Leave_Policy.pdf

Procedure 709 Chesapeake Fire Department Fire Procedure Manual Copyright Lexipol, LLC 2023/03/25, All Rights Reserved.Published with permission by Chesapeake Fire Department Leave Policy - 1 Leave Policy 709.1 PURPOSE AND SCOPE The purpose of this document is to identify the use and management...

Procedure 709 Chesapeake Fire Department Fire Procedure Manual Copyright Lexipol, LLC 2023/03/25, All Rights Reserved.Published with permission by Chesapeake Fire Department Leave Policy - 1 Leave Policy 709.1 PURPOSE AND SCOPE The purpose of this document is to identify the use and management of leave by employees and to establish the request process. 709.2 PROCEDURE It is the policy of the Chesapeake Fire Department (CFD) to maintain minimum staffing to ensure efficient operations in as safe an environment as possible. CFD members will be provided optimum opportunities to use accrued leave in an equitable manner that meets the needs of the individual as well as fulfill the requirements of the department’s mission. All leave is subject to cancellation due to special conditions as provided by City Administrative Regulations and departmental policies and procedures (i.e. hurricanes, severe winter weather, natural or man-made disasters, civil unrest, and significant numbers of unfilled job positions). 709.3 ANNUAL LEAVE-GLOBAL LEAVE The maximum number of daily leave slots available for leave requests will be 15 (5 per battalion). Each battalion shall have the following vacation/annual leave slots. Battalion 1Battalion 2Battalion 3Total 5 5515 709.4 GUARANTEED VACATION LEAVE Vacation selection will be for the next calendar year (January 1st – December 31st) and shall not extend into the subsequent year more than four (4) shifts. Vacation selection for the upcoming year may begin in November and no later than December 1st, on a specific date as determined by the Battalion Chief, during the current year. Vacation selection will consist of: • Two (2) rounds of requests, up to five (5) days for each round o First round: one (1) to five (5) consecutive days o Second round: one (1) to five (5) days, any day of the year • The selection process will be by seniority in ascending order based on badge number (lowest number has precedence). • The following draw days are available for vacation picks, but not available for single shots: New Year's Day Christmas EveThanksgiving DayNew Year's Eve Christmas Day Chesapeake Fire Department Fire Procedure Manual Leave Policy Copyright Lexipol, LLC 2023/03/25, All Rights Reserved.Published with permission by Chesapeake Fire Department Leave Policy - 2 • Once the vacation picks are complete, all remaining leave days for the remainder of the calendar year will be opened for single shot picks on a day specified by the Battalion Chief, except those previously designated draw days. • Guaranteed Vacation Picks will be entered in TeleStaff as “Vacation”. 709.5 GUARANTEED ANNUAL LEAVE PICKS Guaranteed leave requests must be submitted only on regularly scheduled shifts. Leave requests for the next shift must be submitted by 1600 hours and pre-approved. The Battalion Chief has the discretion to approve annual leave after this time. Any battalion’s next shift available leave slots will be made available to other battalions at 1600. Leave requests must be: • Submitted only on regularly scheduled shifts • Submitted with a maximum of two (2) single shot leave days • Submitted with only one member’s request per email • Submitted via email with the timestamp for verification of order • Guaranteed Annual Leave will be entered in TeleStaff as “Annual Leave” Leave requests for 12/24-hours will take precedence over any request for leave less than 12 hours. If someone submits 12/24-hour request after a less than 12-hour request, then the member requesting less than 12 hours will have an opportunity to increase to a 12/24- hour request. After 0630 hours of the regularly scheduled shift, any remaining guaranteed leave slots will be filled at the discretion of the Battalion Chief. Battalion Chiefs will determine their own annual leave based on the needs of the department and ensuring appropriate coverage of the city is maintained. Minimum staffing of each shift will require one Battalion Chief and two Captains in acting positions unless otherwise approved by the Operations Division Chief. Field Medical Officers (FMOs) will determine their own annual leave based on the needs of the department and ensuring appropriate coverage of the city is maintained. EMS 1, EMS 2, and EMS 3 will be staffed at each shift. Minimum staffing of each shift will require one FMO and two acting FMOs unless otherwise approved by the Chief Medical Officer. 709.5.1 CANCELING GUARANTEED ANNUAL LEAVE PICKS Members who want to cancel a leave day must cancel the request no later than 1600 the shift before the requested leave day. Members who fail to cancel by 1600 must contact their Battalion Chief for approval. 709.5.2 GUARANTEED ANNUAL LEAVE TRANSFERS Leave affected by transfers (selected prior to transfer): Chesapeake Fire Department Fire Procedure Manual Leave Policy Copyright Lexipol, LLC 2023/03/25, All Rights Reserved.Published with permission by Chesapeake Fire Department Leave Policy - 3 • Staying on the same shift: The Battalion where the leave was originally requested will remain in the originally guaranteed battalion’s leave book as approved annual leave and count against the battalion leave spots • Switching shifts: The Battalion where the member is reassigned shall assign the leave requests to any open leave slots. If a guaranteed leave slot is not available, the leave request will be honored (additional leave slot allowed). 709.6 TRADING TIME Trading time is permitted with prior approval of the company officer and the Battalion Chief. Only time exchanges will be permitted. Monetary compensation from one member to another for work is strictly prohibited. It is the responsibility of the immediate supervisor to ensure that trading time is not used in excess or where training and the ability to properly evaluate the member’s performance are adversely affected. 709.7 EMERGENCY ANNUAL LEAVE Emergency situations will occur whereby members need annual leave for emergencies. Requests for emergency annual leave will be available and subject to the following requirements. Members requesting annual leave for emergency situations shall promptly contact their Battalion Chief (via the chain-of-command if on-duty). If a guaranteed annual leave slot is available, the member may be granted an available leave slot as approved by their Battalion Chief. If a guaranteed annual leave slot is not available, the member requesting leave may be granted annual leave by their Battalion Chief provided that their absence does not affect minimum staffing. If minimum staffing is affected by a member requesting emergency annual leave, then the member shall only be granted sufficient time to deal with the emergency and should return to work as soon as possible. If the absence is projected to last eight (8) hours or longer the Staffing Chief should be contacted to fill the vacancy. For extenuating circumstances, the Battalion Chief will have discretion to leave the vacancy unfilled. 709.8 TRAINING Approval for absence from shift and backfill/overtime will only be granted for instances where the individual’s attendance is sponsored by Administration. Members requesting absences for training when the member has not been sponsored by Administration or backfill is not covered by grants or other reimbursement methods may use annual leave to cover their shift absence. If an annual slot is not available, Battalion Chiefs may approve the temporary absence of up to eight (8) hours a shift for non- sponsored training if there is sufficient staffing available. Chesapeake Fire Department Fire Procedure Manual Leave Policy Copyright Lexipol, LLC 2023/03/25, All Rights Reserved.Published with permission by Chesapeake Fire Department Leave Policy - 4 709.9 SICK LEAVE Members calling in sick must call and notify the on-duty Battalion Chief and their assigned station of their illness. These calls must be made before 2000 hours the night before the regularly scheduled shift or the morning of the regularly scheduled shift between 0600 and 0630 hours. Members using sick leave (with the exception of FMLA) on a regularly scheduled shift will not be eligible for overtime until they return to work on their regular scheduled shift day. 709.9.1 FAMILY SICK LEAVE Members requesting leave for situations which they feel qualify for family sick leave will contact their Battalion Chief through the chain-of-command if on-duty. Members may be granted temporary approval for family sick leave by their Battalion Chief. If the situation clearly does not qualify for family sick leave the member may be granted an available leave slot or emergency annual leave by their Battalion Chief. All temporary family sick leave requests must be approved by the Support Services Division Chief. Family sick leave requests that are not approved must use annual leave to cover the absence approved by the Battalion Chief. Family sick leave requests must be made in writing forwarded via the chain-of-command to the Support Services Division Chief. Their supervisor and/or Battalion Chief shall ensure all supporting documentation is provided along with the written request. 709.10 FAMILY MEDICAL LEAVE (FMLA) Members applying for leave covered under the Family and Medical Leave Act will forward their request via the chain-of-command as soon as possible. The Battalion Chief will notify Support Services of the request via email. Support Services will forward the request to Human Resources for action. 709.11 MILITARY LEAVE Members who are active duty or reserve members of any armed services of the United States, the National Guard, or other applicable military force are entitled to regular pay during such period for up to (15) work days per federal fiscal year and a leave of absence from duties without loss of seniority or accrued leave for all days during which they are engaged in federally or state funded military duty. For purposes of this section, “work day” is defined 11.2 hours for sworn Fire members. Requests for military leave must be made via the chain-of-command to the Battalion Chief. Additional details and provisions detailed in the Employee Handbook. 709.12 BEREAVEMENT LEAVE A member will be granted bereavement leave with pay for three (3) work days for the death of an immediate family member, as defined in the Employee Handbook. Bereavement leave can also be granted to attend the funeral or similar services of a former or current City employee, providing Chesapeake Fire Department Fire Procedure Manual Leave Policy Copyright Lexipol, LLC 2023/03/25, All Rights Reserved.Published with permission by Chesapeake Fire Department Leave Policy - 5 the member requesting bereavement leave receives the approval of the Battalion Chief prior to attending the services. For purposes of this section, “work day” is defined 11.2 hours for sworn Fire members. Additional details and provisions detailed in the Employee Handbook. 709.13 PUBLIC SERVICE LEAVE Public service leave (e.g. jury duty, serving at the polls, compelled witness testimony [except in cases where the member is a criminal defendant]) shall be reviewed and approved by the Battalion Chief. If necessary, the Battalion Chief may request review and approval of the Support Services Division Chief to ensure the request is for an event in accordance with state and federal law. Additional details and provisions detailed in the Employee Handbook, including fee remittance to the City. 709.14 LEAVE WITHOUT PAY Members applying for leave without pay will forward their request via the chain-of- command. The Battalion Chief will notify Support Services of the request via email. The Support Services Division Chief will handle the request and forward the request to Human Resources for action. 709.15 OTHER LEAVE Any other leave or details concerning the application of leave policies can be found in the Employee Handbook, Administrative Regulations, or via the chain-of-command from the Support Services Division Chief and Human Resources.