admin-19.pdf

HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: ADMINISTRATIVE – 019 January 1, 2022 NIMS...

HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: ADMINISTRATIVE – 019 January 1, 2022 NIMS COMPLIANT SOG Title: Sick Time Usage Revision: 4 APPROVED BY: NUMBER OF PAGES: Re-evaluation Date: Alan Wax January 1, 2024 Fire Chief 4 PURPOSE The Department's success depends in large part upon the attendance of each of its employees. You have an important job toward the delivery of emergency service to our customers. Unnecessary and unexcused absences, therefore, are undesirable because they affect not only departmental operations but also the way in which fellow employees are able to do their jobs. It is important to have a uniform attendance policy to avoid any misunderstandings. DEFINITIONS POLICY The Department requires and expects all employees to work according to normal schedules. It is equally important for employees to arrive at work at the proper time. The Department will periodically analyze sick time usage to determine any pattern of misuse of this benefit and to assess the departmental averages that have occurred monthly, quarterly and annually. Sick leave may be used for the employee's own illness, non-duty related disability, pregnancy delivery, off duty injury of an employee, quarantine of an employee, or for serious illness, disability or injury in the immediate family requiring the employee to remain at home and only when no one else is available. Employees using sick time are required to call the Shift Commander on the dedicated sick time call- in phone at 847-252-5858 and if possible, are encouraged to do so at least two (2) hours prior to the start of his/her shift to provide the information requested on the Sick Time Call-In Log. Employees may be contacted by command personnel per the procedures below. PROCEDURE It shall be the responsibility of the Shift Commander to monitor all personnel under their command in regard to sick time usage, to inform staff and meet with any member of their shift that has over three (3) occurrences of sick leave per evaluation period. A sick leave occurrence is the uninterrupted absence due to illness or injury, which can cover any number of hours or days. The 1 Shift Commander may, at his/her discretion, contact personnel who have called in sick to verify/determine employee's well-being, expected return to duty date, and other information as required by the Sick Time Call-In Log. Should an employee make personal contact with the Shift Commander, it may not be necessary for the Shift Commander to make a follow-up call. It shall be the responsibility of all officers to emphasize the purpose of the sick time policy and the necessity of having all Firefighters on duty. In cases of suspected misuse or abuse of this benefit, the Department may initiate an informal and/or formal inquiry. Abuse or misuse of sick leave may be indicated if: 1. The employee exceeds 72 hours per year unless for a single occurrence. 2. The employee is off more than three times in a 12-month evaluation period. 3. The employee has used six partial shifts of sick leave in six months. 4. The employee has a pattern of taking sick leave in conjunction with other benefit time, holidays, Saturdays and Sundays and/or when on an EOD. 5. The employee takes sick time before or after an EOD or hireback shift. 6. The employee cannot be reached when he has reported in sick. Upon a report from the Shift Commander to the Deputy Fire Chief that a Firefighter's sick time usage has become a problem, a meeting will be arranged and held with the Deputy Fire Chief, the Shift Commander and the Firefighter who shall have the right of Union representation. The objective of this meeting is to make the Firefighter aware of the concern in sick time usage. The Department can address this problem through some formal process. Again, the emphasis will be placed on the importance of having this individual on the job. With approval of the Fire Chief, the formal process may include: 1. A physical examination to determine if, in fact, there is a medical reason for this sick time usage and a concurrence for fitness of duty. 2. Additional professional help if it can be determined that there are underlying circumstances that could be related to the reasons for being absent from work. 3. Requirement of a doctor's note when sick for six (6) or more consecutive calendar days. 4. If cases of abuse are documented, appropriate disciplinary action will be taken. 5. Employee Wellness Referral to Health and Human Services. 6. A recommendation for Peer Support. Again, it will be emphasized that the Department's primary concern is to have the Firefighter report to work according to his/her work schedule, fit for duty. 2 HOFFMAN ESTATES FIRE DEPARTMENT ABSENCE NOTIFICATION Name: Click here to enter text. Date call received: Click here to enter a date. Date of absence: Click here to enter a date. Time call was received: Click here to enter text. Type of absence: Choose an item. Self sick: ☐ Family sick: ☐ Relationship to employee Choose an item. Number of absences used for same cause: Reason for absence: Click here to enter text. Do you expect to return to work today? ☐ Yes ☐ No Phone number where you can be contacted today: Click here to enter text. Location where you will be today: Click here to enter text. First contact time: Click here to enter text. Comments: Click here to enter text. Second contact time: Click here to enter text. Comments: Click here to enter text. Is sick time in conjunction with other benefit time? ☐ Yes ☐ No Comments: Click here to enter text. Will use of sick time require visit to clinic before return to duty? ☐ Yes ☐ No ☐ Maybe ☐ Member informed Require a statement from their physician before return to duty? ☐ Yes ☐ No ☐ Maybe ☐ Member informed Is this an IOD: ☐ Yes ☐No ☐ Unknown at this time Officer taking call: Click here to enter text. Overall Comments: Click here to enter text. End of Document 3