Bernalillo County Fire & Rescue Training Requests Policy PDF

**PURPOSE** The purpose of this document is to outline the process that must be followed when a member wishes to attend training that is not a scheduled department rotation or a company training. **POLICY** It is the policy of Bernalillo County Fire and Rescue (BCFR) to encourage our employees to...

**PURPOSE** The purpose of this document is to outline the process that must be followed when a member wishes to attend training that is not a scheduled department rotation or a company training. **POLICY** It is the policy of Bernalillo County Fire and Rescue (BCFR) to encourage our employees to obtain training whether it be formal education or general training to better themselves and to better the department. Understanding that not all training opportunities will be authorized or paid for by the department, each request will be evaluated on a case-by-case basis and approved or denied accordingly. **PROCEDURE** - **Bernalillo County Human Resources (HR) Training** -- Training that is posted on the HR Training Calendar that is not being brought out and presented to the field personnel. Training in which you must go to the Bernalillo County Training Center (or other designated location by HR) and attend the course. - **Specialized BCFR Training** -- Classes such as the BCFR Engineer Certification Course, specialty programs, or other courses that are not open for the entire department, only open to those that meet certain qualifications, requirements, or specific needs of the department. - **Out of State Training** -- Any training that takes place out of the State of New Mexico. - **Outside Agency Training** -- Courses put on by or through agencies such as the New Mexico Firefighters Training Academy (NMFTA) or Bernalillo Office of Emergency Management (OEM), where approval from that agency is required for your attendance. These classes may be held at BCFR or other locations. - **Training/Travel Request Form**-- The form currently located on the Training Division SharePoint site utilized to for approval, denial, and tracking of requested training. - **Webinar** -- Any web-based seminar that is viewed from a computer delivered through the county internet, which will incur a cost. I. **CONDUCT** 1. Personnel approved to attend any training as a representative of the Bernalillo County Fire & Rescue shall conduct themselves in such a manner as to reflect most favorably on the department. Personnel will not act in a way that could destroy public respect, would bring the department into disrepute, or reflect discredit upon the employee as a member of the department. 2. Personnel will not operate Bernalillo County Fire & Rescue vehicles under the influence of alcohol or any other drug. 3. Personnel that are attending training must abide by BCFR Code of Conduct and all applicable BCFR Policies & Procedures and any applicable Bernalillo County Rules & Regulations. II. **REQUEST FOR TRAINING** A. All personnel shall submit a "Training/Travel Request" form for all training requiring approval from the County or Department, such as registration fees, paid status to attend the course, requesting to utilize county equipment, or travel expenses. 1. Courses in which an individual takes their own leave to attend the course does not require a Training/Travel Request form, nor do they need approval from the Department. 2. Intradepartmental training courses, i.e. Training group rotations, do not require a Training/Travel Request form. 3. Where applicable; The SharePoint Training/Travel Request form is to be filled out completely. The form shall be reviewed for completeness and accuracy by the Battalion Commander or higher-ranking direct supervisor. A. Bernalillo County HR Training courses 1. Assigned Classes a. Personnel will be advised if a class is deemed mandatory for them to attend. If this is the case, after registration and acceptance into the class, accommodations will be made so that attendance while on duty or being paid for off duty time will occur. b. Personnel who are assigned HR Training courses do not need to fill out a Request for Travel and Training form for the class. 2. Non-Assigned Classes a. The SharePoint Request for Training and Travel form is to be filled out completely. (See below III. REQUEST FOR TRAINING/TRAVEL form) a. b. Approval is not guaranteed; see Section IV, DENIAL OF TRAINING. B. Out of State Training courses 4. This will have to be approved depending upon location, cost and acceptance. 5. Registration b. The SharePoint Request for Training and Travel form is to be filled out completely. (See below III. REQUEST FOR TRAINING/TRAVEL form) C. Outside Agency Training courses 1. Training that will have a financial impact to BCFR will be evaluated on a case-by-case basis. 2. Registration: c. A "Request for Training/Travel" form must be completed with all necessary documents attached. (See below III. REQUEST FOR TRAINING/TRAVEL form). d. For classes that **do not require a registration fee**, the registration process for that agency should be completed as soon as possible, to assure the best possibility of getting into the class. This can be completed prior to the approval of the training travel request if approved by the Division Chief of Training. e. For classes that **require a registration fee**, this will be a consideration when being approved or denied for the class. As soon as you are approved to take the class you will need to work with the BCFR Finance Administrative Officer to complete registration. 3. Approval/Denial f. Final approval is required from the Deputy Chief of Administration when there is a cost to the department or county. D. Specialized BCFR Training 1. Specifics on eligibility for these courses/classes will be explained in the announcement for the training. This will be done either by email or by Memorandum. 2. Acceptance into internal specialized training will be determined based on: a. The type of training that is being offered. b. Whom the training is targeted (Engineers, Paramedics, Officers). c. Number of openings for the training. d. All eligibility requirements are met. 3. Training for specific teams or specialties must be approved through the team or specialty leader before the request will be considered. E. Webinar 1. If there is a cost associated with the webinar, as many interested observers as possible should attend to make the cost of the webinar worthwhile. 2. Registration g. The SharePoint Request for Training and Travel form is to be filled out completely. (See below III. REQUEST FOR TRAINING/TRAVEL form) III. **REQUEST FOR TRAINING/TRAVEL FORM (RFTT)** B. The RFTT form is accessed through the Fire Academy SharePoint page. C. All fillable areas of the form are to be completed for each training requested. 6. Requests must include detailed descriptions. 7. Non applicable fields are to be filled in with "N/A" D. Filling out the RFTT form 1. Top Section (Required Info) a. Fill out all personal information. b. Course Dates: 1. If the course is local, then the actual dates of the course are to be filled into these boxes (start date, end date). 2. For classes that will be out of the area, which would require you to go a day early or stay a day late, indicate the total time you will be "gone" for the training so that the hotel and meal amounts can be properly accounted for and justified. c. List the name of the course you wish to attend. d. Briefly state your reason for taking this course in the box that states, "Briefly describe and justify this county business". You have to explain the travel justification and how this training will benefit Bernalillo County. 4. Select the Correct Criteria a. In top left corner there will be a box, click on the box and choose the appropriate training venue from the drop-down menu. Please note that the current default is Outside Agency -- (In State) training, you may need to change this to one of the following: 1. Specialized BCFR Training 2. Out of state training 3. Webinar 4. HR Training b. The information needed for each venue will populate with required information for you to fill in to be considered to attend the training. c. Prerequisites 1. List any prerequisites for the course you wish to attend. 2. Copies of prerequisite certifications are to be attached in this area. d. Associated registration fee. 1. If the course has an associated registration fee or has an enrollment flyer the flyer must be attached in this section. e. Vehicle -- For any approved class that you will be paid to attend, and you have requested a County Owned Vehicle (COV) or you have been authorized to use your Privately Owned Vehicle (POV) you must adhere to the Bernalillo County Loss Control Policy. Specifically, section 2 regarding Vehicle Safety. 1. County Vehicle a. Personnel may request a County Vehicle if the training you are attending is out of Bernalillo County jurisdiction and is a requirement for your job. b. Approval will be based on availability and will be assigned through the Logistics Division. c. Special Assignment personnel may use the vehicle assigned to the division for training within the local area.. 2. POV a. Personnel using their POV to go to training outside of Bernalillo County, in which they are getting paid to attend, must have on file a "**Bernalillo County Privately Owned Vehicle Use Form for County Authorized Business" which can be found in the forms section of the "Bernco Insider"( ),** under [Risk Management], and titled "Privately Owned Vehicle". 3. Rental Car a. Car rental is subject to the rules set forth by Bernalillo County Finance Department. b. You must research these options and discuss them with the BCFR Finance Administrative Officer. f. Air Fare 1. Airfare is subject to the rules set forth by Bernalillo County Finance Department. a. Flight cost to attend the National Fire Academy (NFA) is subject to the NFA rules. b. You must research these options and discuss them with the BCFR Finance Administrative Officer. c. Attach a copy of the receipt/cost of the airline tickets g. Hotel 2. Hotels in the area of the class should be researched and discussed with the BCFR Finance Administrative Officer. They will advise which hotel you are able to use. 3. Upon approval, you will need to reserve the room on your personal credit card. 4. Payment will be at the time you attend the class with a "Travel Training Credit Card". a. Getting a "Travel Training Credit Card" requires you to complete the "Credit Card Holder Assessment for Travel" and pass the quiz with a score of 100% to be considered. 1. This has to be done at least 21 days before the class date you have been approved for. 5. Attach hotel reservation and estimated costs. h. Per Diem (Meals) 6. Funding for meals will be calculated and determined by the BCFR Finance Administrative Officer. 7. If you are requesting cost for meals or a "meal ticket," attach documentation here. 3. Commander/Division Chief Review a. Personnel must list their Commander, or for Special Assignment personnel must list their Division Chief, to notify them of the training request. a. If the training request has any financial impact to Bernalillo County, the "Yes" box should be checked. 4. Once all fields have been entered, and the Commander/Division Chief has been selected, select the "Submit Travel and Training Form" button to process the request. IV. **PROCESSING OF REQUEST - APPROVAL** E. Upon submission of the form, it will be routed to the Commander/Division Chief for Review. 8. The Commander/Division Chief will review the form for completeness and accuracy. 9. The Commander/Division Chief must select the "Reviewed" button for the form to move forward. F. Upon review by the Commander/Division Chief, the request notification will be sent to the appropriate next level Chief officer for approval or denial. G. Approval of training request 10. If the request has been approved through the workflow by all Chief officers, the applicant will receive an email stating that the request has been approved. 11. Once it has been approved, you will need to complete any travel accommodations that have been designated in the request 12. Time off for training b. Bernalillo County HR Training 1. Training that is considered mandatory for all members of the department will be scheduled through the Department and will be accomplished either through Bernalillo County's Learning Management System or taught in a fire station or classroom. 2. Personnel wishing to attend classes that have not been assigned by the Department or Supervisor (including Special Assignment personnel) must obtain their own time off in order to attend the training. c. Outside Agency Training 1. Field Personnel must obtain their own time off for any training that is not assigned by the Department or your supervisor. 2. Special Assignment Personnel will be allowed to attend training at NMFTA and other Agencies while on duty if they are: a. Going to be bringing that information back to the department and will be training personnel with the course information. - Training Leave (Code: "TRN") may be granted for Department required (Mandatory) training or training that personnel are being sent to so that they can come back to the Department and train the staff (Train the Trainer classes). b. If you have been assigned into a division, and as a stipulation of being in that division, you must have the class/certification. d. Promotion Process training, 1. Courses required to have before you can participate in Promotional Testing will not be paid for by the department. It is upon the individual to obtain the certifications necessary to qualify for the position to which they are wishing to promote. 13. Finance b. If you are approved to take a class that has a cost attached to it, you will need to contact the BCFR Finance Administrative Officer. 3. You will need to set up an appointment to get all the financial details finalized unless directed otherwise. 4. Failure to do this may result in you not being able to attend the class. c. Bernalillo County Rules and Regulations regarding paperwork, credit card application and use, and post training documentation supersede this Training Request Policy and Procedure. 5. Failure to properly execute paperwork after the class in a timely manner may deny you from receiving proper reimbursement. V. **POST-CLASS** A. All financial documentation must be completed as per the Finance Department policy and procedures. B. Upon completion of all approved training: 1. A copy of the certification will be submitted to the Training Division within 30 days of the course end date. 2. The certification will be uploaded into the department learning management system within 30 days of the course end date. 3. If you did not successfully complete the course, a letter from the administrating agency stating that you did not pass will be required in lieu of a certificate. VI. **PROCESSING OF REQUEST - DENIAL** H. Supervisors may deny training if the training dates interfere with what is going on within the division or there are too many people off in the division. I. Training may be denied if it conflicts with other training objectives of the Department. J. Training may be denied based upon budgetary situation of the Department. K. In the event the request has been denied, the applicant will receive an email advising them that they have been denied for the training. VII. **CANCELLATIONS** A. B. 1. a. 2. 3. VIII. **NO SHOWS** A. 14. REVIEWED/REVISED [06/18/2024] - Updated definitions for various training types (Section I). - Clarified procedures for submitting training requests and approvals (Section II). - Revised process for handling training-related travel and accommodations (Section IV). [10/28/2021] - Complete Rewrite