HomeMy WebLinkAboutSOG 111.01 REVISED 4-2015_RfTEffective. 2/5/1999
Revised: 4/5/2015
Replaces:
111.01 — Requests for Training
Guiding Philosophy
Professional development is an essential element for ensuring individual and
organizational success. The request for training process exists to encourage members to develop
themselves in their careers by attending job-related educational activities and by networking with
others in the regional, State, and national fire service. We strive to provide opportunities for
professional development whenever feasible so that our customers, work force, and members are
best served.
II. Purpose
The purpose of this policy is to ensure that members are provided opportunities for
professional development in the fire service, and that these activities are appropriately approved,
managed, and documented.
III. Goals
The goals of this policy are to:
A. Provide a system to notify members of available j ob-related development
opportunities.
B. Outline the procedure for making a formal training request.
C. Detail the system of routing, reviewing, approving, processing and providing
feedback on individual training requests.
D. Discuss applicant/student responsibilities.
E. Communicate documentation responsibilities.
IV. Definitions
A. Applicant — Member initiating the training request.
B. General Posting — Training opportunity posted to all personnel.
C. Professional Development Opportunity — Limited or full training sponsorship
to members for job-related development initiatives, provided within the scope of
available resources. Attendance is not required for professional development
activities. As such, overtime will not be paid if attended off-duty.
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D. Required Training — Certification or other training the individual is mandated to
attend. Overtime will be paid for all required training attended off-duty.
E. Targeted Posting — Training opportunity posted to a particular target group
within the department (i.e. HMRT members only)
F. Section Chief — The Chief Officer or administrator responsible for managing an
assigned section. By allocated position, Section Chief assignments are as follows:
1. Operations Section — Assistant Fire Chief
2. Logistics Section — Deputy Chief
3. Planning Section — Deputy Chief
4. Administration & Finance Section — Fire Administrator
V. Postina Trainina Opportunities
A. There are two primary reasons why members are provided training/professional
development under the department's sponsorship:
1. To maximize the safety, efficiency and effectiveness of services provided.
a. To improve/enhance the department's overall capabilities.
b. To improve/enhance member's job-related knowledge, skills, and
abilities.
2. To support the professional growth and career development for those
members who are motivated to seek such opportunities.
B. The Support Branch Director is responsible for:
1. Insuring training opportunities that are pertinent to helping members
become more skilled and capable at serving the needs of the public and
fulfilling their job-related duties are posted.
2. Coordinating with Section Chiefs and/or the Fire Chief on the status of
specific posts (general or targeted).
3. Reviewing and approving postings prior to distribution. Postings should
include:
a. Course name, dates, times and location
b. Relevant registration information, including costs
c. Topics covered, if available
d. Whether the course is required training or is being offered as a
professional development opportunity (see definitions).
e. Deadline for submitting a Request for Training application.
C. Members are encouraged to send information concerning training opportunities to
the Training Officers and/or Support Branch Director for review.
VI. Submitting a Request for Training
A. When a member is interested in pursuing an opportunity, he/she begins the
application process by completing a Requestfor Training application.
1. The Request for Training form can be accessed on the G: drive.
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2. The applicant is responsible for completing the "To be completed by
Applicant" portion of the form. The applicant will:
a. Provide a detailed justification on the benefits of attending the
course. (Be specific as to how course content will benefit the
citizens we serve, the services we provide, the department, his/her
work group, and/or the applicant.)
b. Include any links to web pages used as a reference for the course
or scan and attach any literature that will help the Training
Officers, Support Branch Director and the Section Chief to
evaluate the request and estimate the cost of attendance.
NOTE:
Training Officers may assist Section Chiefs in completing the
Applicant portion for individuals attending required courses.
B. Submitting the Request for Training Application by Email
1. After the member completes the applicant portion of the Request for
Training form, he/she will save the modified form on the station PC with
his/her name and the course title. (i.e. Brown, . -R T- hear-Iazmat
Tech)
2. If there is additional hard copy supporting information, he/she will scan it
to send along with the RfT application.
Email the form and supporting information as attachments to all members
of the Certification & Training Group. The email subject should include
the applicant's name, the course title, and the fact that the email is a
request for training. (i.e. Brown, 1- =oil hear I-Ia mat K!ch)
C. Requests for Training should be submitted t least 30 da.E..., e ,vance of the
course start date, if at all possible. This allows adequate time for researching the
course, moving the request through the approval and registration processes,
making travel and payment arrangements, and helps to avoid any unnecessary
fees associated with late registration.
VII. Approval & Feedback Process
A. The Applicant completes the top portion of the form and submits it to all
personnel assigned to the Certification & Training Group as described above.
B. The Request for Training form is processed by the Training Officer who
coordinates the applicable training program. He/she will:
1. Complete the cost estimate and notes portions of the form.
2. Place the completed form in the "Pending" folder on the G: drive.
SOG 1 11.01 — Requests for Training Page 3 of 6
3. Prompt the Support Branch Director via email to review the request.
C. The Support Branch Director will:
1. Review the request.
2. Make any necessary corrections and provide additional comments in the
space provided on the form.
3. Sign the form and date the form.
4. Prompt the Section Chief via email to review the request.
D. The Section Chief will:
Review the request.
2. Approve/deny request at his/her level.
3. If approved, prompt the Fire Chief via email to review and provide a
disposition on the request.
4. If denied, send the Applicant and Support Branch Director a reason for the
denial (i.e. funding limitations) via email, and insure the completed form is
filed in the appropriate folder on the G: drive.
E. The Fire Chief will:
1. Review and provide final disposition on the request, and insure the
completed form is filed in the appropriate folder on the G: drive.
2. If denied, send the Applicant, Section Chief Support Branch Director,
applicable Program Manager(s) and all C&T Group personnel the final
disposition via email.
3. If approved, and if there is a cost associated with the class, copy the email
above to the Logistics Section secretaries.
F. The C&T Secretary will coordinate with the Section Chief and/or assigned
Training Officer to complete the registration process and/or make travel
arrangements.
VIII. Applicant/Student Responsibilities
A. The Applicant is responsible for submitting the Request for Training form with
the supporting documentation as specified in this policy.
B. Once approved, the member is responsible for attending the training as scheduled.
C. If extenuating circumstances prevent the applicant from attending the training as
scheduled, then he/she must seek approval to change the schedule or withdraw
from the class via email to his/her Section Chief.
SOG 1 11.01 — Requests for Training Page 4 of 6
If a last minute emergency situation arises, the applicant will contact
his/her Section Chief as soon as possible to explain the circumstances.
He/she will follow up with an email to the Support Branch Director and
Section Chief detailing the circumstances.
2. Approval to withdraw from an approved class is at the discretion of the
Section Chief.
If approved training is missed for any reason other than being due to an
unforeseen emergency, or is missed without the prior approval of the
Section Chief, then the member may be subject to reimbursement for
unrecoverable expenses associated with the training, and/or disciplinary
action.
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r ent t e e art ent �/ a � t�ve and s essional manner.
1. Members will maintain a professional appearance and wear attire suitable
for the training being performed.
2. Members will actively participate and present a positive demeanor in the
training sessions.
3. Members will not be disruptive, disrespectful, or behave in any manner
that tarnishes the positive image of the department.
E. The student must submit a Travel Expense Report along with all the required
receipts or other supporting documentation of expenditures to the Purchasing
Secretary !E't r ,,,
of returning from course.
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1. Employee reimbursement checks will be issued on the next regular
accounts payable check cycle following the submission of the expense
report.
2. Any refunds to the City must be submitted at the time the expense report is
completed.
F. Individuals who attend department -sponsored training activities are expected to
share the information received for the improvement of other members and the
department. As such, they may be asked to perform assignments relative to the
training received (i.e. conduct training sessions for other members, completing
summary reports, etc.).
Special Note for National Fire Academy Courses:
• Members must submit an RfT and be approved prior to submitting application
to the NFA.
• When an individual receives confirmation that he/she has been accepted
he/she will:
o Notify his/her Section Chief via email, confirming dates of attendance
o Provide copies of all correspondence received to the Training Division
for processing.
SOG 1 11.01 — Requests for Training Page 5 of 6
IX. Training Documentation Responsibilities
A. Members attending classes will insure to:
1. Follow City policy 6.1—Travel & Training regarding reimbursable
expenses and expense reporting. (available at http;/%abconnect/)
2. Submit a copy of the course completion certificate to the Certification &
Training Group officewithin,,,,�� �,,,; week of the completion of the training.
If the certificate will be delayed for any reason, the member will notify the
Support Branch Director of the situation via email.
Submit a completed and signed Class Roster form to the Certification &
Training Group office within one week of the completion of the training,
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if a course completion certificate is not being issued for a particular
activity.
4. Email all members of the Certification & Training Group concerning any
overtime associated with the training as soon as possible after the
completion of the training. (If possible, email on a daily basis to insure
timely entry and payment.)
IMPORTANT NOTE:
prior p.rgLEajinar a rovaM is ray uir yd or qMt Mi i -r yMa yd STI
For each participant on overtime:
• Include the date and working hours for each day eligible
for OT.
• State if a lunch break was taken and, if so, for how long.
B. The Support Branch Director will insure:
1. Maintenance of departmental records for all approved or denied training
requests.
2. Copy of course completion certificates or other course documentation
received is properly filed in the member's training file.
Information from the course completion certificate or class roster is
entered into the Firehouse Training Module and/or scanned into Lasefiche.
4. Original certificates or associated documentation are returned to the
member for his/her own records.
Overtime hours for all pre -approved training requests are entered in the
Firehouse and HTE systems, and the final approval process is initiated in a
timely manner.
6. Insure City policy 6.1—Travel & Training is followed.
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