3-4-CIVILIANS.pdf

3/4 CIVILIANS 1 3/4 CIVILIANS 3/4-01.01 PERSONNEL PROCEDURES/CIVILIANS -01. ON-DUTY POLICIES.01 GENERAL All civilian employees are subject to working conditions and terms o...

3/4 CIVILIANS 1 3/4 CIVILIANS 3/4-01.01 PERSONNEL PROCEDURES/CIVILIANS -01. ON-DUTY POLICIES.01 GENERAL All civilian employees are subject to working conditions and terms of employment included in the Los Angeles Administrative Code, Sections 4.41 to 4.137; to Civil Services Rules; and to all Fire Department Rules, Regulations, Manual of Operation provisions, Administrative Bulletins, and other procedures and policies not specifically limited to uniformed members of the Department..20 WORKING HOURS Each full-time civilian employee shall be in actual attendance on-duty for a minimum of eight hours on each assigned work day; an eight-hour period shall constitute one working day. A minimum week's work for a full-time civilian employee shall be forty hours, exclusive of those weeks in which legal holidays occur or in which the employee is on leave of absence with pay. A civilian employee shall not be required to work in excess of eight hours on any one day, five days in any one week, or forty hours in any one week, unless extra working time is required to carry on the essential functions of the Department, as directed by the Fire Chief..30 REST PERIODS NON-REPRESENTED EMPLOYEES: Rest periods may be granted to employees when, in the opinion of the concerned supervisor, the employee's duties are such that the granting of rest periods will promote more efficiency and economy in the conduct of City business. A. Rest periods shall be limited to two during a normal tour of duty. No rest period shall exceed fifteen minutes in duration. B. Rest periods shall be scheduled near the middle of each half of the tour of duty. No rest period shall be taken during the first or last hour of any employee's working period. Rest periods shall be taken at scheduled times and may not be accumulated, carried over from one day to another, nor compensated for in any form. REPRESENTED EMPLOYEES: Each employee shall be granted a minimum fifteen (15) minute rest period in each four (4) hour period; provided, however, that no such rest period shall be taken during the first or last hour of any employee's working day nor in excess of fifteen (15) minutes without the express consent of the designated supervisor..40 OVERTIME Overtime is defined as work in excess of 40 hours in any one week, including all absences with pay-authorized by law. Hours worked in excess of eight in any one day will be deemed "overtime hours" only in the event and to the extent that they exceed 40 hours in that week. NOTE Overtime work, whether for accumulated time off or for pay as described below, is regulated by the Administrative Code and provisions of Memoranda of Understanding. Overtime compensation may be limited to straight time rate of pay or equivalent time off where the employee's hourly rate exceeds a specified amount -- $26.34 per hour as of 1-1-95; (See Admin. Code Sect. 4.113 and equivalent MOU Sections). Employees are responsible for familiarizing themselves with the 3/4 CIVILIANS 2 overtime provisions applicable to their classification. A. Compensation for overtime work will normally be made in time off at the rate of time-and-one-half for each hour of overtime worked (except where limited to straight time). No authorization to work overtime shall be granted in excess of 16 hours in any work week, except in cases of emergency. Employees on a voluntary reduced work schedule under Administrative Code Section 4.117 shall not be credited for overtime worked until 80 hours have been worked in the biweekly payroll period. B. Authorization to work overtime for accrued time off must be obtained from the civilian employee's Bureau or Division Commander (where applicable), or a responsible officer designated by the Commander. C. In cases where payment in time off is not practical, cash payment may be requested on an F-225, forwarded by the employee or the employee's Unit Commander through the Administrative Operations Chief Deputy, to the Chief Management Analyst, Administrative Services Bureau. Cash payment, when authorized will be at one and one-half times the normal hourly wage rate for that employee (except where limited to straight time). No cash payment will be made for less than one full hour of overtime work. F-225 Forward As indicated To Chief Management Analyst, through channels. Number of Copies Two Routing Bureau Commander, Administrative Operations Chief Deputy, to Chief Management Analyst, Administrative Services Bureau. Information Required Reason time off cannot be taken in lieu of cash. D. Supervisors are encouraged to be flexible in scheduling work and employee time off to minimize payment of overtime and "banking" of overtime hours. For example, a supervisor may allow an employee needing up to 8 hours of time off in a payroll period for urgent personal business to make up that absence not later than the next succeeding payroll period, or charge the absence against the employee's accumulated vacation on an hourly basis. See applicable MOU provisions and Administrative Code Section 4.112. A second approach is to allow the time off with the employee working the corresponding hours within the pay period as "make-up", for a total of 80 hours for the period. E. Time off may be taken at the request of the employee, subject to approval by the Bureau or Division Commander, or designated supervisor. Time due must be taken within one year of the time worked. If it cannot be taken within that period, the Department may request the City Council to extend this period one additional year or authorize cash payment thereof. Such request shall include the reasons why the time off could not be taken during the prescribed time. Overtime worked or time taken in payment for overtime worked will be reported by the Bureau or Division Commander or designated supervisor to Accounting Services by utilizing Form #5054 Payroll Timesheet and FG-68 Time off/Compensation Request. Refer to Vol. 5, 9/7-00.00. F. Ordinance provisions do not permit the adjustment of work schedules or "excess hours" for the convenience of the employee. Likewise, the working of overtime at the personal convenience or discretion of employees is not permitted by ordinance, nor is overtime warranted when it results from the unique working habits of personnel other than from the need to meet the City's work requirements. 3/4 CIVILIANS 3 For example, a supervisor should be certain that a genuine City requirement exists for overtime work when approving 8 hours of paid time off on one day and a full day of overtime work in the same week that results in the employee accumulating 12 hours of accrued overtime. -07. PROBATIONARY PERIOD.01 GENERAL The probationary period is a continuation of the examination process, following an employee's appointment from a Civil Service eligible list. This probationary period affords an opportunity to evaluate an employee's actual on-the-job performance. No probation is provided for in-paygrade advancement positions unless the appointment is directly from an eligible list. In addition, Civil Service Commission Rules provide that a probationary period cannot be completed in a Temporary Training Position designated under CSC Rule 5.30, such as Paramedic I (2307-1) or Management Aide. The probationary period for most civilian and EMS personnel is six months. (Exception: 12 months for management classes designated by the Civil Service Commission, i.e., Chief Administrative Assistant. (Ref: Civil Service Rule Sec. 5.26). A probationary period will be extended, under Civil Service Rule 5.26, by the entire duration of any absences (except vacation and overtime off) exceeding, in the aggregate, seven calendar days. Supervisors or employees may call Personnel Services Section to request confirmation of an extended probation end-date..05 PROTECTIVE LEAVE OF ABSENCE A regular City employee appointed to another position from an eligible list is considered to automatically be on a protective leave of absence from the previous position during the probation in the new position. (Ref: Civil Service Rule 7.7) -09. EMPLOYEE EVALUATION PROCEDURES.01 GENERAL Evaluation forms will be distributed at the proper intervals to supervisors of civilian employees. Supervisors who believe that evaluations at more frequent intervals than specified below are needed to better document employee job performance should contact the Personnel Services Section for additional forms..10 PROBATIONARY EMPLOYEE The Form F-1134, Probationary Employee Progress Report, shall be forwarded through channels at the completion of each of the following: A. Two months of service. B. Five months of service (for employees serving a six-month probation). C. Eleven months of service (for employees serving a 12-month probation). The five-month and eleven month reports shall be forwarded to reach the Personnel Services Section no later than two weeks before the completion of the employee's probationary period. This form shall be processed in accordance with procedures outlined in Vol. 5, 9/7-00.00, F-1134. 3/4 CIVILIANS 4.20 PERMANENT EMPLOYEE Supervisors shall complete and forward PDAS 28, "Employee Evaluation Report," to reach the Personnel Services Section no later than 30 days prior to the employee's anniversary date. This form shall be completed in accordance with procedures outlined in Vol. 5, 9/7-00.00, PDAS 28. -25. PAY GRADE ADVANCEMENT WITHIN JOB CLASSES.01 GENERAL Certain designated classes within the Fire Department fall under Pay Grade Advancement provisions. Members should refer to Book 53, PGA Procedures. -40. PREMIUM PAY POSITIONS (CIVILIANS).01 SELECTION PROCEDURES It is the policy of the Fire Department to select civilian employees for assignment to premium pay positions on the basis of merit. Such assignments will be made in accordance with the procedures below..25 NOTIFICATION OF APPLICANTS All qualified civilian employees are to be notified and given equitable consideration in filling positions for which salary premiums are provided, i.e., remote data entry/recall, word processing duties, etc. Applications will be evaluated for demonstrated performance where practical, ability, potential, and seniority..40 APPLICATION PROCEDURES A. When a vacancy occurs that qualifies for a salary premium, each Department employee in the classification concerned will be notified of the vacancy in writing by the Administrative Services Bureau. B. The written notification will include the location of the vacancy, who to contact, the telephone number to call, a brief description of the hob duties and responsibilities and the deadline for requesting an interview. C. Interested members will have five working days to request an interview by calling the number provided. Interested employees must submit a Form 18-A transfer request, through channels, to the supervisor of the vacancy at least one working day before the date of the interview. Instructions for completing form, refer to Volume 5, 9/7, F-18A (Civilians)..50 SELECTION PROCESS A. Interviews will be conducted by the immediate supervisor of the premium pay position and one additional employee designated by the Bureau or comparable Commander. B. Interviews may be conducted for both Department employees and certified eligible list candidates simultaneously. C. Interview raters will forward to the Administrative Services Bureau an F-225 Red Letterhead containing the name of a selected candidate for processing of reassignment or appointment from a certification of eligibles. Raters will also state the number of candidates interviewed and the job-related criteria for selection. Criteria include: 1. More job-related experience in the Department of particular work assignments. 2. Job-related experience attained outside City service. 3. Overall ability necessary to perform particular duties or responsibilities. 4. Better preparedness acquired through education or past experiences. 5. Length of employment in the Department. 3/4 CIVILIANS 5.60 REASSIGNMENT PROCEDURE A. The supervisor of the position the selected employee will vacate shall follow the instructions for initiating the Form F-18 Transfer of Personnel (Civilian). B. The selected employee's current and future supervisors shall work together to establish a mutually agreeable effective date for the reassignment. -45. STUDENT WORKER AND STUDENT PROFESSIONAL WORKER.01 PURPOSE Both classifications provide exposure to City career opportunities for full-time college students who after graduation may consider City employment..20 POSITION AUTHORITIES Positions used are unfunded substitute authority positions. They are not regularly assigned to specific offices but may be approved for filling temporarily where and when needed based on current and projected work load..30 DUTIES The tasks assigned both classifications should require and allow for judgment and discretion consistent with individual employee education, experience, and demonstrated ability. Supervisors should avoid assigning routine filing, typing, etc., as much as possible..40 CANDIDATES A. Both classifications require candidates to be full-time college students enrolled in at least 12 semester units or the equivalent. Candidates may be nominated who are on the "break" between semesters when enrolled for the following semester. B. Student Worker requires lower-division college standing (freshmen/sophomore). C. Student Professional Worker requires upper-division standing (junior, senior) or graduate level enrollment..50 HIRING A. Positions in these classes are exempt under Charter Section 111 from Civil Service Commission Rules. Employees in these positions may not work more than half-time and their salary may not exceed three-quarters of the monthly rate for entry-level clerical positions. That salary level is accepted to be the fifth step rate for classification of Clerk. B. An office supervisor may request assignment of a Student Worker/Student Professional Worker position to their office by submitting an F-225, through channels, to the Fire Chief. 1. Determine by calling Personnel Services Section whether any positions are available for use. 2. Information required in F-225: a. The reason the part-time additional staffing is needed. b. How long the need for additional staffing will exist. c. What steps will be taken regarding the work to be performed by the part-time employee in terms of requesting regularly funded position authority through annual budgeting procedures. 3/4 CIVILIANS 6.60 WORK SCHEDULE A. The normal work schedule of a Student Worker/Student Professional Worker is not expected to exceed 40 hours per payroll period (half-time). B. As an exception to Charter-exempt part-time employment, these employees may work full-time during summer vacation and school Christmas and Spring recesses. To be eligible for full-time work, employees must be moved from an exempt appointment to an emergency appointment in payroll records. 1. Full-time work is expected to be for relatively short periods. The maximum duration of any emergency appointment is 240 calendar days. 2. Requests to allow individuals to work full-time are to be submitted by F-225, through channels, to the Personnel Services Section. Personnel Services should be contacted for preliminary information prior to beginning the letter of request. -50. TIME OFF.01 LEGAL HOLIDAYS The term "legal holiday", used in connection with working hours of civilian employees, except ambulance personnel, shall be limited to the following (L.A.A.C. 4.119). Holidays are 8 hours. Days designated as holidays by proclamation of the Mayor with concurrence of the Council. New Year's Day Martin Luther King, Jr. Birthday (the third Monday in January) Washington's Birthday (the third Monday in February). Memorial Day (the last Monday in May). Independence Day. Labor Day (the first Monday in September). Columbus Day (the second Monday in October). Veteran's Day (November 11). Thanksgiving Day. The Friday following Thanksgiving Day. Christmas Day. The last four (4) hours of an employee's assigned work shift preceding Christmas Day. 1 - "Unspecified Holiday" When any legal holiday as identified above falls on a Saturday, the preceding Friday shall be considered as a holiday. When any legal holiday falls on a Sunday, the Monday following shall be observed as the holiday. EXCEPTION Those employees who are required to work on any legal holiday shall be allowed a day off in lieu of such holiday. Holidays declared by proclamation of the Mayor shall not be deemed to advance the last working day before a holiday for the purposes of computing additional time off. EXAMPLE: Christmas Day occurs on Saturday. The Mayor proclaims Friday, December 24, as a holiday. Employees are not entitled to an additional four hours holiday on Thursday, December 23. Employees who are absent on "Leave without pay" both the day preceding a holiday and the day following a holiday will not be paid for the holiday. However, if an employee is present or on leave with pay on either the day preceding or following a holiday, they will be paid for the holiday. For any legal holiday which results in time off with pay for employees working the normal Monday through Friday workweek shall be entitled to 3/4 CIVILIANS 7 such day off at regular pay or a subsequent day off at regular pay or in lieu of the holiday. Such day off in lieu of the holiday must be taken within one year following the day on which the holiday occurred, otherwise the right to such day off shall be lost. Employees who are scheduled to work other than the Monday through Friday work week, see Administrative Code 4.119 I..10 HOLIDAYS-EMS Members assigned to platoon duty shall have holidays scheduled in accordance with procedures established in Manual Section 3/1-90.70..20 VACATION: DEFINED A leave with pay granted to an employee who has completed 12 consecutive months of service with the City. Members with more than 1 and less than 5 years aggregate service (L.A.A.C., Section 4.245) are entitled to 10 working days (80 hours) of vacation. Employees with 5 years or more and less than 17 years aggregate service are entitled to 15 working days (120 hours) vacation in accordance with their length of service. In addition each member will receive additional vacation credits on the following basis: Years of Additional Annual Service Vacation Days (8 hours) Completed 13 1 14 2 15 3 16 4 Employees with 17 years service are entitled to 20 working days (160 hours) vacation. In addition, each member will receive additional vacation credits on the following basis: After completion of 18 years of service, each employee shall be entitled annually to 21 working days (168 hours) vacation. After completion of 19 years of service, each employee shall be entitled annually to 22 working days (176 hours) vacation. After completion of 30 years of service, each employee shall be entitled annually to 23 working days (184 hours) vacation. Accounting Services shall notify all members who accrue any additional vacation during any given year. After the first full year of employment the employee accrues 5/6 of a vacation day (6 hrs. 40 min.) per month..22 VACATION SCHEDULING Civilian personnel will be scheduled vacations in a manner determined by the Bureau Commander or Chief Officer concerned. (Refer to L.A.A.C. Sec. 4.250).23 ADMINISTRATIVE UNDERTIME A Departmental policy allowing civilian employees to take time off to alleviate a personal emergency when the provisions of other leaves in this section do not apply or are inadequate (L.A.A.C. 4.112). This would include such things as recurring or continuing family illness that necessitates an employee's presence with family for relatively short periods of time. Civilian personnel may take Administrative Undertime, not to exceed eight hours in any one payroll period, based on the following provisions: 3/4 CIVILIANS 8 1. Time taken must be made up in full not later than the end of the next succeeding payroll period. 2. Time taken and not made up will be charged against the employee's accrued and unused vacation credits on an hourly basis. 3. No compensation for overtime, whether in cash or in time off, shall be allowed for work performed during any calendar week unless during said week an employee shall have worked 40 hours, excluding overtime work but including all absences with pay authorized by law (L.A.A.C. 4.112)..30 ILLNESS OR INJURY ON DUTY An employee incapacitated for duty because of an illness or injury incurred as a result of such duties is entitled to 90% of base pay, up to one year for each injury, subject to all deductions except income tax. Hospital and medical expenses are paid from the Worker's Compensation Fund. Refer to Vol. 2, 3/5-90.00..33 SICK LEAVE/ILLNESS OR INJURY NOT ON DUTY The following amounts of sick leave are added to employee records annually at the start of the pay period that includes January 1: Percentage Hours 100% pay 96 hours 75% pay 40 hours 50% pay 40 hours The following chart represents the amount of sick leave that can be accumulated as of the first day of the pay period that includes January 1 annually (L.A.A.C. 4.126): Maximum Accumulation 100% sick leave 100 days 75% sick leave 100 days 50% sick leave 100 days To qualify for paid sick leave, employees entering City service on or after January 1, 1977, must complete six consecutive months of service without being absent without pay for more than a total of ten working days. At the completion of the qualifying period, the employee will accrue one day of 100% pay sick leave and will accrue one additional day of 100% pay sick leave at the end of each subsequent month until the beginning of the pay period that includes January 1, following the qualifying period. At that time the employee will accrue sick leave as provided for employees hired before January 1, 1977. All unused 100% sick leave accumulated over 100 days shall be paid for at 50% of the current salary rate as soon as practicable following the end of the calendar year. Upon retirement, the employee shall be compensated for any unused balance of 100% sick time accumulated by the end of the previous calendar year. The employee shall be paid at 50% of the rate in effect at time of retirement..35 ILLNESS OR DEATH IN IMMEDIATE FAMILY OR PREVENTIVE MEDICAL LEAVE Verbal request for time off shall be made by employee to their immediate supervisor. A. ILLNESS IN IMMEDIATE FAMILY: 1. Unless otherwise provided in Paragraph #2 (below), up to a maximum of five days sick leave in any calendar year shall be granted for illness in the employee's immediate family. Time taken for illness in the family will be deducted from the employee's full-pay sick leave. 3/4 CIVILIANS 9 2. An employee may use up to 12 working days per calendar year of sick leave at full pay for family illness where it is authorized by the employee's Memorandum of Understanding or by the Administrative Code for non-represented employees. Adoption of a child will be a permissible 12-day family illness use of sick leave. For definition of "immediate family", see the appropriate Memorandum of Understanding for the employee involved. Specific MOU's include "domestic partner" in the definition of immediate family. For an employee to declare a domestic partner for the purpose of this section, they must have a confidential affidavit on file in the Personnel Department's Employee Benefits Office. Officers needing to verify that an employee has an affidavit on file may call the Personnel Department at 485-2048. Upon return to duty, forward an FG-68. Verification of illness of a member of the immediate family may be required by an employee's supervisor. This verification, if requested, shall consist of a statement by the treating physician that the employee was required to be absent from their work assignment due to the illness of a family member. The verification shall accompany the Form General 68. If verification is not requested, the supervisor shall approve and forward the Form General 68. B. DEATH IN IMMEDIATE FAMILY: A leave of absence for a maximum of three working days for each occurrence shall be granted, if death occurs in the immediate family. This is subject to the approval of the appointing authority (L.A.A.C. 4.127.1). For purposes of this section, simultaneous multiple family deaths will be considered as one occurrence. For definition of "immediate family", see the appropriate Memorandum of Understanding for the employee involved. Specific MOU's include "domestic partner" in the definition of immediate family. For an employee to declare a domestic partner for the purpose of this section, they must have a confidential affidavit on file in the Personnel Department's Employee Benefits Office. Officers needing to verify that an employee has an affidavit on file may call the Personnel Department at 485-2048. Employees are to review their Memorandum of Understanding for any changes from the family relationships covered by L.A.A.C. 4.127.1. Upon return to duty, forward an FG-68 with proof of need attached. Verification of death 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: Unless otherwise provided in D below, eight hours per calendar year may be allowed to secure preventive medical treatment for the employee. Time taken for preventive medical reasons will be deducted from the employee's full pay sick leave. (L.A.A.C. 4.126 d) D. Up to 16 hours of 100% pay sick leave may be used to secure preventive medical treatment for the employee and for members of the employee's immediate family if provided by the employee's Memorandum of Understanding. E. Upon return to duty, forward an FG-68. If possible, verbal requests for preventive medical leaves should be made prior to the date of need. Verification of leave for preventive medical reasons shall consist of a statement by the treating physician regarding proof of illness or disability, including work restrictions from the employee's treating physician, as to the employee's ability to return to work and whether the employee faces any functional restrictions as a result of the illness, injury or medical condition, and what those restrictions or limitations are. 3/4 CIVILIANS 10.36 EMPLOYEE ASSISTANCE PROGRAM CIVILIAN EMPLOYEES All civilian employees may obtain services under an Employee Assistance Program (EAP). Services are free and confidential. Refer to the EAP Policy Statement on the Supervisor's Guide in the Bulletin's Manual. Information may also be obtained by telephoning the Personnel Services Section, Ext. 5-6077, or the Personnel Department's EAP Coordinator at (213) 237-0293 or Ext. 7-0293..37 SICK LEAVE MONITORING AND REDUCTION: CIVILIAN EMPLOYEES A. 1. Use of paid sick leave by civilian personnel will be monitored under Ordinance provisions to reduce use of paid sick leave for inappropriate purposes. See Administrative Bulletin No. 26. The Personnel Department will report quarterly the names of Fire Department employees whose use of paid sick leave reaches or exceeds the following criteria: Six (6) incidents of paid sick leave usage within the past 12 months and more than 72 hours of paid sick leave usage; OR Twelve (12) incidents of sick leave usage within the past 12 months REGARDLESS of the total hours of sick leave used. 2. An incident of use of paid sick leave begins when an employee does not report for work, or leaves work early, because of personal or family illness, or to obtain preventive medical treatment or examination. An incident ends when the employee returns and works a full day. An incident can be comprised of a partial day, a full day, multiple days, or consecutive combinations thereof. B. Throughout the year, supervisors are to record employee sick leave usage and reasons on the Employee Sick Leave Log, F-168-B. C. Sick Leave Usage Reports and Supervisor's Attendance Counseling Report (SACR), F-168-A will be sent quarterly to supervisors through channels by Personnel Services Section for each employee meeting or exceeding attendance review criteria. Each supervisor will review the Employee Sick Leave Usage Record and determine whether: 1. No action is required because the sick leave used was appropriate; or 2. Counseling regarding sick leave usage is required; or 3. Physician's Certificate (F-168-C) or Medical Information Certificate/Release (F-168-D) will be required for future sick leave; or 4. Disciplinary action is required. D. If counseling or discipline are required the supervisor shall: 1. Review available attendance data and meet with the employee for counseling or discussion. 2. Complete the Supervisor's Response Attendance Review Report form including the Supervisory Attendance Counseling Review (SACR) form on the back if needed. For form instructions to F-168-A, see Administrative Bulletin #26. E. When use of sick leave has not improved after counseling and several warnings, or any time if there are questions about the employee's absence, the employee can be notified in writing that one of the following is being required to document the need for sick leave: (See Administrative Bulletin No. 26) 1. F-168-C PHYSICIAN'S CERTIFICATE This must be completed by the treating physician on the first day of illness and presented to the supervisor on the first day back at work. It may be required for any single incident of sick leave. 2. F-168-D MEDICAL INFORMATION CERTIFICATE/RELEASE This can be requested where the Physician's Certificate, F-168-C, does not provide sufficient information for the supervisor to approve pay for sick leave. The employee must have the form completed by the treating physician on the first day off duty. The form instructs the physician to return it for determination of pay for sick leave by the Personnel Department Medical staff. The 3/4 CIVILIANS 11 employee must sign the Medical Release. The supervisor may require the Physician's Certificate, F-168-C, or the Medical Information Certificate/Release, F-168-D, either during the absence or following the employee's return to duty. F. In reviewing sick leave usage reports, supervisors will also note the employees using the fewest hours of paid sick leave and make that accomplishment known within the work group as a positive form of encouragement to other employees. G. Employees have the opportunity to retain the white (employee copy) of the FG-68, Time Off/Compensation Request, completed for each usage of paid sick leave, to record the reason for sick leave use for reference if supervisory counseling or discussion occurs..38 OTHER LEAVES All civilian personnel requesting Fire Chief, Civil Service and Military Leaves shall be subject to the regulations and procedures as specified in applicable sections of 3/3-25.00. The PDAS 43 shall be initiated by the employee's supervisor upon return from the leave..40 JURY DUTY - CIVILIAN PERSONNEL All civilian personnel who are summoned for and while actually qualifying for and serving on jury duty, are entitled to their regular salary, provided that any attendance fees, except those for jury service performed on holidays or regular days off, are turned in to the Payroll Unit, Accounting Services Section, Headquarters, for deposit in the General Fund of the City. (L.A.A.C. 4.111) Employees shall not waive their right to receive jury attendance fees from the courts. Members placed "on-call" for jury duty do not receive time-off with pay unless they are requested to appear in the court house. Prior to reporting for jury duty, employees will contact the Payroll Unit and be guided by their instructions regarding payment of jury service fees to the City. Mileage fees paid for jury attendance shall be retained by the employee concerned. The following documents shall be sent to the Payroll Unit to complete a member's jury duty attendance record: 1. Summons for Jury Duty Service. 2. Employees' personal check made payable to the City of Los Angeles for the amount of the daily jury fee multiplied by the number of days of attendance in the court house which would otherwise be regularly scheduled work days. 3. Verification of attendance as provided by the court in response to the employee's request. Verification of being "on call" will not be accepted for the purpose of granting jury duty leave with pay. Should an employee fail to forward verification to the Payroll Unit within a reasonable time, the member will be placed off duty leave no pay for the time the member was absent due to their jury service..50 JURY DUTY POSTPONEMENT OR EXCUSE - ALL COURTS Members called for jury service in Los Angeles County Superior Court and Municipal Court can contact the Courts' Juror Telephone Center at (800) SRV-JURY or (800) 778-5879. General juror service information is available 24-hours a day. Employees may postpone jury service by calling the Telephone Center Monday through Friday, 0600-2400 hours, and Saturday, 0800-1700 hours. Employees desiring postponement of jury service can tell the Juror Telephone Center at (800) SRV-JURY or (800) 778-5879 for a continuance of 60-90 days to minimize personal inconvenience. A new juror may postpone service up to 180 days from the original summons date through the Telephone Center. In extreme circumstances service can be postponed for up to one year from the original date of summoning by calling the Jury Supervisor's telephone number appearing on the summons. There is no need for written communication for deferrals of service. Excuse from jury service is possible for key executives and managers who are central to day-to-day operations of the Department or who are indispensable to a particular project at the time of summoning. Such persons may qualify for an excuse depending on the hardship. Requests for excuse must 3/4 CIVILIANS 12 be in writing, must state in detail the reason the excuse is requested, and must be signed by the employee who has been summoned. The employee concerned is responsible for writing the letter requesting excuse. Jury service is a matter between the employee and the Court. Excuse from jury service or deferment to a later time must be requested by the individual concerned..60 BLOOD DONATIONS The Department may permit an employee to take time off with pay to donate blood or donate blood for bone marrow testing. Up to one hour with pay will be allowed to donate at a work site donation drive, and up to two hours to donate at a non-work site location. Employees who request time off for this purpose must submit verification from the American Red Cross or other recognized donation organization that they have donated. -60 FAMILY LEAVE.10 GENERAL Family leave is available to all employees. A family leave will be approved for a maximum of four months. Family leaves 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. NOTE Employees whose Memorandums of Understanding (MOU) do not contain provisions for family leave are covered under the provisions of State and Federal family leave law. These employees should contact Personnel Services or the Employee Relations Office for information on family leave rights. 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 employee's MOU or the Administrative Code for non-represented employees. 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 time to which both are entitled is limited to the time normally allowed for only one employee. Employees should consult their MOU or contact the Personnel Services Section or the Employee Relations Office to determine if these provisions apply to them. 3/4 CIVILIANS 13.20 CONDITIONS FOR APPROVAL 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. 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". 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. 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. Under certain circumstances, an employee may also be eligible for pregnancy disability leave under provisions of the State's Pregnancy Disability Leave Act. If a medical need exists that necessitates that an employee take a significant amount of time off prior to the birth of her child, the employee should contact the Personnel Services Section or the Employee Relations Office for information regarding benefits that may be available under the State Act. Note Any other compensatory time may be used under 1.b, 2.b, and 3.b, at the employee's discretion. 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 the 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. 3/4 CIVILIANS 14.30 REQUESTING 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.) 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 a request for 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-C) Attached to the request 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. 3/4 CIVILIANS 15.40 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 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..50 RETURN TO DUTY An employee is to return to full duty on the date specified on the employee's leave request unless a request has been submitted and approved for additional time off. NOTE: Consult Administrative Bulletin #17 for additional information on family leave. -75. TRANSFERS OF PERSONNEL.01 INTER-DEPARTMENTAL TRANSFER A civilian employee of the Fire Department desiring to transfer to another City Department should refer to Civil Service Commission Rule 6 for guidance..12 INTRA-DEPARTMENTAL TRANSFER Any civilian employee who wishes to transfer from their present assignment to another unit within the Department may transfer only to a position in the Civil Service class in which the employee is currently employed. Intra-Department transfer and requests for transfers shall bear no detrimental reflection on the requesting employee, the employee's supervisor, or employee's position; nor should it be assumed that the employee's request for transfer indicates dissatisfaction with their present job. The request for transfer will be considered a positive action to broaden the employee's experience to diversified fields, thus increasing their overall value to the Department..25 REQUEST FOR TRANSFER (INTRA-DEPARTMENTAL) Any civilian employee who wishes to transfer to another unit within the Department shall complete and obtain approval on an F-18A, "Request for Transfer" in triplicate, in accordance with the corresponding Form Instructions in Vol. 5, 9/7-00.00, F-18A (Civilians)..50 SUPERVISOR'S RESPONSIBILITY When a civilian employee wishes to transfer to another unit in the Department, the employee's immediate supervisor shall do the following: A. Discuss the merits of the request to determine whether the transfer would be beneficial to the employee, to the particular units in question, and to the Department as a whole. B. Sign the F-18A in the appropriate place and recommend approval or disapproval of the transfer. Other comments are optional. Forward the completed document in accordance with Form Instructions. When a position vacancy is created within a Unit, the unit Supervisor shall do the following: A. Consider filling the position by referring to any transfer requests employees may have on file. 3/4 CIVILIANS 16 B. If the position cannot be filled by Intra-Department transfer, request by F-225 through channels that the Personnel Services Section initiate action to acquire a new employee. F-225 Forward As indicated To Bureau Commander, through channels Number of Copies One Routing Bureau Commander to Personnel Services Section Information Required Reason for vacancy and requirements of position -80. TERMINATION OF SERVICE.01 RETIREMENT APPLICATION INFORMATION Civilian employees planning to apply for retirement should contact Personnel Services Section not less than 30 days, nor more than 60 days, in advance of their intended retirement date to request a copy of retirement application procedures pamphlet. This pamphlet describes the steps each retiring civilian employee must accomplish, the offices they must or may wish to visit, the processing of records and the time involved in receiving their first check from the City Employees' Retirement System..10 EXIT INTERVIEWS Civilian employees who plan to leave the Department by transfer, promotion, resignation, retirement, etc. will be scheduled for an exit interview. The interview will be conducted before the employee leaves the Department by an office outside the employee's chain-of-command. It will be an opportunity for the employee to discuss their work experience candidly and offer constructive suggestions management can use to improve or establish alternative work procedures, training, etc. -85. GRIEVANCE PROCEDURE FOR NON-REPRESENTED EMPLOYEES.01 GRIEVANCE PROCEDURE The following grievance procedure is intended for use by all employees of the Fire Department who are not represented by recognized employee organizations having a Memorandum of Understanding with the City of Los Angeles. A. Definitions A grievance is defined as any dispute concerning the application of Departmental rules and regulations governing personnel practices or working conditions over which the Fire Chief has jurisdiction. B. Responsibilities and Rights 1. Nothing in this grievance procedure shall be construed to apply to matters for which an administrative remedy is provided by the City Charter. Where a matter within the scope of this grievance procedure is alleged to be both a grievance and an unfair labor practice under the jurisdiction of the Employee Relations Board, the employee may elect to pursue the matter under either the grievance procedure herein provided, or by action before the Employee Relations Board. The employee's election of either 3/4 CIVILIANS 17 procedure shall constitute a binding election of the remedy chosen and a waiver of the alternative remedy. 2. No grievant shall lose his/her right to process a grievance because of management-imposed limitations in scheduling meetings. 3. The grievant has the responsibility to discuss the grievance informally with his/her immediate supervisor. The immediate supervisor will, upon request of a grievant, discuss the grievance with the employee at a mutually satisfactory time. The grievant may be represented by a representative of his/her choice in the informal discussion with the immediate supervisor, and in all formal review levels. The employee and the employee's representative (if any) shall be allowed a reasonable amount of City time to present the grievance. 4. The time limits between steps of the grievance procedure provided herein may be extended by mutual agreement, or by mutual agreement, the grievant and management may waive two levels of review from this grievance procedure. C. Procedure Step 1 - Informal Discussion The grievant shall discuss his/her grievance with his/her immediate supervisor on an informal basis in an effort to resolve the grievance and said grievance shall be considered waived if not so presented to the immediate supervisor within 10 calendar days following the day during which the event upon which the grievance is based occurred. The immediate supervisor shall respond within five (5) calendar days following his/her meeting with the grievant. Failure of the immediate supervisor to respond within such time limit shall entitle the grievant to process his/her grievance at the next step. Step 2 - First Level of Review If the grievance is not settled at Step 1, the grievant may serve written notice of the grievance on a form provided by the department, upon the person designated to review the grievance at Step 2 within seven (7) calendar days of receipt of the grievance response at Step 1. Failure of the grievant to serve such written notice shall constitute a waiver of the grievance. If such written notice is served, said person shall meet with the grievant, and a written decision or statement of the facts and issues shall be rendered to the grievant within 15 calendar days from the date of service. Failure of Management to respond within such time limit shall entitle the grievant to process his/her grievance at the next level of review. Step 3 - Second Level of Review If the grievance is not settled at Step 2, the grievant may serve written notice of the grievance on said form upon the person designated to review the grievance at Step 3 within seven (7) calendar days of receipt of the Step 2 grievance response. Failure of the grievant to serve such written notice shall constitute a waiver of the grievance. If such written notice is served, said person shall meet with the grievant, and a written decision or statement of the facts and issues shall be rendered to the grievant within 15 calendar days from the date of service. Failure of Management to respond within such time limit shall entitle the grievant to process his/her grievance at the next level of review. Step 4 - Department Board of Review (Third Level of Review) If the grievance is not settled at Step 3, the grievant may serve written notice of the grievance on said form to a Department Board of Review within seven (7) calendar days of receipt of the Step 3 grievance response. Failure of the grievant to serve such written notice shall constitute a waiver of the grievance. The Department's Management Representative will provide the grievant a list 3/4 CIVILIANS 18 containing the names of all the Bureau Commanders and the Director of Systems. The grievant shall choose three from the list to comprise the Board of Review. NOTE The Emergency Operations Chief Deputy or Administrative Operations Chief Deputy shall not be included in the listing. If such written notice is served, said Board of Review shall meet with the grievant, and a written decision or statement of the facts and issues shall be rendered to the grievant within 15 calendar days from the date of service. Failure of Management to respond within such time limit shall entitle the grievant to process his/her grievance at the next level of review. Step 5 – Fire Chief Review (Fourth Level of Review) If the grievance is not settled at Step 4, the grievant may serve written notice of the grievance on said form to the Fire Chief or designee within seven (7) calendar days following receipt of the grievance response at Step 4. Failure of the grievant to serve such notice shall constitute a waiver of the grievance. If such notice is served, the grievance shall be heard by the Fire Chief or designee. The Fire Chief or designee will afford the parties an opportunity to present oral and/or written arguments on the merits of the grievance and shall render to the grievant a written decision within 30 calendar days from the date said arguments were submitted. This decision shall be final and binding. Article Sources and Contributors 19 Article Sources and Contributors 3/4 CIVILIANS Source: http://lafd.info/index.php?oldid=11268 Contributors: 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