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Home My WebLink AboutSOG 104.08 NEW 4-2015_LOGS Services OT Admin Beaumont Fire-Rescue Services ES ATING GUIDELIN STANDARD OPER NES ATING GUIDELI STANDARD OPER ES TING GUIDELIN TANDARD OPERA S 104.08 – Logistics Services Branch Overtime Adiitti Effective: 4/5/2015 Anne Huff, Revised: Replaces: I. Guiding Philosophy We strive to set reasonable work standards that are structured to maintain individual and organizational effectiveness. We are committed to consistently applying organizational standards so that workers and the customers can be best servedin the mostcost efficient mannerpossible. II. Purpose The purpose of this policy is to communicate guidelines for administering overtime in the Logistics Services Branch. III. Goals The goals of this policy are to: A.Define general parameters forthe administration of overtime. B.Communicatethe responsibilities and process for the administration of scheduled and unscheduled overtime. C.Outline parameters for themaintenance andadministration of the reserve dispatcher lists. IV. Definitions A.Hold-over–For the purposes of this policy, hours of overtime worked immediately before or beyondamember’sregular shiftcycle. B.Reserve Dispatchers–Members currently assigned toother Sections that have previousexperiencein the Communications Groupas a Dispatcher,and who are competent in the use ofthe current CAD software, radio console and phone havealso worked a minimum oftwelve (12) systems.Reserve dispatchersmust hours in the Fire-EMS Communications Center in the past twelve (12) month period and haveobtained a Basic Tele-Communicator certification. C.Reserve List–List of qualified reserve dispatchers who havean interest in working overtimein the Fire-EMS CommunicationsCenterand who meet minimum standards for achievingreservestatus.Reserve dispatcherswill not be utilized if doing so would interfere with the normal operations of the Sectionthey are assigned. D.Scheduled Overtime–When an overtime vacancy existsseven or more days priorto the date it must be filled, usually due tocovering for scheduled vacation or personal leave. E. Unscheduled Overtime–When anovertime vacancy is created in lessthan sevendaysfrom the date it mustbe filled, usually due to covering sick or emergency leave. F.Vacation Personnel–Services Branchpersonnel whoarecurrently on vacation at the time of the overtime opportunity.As a last resort, these personnel maybe called for unscheduledovertime. VI. General Parameters A.To maintain minimum staffing in the Services Branch,when a 12-hour crew member uses a dayof leave, two (2) to twelve (12) hours of overtime are generally required to backfill the vacant position. B.Members will hold-overwhen requestedby the Logistics Section Chief, Services Branch Director, Communications Group Supervisor or aShift Supervisor. 1.In situations that require only two (2) hours of backfill, the Services Branch Director and the Communications Group Supervisor will be given the first opportunity to fill the vacancy. If accepted, these hours will not count toward his/hercumulative balance on the overtime rotation list. 2.If a period longer than two (2) hours is required,the hours maybe split between the off-going and on-coming shifts. C.The Services Branch Director or the Communications Group Supervisor must approve any swap or trade of scheduled or unscheduled overtime. 1.Exception:The Shift Supervisor may approve a swap or trade if both the Services Branch Director and the Communications Group Supervisor are absent. 2.If this occurs, the Shift Supervisor will email theBranch Director and Group Supervisor when a swap or trade of overtime is approved in their absence. The email should include the following information: a.Names of the personnel b.Date(s) of the swap or trade c.Reason/need for the exchange D.The Services Branch Director and/or the Communications Group Supervisor will insure the overtime listsareproperly maintained and administeredfor: 1.Current Services Branch Personnel 2.Reserve List Members 104.08–Administration of Overtime-Logistics Services Branch Page 2 of 5 E.Any request for an exception to this policy willbe routed through the chain of command. VII. Responsibilitiesand Process for Administration of Scheduled Overtime A.Scheduled Overtimewill be administered by the Services Branch Director and/or the Communications Group Supervisor. B.Opportunities for scheduled overtime will be offered to currently assigned Services Branch personnel first. 1.The processfor scheduled overtime forpersons currently assigned to the Services Branchwill be based on availabilityand does not require the use of an overtime rotation list. 2.All overtimehours will be appropriately tracked and routinely monitored by the Services Branch Director and/or Communications Group Supervisor. C.If no Services Branch personnelare available, scheduled overtime will be offered to persons on the Reserve Dispatcher List. 1.Calls will begin with the unmarked names at the top of the applicable overtime rotation list. 2.If a pager or voice message is used, allow one hourfor the member to respond. D.A member may request to be removed from ashift ofScheduled Overtime. Approval will be contingent upon whether the overtime vacancy can be filled. Exception: Requests to be removed from a shift of scheduled overtime due to an emergent need will be accommodated. (See R&R 103.01D –Emergency & Funeral Leave) VIII. Responsibilities and Process for Administration of Unscheduled Overtime A.Unscheduled Overtimewill be administered by Shift Supervisors using the applicable overtime rotation list. B.When calling member to fill anunscheduled overtimevacancy,the Shift Supervisor will beginwith the unmarked names at the top of theapplicablelist using the following prioritizedorder: AvailableServices BranchPersonnel 1. 2.Reserve List Members 3.VacationPersonnel 104.08–Administration of Overtime-Logistics Services Branch Page 3 of 5 C.If a pager or voice message is used, allow at leastfifteen (15) minutesfor the member to respond. Exception:If waiting for this amount of time to lapse will create an extended hold-over situation or addto overtime expense, no delay between calls or extended response timeswill be permitted. D.Shift Supervisors will record the dateand number of hoursof unscheduled overtime each person called inhas worked on the applicablelist. 1.Personnelwill maintain their position on the list until ten (10) or more cumulative hours of unscheduled overtime have been worked. Exception: Services Branch personnel who refuse to work a shift of seven (7) hours or less during their normal day off will have a line drawn through their name and their name will be moved to the bottom of the rotation list. 2.Once ten (10) or more hours of unscheduled overtime has been worked, a person’sname will have a line drawn through it and will be moved to the bottom of the list. 3.Hours worked due to holding-over will not be counted toward cumulative overtime hours. IX. Parameters for the Maintenance & Administration of the Reserve Dispatcher Lists A.Members who have had prior full-time service in the Services Branch, who are interested in working overtime as a reserve dispatcher should communicate their interest to the Services Branch Director and Communications Group Supervisor. B.The Services Branch Director will insure that certification status and hours worked in the Fire-EMS Communications Center by reserve dispatchers are tracked to determine their current eligibilityfor thereserve list. C.So that personnel maintain the basic competencies required of a dispatcher, they must meet the followingminimum standards to become/maintain eligibility on the Reserve List: 1.ObtainedBasic Tele-Communicator Certification 2.Have worked a minimum of twelve (12) hours in the Fire-EMS Communications Center during the preceding twelve months 104.08–Administration of Overtime-Logistics Services Branch Page 4 of 5 D.Personnel who currently do not meet the qualifications as a reserve dispatcher maybecome eligibleforthe list after successful skills evaluationhas been documented and signed off by the Communications Group Supervisorand Services Branch Director. E.Whenno Services Branch personnel are available to fill an overtime opportunity, reserve list members may be utilized. F.Anytime a reserve list memberworks overtime in the Fire-EMS Communications Center, the Shift Supervisor will: 1.Email the Personnel & Benefits Administrative Assistant, copyingthe Reserve List Member and his/her assigned Section Chief. 2.Include the following in the email: a.Name of the Reserve List Memberworking b.Date(s) worked c.Total number of hours worked 104.08–Administration of Overtime-Logistics Services Branch Page 5 of 5