HomeMy WebLinkAboutR&R 102.04 REVISED 7-2021 Business Related CommunicationBeaumont Fire Department
RULES & REGULATIONS
102.04 — Business -Related Communication
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Effective:07/20/21 Chief Earl White
1. General Communications Parameters
1.1. City -owned communications equipment and resources are provided for the purpose of
conducting Department business. In all cases, this is the first priority for its use.
2. Letterhead — any paper or digital document bearing the name and/or logo of the department.
2.1. It is inappropriate for any member to use official stationery for personal or non -job -
related purposes, particularly when such use implies endorsement by the department or
makes reference to employment in matters of personal dispute.
2.2. Members shall only use department stationery for conducting official department
business.
3. Memoranda - a written record of communication that may be either hard copy or electronic.
3.1. Memoranda initiated within the fire department should have a business -related purpose
and should not be initiated frivolously or without true necessity.
3.2. Memoranda that may be initiated by members at any level in the organization include:
3.2.1. Memos that are used as a communications medium between individuals.
3.2.2. Unofficial memoranda of general interest to the overall membership of the
department.
4. Station Log Book/Journal
4.1. The on -duty station Captain will ensure that the station log book/journal is an accurate
and complete account of the operation of the station for each shift.
4.2. Entries will contain detailed information on the following items:
4.2.1. Alarms received
4.2.2. Equipment used
4.2.3. Special duties performed by members (activities, training, etc.)
4.2.4. Orders received
4.2.5. Duty exchanges
4.2.6. Accidents/Injuries
4.2.7. Illness of members
4.2.8. Unusual circumstances
4.2.9. Receipt of supplies and equipment
4.2.10. Work orders submitted
4.2.11. Training activities
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4.2.12. Any additional information pertaining to the administration of the
companies housed at the station or of interest to the department.
4.3 All completed logbooks/journals will be placed in storage at the station. All
Logbooks/journals are the legal documents and must be stored in accordance with the
City's retention schedule.
4.4 Normal duty cycle operational period will reflect the 0800 to 0759 times. In the
event of a City Closure (EOC activation) the operational period may be different than
the check -in times. I.E. during a hurricane the operational period can be 0600 to 1800
but the Fire Department may check -in at 080 hours. It is the on -duty Captain's
responsibility to ensure all times and signatures are on all documents.
5. Telephones
5.1. Officers are directed and authorized to make reasonable rules for all land -line and cellular
use, including setting limits on their use.
5.2. Only calls relating to department business or bona fide family emergencies will be
allowed to interrupt department operational or other official business activities.
5.3. Members are approved to make local calls of a personal nature on City -owned phone
systems to the extent that they do not interfere with the accomplishment of their duties.
5.4. Telephones will not be used within five minutes following the transmission of an alarm
except to receive or relay emergency -related information.
5.5. At the fire stations, all incoming calls between 2100 hours and 0700 hours must be of a
business or emergency nature only.
6. Email & Internet
6.1. Officers are directed and authorized to make reasonable rules for emaiVintemet access
while on duty, including setting limits on the use of City and/or personal computer
systems.
6.2. Private internet services are permitted at the fire stations at the members' expense, subject
to the following:
6.2.1. Installation of the internet services and/or equipment must be approved by the Fire
Chief.
6.2.2. Private internet services may be relied on by the department for use should other
resources be interrupted.
6.3. All users of these systems are expected to conduct their on-line activities in an ethical and
professional manner.
6.4. City provided email and internet access are intended to facilitate business functions and
communications and should be used to conduct work -related business. Playing or
downloading music, games, or programs on City computers is strictly prohibited.
6.5. While on -duty at any location or when off -duty at City facilities, and whether on City or
personal computer networks located at City facilities, prohibited uses of email and the
internet include, but are not limited to:
6.5.1. Illegal activities
6.5.2. Gambling
6.5.3. Threats
6.5.4. Harassment
6.5.5. Slander/defamation
6.5.6. Obscene or suggestive language or images
6.5.7. Sexually explicit material
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6.5.8. Racial or ethnic slurs
6.5.9. Profanity
6.5.10. Political endorsements
6.6. Email messages sent from City networks may not promote or oppose any religious or
political beliefs.
6.7. Email subscriptions to non -business -related news groups and/or list servers are not
allowed.
6.8. The department is not responsible for any damage or losses to an individual's personal
computer or other personal communications equipment that are located at department
facilities or that are used while on duty.