9/1 GENERAL - Los Angeles Fire Department Library PDF

9/1 GENERAL - Los Angeles Fire Department Library Page 1 of 8 „ Log in or create an account Go „ LAFD Department Library „ Information Portal „ LAFD Homepage „ Fire Prevention „ Manual of Operations „ Recent changes „ Refer...

9/1 GENERAL - Los Angeles Fire Department Library Page 1 of 8 „ Log in or create an account Go „ LAFD Department Library „ Information Portal „ LAFD Homepage „ Fire Prevention „ Manual of Operations „ Recent changes „ Reference Material „ Rules and Regulations „ Library Help „ Send a Comment „ Quick Start Guide 9/1 GENERAL From Los Angeles Fire Department Library Department Library > Manual of Operation > Volume 5 Contents „ 1 9/1-00.00 REPORTS & RECORDS/GENERAL „ 2 -01. GENERAL „ 2.1.01 GENERAL „ 2.1.1.10 REVISIONS „ 2.1.2.20 SUBMITTING REPORTS „ 2.1.3.25 DUPLICATING OF REPORTS „ 2.1.4.30 FORMAT „ 2.1.5.40 FACTUAL CONTENTS „ 2.1.6.50 RECOMMENDATIONS „ 2.1.7.60 NAMES „ 2.1.8.70 CORRECTIONS „ 2.1.9.80 SIGNATURE „ 2.1.10.85 MAIL AND MESSENGER SERVICE „ 2.1.11.90 TRANSMITTAL „ 2.2 -25. FORMS CONTROL „ 2.2.1.01 GENERAL „ 2.2.2.15 FORM DEFINITION „ 2.2.3.20 PERMANENT FORM „ 2.2.4.35 TEMPORARY FORM „ 2.2.5.50 OPTIONAL FORM „ 2.2.6.66 FORM REVISION „ 2.3 -50. PERSONAL RECORD BOOKS „ 2.3.1.01 GENERAL „ 2.3.2.50 WHERE KEPT http://10.1.240.117/library/index.php/9/1_GENERAL 11/20/2012 9/1 GENERAL - Los Angeles Fire Department Library Page 2 of 8 „ 2.4 -75. RECURRING REPORTS, DATES REQUIRED AND DEADLINES „ 2.4.1.01 GENERAL 9/1-00.00 REPORTS & RECORDS/GENERAL -01. GENERAL.01 GENERAL It shall be the duty of all members to be thoroughly familiar with all forms which they may be required to use. A complete supply of these forms shall be kept available for all members required to use them..10 REVISIONS No addition to or elimination of Department records, forms, books, files, etc. will be made without the approval of the Administrative Office..20 SUBMITTING REPORTS Officers will coordinate the preparation of reports to avoid submitting them on identical subjects unless it is necessary to do so. Members shall make special reports on any subject which, in their judgment, requires the attention of a superior. Unusual or extraordinary circumstances affecting the operation of the Department or the welfare of members shall be telephoned through channels without delay. There shall be filed, immediately thereafter, written reports incorporating all essential facts. In the event the immediate superior is not available, the next higher office shall be called. Reports submitted as a result of an investigation shall be forwarded in duplicate along with any pertinent subject matter..25 DUPLICATING OF REPORTS From time to time various reports are written which probably will be of lasting interest to the Department. However, when additional copies are desired thereafter, the master copy cannot be found. Often copies made from other copies are of extremely poor quality. Therefore, to aid in retrieving the original report, the author's name, assignment and where the report will probably be filed (if known) should be in the body of the report, preferably at the end of the last page..30 FORMAT Reports and records shall be: A. Forwarded on form provided. Exception letterhead reports are used when specified, when a formal report is needed, or no other form is provided. The F-225 (red letterhead with boxes) is used for intradepartmental correspondence, which is routed "through channels." The F-233 (red letterhead without boxes) is used for intradepartmental correspondence, including correspondence with the Board of Fire Commissioners, when routing "through channels" is not desired or required. F-228 (black letterhead) is to be used for correspondence directed to elected city officials (Mayor, http://10.1.240.117/library/index.php/9/1_GENERAL 11/20/2012 9/1 GENERAL - Los Angeles Fire Department Library Page 3 of 8 Councilpersons, City Attorney, Controller); correspondence with other governmental agencies (county, state, federal); and the public. B. Typewritten, unless specifically exempted by Bureau policy. An example of an accepted exemption could be an employee resignation letter. Exception with the permission of the Division, Battalion, Section, or Unit Commanders, reports utilized within their specific area of responsibility may be hand-printed. All carbon copies must be legible. C. Limited to one subject. D. Single-spaced (double-spaced between paragraphs)..40 FACTUAL CONTENTS Reports shall contain truthful and accurate statements, with no attempt to glorify or conceal facts..50 RECOMMENDATIONS Officers who make or forward reports shall incorporate recommendations when required by the nature of the subject (refer to 9/1-01.80C for the procedure if the report is disapproved)..60 NAMES For the purpose of uniformity, names in reports shall be written as follows: A. Unless otherwise specified in 9/7-00.00, member's name shall be entered by - Last Name, First Name, and Initial (if any). B. In a long list of names, arrange names alphabetically by last name, first name, and initial (if any)..70 CORRECTIONS Erasures may be made as necessary during the preparation of reports and records with the exception of the journal. When changes or corrections are made to final reports, records and journals, a line shall be drawn through the entry and the correction made in ink above or in the margin. The person making the correction shall initial it in ink..80 SIGNATURE Unless otherwise specifically designated or provided, the following provisions shall apply with respect to signatures on intra-departmental reports: A. Members below the rank of Battalion Chief shall use full civil service name. B. Multiple-copy reports may be signed through carbon, provided all copies are legible. C. Signature indicates approval unless otherwise noted. http://10.1.240.117/library/index.php/9/1_GENERAL 11/20/2012 9/1 GENERAL - Los Angeles Fire Department Library Page 4 of 8 In the case of recommended disapproval of an F-225 by an intermediate officer, the signature shall be preceded by the word "disapproved" and an F-225 cover letter explaining the reason for such recommendation shall be attached to the original copy of such report. In the case of "non-concurrence" with the content of an F-225, intermediate officers shall type "See attached F-225" in their signature block and attach an F-225 cover letter with additional information as appropriate. D. Use of rubber stamp signatures by officers for official communications requires approval of Fire Chief..85 MAIL AND MESSENGER SERVICE A recent decision by the U.S. Supreme Court (Regents of the University of California vs. PERB, April 1988) has established that it is a violation of federal law for employee unions to use an employer's internal mail system to conduct union business. Specifically, any such use of an internal mail system was found to be in violation of the Federal Private Express Statutes which establish the federal postal monopoly. This decision prompted a revision of City Administrative Officer Rule 14 which deals with "Mail and Messenger Services". Items 1 and 2 state: 1. The Department establish controls to ensure that all material forwarded by U.S. mail is directly related to City business and that this material cannot be handled through the City's messenger mail service. 2. The City's messenger mail service is to be used whenever possible, and only for City business. Each department and office shall insure that the messenger mail is not used to transmit the correspondence of unions, employee associations or other private special interest groups..90 TRANSMITTAL Unless otherwise specified, reports and records shall be forwarded in single copy, either flat or loosely rolled. They shall be forwarded, through channels, without unnecessary delay. -25. FORMS CONTROL.01 GENERAL The overall responsibility for the control and maintenance of Department forms rests with the Forms Control Officer, who is the Senior Administrative Assistant in the Manuals and Orders Section..15 FORM DEFINITION For Department purposes a form is a medium of communication that is a printed, typed or reproducible document on which information is to be entered or where data appears for information. Some of the items covered by this definition are letterheads, cards, tags, records, labels, requisitions, etc..20 PERMANENT FORM A permanent Department form is a form with an "F" prefix preceding a number. These forms may have varied retention periods. The form may be reproduced by Department equipment or purchased from City Printing Bureau or a commercial supplier. Permanent forms are proven forms which are helpful in simplifying reports, gathering statistical information, keeping records, controlling receipts, issues, etc. http://10.1.240.117/library/index.php/9/1_GENERAL 11/20/2012 9/1 GENERAL - Los Angeles Fire Department Library Page 5 of 8.35 TEMPORARY FORM Occasionally it will be necessary to "field test" a form before a determination can be made to make it permanent. It will have "Temp" after the form number. The test period of a "Temp" form will be six months or less. If form is to become permanent the "Temp" will be removed. If form is not to be continued, notice to discard the form will be made by the Forms Control Officer..50 OPTIONAL FORM Some forms may be designated as "optional", i.e., their use is left to the discretion of individual officers. However, these forms are optional as to use only, not as to format. Refer to 9/1-25.66 (below) if a revision of an optional form is deemed necessary..66 FORM REVISION Upon determining the need for a new form or a revision of an existing form: A. Immediately notify the Forms Control Officer, who is the Senior Administrative Assistant in the Manuals and Orders Section, through channels, and apprise him of the need. B. Prepare a rough sketch of the proposed form or revision of a form. C. The Forms Control Officer shall submit the new or revised form, through channels, for approval as a permanent form. When approved the Forms Control Officer will assign a form number and print the desired stock and distribute as necessary. -50. PERSONAL RECORD BOOKS.01 GENERAL Entries in Personal Record Books shall be typewritten or neatly printed in ink. Some entries, as indicated, are to be in pencil so they may be changed as necessary to bring the information up to date. Commanding officers shall be responsible for the accuracy and completeness of information contained in books of subordinates under their command. It shall be the subordinate's responsibility to notify his commanding officer of those items affecting the information in his book which are usually reported verbally. Unless directed otherwise on the page itself, filled pages are to be retained in the member's book. When necessary to insert a new page, it will be placed in front of the filled pages..50 WHERE KEPT Personal Record Books of members below the rank of captain shall be kept on file at their places of assignment and entries shall be made by the commanding officer. Officers shall retain their own Personal Record Books and make entries which shall be approved by their Commanding Officers. A. Whenever a member is transferred, his Personal Record Book shall be forwarded through channels to his new place of assignment. B. At time of separation from the Department, the officer having custody of the member's Personal Record Book shall complete necessary entries and forward the book to Personnel http://10.1.240.117/library/index.php/9/1_GENERAL 11/20/2012 9/1 GENERAL - Los Angeles Fire Department Library Page 6 of 8 Services Section without delay. C. At the time of retirement, each member's Personal Record Book will be presented to him as a permanent job record. -75. RECURRING REPORTS, DATES REQUIRED AND DEADLINES.01 GENERAL The following guide shows when commonly used reports are required and when certain events occur requiring the action of members: RECURRING REPORTS, DATES REQUIRED AND DEADLINES TABLE Weekly Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Fire Phone Test- Sunday Outside Bleed Brake Air X Tanks For supplies F- X X X X X X X X X X X X 80 F-973 Equipment X X X X X X X X X X X X X Check Form 5054 Weekly Crew Sunday Time Sheet F-1122 Members Performance Evaluation Report 45 Days Prior to Anniversary Date in Rank F-1132 Officers Performance Evaluation Report 45 Days Prior to Anniversary Date in Rank Library Book X Covers Aid-United Way X Designation http://10.1.240.117/library/index.php/9/1_GENERAL 11/20/2012 9/1 GENERAL - Los Angeles Fire Department Library Page 7 of 8 See 3/1-85.01 F-351 Annual X Time Record F-377 Bi- Monthly Preventive Maintenance X X X X X X X X X X X X X Record End of Each Month F-957 Activities Refer to 0/7- Schedule by 04.00 and to Four Week Batt. Prior to Periods R.P. F-392 Gasoline 5 Days after & Diesel Fuel each month to Report Accounting F-63 Fire Prevention and Refer to Vol. Training 1, 0/7-04.00 Summary After Emergency Refer to Vol. F-902, F-902M, 1, 2/1-56.00 F-902C After Fire Prevention F-63, Refer to Vol. F-173, F- 2, 11/3-90.01 340ABCD RBARNA 08:47, 1 July 2010 (PDT) PBow 23:04, October 16, 2006 (PDT) Retrieved from "http://10.1.240.117/library/index.php/9/1_GENERAL" „ Article | „ Discussion | „ View source | „ History „ What links here | „ Related changes | „ Upload file | „ Special pages „ | Permanent link http://10.1.240.117/library/index.php/9/1_GENERAL 11/20/2012 9/1 GENERAL - Los Angeles Fire Department Library Page 8 of 8 This page has been accessed 998 times. „ Learn more about Los Angeles Fire Department Library | „ Disclaimers | „ Powered by MediaWiki | „ Design by PBow Enterprises http://10.1.240.117/library/index.php/9/1_GENERAL 11/20/2012