SOG ADM.01.12 - Staffing - EMS and Suppression.pdf

Cy-Fair Fire Department Section: Rules and Orders SOG: ADM.01.12 Title: Staffing – EMS and Suppression Effective: 04/01/2022 Revision: 3 Objectives 1.01 To define the process to be used to meet...

Cy-Fair Fire Department Section: Rules and Orders SOG: ADM.01.12 Title: Staffing – EMS and Suppression Effective: 04/01/2022 Revision: 3 Objectives 1.01 To define the process to be used to meet the minimum staffing levels for EMS and Suppression personnel in the Cy-Fair Fire Department (CFFD). 1.02 To ensure consistency in staffing units in the department. 1.03 To ensure a level of staffing that promotes safety and efficiency for personnel and the community. 1.04 To ensure that Scheduled Time-Off is fair and equitable for everyone. Definitions 2.01 Absence without Leave (AWOL): Failure to report to duty as scheduled without proper and sufficient reason, or without proper approval in advance. 2.02 Day: Shall consist of a twelve (12) hour period from 06:00 to 18:00 or 18:00 to 06:00. 2.03 Emergency Vacation: Supervisors will approve leaves of extreme family emergencies that are requested at or before relief time. 2.04 MEMO: The payroll division will use the term “MEMO” to identify any benefit or time-off type that the employee will not be paid for. The term “MEMO” will follow all time- off types (i.e. TRAINING – MEMO) 2.05 Pay Cycle: Consists of the two (2) work periods combined to make up the compensation paid to personnel on their bi-weekly paycheck, minus any taxes, deductions, and elected contributions. 2.06 Prescheduled Leave: Approved time off that must be requested prior to projections being started; currently only Vacation and Holiday. 2.07 Pro Re Nata (PRN): A latin phrase that translates to “as needed” or “as the situation arises”. The CFFD uses both full-tie and part-time staff to fill any vacancies. 2.08 Properly Relieved: When personnel assume the position and responsibilities of another person of similar qualifications. 2.09 Shift: Is either one (1) Day or two (2) consecutive Days (0600 – 0600), depending on how a person is scheduled. SOG ADM.01.12 Staffing – EMS and Suppression Page 1 of 10  2.10 Staffing Projections: The District Chief - EMS/Shift Commander will start balancing the staffing levels on the first day of the tour, for that shifts’ next Tour of Duty. 2.11 Substitution (Trading Time): Two personnel that have voluntarily agreed to work each other’s shift. Traded shifts must be in the same or adjoining Work Periods and within the guidelines identified. 2.12 Tardiness: Reporting to duty after the scheduled time, with proper approval and notification to the employee’s Supervisor/Officer prior to the scheduled time. 2.13 Tour of Duty: Consists of the three (3) 24-hr Shifts in a nine (9) day period. 2.14 Training (TRNG): An approved absence from regular duties to attend department approved training on a regularly scheduled shift. Anyone attending training in lieu of their regularly assigned duties shall be placed on Training – TRNG in the current scheduling/payroll systems. 2.15 Unexcused Absence: The failure to report to duty for the entire shift as scheduled. 2.16 Unscheduled Absence: An absence that is not prescheduled or approved by an employee’s District Chief - EMS/Shift Commander prior to projections but due to the exigent circumstances the absence is approved, as identified within this guideline. 2.17 Work Period: The Department utilizes a seven (7) day work period that begins at 06:00 on Monday and ends at 05:59 the following Monday morning. The FLSA – Section 7(k) overtime requirements for public safety employees engaged in fire protection are different from those of other employees. A specified number of work hours (currently 53 hours) is needed within the FLSA – Section 7(k) work period before the FLSA rate can be applied to overtime pay. Responsibilities 3.01 Personnel: A. Shall request scheduled time off prior to projections being started in accordance with this Standard Operating Guideline (SOG). B. Shall ensure that their supervisor is properly notified if they are unable to report to duty as scheduled. 3.02 EMS: The District Chief on each shift shall ensure all EMS shifts are staffed and scheduled appropriately. 3.03 Suppression: The Shift Commanders shall ensure their respective Suppression shifts are staffed and scheduled appropriately. Guidelines 4.01 This SOG is applicable to all personnel assigned to the EMS and Suppression Divisions of the CFFD. All shifts shall be filled according to the current Staffing SOG, Bulletins and Orders in place at the time. 4.02 Attendance and Punctuality: All personnel should regard coming to work on time, working shifts as scheduled, and leaving at the scheduled time as essential functions of their jobs; therefore, good attendance habits are an integral part of every person’s job description. A. Personnel shall report for work as scheduled. This may include any required training, voluntary substitution duty, overtime assignments and regular shift assignments. SOG ADM.01.12 Staffing – EMS and Suppression Page 2 of 10  B. Excessive and/or avoidable absenteeism or tardiness places unfair burdens on co- workers and increases the Department’s cost of doing business by disrupting work schedules and creating inefficiency and waste. C. Personnel shall speak to their Immediate Supervisor or Shift Commander, as appropriate, as soon as possible in advance of the appointed relief time whenever they are unable to report or unable to report on time, for any reason. 1. Text message and email are not appropriate forms of notification. 2. In the event that the District Chief - EMS or Shift Commander cannot be contacted, personnel shall continue up the chain-of-command until a supervisor is notified. 3. Failure to notify a supervisor prior to the scheduled shift will be considered AWOL and may result in the loss of compensation and/or disciplinary action. 4. Supervisors shall document all occurrences of tardiness and absences in the scheduling program and/or the payroll system. 5. Supervisors shall document the reasons for any tardy/absence in the employee’s personnel file. 6. Personnel may be held over when their scheduled relief is unavailable. Holding personnel (Shift Holdover - SHO) over to the next shift should not exceed twelve (12) hours and every effort will be made to call in additional resources. 4.03 Relief Time: Shall be 06:00 and 18:00, unless specified otherwise. 4.04 Absent Due to Inclement Weather: Should road closures due to rain, flooding, tornadoes, storm activity, or other such events prevent personnel from reporting for duty, the person shall not be docked for the time missed but will be charged accrued Vacation leave to make up for the time lost. A. In all such cases, personnel shall notify their immediate supervisor, as soon as possible, of the situation and make every attempt to arrive at work at the earliest possible opportunity. Personnel should: 1. Attempt to arrive at assigned work location. 2. Arrive at any department facility. B. When personnel arrive at any facility that is not their assigned station, the person shall immediately notify the supervisor at their assigned station. 4.05 Training: A person’s immediate supervisor shall be notified when affected personnel will be excused from their regularly scheduled assignment due to Training. A. The person’s supervisor will note “Training - (TRNG)” in the scheduling/payroll systems and carry personnel straight through the entire period of the assignment. B. Training (TRNG) code shall only be used for training/classes approved by the department. Personnel must use accumulated Vacation/Holiday time to attend training/classes not approved by the department. 4.06 Substitution (Trading Time) and Shift Swaps: A. Personnel shall inform their supervisor of any trades. Permission may be denied if the supervisor can justify that the “Trade/Swap” will interfere with the Daily Operations of the department or if the “Trade/Swap” creates additional overtime. Personnel voluntarily substituting for persons of higher rank are ineligible for higher classification pay. 1. Personnel may substitute for another person of equal rank or one (1) rank above or below their current rank. SOG ADM.01.12 Staffing – EMS and Suppression Page 3 of 10  2. Personnel shall ensure that their substitute is equally certified and able to fulfill the job duties of the position. These assignments would include all positions requiring a specific certification and/or training. Example: A Paramedic (P1) may only substitute with a Paramedic (P1) or (P2). 3. Personnel who assume a shift or any portion of a shift for another person, also assumes all duties and responsibilities associated with working the shift. a. If for some reason the substitute person cannot report for duty (illness or injury), it shall be the responsibility of the substitute person to notify the Supervisor/Officer whose command is affected. b. If the substitute person is unable to work the entire shift, except for injured on duty, the substitute person will be charged benefit time based on the reason for hours not worked. c. If the substitute person is injured on duty and cannot work the remainder of the shift, then standard injured on duty guidelines will apply (documentation, forms, medical care, etc.). 4. Personnel choosing to Substitute are limited to a maximum of 360 total hours per calendar year. a. Unused substitution hours will not be carried over to the next calendar year. b. P-Day swaps do not count against the 360-hour yearly total. c. Anyone who exceeds the maximum number of allowable hours in a calendar year will not be allowed to substitute for the remainder of the calendar year (and the following calendar year if appropriate). B. Restrictions: 1. Personnel are prohibited from obtaining additional hours (OT/SHO/Extra) that, in conjunction with the substitution and their regular shift, subjects them to working more than 48 consecutive hours. 2. Substitutions shall not be used in order for personnel to work additional Overtime hours. 3. Probationary firefighters will not be allowed the privilege of substitution, unless approved by the District Chief – EMS/Shift Commander of both personnel involved in the trade. 4. Substitution is considered a privilege and may be denied by a supervisor for, but not limited to, reasons such as: a. Not current with CE training. b. Scheduled training classes. c. Lacking skills to perform in the required position. d. Personnel may be disruptive to station and crew. e. The substituting person may violate “Employment of Relatives” section in the CFFD Personnel Handbook. C. Regardless of rank, before any personnel trade time with another person, the Shift Commanders/District Chief - EMS whose command is affected must first grant permission to both personnel. D. Supervisors shall document the dates, number of hours, and the names of the personnel involved in a Trade/Swap in the affected person’s personnel file. SOG ADM.01.12 Staffing – EMS and Suppression Page 4 of 10  4.07 Benefit Days: Part of the Benefits package allotted by the department to be used in lieu of working assigned shifts. A. Personnel off duty for 24-hrs or any portion thereof, on their regularly assigned shift, will be charged benefit leave in accordance with payroll policy (Vacation, Holiday, Sick, etc.). B. It is permissible for personnel to request to be off duty for 12-hrs of a 24-hr period. In this situation, that person will only be charged 12-hrs Vacation, Sick, etc. C. Scheduled Leave: Any use of Vacation or Holiday benefit time that is prescheduled and approved prior to Staffing Projections being started. 1. Holiday Leave: Hours can be used for unexpected time off requests as long as the request was made prior to projections. 2. Vacation Leave: Hours are an accrued benefit time granted to full-time employees to use throughout the course of the year. a. EMS and Suppression shall preschedule all Vacation Leave time for the entire next calendar year in December of the current year. Additional Vacation Leave requests may be granted for an emergency situation that may present throughout the year. b. Each Division will be able to allow a maximum of 15% of the personnel assigned to each shift to utilize Holiday/Vacation Leave on any given day. Number of personnel allowed off will be rounded to the nearest whole number. i. Example: Personnel Assigned to Shift; Shift Personnel Assigned Personnel x.15 Total Allowed Off on Holiday/ Vacation Per Shift A 29 4.35 4 B 33 4.95 5 C 36 5.4 5 c. Personnel will be able to utilize a pre-determined number of Vacation Days for the upcoming calendar year, as long as they have or will have enough hours to cover the requested day/shift before the time is taken off. d. The number of Vacation days will be determined by: i. Multiplying the number of Vacation accruals for the year (See Vacation Accrual Chart in the CFFD Personnel Handbook for details) by one and a half (1½). ii. The total in “i” (above) will be divided by twelve (12), the number of hours in a day, which will determine the number of vacation days allowed in the upcoming year. iii. The number of vacation days allowed will be rounded to the nearest whole number iv. Human Resources and Operations will provide a list of personnel assigned to each shift and the number of vacation days each person will be allotted for the upcoming year. e. Personnel will request their vacation choices and submit them by the due date. f. Vacation Selection Process: i. Vacation choices will be granted by rank and seniority within each rank for each shift. Once a person has met the allowable number of vacation days for the year, they will be removed from the list used during the selection process. SOG ADM.01.12 Staffing – EMS and Suppression Page 5 of 10  Seniority: In the case of identical service time, or appointment date, seniority shall be determined in the following manner:  Written Exam Score  Coin Toss ii. First Vacation Choice: All personnel will be allowed to select a First Vacation Choice before anyone will be permitted to choose their Second Vacation Choice. Each Vacation Choice is limited to no more than two (2) Tours of Duty or twelve (12) days of vacation. Must be consecutive or adjoining Tours of Duty. iii. Second Vacation Choice: Any personnel that have not met the number of vacation days allowed will select their second choice in the order of the seniority list. Limited to no more than two (2) Tours of Duty or twelve (12) days of vacation. iv. Third Vacation Choice: Anyone that still has vacation days available to schedule may schedule the remainder of their days. g. Moving a Vacation Day: Personnel will be allowed to move their vacation choices for any unexpected needs, provided; i. They still have vacation days available to use ii. The maximum number of personnel allowed to be off for the day has not been met iii. The request is submitted to the supervisor prior to Staffing Projections being started. D. Scheduled Leave: (See Scheduled Leave section in the CFFD Personnel Handbook for details) 1. Military Leave 2. Jury Duty 3. Witness Duty 4. Training 5. Prescheduled Vacation 6. Prescheduled Holiday E. Unscheduled Leave: (See Unscheduled Leave section in the CFFD Personnel Handbook for details) 1. AWOL 2. Bereavement 3. Non-family Member Funeral Leave 4. Emergency Vacation 5. Sick 6. Holiday in Lieu of Sick 7. Vacation in Lieu of Sick 8. Voting 4.08 EMS Staffing Projections: Projections shall be completed by the District Chief – EMS on each respective shift. SOG ADM.01.12 Staffing – EMS and Suppression Page 6 of 10  A. Part-Time Scheduling: 1. Part-Time personnel should make every attempt to keep their availability updated in the scheduling program. B. Full-Time Scheduling: 1. Personnel: a. On the first shift of the tour, Full-Time personnel will update their availability in the scheduling program for the following Tour of Duty by 12:00pm for: i. Any P-Days that they want to work, ii. Any Shifts that they may want to pick-up as an additional shift, iii. Any request to move a vacation day, iv. Any request to use a Holiday. 2. District Chief - EMS: a. First Day of the Tour: Ensure there are not any vacancies for the following Tour of Duty. i. Utilize any FT personnel that want to work their P-Day. ii. Send out a notification to all PT and FT personnel and have them either put in for the vacancy or update their availability for any remaining vacancies. b. Last Day of the Tour: Fill any Vacancies for the following tour. i. Utilize personnel with the least number of hours for the week or one that is not in Overtime from the Availability List. ii. Utilize Paid personnel that are in Overtime from the Availability List. c. Fill any vacancies that may occur after projections are complete. 4.09 Suppression Staffing Projections: Projections shall be completed by the Shift Commanders on each respective shift. A. Volunteer Scheduling: 1. Personnel: a. Sign Up for available shifts at assigned station at their earliest convenience. b. Sign Up for available shifts at other stations. 2. Station Officers: a. Approve shifts as they are requested by their station personnel. b. Personnel assigned to the station should take precedence over personnel from other stations when approving shift pickups. Do not approve shifts from personnel of other stations too far in advance. This will allow personnel assigned to your station to staff at their assigned station. 3. Shift Commanders: a. First Day of the Tour: Each Shift Commander will do projections for the following Tour of Duty for their respective shift. i. Approve any Sign-Ups that have not been approved by the Station Officers. ii. Send out a notification to all Volunteers for any vacancies. b. Middle Day of the Tour: i. Fill any vacancies for the next tour with available Volunteers. ii. If vacancies still exist, send out a notification to all Part-Time and Full-Time personnel and have them sign up for the shift. c. Last Day of the Tour: Fill any Vacancies for the following tour. SOG ADM.01.12 Staffing – EMS and Suppression Page 7 of 10  i. Utilize any Volunteers. ii. If there aren’t any Volunteers available, utilize Paid personnel with the least number of hours for the week or one that is not in Overtime from the shift sign ups. iii. Utilize Paid personnel that are in Overtime that signed up for the shift. d. Fill any vacancies that may occur after projections are complete. B. Part-Time Scheduling: 1. Personnel: a. Part-Time personnel will submit their availability for the following month by the 1st of the previous month. Example: For the November schedule, time must be submitted by the 1st of October. b. Part-Time personnel should make every attempt to keep their availability updated in the scheduling program. 2. Shift Commanders: a. The Shift Commander that is Scheduled on the first Monday of each month will be responsible for ensuring that the schedule is completed by the 20th for the following month. b. First Day of the Tour: Ensure there are not any vacancies for the following Tour of Duty. i. Send out a notification to all PT and FT personnel and have them put in for the vacancy. c. Middle Day of the Tour: i. Fill any vacancies for the following Tour of Duty with paid personnel. ii. If vacancies still exist, send out a notification to all Volunteers for any vacancies for the following Tour of Duty. d. Last Day of the Tour: Fill any Vacancies for the following tour. i. Utilize Paid personnel with the least number of hours for the week or one that is not in Overtime from the shift sign ups. ii. Utilize Paid personnel that are in overtime from the shift sign ups. iii. Utilize any Volunteers. e. Fill any vacancies that may occur after projections are complete. C. Full-Time Scheduling: 1. Personnel: a. On the first shift of the tour, Full-Time personnel will update their availability in the scheduling program for the following Tour of Duty prior to projections being completedfor: i. Any P-Days that they want to work, ii. Any request to move a vacation day, iii. Any request to use a Holiday. 2. Shift Commanders: a. First Day of the Tour: Ensure there are not any vacancies for the following Tour of Duty. i. Utilize any FT personnel that want to work their P-Day. SOG ADM.01.12 Staffing – EMS and Suppression Page 8 of 10  ii. Send out a notification to all PT and FT personnel and have them put in for the vacancy. b. Middle Day of the Tour: i. Fill any vacancies for the following Tour of Duty with paid personnel. ii. If vacancies still exist, send out a notification to all Volunteers for any vacancies for the following Tour of Duty. c. Last Day of the Tour: Fill any Vacancies for the following tour. i. Utilize Paid personnel with the least number of hours for the week or one that is not in Overtime from the shift sign ups. ii. Utilize Paid personnel that are in overtime from the shift sign ups. iii. Utilize any Volunteers. d. Fill any vacancies that may occur after projections are complete. 4.10 Minimum Staffing of Apparatus: A. In an effort to allow personnel to utilize accrued benefit time, while at the same time ensuring that the minimum staffing needs of the department are met, the EMS Supervisor/Shift Commanders will be responsible for maintaining the schedules for their respective Divisions. 1. Every effort should be made to maintain staffing levels at relief time. 2. Personnel are limited to a maximum of thirty-six (36) consecutive hours of work. a. Personnel may work forty-eight (48) consecutive hours in order to maintain staffing levels if all options have been exhausted and the Shift Commander/EMS Supervisor/Officer are unable to find a replacement. 3. Personnel will not be permitted to work/staff more than 48 hours under any circumstance. B. Engine, Aerial and Rescue companies shall maintain at least four (4) firefighters at all times. In an emergency, three (3) firefighters may be utilized until a fourth firefighter reports for duty. C. Medic Units shall maintain at least one (1) paramedic (minimum of P1) and at least an EMT (A1) at all times. D. Other Vehicles: Chief vehicles and support vehicles, etc. will be staffed according to the Department’s standards as designated by the Fire Chief. E. Minimum Staffing Exceptions: 1. Staffing shortages due to injury, sickness, or family emergency, while on duty, will be reported to the EMS Supervisor/Shift Commander as soon as possible. The EMS Supervisor/Shift Commander will attempt to fill these vacancies with any extra personnel on duty and/or by notifying personnel from the Availability list. 2. Officers will be held responsible to ensure that all staffing levels, as defined by the Fire Chief, are complied with. 3. The Fire Chief has the authority to specify other staffing exceptions. 4.11 EMS Staffing Plan A. Current in service units are thirteen (13) ambulances, twenty-four (24) hours a day, seven (7), days a week with at least one (1) paramedic with a current TDSHS Paramedic certification. SOG ADM.01.12 Staffing – EMS and Suppression Page 9 of 10  B. The CFFD shall staff ambulances in accordance with Texas Department of State Health Services regulations. C. Vacancies within the schedule may be filled with PRN staff when possible at the discretion of the Department leadership. 4.12 Medic Units A. All CFFD (HCESD#9) ambulances are TDSHS certified to BLS with MICU capacity. B. Every effort is made to make these Paramedic ambulances. 1. In the event that cannot be accomplished; an ALS first responder is available within the department. SOG ADM.01.12 Staffing – EMS and Suppression Page 10 of 10