Spring Fire Department Policies & Procedures PDF - Absences & Leaves

Manual Name: Spring Fire Department Policies & Procedures Document Title: Absences & Leaves Chief’s Signature: Document Number: SFD.047 Date: 06/12/2023 Revision Number: 05 PURPOSE Punctual and regular attendance is an essential responsibility of all personnel of the Spring Fire Department. Any ta...

Manual Name: Spring Fire Department Policies & Procedures Document Title: Absences & Leaves Chief’s Signature: Document Number: SFD.047 Date: 06/12/2023 Revision Number: 05 PURPOSE Punctual and regular attendance is an essential responsibility of all personnel of the Spring Fire Department. Any tardiness or absence causes problems for fellow personnel and supervisors. When personnel are absent, others must perform the work, which diminishes the smooth functioning of Spring Fire Department. All personnel are expected to report to duty as scheduled, on time and prepared to start work. Personnel are expected to remain on duty for their entire work schedule. Late arrival, early departure, or other absences from scheduled hours are disruptive. The purpose of this policy is to promote the efficient operation of Spring Fire Department and minimize unscheduled absences. Unexcused absences and tardiness may lead to disciplinary action up to and including termination of employment or volunteer personnel. Any personnel who fail to report to duty without notification to his or her supervisor for a period of two days or two consecutive scheduled shifts, will be considered to have voluntarily terminated his or her employment or volunteer status with the Spring Fire Department. SCOPE This applies to all personnel of Spring Fire Department. RESPONSIBILITY All Spring Fire Department personnel are responsible for knowing and complying with this procedure. REVIEW The Fire Chief or designee is responsible for reviewing this guideline and assuring its accuracy. DEFINITIONS Absence: Absence is the failure of a personnel to report to work when that person is scheduled to work. Employee: Hired full-time or part-time personnel. Excused Absence: Excused absence occurs when all four of the following conditions are met: 1) provide sufficient notice to his or her supervisor. 2) the reason is found credible or acceptable by his or her supervisor. 3) such absence request is approved by his or her supervisor. 4) the employee has sufficient accrued time to cover such an absence. Page 1 of 4 Manual Name: Spring Fire Department Policies & Procedures Document Title: Absences & Leaves Document Number: SFD.047 Date: Revision Number: 05 Volunteer: All personnel who are not hired employees. Unexcused Absence: Occurs when one or more of the conditions under the excused absences are not met. GUIDELINE Accrued Time Usage Full-time employees must use accrued time for every absence, unless otherwise allowed by department policy (e.g., Bereavement, Jury Duty). Operations Personnel Vacation/Sick Usage Refer to SFD.039 for vacation and sick usage. Administration & Support Personnel Vacation/Sick Usage Refer to SFD.057 for vacation and sick usage. FMLA Employees wishing to take FMLA shall refer to SFD.051 for further information. Military Leave Personnel who are required to take active military leave shall refer to SFD.050 for further information. Catastrophic Leave A Catastrophic Leave Pool has been created to assist employees when they have exhausted all their PTO, sick leave, and are absent from work due to an illness or other extenuating circumstances. The pool accepts contributions from employees who wish to voluntarily donate some of their PTO or sick leave. Employees must have been employed at least one year to receive time from the Catastrophic Leave Pool. Operations personnel must contribute no less than 12 hours per year to withdraw from the pool. Administrative personnel must contribute no less than 8 hours per year to withdraw from the pool. Employees may request withdrawals from the pool in amounts no greater than 240 hours for operations personnel, and 160 hours for administrative personnel, or one-third of the hours available within the pool, whichever is less. The Assistant Fire Chief, Deputy Fire Chief of Operations, and Director of Human Resources will review and approve requests for withdrawal from the pool. Donation into the catastrophic leave pool must occur in the month of December of the previous year and shall be completed by the 15th of the month. Human Resources will maintain the available number of hours in the pool and will provide all needed documents to the employee. The review committee reserves the right to approve or deny any personnel applying for catastrophic leave. Page 2 of 4 Manual Name: Spring Fire Department Policies & Procedures Document Title: Absences & Leaves Document Number: SFD.047 Date: Revision Number: 05 Physician Note Employees calling out sick for more than 48 hours shall provide a physician’s note. In addition, a physician's note may be requested for any absences for less than 48 hours when due to illness or injury. Employees calling out sick before or after a scheduled vacation or holiday must present a physician's note, failure to present a required physician note will result in no pay and possible disciplinary action. Sufficient Notice If the employee or volunteer cannot make their scheduled shift due to injury/illness, they must contact their scheduled supervisor and the District Chief as soon as they realize they will not be able to make their scheduled shift. Contact must be made to both the scheduled supervisor and the District Chief by phone call. Texting or email is not an acceptable means of notification. If personnel fail to notify their scheduled supervisor and the District Chief, they will be considered absent without leave (AWOL) and subject to disciplinary action. Sufficient notice for an emergency absence occurring immediately prior to a s c h e d u l e d shift, personnel must notify their scheduled supervisor ASAP. If unable to do so, have someone else provide notification to his or her s c h e d u l e d supervisor immediately. If an emergency occurs d u r i n g the shift that requires the personnel to leave, their supervisor must be notified immediately. Tardiness Personnel are expected to report to duty on time. If personnel cannot report to work as scheduled, the personnel shall notify his or her scheduled supervisor immediately upon determining that they will be tardy. The notification does not excuse the tardiness but simply notifies the supervisor that a schedule change may be necessary. Bereavement All personnel are eligible for bereavement l eave. Personnel who wish to take time off due to the death of an individual listed below must notify his or her supervisor immediately. The personnel may be required to provide verification of need (obituary, etc.). Full-time employees receive bereavement pay (five consecutive or two consecutive days depending on relationship, as outlined below), in the event the full-time employee needs additional time off, PTO may be used with supervisor’s approval. 24 hours is equal to one day for operational personnel, 8 Hours is equal to one day for administrative and support personnel or for those who are not on a platoon shift. Employees are allowed up to five consecutive days off from regularly scheduled duty with regular pay in the event of the death of the employee's spouse, domestic partner, child, stepchild, sibling, step-sibling, parent, step-parent, father-in-law, mother-in-law, grandparent, grandchild, or an adult who stood in loco parentis to the employee during childhood. Page 3 of 4 Manual Name: Spring Fire Department Policies & Procedures Document Title: Absences & Leaves Document Number: SFD.047 Date: Revision Number: 05 Employees are allowed two consecutive days off from regular scheduled duty with regular pay in the event of death of the employee's grandparent-in-law, brother-in-law, sister-inlaw, aunt, or uncle. Jury Duty Spring Fire Department will provide up to five working days of paid time off to full-time employees who receive and honor a jury summons; the same will apply to a subpoena. Any employee appearing as a plaintiff, defendant or for a non-subpoena court appearance will not be paid his or her hourly wage for any time spent on such activities. PTO or unpaid time should be used for these instances. Employees are required to report to duty upon dismissal from court if it is a scheduled workday. Upon receipt of notification from the state or federal courts of an obligation to serve on a jury or to act as a court witness, an employee must notify his or her supervisor. The employee is required to provide copies of the subpoena or jury summons to his or her supervisor. Employee's supervisor will verify the notification and make scheduling adjustments to accommodate the employee's obligation. The supervisor will also provide court documentation to the Human Resources Department for processing. Page 4 of 4