) 3/3 LEAVES 6.36 RETURN TO DUTY FROM PREVENTIVE MEDICAL LEAVE (PLATOON AND SPECIAL DUTY PERSONNEL) Return to duty shall be the nearest whole hour to the time of reporting for duty..44 MILITARY-LONG TERM NEW INFORMATION PENDING, REFER TO MILITARY HANDBOOK Note DISREGARD INFO BELOW: A. Leave of absence granted to members enlisting or inducted into the armed forces of the United States for more than a 30-day period. (Refer to Administrative Bulletin #18). Members requesting long- term military leave shall submit an FG-68. (Refer to Vol. 5, FG-68 and Administrative Bulletin #18) FG-68 FORWARD Prior to leave ROUTING 1. All Members – to Immediate Supervisor 2. Immediate Supervisor – to Bureau Commander 3. Bureau Commander to Payroll Unit 4. Payroll Unit to Fire Chief NOTE Final approved copy will be sent to Personnel Services Section. INFORMATION REQUIRED 1. Date and time off duty. 2. Date and time of return to duty. 3. City seniority date. B. Military orders, two copies, shall accompany the FG-68. When military orders are unavailable prior to leave, FG-68 shall include a statement on the back indicating orders will be forwarded as soon as they become available. Orders for military duty must fulfill one of the following requirements: 1. Orders must bear an original signature by the military officer issuing the orders; or 2. On orders where the issuing officer's signature is a photo-copy, a military officer's ORIGINAL signature must be added to the orders and accompany this statement; "This is certified to be a true copy". 3. A member who is a commissioned officer shall not sign his own military orders. C. Member shall then notify their respective Bureau one week prior to the last day on duty. D. Military leaves may not be terminated prior to the date stated on the original orders unless written approval is obtained from the Fire Chief. E. Upon return to duty, member shall notify their respective Bureau with a verification of the tour of duty (one copy). The verification must contain the following: 1. Statement that the member served with the unit as outlined in the original orders. 2. Bear an original signature, with rank, of a commissioned officer affiliated with the command wherein the duty was performed. 3/3 LEAVES 7 PDAS 43, "Duty Certificate", shall be prepared by the on-duty officer at the members assignment upon return to duty..50 MILITARY - ANNUAL NEW INFORMATION PENDING, REFER TO MILITARY HANDBOOK Note DISREGARD INFO BELOW: A. Members requesting military leave to attend annual reserve activities shall submit an FG-68. (Refer to Vol. 5, FG-68 and Administrative Bulletin #18) FG-68 FORWARD Prior to leave ROUTING 1. All Members – to Immediate Supervisor 2. Immediate Supervisor – to Bureau Commander 3. Bureau Commander to Payroll Unit 4. Payroll Unit to Fire Chief NOTE Final approved copy will be sent to Personnel Services Section. INFORMATION REQUIRED 1. The date and time member will be unavailable for duty due to the military obligation, including travel time. 2. The date and time member will return and be available for duty. 3. City employment seniority date. B. Two copies of military orders shall be attached to the FG-68 in all cases of Military Leave. Exception A third copy of the orders, for transmittal to the Pension Department must be provided in all cases where any portion of the military leave is without pay. Unless properly signed orders are submitted, no pension credit will be given to any member on "Military Leave Without Pay" status. If military orders are unavailable prior to leave, FG-68 shall include a statement on the back indicating orders will be forwarded as soon as they become available. Orders for military duty must fulfill one of the following requirements: 1. Orders must bear an original signature by the military officer issuing the orders; or 2. On orders where the issuing officer's signature is a photocopy, a military officer's ORIGINAL signature must be added to the orders and accompany this statement; "This is certified to be a true copy". 3. A member who is a commissioned officer shall not sign his own military orders. PDAS 43, "Duty Certificate", shall be prepared by the on-duty officer at the members assignment upon return to duty. 3/3 LEAVES 8.52 MILITARY - EVENING AND WEEKEND Members may request time off to attend weekend and evening reserve drills using any type of accumulated time. Requests shall be forwarded for approval on Form F-360 or F-361. Refer to 3/3-01.01..58 VOTING If a member of this Department is a registered voter and does not have sufficient time in which to vote outside of working hours, regularly scheduled or overtime, the member may, without loss of pay, take off such time as may be needed (not exceeding two hours) under the following conditions: A. The time is to be taken at the beginning or end of the regular working shift or at a time mutually agreed upon between member and Battalion/Section Commander. B. At least two shifts notice must be given to the member's Commanding Officer. C. It is an election at which the member will be eligible to vote. D. If circumstances, such as location of residence, make it difficult for members to exercise their voting right, they are urged to vote by absentee ballot. All sample ballot packages contain an application for an absentee ballot. E. Hiring - Vacancies shall be filled using voluntary SOD replacement procedures. Members shall not be assigned hired to fill vacancies created by members voting. Ref. to Vol.4, 9/7-00.00, F-590. F. Timekeeping - Ref. Vol 4, 9/7-00.00, F-351, F-351A & F-5054 overtime instructions. Reference Los Angeles Election Code 7 and 7.1, State Election Code 14350.60 FAMILY LEAVE A family leave will be approved for a maximum of four months. Family leave will be granted for the purpose of childbirth, adoption or foster care of a child, serious health condition of an immediate family member, or serious health condition of the employee that renders the employee unable to perform the functions of their position. Family leave for the purpose of caring for a family member with a serious illness includes those family members defined as "immediate family" in the Memorandum of Understanding under the article entitled "Family Illness". In order to qualify for a family leave, an employee must have been employed continuously by the City for a period of one year and have worked for at least 1,040 hours during the 12 months immediately preceding the beginning of the leave. Family leave will be limited to four months during a 12 month period, regardless of the number of incidents. The 12 month period will be measured forward from the first day of leave. The next 12 month period will begin the first time family leave is taken after completion of the previous 12 month period. One employee per incident per household shall normally be eligible for family leave. However, two employees in the same family may take leave for the care of a new child by birth or adoption or to care for a sick parent, but the aggregate period of time to which both are entitled is limited to the time normally allowed for only one employee. Employees who are granted a family leave must take time off in the following order: 1. CHILDBIRTH a. Accrued sick leave for the period of disability that a doctor certifies is necessary (including prenatal care or the mother's inability to work prior to the birth) may be taken at the employee's discretion. b. Accrued vacation time available at the start of the leave shall be used prior to the use of time under "c" and "d". c. Accrued sick leave; all 100% sick leave shall be used first, followed by the use of all 75% sick leave, followed by the use of all 50% sick leave. This use of sick leave is at the employee's discretion. 3/3 LEAVES 9 d. Unpaid leave. 2. ADOPTION, FOSTER CARE OR FAMILY ILLNESS a. Annual family illness sick leave up to twelve days may be used at the employee's discretion. Such leave may be taken before or after the vacation described in "b". b. Accrued vacation time available at the start of the leave shall be taken. Such time must be used prior to the use of time under "c" and "d". c. Accrued sick leave; all 100% sick leave shall be used first, followed by the use of all 75% sick leave, followed by the use of all 50% sick leave. This use of sick leave is at the employee's discretion. d. Unpaid leave. 3. PERSONAL MEDICAL LEAVE a. Accrued sick leave may be used at the employee's discretion. Such leave may be taken before or after the vacation described in "b" below. b. Accrued vacation time available at the start of the leave shall be taken. Such time must be used prior to the use of time under "c". c. Unpaid leave. Note Any other compensatory time may be used under 1.b, 2.b, and 3.b, at the employee's discretion. The start of a family leave for childbirth may begin at the period of disability that a doctor certifies is necessary (including prenatal care or the mother's inability to work prior to the birth) or at the birth of the child, whichever the employee chooses. An employee is also eligible for pregnancy disability leave under provisions of the State's Pregnancy Disability Leave Act. (See Sec. 3/3-25.61 for an explanation of the benefits provided under the State Act.) The start of family leave for adoption or foster care shall begin on a date reasonably close to the date the child is placed in the custody of the employee. Leave may also be granted prior to placement for adoption or foster care if an absence from work is required for such things as counseling, court appearances, consultations with an attorney, physical examinations, etc. The start of a family leave for a serious health condition of a family member or the employee's own serious health condition shall begin on the date requested by the employee. REQUEST FOR FAMILY LEAVE F-225 See Sample #6 - A, B or C Forward As indicated, at earliest possible date prior to leave To Fire Chief, THROUGH CHANNELS Number of Copies Two Routing Fire Chief to Administrative Services Bureau Information Required 1. The beginning and ending dates of the family leave and the type of time off that will be utilized. (Time off must be taken in the order listed in the previous section.) Figure 6-A 3/3 LEAVES 10 2. A statement that the employee has verified with the Department's Payroll Unit the amount of sick leave and vacation available to the employee. 3. A request for family leave for childbirth must be accompanied by a physician's certification stating the expected date of delivery, the date the employee will be physically unable to perform the duties of her position, and the expected date of return to full duty, without restrictions. A request for leave for adoption or foster care of a child should be accompanied by a written statement from the agency stating its intention to place a child in the employee's custody. A request for leave to care for a seriously ill family member or for the employee's own serious health condition must be accompanied by a physician's certification stating that the employee is unable to perform the duties of the job or that the employee is needed to care for a family member. NOTE Physician certification forms are available from the Personnel Services Section. INTERMITTENT LEAVE Family leave will normally be for a continuous period of time for each incident. An employee shall be permitted, however, to take intermittent leave or request a reduced work schedule for the care of a family member with a serious health condition or for the employee's own serious health condition when it is medically necessary. Intermittent leave or reduced work schedule for the birth, adoption or foster care of a child shall only be permitted with the approval of the Fire Chief. An employee may be required to transfer temporarily to an available alternative position (with equivalent pay and benefits) for which the employee is qualified and that better accommodates recurring leave. A request for intermittent leave or for a reduced work schedule must be submitted on an F-225, through channels, to the Fire Chief. (See Sample F-225-B) Attached to the request for leave must be a physician's certification indicating the dates and duration of treatment and in the case of leave to care for a family member, that the employee is needed for the individual's care or supervision. CONTINUATION OF HEALTH AND DENTAL INSURANCE BENEFITS If any portion of a family leave is unpaid, the City will continue to pay the employee's health and dental subsidy. Any additional monthly amount paid by the employee for coverage for family members remains the responsibility of the employee. Employees must contact the Personnel Department, Employee Benefits Office for information on how to request continuation of benefits and arrange for additional payments, if necessary. Should an employee fail to return from family leave, they may be required to reimburse the City for the amount of health and dental subsidy paid by the City while the employee was on unpaid status. CIVIL SERVICE LEAVE OF ABSENCE Members who desire to extend their leave beyond four months must submit a request to the Fire Chief for a Civil Service leave of absence Figure 6-B through the procedures outlined in Volume 2, 3/3-25.77. While on unpaid civil service leave of absence, the City does not provide any subsidy for health and dental insurance. Members are responsible for making the necessary arrangements to continue coverage. RETURN TO DUTY 3/3 LEAVES 11 Members shall be returned to duty from family leave through the procedures outlined in Volume 2, Sections 3/3-01.69 and 3/5-60.12 (c). NOTE Consult Administrative Bulletin #17 for additional information on family leave. FITNESS FOR DUTY If the supervisor of a pregnant employee assigned to light duty questions the ability of the employee to perform her assigned duties, the supervisor shall initiate telephonic communication through channels to the Medical Liaison Unit requesting a medical. An F-225 documenting the request shall be forwarded within 24 hours..61 STATE PREGNANCY DISABILITY LEAVE ACT California State Government Code Section 12945 provides for up to four months of pregnancy disability leave. This leave is provided for that period of time an employee is physically disabled and unable to work due to pregnancy, childbirth or a related medical condition. This leave time is in addition to the time allowed under the Family Leave provisions. A doctor's verification of inability to work is required for all time requested under the State's Pregnancy Disability Leave Act. Members may use sick leave, vacation or any other compensated time available at the time of the leave request, or leave without pay. Unlike family leave, if any portion of a pregnancy disability leave is unpaid, the City will not continue to pay the employee's health and dental subsidy. Employees must contact the Personnel Department, Employee Benefits office on 485-2440 for information on how to request continuation of benefits and arrange to make premium payments. REQUEST FOR PREGNANCY DISABILITY LEAVE F-225 See Sample 6D Forward As indicated, at earliest possible date To Fire Chief, THROUGH CHANNELS Number of Copies Two Routing Fire Chief to Administrative Services Bureau Information Required 1. The beginning and ending dates of the pregnancy disability leave and the type of time off that will be utilized. (Members may use sick leave, vacation, or any Figure 6-D other compensated time available at the time of the leave request, or leave without pay.) 2. A statement that the employee has verified with the Department Payroll Unit, the amount of sick leave, vacation, and other compensatory time available to the employee. 3. A physician's certification stating that the employee is unable to physically perform the duties of her position due to pregnancy, childbirth or related medical condition. NOTE A request for family leave can be made on the same F-225 with a request for pregnancy disability leave. 3/3 LEAVES 12.62 SCHOOL ACTIVITY LEAVE California Labor Code Section 230.8, "Family School Partnership Act," allows both full-time and part-time employees to take off up to 40 hours annually to participate in their children's school activities. An employee who is a parent, guardian, or grandparent with custody of a child in kindergarten through grade 12 is eligible for leave. Department members requesting compensatory time off or leave no pay for the purpose of "School activity Leave" (VC, TS, leave no pay) will be required to meet all provisions, policies and practices as outlined in the current Memorandum of Understanding and/or Manual of Operations. Normally, advance notice of 72 hours is required. Regardless of the number of children in the family, employees can take off up to 40 hours per school year, but not more than 12 hours in any given month of the school year. Employees are required to use vacation, compensatory time off, or time off without pay. Members requesting vacation, compensatory time off, or time off without pay to conduct school activities shall comply with the current policies and/or procedures related to the specific leave being requested; i.e., should the member elect to use banked time for school activities, all provisions for using banked time will apply. The employee is required to give their supervisor reasonable advance notice of anticipated absences for school activities. If both parents work for the same supervisor, the parent who gives notice first is the one entitled to the leave, unless the supervisor approves time off for both parents. Supervisors may request that the employee provide documentation from the school verifying participation in activities on a particular date and time. The exact form of the written verification is at the school's discretion..63 ADMINISTRATIVE UNDERTIME (INCLUDING PLATOON DUTY AMBULANCE PERSONNEL) Departmental policy known as Administrative Undertime, allows members to take time off duty to alleviate a personal emergency when the provisions of other leaves in this section do not apply or are inadequate. EXAMPLES A recurring or continuing family illness that necessitates a member's presence with family for relatively short periods of time; a ruptured water heater or broken water pipe, etc. A. Administrative Undertime must be taken, with permission of the Battalion Commander, in whole hours, not to exceed 24 hours in a calendar month for uniformed members. B. Utilizing administrative undertime creates minus hours that each member is required to work. 1. Uniformed members having a shortage of hours worked must correct that shortage by the final pay period of the calendar year in order to prevent an adjustment of pay from occurring (L.A.A.C. 4.190). 2. A member having a minus balance must correct the negative balance before being eligible to be compensated for overtime worked (L.A.A.C 4.169). C. A member utilizing administrative undertime must notify the Station Commander by the fifth hour off duty as to the anticipated return to duty time. D. A member returning from a leave in which administrative undertime was utilized shall submit an F-225. F-225 Forward As indicated: Division Commander for platoon duty personnel, Bureau Commander for special duty personnel, through channels. Number of Copies One Information Required 1. Date and time off duty and the date and time returned to duty. 2. A complete and detailed statement of the reason for the request. 3/3 LEAVES 13.66 FIRE CHIEF LEAVE A. Leave of absence without pay provided for under Section 7.3 of the Rules of the Board of Civil Service Commissioners and granted by the Fire Chief for a period not exceeding fifteen (15) calendar days. Fire Chief Leave will be requested when members desire time off and they do not have EOD, SOD, and AOD time accrued. Members requesting Fire Chief Leave shall submit an F-225 letterhead. F-225 Forward Normally, 10 days in advance of the date on which the leave is to begin (see note below). To Fire Chief, THROUGH CHANNELS Number of Copies Two Routing Upon approval of the Fire Chief, duplicate returned to the point of origin. Original to Personnel Services Section. Information Required 1. A complete and detailed statement of the reason for the request. 2. A list of inclusive dates and hours of period involved, including scheduled duty days and days off. 3. The date and time of return to duty (0800 and 2000 hours). NOTE Verbal request may be made in extreme emergency when advance notice is not possible. The authority to grant verbal requests for this leave will be delegated to the Bureau Commander during normal business hours and the Deputy Department Commander during other normal business hours. If the verbal request for the leave is granted, subsequent written notification (F-225) shall be submitted. B. Immediately on return to duty, the member's on-duty commander shall forward a PDAS 43 "Duty Certificate.".77 CIVIL SERVICE LEAVE A. A leave of absence without pay for a period exceeding fifteen (15) calendar days granted in accordance with the Civil Service Regulations. Members requesting Civil Service Leave shall submit an F-225 letterhead. F-225 Forward As indicated To Fire Chief, THROUGH CHANNELS Number of Copies Two Routing Upon approval of the Fire Chief, duplicate to Accounting. Original to Personnel Services Section. Information Required 3/3 LEAVES 14 1. A complete and detailed statement of the reason for the request. 2. The first day off duty, the number of days requested and the date that the member will return to duty (0800 or 2000 hours). B. If the request is approved by the Fire Chief, the member will receive the FG-38 (Request for a Leave of Absence), from Personnel Services Section. Member will sign it and return it to point of origin..88 DISCIPLINARY LEAVE A suspension from duty not exceeding 6 months in accordance with Article X, Section 1060, of the City Charter. -50. EXCHANGE OF TIME.01 EXCHANGE OF TIME An agreement between members to trade specific regularly scheduled work periods. Except as noted below, such exchange of time shall involve a minimum duration of 6 hours. A. Exchanges of time shall be arranged and approved on Form F-360. When two members arrange an exchange of time which is not consummated within a single pay period, the "standard hours" shall be adjusted on Form F-351 so that no overtime or undertime accrues. B. Approval of both Station Commanders shall be required. Commanders shall consider operational effectiveness in approving trades. Upon approval of F-360, such time exchanges become regularly scheduled working periods. Members are obligated to work this time. C. If a member is transferred to a new assignment on the same platoon prior to completion of the exchange, the exchange shall be completed on the date scheduled as shown on the approved F-360. D. If the member that owes the time is transferred to a special duty assignment, the exchange shall be completed on the date scheduled as shown on the approved F-360. However, the member assigned to special duty must not use any compensatory time other than an RDO to complete the exchange of time. E. When the second half of trades cannot be completed due to transfers or promotion, the following shall apply: 1. When a promoted or transferred member can no longer pay back a trade, the member scheduled to be off trade maintains the traded day off and the vacancy is filled through normal SOD hiring procedures using the vacant position code. If the date the member is to be off is one of the major holidays listed in 3/3-75.60E of the Manual of Operations, the member shall reschedule the date or secure a volunteer SOD guarantor. 2. When a member can no longer take the second half of a trade off due to his/her own promotion or transfer, the member will accumulate AOD hours in the amount of the trade. EXAMPLE A firefighter assigned to FS-14 "A" (Firefighter Jones) is owed the second half of a trade by a firefighter assigned to FS-14 "B" (Firefighter Smith). Prior to consummating the second half of the trade, Firefighter Jones is transferred to the "B" Platoon. Effective the date of transfer, Firefighter Jones will accumulate AOD hours in the amount of the trade. The member scheduled to work the traded day becomes undertime effective the day the trade was to be re-payed. See F-351 instruction regarding undertime adjustment. F. Once the F-360 has been approved and the dates entered on the F-351, they will become a working responsibility. Upon agreement of the two members involved, and with approval of the Station Commanders concerned, the dates of the second half of the F-360 may be changed. HOWEVER, under no circumstance shall the approved exchange of time between the two members be re-exchanged with another member. If no 3/3 LEAVES 15 part of the trade has been consummated, it may be canceled with the agreement of both members concerned. EXAMPLE If the first half of a trade has been consummated and either member has a valid reason for requesting a change of dates in the second half, (i.e., member who was to be off, was on an I.O.D. leave at the time or it was important for the member scheduled to work to have that time off, etc.,) the dates may be rescheduled if both parties are in agreement. G. Specialized Positions - Members assigned to specialized positions, i.e. Paramedic Assessment Engine Companies, shall exchange time (F-360) with a member of equal qualification. H. All exchanges of time within a calendar year shall be balanced and consummated no later than 0800 hours January 1. I. Limitation on exchanges of time (F-360) are as follows: 1. Monthly Allowance - Each member may be permitted up to 144 hours off duty (F-360) each calendar month. 2. Annual Allowance - Each member may be permitted up to 144 hours off in the calendar year, in addition to the monthly allowance. 3. Special Allowance - In addition to 1 and 2, twice each calendar month each member may be permitted to be off up to 6 hours (F-360). The provisions of 1, 2, and 3 may be exercised jointly or separately, in increments of the member's choosing provided all other provisions of this chapter are adhered to. J. Exchanges of time shall be on a rank-for-rank or grade-for-grade basis, unless otherwise approved by the Bureau Commander. EXCEPTION Where members of unequal rank are assigned to the same position on opposite platoons, such members may be permitted to exchange time and Lead Paramedic/Firefighters, Paramedic/ Firefighters, and Firefighter/Paramedics shall be allowed to trade between grades. K. Upon separation from the Department, any plus balance of "exchange of time" shall be reimbursed at the normal rate of compensation. L. A member may not schedule a trade on any day the member has knowledge that he/she is required to appear in court. Jury Duty on-call status does not constitute a requirement to appear in court, therefore, a member placed on-call for jury duty is not prohibited from scheduling a trade. A member who is summoned to court while on a trade day shall immediately notify the Administrative Battalion Commander. The Battalion Commander will attempt to fill behind the summoned member with a detailed member or give permission to hire behind utilizing the Jury Duty code. The member summoned to court shall be released from duty, with pay, for the period of time necessary to perform the jury service. Any jury attendance fees received by the employee while working a trade day shall be paid to the City and deposited in the General Fund. Every attempt shall be made to release the member with sufficient time to appear in court at the prescribed time. Reasonable travel time will be permitted for the employee to travel to and from his/her place of assignment and the location of the jury duty service. Upon completion of the Jury Duty service, the member shall return to complete the balance of the trade day. 3/3 LEAVES 16.51 TRANS-STATION TRADES Under unusual circumstances, trans-station time exchanges may be allowed as provided in Vol. 2, 3/3-50.01B..68 EXCHANGE OF TIME ON LEAVES No members on any leave will be permitted to work for another member. -75. VACATION.01 DEFINED A leave with pay granted to a member who has served in the Department for one year. The current Memorandum of Understanding #23, which covers all uniformed members below the chief officer rank, provides vacation days for the following terms of aggregate service: Members with at least one year of aggregate service but less than 10 years of aggregate service are entitled to 16 days (8 shifts) of vacation per year. Members with at least 10 years of aggregate service but less than 30 years of aggregate service are entitled to 24 days (12 shifts) of vacation per year. As members complete 10 years of aggregate service they are authorized additional vacation days. This additional vacation shall be scheduled after member's anniversary date as follows: Ten Years Service Number of Additional Total Number of Days Due Completed Days of Vacation Allowance Between Inclusive Dates Jan. 1 - Jan. 22 8 24 Jan. 23 - Mar. 9 7 23 Mar. 10 - Apr. 23 6 22 Apr. 24 - June 8 5 21 June 9 - July 23 4 20 July 24 - Sep. 7 3 19 Sep. 8 - Oct. 23 2 18 Oct. 24 - Dec. 7 1 17 Dec. 8 - Dec. 31 0 16 This additional vacation time shall be scheduled after the member completes his/her tenth anniversary date. Upon completion of 30 years in the aggregate, members shall receive one additional vacation day for a total of 25 days (12-1/2 shifts) of vacation per year. This additional day must be scheduled after the member's anniversary date. All members shall select or be assigned vacation as provided in 3/3-75.60. Service as a member of the Los Angeles Police Department shall be used to compute aggregate service in accordance with Art. 6, Sec. 4.172 (c) 3 of the LAAC. Members in the classification of Firefighter who had previous service in the classifications of Ambulance Driver, Ambulance Attendant, Paramedic I, Paramedic II, or Paramedic III shall receive seniority credit based upon their aggregate years of continuous service in those classifications. Continuous service shall not include any periods where there was a break in service of eight or more consecutive calendar days. A member who has not earned a full vacation will be notified as to the number of vacation days earned. This information will be in the Vacation Seniority Letter prepared by Accounting Services. 3/3 LEAVES 17.06 PERMISSION TO DEFER The Los Angeles Administrative Code authorizes the Fire Chief to defer vacations from one year to the next. The inability to utilize vacation time must be attributed to administrative need, illness, injury, etc. Vacation deferment shall be approved as follows: Battalion Chiefs shall approve Captain II and below. Immediate supervisors shall approve all Chief Officers. To request a vacation deferment, the appropriate officer must approve and forward an F-225, in duplicate to the Accounting Services Section. Either the effected member or the commanding officer may forward the vacation deferment request. The F-225 must explain in full, the reason for the deferment and request permission to reschedule the vacation days in the ensuing year. For members transferred to Accounting Services due to long-term illness, etc., the Accounting Officer will complete the F-225. Approved F-225’s must be on file in the Accounting Office for vacation days to be carried over for any reason. Refer to Los Angeles Administrative Code, Section 4.172. Member’s request for the purpose of preplanned extended vacation will be given consideration by the Fire Chief in accordance with the L.A.A.C. provisions, Section 4.172(b). Approval of vacation deferment does not imply priority of choice in the vacation selection process. Such vacations must be chosen in accordance with provisions outlined in the Manual of Operation. F-225 FORWARD To Accounting Services Section by December 1st, after approval by the appropriate officer. NUMBER OF COPIES Two ROUTING Appropriate Officer to Accounting Services Section, who will return a copy to the effected member. INFORMATION REQUIRED Reason vacation was not taken and request for permission to have vacation rescheduled in the ensuing year..08 CASH COMPENSATION Uniformed members may request cash compensation for earned vacation as follows: 1. Platoon duty personnel must schedule and take at least one segment (3 consecutive shifts) off. 2. Members may work their remaining vacation and receive compensation (refer to F-590 "Work Restrictions"). However, unless otherwise indicated, members will be assumed to be taking their remaining vacation off. It is the member's responsibility to inform the station/unit commander (no later than the 9th day prior to the scheduled vacation) of the member's intent to work his/her remaining vacation. 3. Vacations shall not be changed for compensation purposes; if a vacation day is changed it shall be taken off. 4. Any and all vacation selected during the 1st round of the selection process shall be taken off. 3/3 LEAVES 18.12 VACATION CHANGE Vacations, once assigned, will not be changed because of transfer or other purposes, except for the following reasons: 1. Administrative needs 2. The member's need, providing the requested change does not conflict with established vacation procedures. A. Uniformed members requesting a change in vacation time shall initiate an F-361. Prior to approving a vacation change the approving officer shall contact the Administrative Battalion Commander to ensure the date(s) do not conflict with the maximum numbers off on vacation each day or with the placement of pool personnel. All change requests shall be in accordance with 3/3-75.60. Vacation changes shall be approved as follows: Captains shall approve for ranks subordinate to Captain. Battalion Chiefs shall approve Captain requests. Immediate supervisors shall approve Chief Officer requests. F-361 Forward As indicated To Appropriate Officer Number of Copies One Routing Upon approval or disapproval, original filed in members personal folder. B. Uniformed members not assigned to the Emergency Services Bureau will submit their F-361 for the approval of their Unit Commander or Chief Officer concerned. C. Platoon duty uniformed members may float all but 12 days of vacation per year. Requests to take floating vacation days shall be submitted on form F-361 and shall require a guarantor. By September 1, all days not previously worked or taken off shall be scheduled to be worked, taken off during the remainder of the calendar year, or deferred into the following year, (provided the maximum allowable deferred vacation time is not exceeded). The following days cannot be taken utilizing a floating vacation day: New Years Easter Labor Day Thanksgiving Christmas Eve (24 hours) Christmas Member may utilize a floating vacation day on Independence day but must secure a guarantor. 3/3 LEAVES 19.36 SEGMENTS DEFINED Vacation segments apply only to platoon duty personnel and shall mean one of the listed segments appearing on the published Special Order #2..38 PERIOD DEFINED Vacation periods apply only to platoon duty personnel and shall mean one of the listed periods appearing on the published Special Order #2..40 INDIVIDUAL VACATION DAY DEFINED Vacation leave scheduled during the regular/vacation selection procedure as individual 12-hour days..45 FLOATING VACATION DAY DEFINED All vacation days not scheduled during the regular selection process which normally occurs at the end of the previous year..48 VACATION SCHEDULING - SPECIAL DUTY AND CHIEF OFFICERS A. Uniformed members not on platoon duty will schedule vacations in a manner determined by the Bureau Commander or Chief Officer concerned. B. Vacations for Chief Officers will be scheduled by their Commanding Officer in accordance with Department policy..55 VACATION SELECTION PROCEDURES A. Prepare vacation seniority lists for vacation selection group by applicable ranks and grades. B. Determine vacation liability of each selection group. C. Determine the maximum members allowed off for each platoon on each regular scheduled working day. D. Select vacations..60 VACATION SCHEDULING - PLATOON-DUTY UNIFORMED MEMBERS A. The number of personnel by rank or grade on a platoon within a battalion is the basis for vacation selection; for example: 1. Captain II's by seniority in grade. 2. Captain I's by seniority in rank. 3. Firefighter/Lead Paramedic by seniority in grade. 4. Firefighter/Paramedic by seniority in rank. 5. Staff Assistants - Each Battalion/Division assignment, all three platoons, shall be considered as a separate selection complement. 6. Helicopter Pilots - All pilots certified on all helicopters will select as a group. 7. Helicopter Pilot Trainees shall select as a separate selection group. 8. Battalion Commanders shall prepare seniority lists, by rank (and grade where applicable) of all assigned personnel on their platoon within their battalion. This seniority list will be used for all vacation selections. C. Vacation selection for the year will have all days listed. The number of days available for selection is computed by: 122 days x 2 = 244 (12 hour days). 3/3 LEAVES 20 D. Uniformed members selecting the segments that include Thanksgiving, Christmas Eve (24 hours) or Christmas Day shall secure a work guarantee for that day at least nine days but not more than 60 days prior to starting their vacation. E. Uniformed members selecting individual vacation days on the listed major holidays shall secure a work guarantee at least nine days but not more than 60 days prior to starting their vacation. New Years Thanksgiving Easter Christmas Eve (24 hours) Independence Day Christmas F. Uniformed members who have not earned a full vacation, or those who have vacation in excess of the normal annual vacation, shall be added in accordance with the vacation seniority letter prepared by the Accounting Service Section or the letter which has been approved to carry over vacation days. Add the above together, then add any partial vacation days earned due to completing 10 years of service in the year of selection. G. The maximum number of members permitted off on a single vacation day is computed as follows: Example #1: (Rank of Engineer) Staffing complement 9 Engineers 7 members with 10 yrs. 7 x 24 = 168 days 2 members with less than 10 yrs. 2 x 16 = 32 days Partial vacation days (mid-year anniversary) 3 days Vacation carried over from previous year 0 203 days =.8 Divided by yearly VC days 244.8 would be rounded up to allow 1 Engineer off per day. Using this example, each platoon can have 1 member scheduled for vacation on each regular scheduled working day. Example #2: (Rank of Firefighter) Staffing Complement 33 15 Members with 10 yrs. 15 x 24 = 360 18 Members with less than 10 years 18 x 16 = 288 Partial vacation days (mid-year anniversary) 10 Vacation carried over from previous year 10 Total vacation days for this rank 668 Divide total vacation days by yearly vacation days 668 = 2.7 244 There are 244 - 12 hr. days in a vacation selection year per platoon. Each platoon may have 2 members scheduled each regular scheduled working day. 244 x.7 = 171 days will have three members scheduled each regular scheduled working day. H.Each of the following constitutes one choice: 1 - Four consecutive vacation segments. 3/3 LEAVES 21 2 - Three consecutive vacation segments. 3 - Two consecutive vacation segments. 4 - Two single vacation segments. 5 - One vacation segment. 6 - Two (2) individual vacation days (24 hrs.) 7 - One (1) individual vacation day (12 hrs.) Each of the choices above represent one selection per round. Vacation selection shall be scheduled using the same seniority list and procedure. Platoon duty members must schedule one segment (6 days) of vacation that must be taken off and an additional six days of vacation that may be taken off or worked for compensation per year. All remaining vacation days may be floated. Floated vacation days may be taken at members discretion except as noted in 3/3-75.12. By September 1, all days not previously worked or taken off shall be scheduled to be worked, taken off during the remainder of the calendar year, or deferred into the following year, (provided the maximum allowable deferred vacation time is not exceeded). Note Under no circumstances shall a member be allowed to schedule a vacation day for the purpose of paying back a trade. NOTE For purposes of utilizing floating vacation days, the maximum number of members permitted off on a single vacation day as per 3/3-75.60(G) may be exceeded. Vacation carried over from previous year shall be selected after all members have selected the current year's vacation. Article Sources and Contributors 22 Article Sources and Contributors 3/3 LEAVES Source: http://lafd.info/index.php?oldid=13260 Contributors: PBow, Rshortle3323 Image Sources, Licenses and Contributors Image:F225s8.png Source: http://lafd.info/index.php?title=File:F225s8.png License: unknown Contributors: Rshortle3323 Image:F225s9.png Source: http://lafd.info/index.php?title=File:F225s9.png License: unknown Contributors: Rshortle3323 Image:F225s10.png Source: http://lafd.info/index.php?title=File:F225s10.png License: unknown Contributors: Rshortle3323