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Home My WebLink AboutSOG 108.03 REVISED 4-2017_On-Duty Vehicular Accident Reporting108.03 — On -Duty Vehicular Accident Reporting Effective. 5/11/2004 Revised: 4/5/2017 Replaces: SOG 108.01 B & UOG 108.01 A 1 "� I. Guiding PhilosophX Safety and accident prevention is everyone's job. National occupational safety and health standards have traditionally held that roughly 95% of all workplace accidents are A .,.1 YIll.' by someone (by their action or inaction) at the employee, supervisor, manager, and/or at the organizational level. We are committed to working together and doing our best to: 10 Minimize accidents, injuries and exposures. 10 Create and sustain a "11'lllllllllNIK �Si'l lIE11VI1 1�IlllS`11' culture based on our managed -risk philosophy. II. Purpose The purpose of this policy is to provide a standard system for reporting, initial fact- finding, review, and subsequent corrective and/or disciplinary recommendations related to department vehicular accidents. III. Goals The goals of this policy are to: A. Describe the vehicular accident reporting process and related responsibilities. B. Communicate the vehicular accident review processes and related responsibilities. C. Provide guidance relative to available consequence options for corrective action and/or disciplinary recommendations for A1�1°::F.AlJvehicular accidents. IV. Definitions A. Accident — Damage or injury that occurs because of a risk that is poorly managed. B. Aggravating Factors — Any facts regarding the circumstances surrounding an accident, injury or exposure that may increase responsibility for the occurrence. C. At -Fault Accident — When looking at the totality of the circumstances leading up to the accident, the member(s) actions and/or behavior were deemed to be more than 50% of the cause, failure to prevent, or other contributing factor(s) leading to the accident occurrence. At -Fault accidents are preventable. D. Damage Estimate — Cost of medical treatment + Cost of repairs + Cost of lost time. E. Mai or Accident —Estimated at over $5,000 in property damage. F. Maior Iniuries — Those injuries requiring hospital admittance (firefighters or citizens). G. Minor Accident — Estimated at no more than $1,500 in property damage. H. Minor Iniuries — Those injuries to persons that require first aid only. L Mitigating Factors — Any facts regarding the circumstances surrounding an accident, injury or exposure that may decrease responsibility for the occurrence. J. Moderate Accident — Estimated between $1,500 and $5,000 in property damage. K. Moderate Iniuries — Those injuries that require the firefighter(s) to miss more than one duty period or cause non -fire department members to seek medical treatment beyond first aid. V. Vehicular Accident Reporting Process & Responsibilities A. All vehicular accidents will be immediately reported via phone or radio to the Fire -EMS Communications Center. The initial report should include the following: 1. Unit identification or apparatus number. 2. Exact accident location. 3. An indication of the need for additional medical assistance. 4. An estimate of the extent and nature of injuries and vehicle damage. 5. Indication of whether the vehicle is drivable. 6. Indication of the need to cover assignments. B. The Supervisor on scene will insure: 1. The initial report is communicated to Fire -EMS Communications. 2. Appropriate medical care is initiated, if required. 3. Law enforcement is deployed, if required. 4. The incident is not discussed with anyone other than fire, police or City representatives. SOG 108.03 — On -Duty Vehicular Accident Reporting Page 2 of 6 5. The vehicle is not moved unless it is creating a traffic hazard. If the vehicle must be moved, take pictures or mark the position of the tires prior to moving. 6. Witness names and contact information are obtained. 7. Unless injured, he/she remains at the scene until the police, fire and/or City representatives have completed initial fact -gathering. 8. NFIRS report (including associated casualty reports for injured persons) are completed. 9. Appropriate vehicular accident and witness reports are completed. 10. Appropriate employee injury reports are completed, when applicable. C. The Deputy Chief on -duty will insure: 1. He/she responds to the scene when notified. 2. Compliance with R&R 102.02A Suspected Impairment While On -Duty. 3. Fire -EMS Communications have made the appropriate notifications. 4. The Investigator and City Liability Administrator receive assistance with initial fact-finding, as needed. 5. All required documentation is completed and accurate, that documentation deficiencies are corrected, and that reports are submitted to Fire Headquarters no later than the next business day. 6. Member(s) who take leave to complete the shift after an accident occurs are properly coded, based on the circumstances surrounding the accident. a. After an accident occurs, the Deputy Chief on -duty is given discretion to place a member on administrative leave with pay, based on extenuating circumstances. b. If administrative leave with pay occurs, the Deputy Chief will notify the Operations Section Chief and Fire Chief immediately. D. The Investigator conductinz initial fact-finding will: 1. Record all facts related to the accident. a. Obtain witness contact information. b. Take statements from witnesses, when necessary. SOG 108.03 — On -Duty Vehicular Accident Reporting Page 3 of 6 c. Take photographs of vehicular or other property damage. 2. Coordinate with law enforcement and/or the City Liability Administrator to insure all immediately available facts have been gathered. VI. Vehicular Accident Review Process & Responsibilities A. Administrative inquiries will be conducted to determine At -Fault Status and to provide a Damage Estimate on all vehicle accidents. 1. When all NFIRS, casualty, vehicle accident, injury reports have been completed and received at Fire Headquarters, the Operations Section Chief will insure that: a. An accident review file is started. b. The Planning Section Chief receives a copy of the file. 2. The Planning Section Chief will assign in Investigator to conduct the administrative inquiry. The Investigator will: a. Collect facts that were initially unavailable (police report, drug test results, etc.) b. Determine of At -Fault Status based on the facts gathered to this point (as defined by this policy). c. Determine a Damage Estimate (as defined by this policy). d. If an accident occurrence is found to be t ill°°F IiII and the .......................................................................... occurrence may require disciplinary action, notify the Fire Chief. e. All administrative inquiries and investigations will be conducted per SOG 702.02—Complaint, Inquiry, Investigation, & Adjudication/ Discipline Processes. 4. When notified of anA"''I ° �" IIIIC "hI'' accident that may require disciplinary action, the Fire Chief will: a. Direct the Planning Section Chief to upgrade the administrative inquiry to a professional standards investigation. b. Notify the Operations Section Chief and member(s) Deputy Chief. B. All department vehicle accidents will be reviewed by the Union -Management Safety Committee per SOG 108.01—Safety & Health Committee Accident, Injury & Exposure Review. VII. Options for Corrective Action and/or Disciplinary Recommendations A. Retraining or referral to the Employee Assistance Program are examples of remedial corrective action, and are not discipline. Remedial corrective actions may be recommended alone, or in conjunction with, discipline. SOG 108.03 — On -Duty Vehicular Accident Reporting Page 4 of 6 2. As a minimum, retraining will consist of successful completion and documentation of an on-line defensive driving course. B. Members should be aware discipline can be imposed when violations of civil service law and/or rules, or department rules, regulations or guidelines are sustained, regardless of the disposition of alleged criminal charges. C. Violations and corresponding corrective actions and discipline are indicated in Appendix A. Consequence recommendations for fourth and subsequent accidents will be considered on a case by case basis. D. Mitigating and aggravating factors are those which would cause employees to deviate, in an exaggerated manner, from normal driving behavior. In these cases, the factors involved will be considered by the Investigator determining At -Fault status, the Safety Committee and the Disciplinary Review Board (DRB). If the Safety Committee and/or DRB determine that sufficient cause exists, these factors may be cited to recommend corrective actions and/or discipline outside of the established discipline levels. 2. Deviation from normal disciplinary levels will be the exception to the rule and will be limited to rare and unusual situations. 3. If the Safety Committee and/or DRB use aggravating or mitigating factors to deviate, they shall provide written explanation to the Fire Chief. E. Per civil service law, suspensions in excess of 15 days are offered at the discretion of the Fire Chief, and are not subject to appeal. Any offers that are refused will revert to indefinite suspension. SOG 108.03 — On -Duty Vehicular Accident Reporting Page 5 of 6 Appendix A — Consequence Matrix for At -Fault Vehicle Accidents Consequence Matrix—At-Fault Vehicle Accident Violations (Per civil service law, suspensions are in calendar days) *Maximum consequence is up to and including indefinite suspension, based on the circumstances of the accident. Violation/Outcome & Severity Scale Death of civilians or firefighters Major Injuries Major Property Damage Failure to report an on -duty vehicular accident Major Injuries Moderate Property Damage Major Injuries Minor or No Property Damage Failure to properly supervise: Major Injuries and/or Major/Moderate Property Damage Minor Injuries Major Property Damage Failure to properly supervise: No/Minor Injuries and/or Major/Moderate Property Damage Minor Injuries Moderate Property Damage Minor Injuries Minor Property Damage Minor Injuries No Property Damage No Injuries Moderate/Major Property Damage No Injuries Minor Property Damage First Accident Indefinite Suspension Fifteen (15) day suspension Ten (10) day suspension Eight (8) day suspension Six (6) day suspension Four(4)day suspension Two (2) day suspension Two (2) day suspension One (1) day suspension Written reprimand Written reprimand Written reprimand Counseling Second Accident n/a Thirty (30) day suspension Twenty (20) day suspension Fifteen (15) day suspension Twelve (12) day suspension Eight (8) day suspension Four(4)day suspension Four(4)day suspension Two (2) day suspension One (1) day suspension One (1) day suspension One (1) day suspension Written reprimand Third Accident n/a Sixty (60) day suspension Forty (40) day suspension Thirty (30) day Suspension Twenty-four (24) day Suspension *Examples cited above are not all inclusive and as such are not limited to those listed above. Fifteen (15) day suspension Six (6) day suspension Six (6) day suspension Four(4)day suspension Two (2) day suspension Two (2) day suspension Two (2) day suspension One (1) day suspension SOG 108.03 — On -Duty Vehicular Accident Reporting Page 6 of 6