SM_Sec300_7 PDF - Fire Department Policies and Procedures

Chapter III General Policies And Procedures Grievance Procedures 340.52 All Committee determinations are forwarded through the chain of command to the involved individuals via the Division of Fire’s “Disposition Notification”. Whenever a violation of policy or procedures is noted by the Committee,...

Chapter III General Policies And Procedures Grievance Procedures 340.52 All Committee determinations are forwarded through the chain of command to the involved individuals via the Division of Fire’s “Disposition Notification”. Whenever a violation of policy or procedures is noted by the Committee, personnel have the opportunity to initiate grievance procedures through the IAFF Local 67 (see article 9 of the Collective Bargaining Contract). Off-Duty 340.54 Members required to use their Division vehicles while on stand-by status shall use good judgment in order to prevent criticism of the Division. If an off-duty member is driving a city vehicle involved in an accident then the Fleet Accident Review Committee shall consider the incident for disposition. Reference to Claims of "Faulty Equipment “ (brakes locking, jumping out of gear, etc.) 340.56 If any faulty equipment is given as a reason for the accident, that equipment shall immediately be removed from service and sent to the Maintenance Shop to be checked and the finding included in a written report to the Fleet Accident Review Committee by the Maintenance Shop. Two-Person Operated Vehicles (Ladder Trucks, etc.) 340.58 When the Administrative Officer finds that a reprimand is appropriate for an accident involving a two-person operated vehicle, it may reprimand either or both operators. Backing Accidents 340.60 a) Anytime that fire apparatus is being backed up, in any situation, all crew members with the exception of the driver shall be stationed at appropriate areas of the front and rear of the vehicle, in visual contact with the driver and ensure proper movement of the vehicle. b) Company Officers and other Division members responsible for vehicles and apparatus shall see that the overhead door control mechanism is physically manned whenever vehicles or apparatus are entering or leaving fire stations or other facilities. This rule may be waived only when leaving quarters in response to emergencies. c) In all situations the Company Officer is responsible for the vehicle, his or her personnel and their actions. In any of the above situations the committee may vote to issue procedural violations to all involved members. Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures Record of Previous Accidents 340.62 A file of individual members total accident records shall be maintained and kept current by the Administrative Office. At each Fleet Accident Review Committee meeting the recording secretary shall bring such record to the meeting. Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures DIVISION INVENTORY POLICY Division Inventory Procedures 342.00 - 342.10 (Deleted 12/31/15) Intra-Division Transfer Of Property 342.12 - 342.22 (Deleted 12/31/15) Reassigning of Station Captains 342.24 - 342.36 (Deleted 12/31/15) Perpetual Inventory 342.38 - 342.42 (Deleted 12/31/15) Other Inventory Procedures 342.44 (Deleted 12/31/15) Division Manuals and Publications 346.00 - 346.08 (Deleted 12/31/15) Division Bomb Squad Procedures 350.00 - 350.08 (Deleted 12/31/15) (Change of Command) NATIONAL ORGANIZATIONS 352.00 It shall be the intent of the Fire Chief to support members of the Division of Fire that are involved in state and national organizations that promote causes associated with fire and EMS All members appointed to these organizations should not the Fire Chief in writing. All members shall be afforded this opportunity as deemed appropriate by the Fire Chief. These privileges do not apply to IAFF Local 67, which has other specifically negotiated rights. (Revised 12/31/15) 352.02 These privileges include: 1. Once each year, qualified organizations may send up to two (2) members to one annual convention of no more than seven (7) calendar days in duration. The selected members will be granted Special Duty time off duty with pay. Each member must submit a PR-9 at least seven (7) calendar days prior to the departure date. Until the current PR-9 form is revised, do not use any check box; just state the organization and event name in the Comments section of the PR-9. No expenses will be pre-paid or reimbursed by the Division. Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures 2. Qualified organizations may use the Intra-Departmental mail boxes and mail system for the purpose of providing information pertaining to the organization’s business or representation to Division members. Use of the mail system will be reasonable and limited to providing information that is necessary for the normal conduct of the organization’s business or representation. The Intra-Departmental mail boxes and mail system shall not be used for mass mailings. All mail placed into the mail boxes by the organization shall be the property of the Division member to whom it is addressed and such mail shall not be subject to prior review. 3. Qualified organizations may, with prior approval of the Fire Chief, post communications on Division bulletin boards. Office supervisors and station house Captains will take the necessary actions to provide adequate bulletin board space. 4. Qualified organizations may have messages delivered over the Division’s public address system by following the procedures described in section 412.28 of this manual. 352.04 (Deleted 12/31/15) FIRE COMPLEX EXERCISE FACILITIES (Revised 05/01/16) 354.00 The Fire Division has equipped the Fire Complex Exercise Facilities at the Fire Complex with fitness equipment for the voluntary use of all Division members. The intention of the Division is to enable its members to develop and maintain an appropriate level of fitness commensurate with their assigned functions and activities, thus reducing the probability and severity of occupational injuries and illness. (Revised 12/31/15) 354.02 Forty-hour firefighters are permitted to spend up to three (3) hours per week in an on-site fitness-training program. Supervisors will coordinate the scheduling of such training so the training does not conflict with job duties or responsibilities. Training schedules are to be posted. Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures 354.04 The City shall not be held liable for injuries sustained in the Fitness Center while “off-duty”, and if so injured, employees will not be eligible to receive injury leave, except when scheduled in compliance with applicable sections of the current bargaining contract. (Revised 12/31/15) 354.06 All members shall be responsible to follow all posted policies and procedures pertaining to the use of the exercise facilities. (Added 12/31/15) DIVISION COMPUTER POLICY 356.00 It is the policy of the Division of Fire to enhance efficiency and effectiveness of the Fire Division by supporting the use of computers within the Division. This Divisionwide computer policy is to ensure the security and efficiency of the Division's computers, computer network and information systems infrastructure. 356.02 Division members shall keep all network and computer passwords private. If members believe their passwords have been compromised, they shall immediately change their passwords. 356.04 In order to maintain Division of Fire network security, all Division users shall logoff or electronically lock their computer when physically not present at their computer or terminal. 356.06 The use of computers within the Division of Fire shall be guided by and the rules and policies of the City of Columbus. (Added 12/31/15) HARDWARE 356.07 All computer equipment, desktop computers, notebook computers, terminals, printers, scanners, zip drives and other peripheral equipment assigned to members within the Division of Fire are the property of the Division of Fire and are to be treated as such. Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures 356.08 No personally owned computers shall be connected to the Division's network nor shall personally owned peripherals, such as printers, modems, zip drives, scanners, or similar devices be connected to Division of Fire computers or networks without the written permission of the Fire Chief. 356.10 No Division of Fire desktop computer, terminal or peripheral equipment is to be removed from its installed location within the Division of Fire without the written permission of the Fire Chief or Information Services Staff. This does not prohibit members who have been assigned mobile computers (such as notebook or laptop computers) or portable devices (such as palm pilots) from moving said equipment to other locations in order to conduct Division of Fire business. 356.12 No desktop computers connected to the Division's network shall have a modem installed. Mobile or portable computers, if connected to the network, shall not have phone lines connected to modems (either PCMCIA cards or external modems) while the mobile or portable computer is physically connected to the Division's network. 356.14 Requests for computers, terminals, computer peripherals and software shall be made in writing using the proper chain of command. Consumable supplies such as printer paper, floppy disks, inkjet and laser cartridges shall be ordered on the monthly Supply Requisition. SOFTWARE 356.16 Only application software and computer code licensed to the Division of Fire shall reside on Division of Fire computers. All application software is to be installed by the Division's Information Systems staff. All electronic data that resides on Division of Fire computers, networks or removable media is the property of the City of Columbus, Division of Fire. Members who are Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures transferred within or outside the Division of Fire, retire, or are terminated shall not remove data from computers or network data depositories. 356.18 The Division’s Information Systems staff has the right to examine any application software on any Division of Fire computer at any time to determine if the software meets the legal requirements set forth by the publisher of the software. This right does not extend to secured or confidential data, as decreed by the Fire Chief, which is stored on desktop or network based storage devices. Any Division member who discovers software of an illegal or questionable nature on a Division computer shall immediately notify the Fire Chief by submitting a RT-154 through their chain of command. Information Systems staff shall examine the software and take appropriate actions, including the removal of the software. 356.20 No recreational games are to be installed or used on any Division of Fire computer. 356.22 Personally owned software shall not be installed on Division of Fire computers unless written approval of the Fire Chief has been obtained by the Division member making the request. When approved, the Information Systems staff will verify that the software is legally licensed to the member and can legally be installed on a Division of Fire computer. The Information Systems staff will install the software and maintain a record of the software in the Division's software database. The original software media (floppy disks, CD-ROMS, etc.) from which the software is installed shall be retained by the Information Systems staff while the software is installed on the Division of Fire computer. Once the member no longer requires the software, it will be removed from the Division of Fire computer by the Information Systems staff and the media will be returned to the owner. 356.24 Data saved on network servers (i.e. your "home" folder and Division shares) is backed up regularly. It is the responsibility of the individual user to backup any data not stored on the network servers. Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures 356.26 All uses of Division computer equipment, electronic facilities, and electronic data are restricted to work related purposes. The Division member is responsible for their actions while accessing the Division of Fire and City computer networks and the Internet. INTERNET POLICY 356.28 Use of the Internet and web browser software is a privilege assigned to Division network users. The Fire Chief may revoke this privilege if an individual does not adhere to Division rules concerning Internet use. The Internet is provided to Division of Fire members solely for the purpose of conducting City business. Software is in place that allows Internet site tracking and connection times. 356.30 Division of Fire network and computer resources shall not be used to seek or gain unauthorized access to Division of Fire network resources, City of Columbus network resources or Internet resources. 356.32 Division of Fire network and computer resources shall not be used to conduct or participate in any actions, which are illegal, or violate Division of Fire policies, or violate any city, state, or federal law. 356.34 Division of Fire network and computer resources shall not be used to intentionally view, display, transmit, or receive any sexually explicit material or be used to threaten or harass others. The production or proliferation of racial, ethnic, religious, or gender-based slurs shall also be prohibited. 356.36 Division of Fire network and computer resources shall not be used to conduct commercial or private/personal business enterprises or to promote private businesses, or product advertisements. 356.38 Division of Fire network and computer resources shall not be used to provide support or solicitation on behalf of individuals, groups, organizations, etc. that are not related to the business of the Division of Fire. Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures 356.40 No Division member shall intentionally disrupt the functions of the Division of Fire network or other computer resources, including, but not limited to, propagation of worms or viruses or other debilitating programs. No user shall intentionally destroy the integrity of computer-based information or compromise the privacy and/or security of other users. 356.42 Division of Fire network and computer resources shall not be used to circumvent legal protection provided by copyright and license. 356.44 Due to security risks to the network, applications, programs or executable files of any type shall not be downloaded from the Internet and run on computers connected to the Division's network. This does not prohibit Information Services staff from downloading service patches or software code required for the operation of the Division's network or servers. 356.46 It is the responsibility of Division of Fire members to check for copyright or licensing agreements when downloading any files. No copyrighted material shall be placed on Division of Fire computers or network without written permission of the owner 356.48 of copyrighted material, data, application or information. When utilizing "Anonymous" logons to other networks or Internet sites, users shall type in their E-mail address when the site requests a "password." DO NOT type in your network password. 356.50 Division members shall only subscribe to News Groups and mail lists that relate to the business of the Division of Fire. Subscriptions shall be cancelled when the member no longer requires them. 356.52 Multimedia sites located on the Internet (World Wide Web) often require special hardware and software to use. Most sound, picture, and video files consume large amounts of network bandwidth and disk space and should be accessed and/or used with discretion. Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures 356.54 Information displayed on the Division of Fire's web pages shall be coordinated through the Division of Fire's Public Information and Community Relations Offices. Personal web pages and web sites shall not be permitted on the Division of Fire network. ELECTRONIC MAIL (E-MAIL) POLICY 356.56 Members of the Division of Fire are responsible for E-mail messages originating from their user logon ID. Theft, forgery (or attempted forgery) and the intentional reading, deleting, copying, or modifying of any E-mail of other members shall be prohibited. Originating email messages from the address of another member without their permission shall be prohibited. 356.58 Division of Fire members who have been provided E-mail capability have an obligation to read in-coming messages in a timely manner and respond accordingly. 356.60 The sending of unsolicited junk E-mail, for-profit messages, chain letters or similar E-mail shall be prohibited. Any message that may create a hostile work environment such as sending harassing, discriminating, and/or other threatening E-mail to another user shall be prohibited. 356.61 The Division of Fire realizes that Division members have little control over aspects of communications received, especially those received from unsolicited sources. Any unsolicited electronic correspondence received should be disposed of accordingly. If you repeatedly receive this type of correspondence, forward the item(s) along with a message to the Information Systems Manager. Be sure to put the words "unsolicited mail" in the subject line. 356.64 E-Mail will be backed up regularly, allowing the Division of Fire to restore current electronic mail in the event of system failure. Division members should assume that copies (back-up copies or otherwise) of electronic mail messages and other electronic correspondence may exist on other systems even though the sender and recipient has discarded his/her copy of the document. Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures 356.66 E-mail and on-line communications may not be appropriate for the transmission of confidential or sensitive information. Judgment should be exercised in using this method of transmission for such information. 356.68 The Division of Fire reserves the right to access and disclose all messages and other electronic data, sent over its electronic mail system or stored in its files, for legal and audit purposes. All Division of Fire public records stored electronically shall be retained according to the Division of Fire records retention schedule. Under the Ohio Public Records Law, any electronic mail can be a public record. Division members should be aware that electronic records are subject to the mandatory public disclosure requirements of the Ohio Public Records Law, subject to the exceptions under the Act. 356.70 E-mail will generally be limited to informal communication. In most cases, communications initiated by Division personnel regarding policies, requests, suggestions or other official business will be sent through the member’s Chain-of-Command in writing and placed in an envelope addressed to the Fire Chief. 356.71 E-mail, an informal transmission or a public record, shall be relayed through proper channels. 356.74 E-mail that is to be forwarded through the Chain-of-Command is not to be Cc’d (carbon copied) to other recipients or to the final recipient. Cc’d email often results in confusion due to personnel receiving multiple copies of the same email that appears to be the same but may have been amended. It also bypasses the required review by members in the Chain-of-Command. Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures 356.76 The body of an e-mail that is to be forwarded through the Chain-of-Command will be in Memorandum format. The memorandum will be addressed to the final recipient. Example: “Please forward this memorandum TO: Chief Jones FROM: FF William Barnes, E-1, 2 DATE: Unit September 30, 2003 SUBJECT Email Routing” : 356.78 Personnel receiving email to be forwarded through the Chain-of-Command shall process the email without delay and shall make a notation on the email to signify their “acknowledgement”, “approval”, or “disapproval”. Disapproval requires a note explaining the reason for such disapproval. ENDORSEMENTS AND ADVERTISING POLICY 358.00 The Division will not endorse products or services. The Division will not associate the organization, our personnel, our logos, or any of our identifiable facilities or equipment with any commercial entities in advertisements. 358.02 No Division member will participate in advertising of any product or service, while identifying themselves; as, or in any manner representing themselves as, a Division member. 358.04 No Division member will publicly endorse any products or services while identifying themselves as, or in any manner representing themselves as, a Division member. Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures DIVISION SUPPORT OF CHARITIES 360.00 The Division of Fire will actively support selected charity organizations, which operate consistent with the Division's Mission and/or image in the community. The Division of Fire will actively encourage the participation of Division members in selected charity events. 360.02 The Division's association with specific charities and their events will be determined on a case-by-case basis by the Fire Chief Charities and charity events, which have received the Division's support in the past, are approved, unless otherwise stated by the current Fire Chief . DIVISION SUPPORT OF PUBLIC EVENTS 362.00 The Division will not endorse, promote, or otherwise support non- Division public events, except those events produced by charity organizations with which the Division has an association or those events produced by a government entity with which the Division has an association. 362.02 The Division's association with specific public events will be determined on a caseby-case basis by the Fire Chief Public events, which have received the Division's support in the past, are approved, unless otherwise stated by the current Fire Chief SAFETY AND HEALTH 364.00 The Division’s Safety and Health Hazard Report, RI-173, provides a means to report safety and health hazards to ensure the situation is documented. Completing the form is the first step in initiating a review so that any corrective actions that are necessary may be taken. 364.02 Members should submit a Safety and Health Report any time that they observe an unsafe act, unsafe practice, or an unsafe situation. This may include but is not limited to, emergency operations, protective clothing, equipment, fire and EMS apparatus, and hazards in and around the work place. Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures 364.04 The procedure for filling out form RI-173, Safety and Health Hazard Report, is found in the Division of Fire’s Forms Manual. 364.06 Form RI-173 will be submitted to the Division’s Safety Officer. The submittal may be through channels, with intermediate officers attaching comments or suggestion, or directly to the Safety Officer. 364.08 The Division’s Safety Officer will acknowledge receipt of each submittal and notify the person submitting the RI-173 of the status of their report. 364.10 The Safety and Health Hazard Report does not take the place of, nor negate the need to fill out, any applicable accident or injury forms. ADMINISTRATIVE COMPLEX 366.00 The Administrative Complex consists of the land, buildings, structures and parking facilities located in the 3600 block of Parsons Avenue. The complex houses the offices, training, meeting, storage, repair, and fitness facilities of the Administrative, Training, Support Services, Fire Prevention and Emergency Services bureaus. 366.02 The hours of operation at the Administrative Complex is consistent with the outside limits of the normal forty (40) hour workweek - 7:00 a.m. to 5:00 p.m., Monday through Friday. Work schedules outside of these time limits are not permitted. 366.04 The Fire Chief may authorize temporary work schedules outside the normal time frame when necessary to meet Division goals. Overtime and/or compensatory time issues require prior approval by the proper authority. 366.06 The complex buildings will be secured after normal working hours. Access is available through doors equipped with a security ID card reader. Access to complex buildings after normal working hours is limited to general meeting areas, halls, and fitness facilities. Access to all other areas, without prior approval, is prohibited. Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures 366.08 Security ID card readers are located throughout the buildings. Tampering with the readers, unauthorized use, or entry after normal working hours without prior approval, and blocking open controlled access doors may be grounds for discipline. Random checks will be made of the security system’s audit of ID card reader use. 366.10 Access to secured areas of the buildings is restricted to authorized personnel, as determined by their duty assignment. Proposed changes to the authorization levels for a duty assignment shall be submitted through channels to the Fire Chief. 366.12 Proper ID is required for access to the complex buildings. Division personnel and City Employees shall be in uniform or have their badge or ID card prominently displayed. Division personnel will stop people that are not displaying the proper ID. The person’s business will be determined and they will be offered an escort to their desired location. 366.14 In the event of increased security measures (Level Orange or Red), access to the buildings will be through a staffed reception area or via controlled doors. Visitors will be directed to the staffed reception areas. Visitors will wait in this area until personally met by a bureau representative. If the visitor is taken to another part of the building a representative will stay with the person until they are escorted to an exit. Regular or known visitors and visitors on an extended visit, such as a class participant or instructor, will be issued a Visitor’s Pass at the reception area. 366.16 Extracurricular activities to be held in any of the complex buildings require the approval of the Fire Chief. 366.18 Scheduling of complex meeting rooms by Division groups and outside agencies will be coordinated by the Support Services Bureau's Administrative Assistant with guidance from the Fire Chief. Written requests submitted by external agencies, departments, or other divisions as well as requests from the public will be forwarded to the Fire Chief for his review. (Revised 12/31/15) Revised 12.07.2017 Updated as of 2.18.2020 Chapter III General Policies And Procedures 366.20 Anytime security measures at the complex are increased, extracurricular activities and/or meetings may be cancelled at the Fire Chief’s discretion. 366.22 Fitness facilities and the gymnasium are restricted to use by Division Personnel only. Exceptions require the written approval of the Fire Chief. 366.24 Parking at the complex is restricted to designated areas only. Parking on the grass, along the curbs, roadways, and sidewalks, or on the sidewalks is prohibited. 366.26 Emergency response vehicles: Engines, Ladders, Rescues, and Medics, due to their size and weight, shall park in the rear parking lot. These vehicles are to park on the concrete roadway that encircles the rear parking lot. 366.28 Unauthorized use of handicap parking areas and unauthorized parking in assigned parking places is prohibited. Revised 12.07.2017 Updated as of 2.18.2020 Chapter IV Rules And Regulations Governing Fire Station Personnel Section 400.00 General Fire Station Rules Section 402.00 Station Captains Section 404.00 Company Commanders Section 406.00 Roll Call Section 408.00 Division Daily Routine Section 410.00 Station Watchman Section 412.00 Fire Station Communications Section 414.00 Fire Station Visits Section 416.00 Display of National Colors Section 418.00 Snow Removal Section 420.00 Overhead Doors Section 422.00 Parking Apparatus in Quarters Section 424.00 Fire Station Expense Fund Section 426.00 Station Laundry Procedures Section 428.00 Air Cascade Systems Revised 12.07.2017 Updated as of 2.18.2020 Chapter IV Rules And Regulations Governing Fire Station Personnel GENERAL FIRE STATION RULES 400.00 Members of the Division shall not maintain permanent living quarters in any fire station or other Division property. 400.02 Members shall allow no property, except that of the Division or the City of Columbus, to remain in or around the fire stations except by permission of the Chief or Administration Officer. Responsibility for the personal property of any Division members, either individually or collectively, remains solely that of the members involved. The granting of permission to bring personal property onto Division premises shall not be construed as meaning that the Division of Fire or City of Columbus assumes or accepts liability for any such personal property. (Revised 12/31/15) 400.03 Members shall not be permitted to enter or remain in any fire station or other Division facility while under suspension. 400.04 Members shall not permanently attach any device or instrument, whether electrical, mechanical or otherwise, to any of the electrical circuits, buildings, apparatus, or any other property of the Division without first receiving proper authority and investigating the advisability of such attachment. (Revised 12/31/15) 400.06 Members shall not normally be permitted to place private automobiles or other motor vehicles on the apparatus floor or other areas within fire stations under normal conditions and without permission from the Company Commander. (Revised 12/31/15) 400.07 Members shall not be permitted to park their private vehicles on fire station ramps, or within six feet (6') of access lane to the ramp, or other areas not designated as parking spaces, except when necessary for changing of shifts. Vehicles that are parked in these areas during the change of shifts shall be moved to proper parking places within 1/2 hour following roll call. Private vehicles may be parked on ramps on a temporary basis while conducting Fire Division business at the fire station, as long as the driver remains readily available to remove vehicle if the need arises. Revised 12.07.2017 Updated as of 2.18.2020