HomeMy WebLinkAboutSOG 104.07 REVISED 5-2017_OPS OT Admin
Beaumont Fire-Rescue Services
STANDARD OPERATING GUIDELINES
104.07 – Operations Section Overtime Administration
Effective: 6/1/2002
Revised: 5/5/2017
Anne Huff, Fire Chief
Replaces: UOG 104.03A; SOG 104.10
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 served.
II. Purpose
The purpose of this policy is to communicate guidelines for administering the Operations
Section overtime rotation list.
III. Goals
The goals of this policy are to:
A. Define the applicability of this policy and set the minimum standards for
eligibility to work minimum staffing-based overtime in the Operations Section.
B. Discuss general considerations and administration of the overtime rotation list.
IV. Definitions
A. Overtime Rotation List – Call and status log completed by the Deputy Chief
when administering overtime for maintenance of routine daily staffing targets.
After a full rotation, the Deputy Chief will maintain the most recent copy of the
log for reference.
B. Full Rotation – “A through Z” consideration of eligible members by alphabetical
order of their last names, and then first names (if last names are the same).
C. Obviously Sick – A person exhibits symptoms of a communicable or other illness
that prevents them from being able to fulfill the obligations for the essential job
functions of the overtime assignment, which may include, but is not limited to:
1. Fever
2. Nausea and/or vomiting
3. Diarrhea
4. Chest congestion, coughing or other respiratory symptoms.
D. Sick Leave – Encompasses the following payroll codes:
1.EF – Emergency Leave-Family
2.EL – Emergency Leave-Charge
3.FJ – FMLA, Off-Duty Injury Charged
4. RI – On-Duty Injury
5. RJ – Off-Duty Injury
6. SF – FMLA, Sick Leave Charged
7. SK – Sick Leave
8. VF – FMLA, Vacation Charged
9. WC – Worker’s Comp-without pay
10. WF – FMLA, Worker’s Comp On-Duty Injury
E. Rescheduled Vacation – Vacation leave that has been moved from where it was
originally scheduled in the annual vacation schedule (effective January 1 of a
given year).
V. Application of Policy & Eligibility for Overtime
A. This policy is applicable to the maintenance of routine daily staffing targets
ONLY, and does not cover call back of members for other purposes.
B. A member will be considered INELIGIBLE for overtime if he/she:
1. Is obviously sick when called.
2. Used sick leave for any portion of his/her last regularly scheduled shift.
(See Section VI.M.6 for further clarification)
3. Would work overtime on his/her regular shift while on rescheduled
vacation.
4. Has had training deficiencies greater than 30-days past due (as listed on
the most recent training deficiencies update report).
5. Has not successfully completed his/her probationary period.
C. If a member accepts overtime when ineligible the following will occur:
1. Within one hour of reporting for duty, if the member who was called in
for overtime realizes that he/she is actually INELIGIBLE, and notifies
the Deputy Chief of such, the Deputy Chief will provide the member the
following options:
a. Leave without receiving pay plus receiving a strike, OR
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b. Receiving pay for the two hour minimum plus being struck
from the overtime rotation list for the next rotation.
2. If discovered at any other time during the overtime shift, he/she will be:
a. Sent home by the Deputy Chief
b. Struck from the overtime rotation list for the next rotation.
D. The member is responsible for notifying the Deputy Chief of any of the
circumstances listed above if inadvertently called.
VI. General Considerations
A. For the purposes of this policy, authorized overtime will be for the amount of time
necessary to meet daily staffing requirements for the shift only.
B. When staffing deficiencies occur, eligible members will be held over or called
back.
1. If on rescheduled vacation, members MAY NOT BE called in to work
overtime on their regular duty shift, and will not receive a strike.
2. If on Kelly Day and no sick leave was used for any portion of the
previous shift, members MAY BE called in to work overtime.
C. Computation of overtime hours will begin upon arrival at the assigned duty
station.
1. The member is responsible for reporting his/her actual arrival time to the
Deputy Chief.
2. Exception: For those held over from the off-going shift, overtime will
commence at 0800 hours.
D. Eligible members called back from off-duty must provide the Deputy Chief with
an estimated time of arrival.
1. If the ETA would exceed 60 minutes, the member will receive a strike.
2. If a member who accepts an overtime assignment does not make it to the
th
assigned station by the 60 minute, the member will receive a strike and
not be allowed to work the overtime assignment.
E. In instances where there are multiple personnel called for overtime, the last called
is the first to be released.
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Example:
Two personnel report for overtime at 0800 hours. One person must leave at
1200 hours and the other at 1800 hours. The last person called would leave
at 1200 hours. The first person called would leave at 1800 hours.
VII. Administering the Overtime Rotation List
A. The overtime rotation list will serve as the basis for minimum staffing- related
overtime consideration.
B. The off-going Deputy Chief will provide the completed and up-to-date overtime
rotation list to be used for the upcoming shift to the oncoming Deputy Chief at
shift change.
C. The Deputy Chief on-duty will administer the list of eligible members for that
shift based on alphabetical order by last name, beginning each shift with the first
eligible member
D. Members will remain in a stand-by position on the current overtime rotation list
until either being struck off or have worked 22 cumulative hours.
E. If a member must leave for any reason (sick, family emergency, etc.), the amount
of overtime hours that the member was scheduled and/or offered to work that
day is recorded on the overtime rotation list and be counted towards the 22
cumulative hours.
Example 1:
A member is offered 24 hours of overtime and accepts. During his
duty assignment, the member must leave and goes home before
working the entire 24 hours. The member will be credited with 24
hours of overtime on the overtime rotation list and removed from the
current list. This is the same amount of hours that would normally
have been recorded if the member had completed the offered
assignment.
Example 2:
A member is offered 10 hours of overtime and accepts. During the 10
hour duty assignment, the member may decide to leave (sick,
emergency family, etc.). 10 hours of overtime is recorded on the
overtime rotation list to be credited towards the 22 cumulative hours.
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F. Members will be able to defer and remain in a stand-by position at the top of the
overtime rotation list, if at the time of the overtime opportunity they:
1. Are working their regularly scheduled shift.
2. Are on vacation.
3. Are on Kelly day/week
4. Are on unscheduled vacation and the opportunity is on their regular
duty shift.
5. Are on temporary assignment to a staff position.
6. Are on restricted duty.
7. Are attending department-sponsored training activities.
8. Are fulfilling military obligations.
9. Are Grade II or above and there is not a position available at his/her
rank or above that they are qualified for. (Deputy Chiefs may work as
District Chiefs.)
10. Are on deferral for other reasons as approved by the Fire Chief.
G. Deferral requests for other reasons will be made by the member via email to
his/her Deputy Chief.
1. The Deputy Chief will forward the email with his/her recommendation
to the Operations Section Chief.
2. The Operations Section Chief will forward the email with his/her
recommendation to the Fire Chief.
3. The Fire Chief will consider all forwarded information and provide a
disposition via email to all parties.
H. Strikes will be given for the following reasons: (Only one strike may be given per
shift)
1. Refusal to work.
2. No answer when called.
3. Obviously sick when called.
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4. Can’t report to work within the one hour time limit.
5. Is in his/her probationary period.
6. Has not returned to work since the use of sick leave/off duty injury
leave.
a. Only one strike will be given for each stint of sick leave.
b. If a member has turned in a sick leave slip/release to work and
his/her Kelly day has passed, then that member will be eligible
to be called for overtime.
Example 1:
A member is at the top of the Overtime Rotation List on a shift requiring
overtime. The member was sick his/her last shift, so one strike is given.
Example 2:
A member is at the top of the Overtime Rotation List on a shift requiring
overtime, and has already received a strike for being sick. He/she will not
receive another strike unless they have returned to work since receiving the first
strike.
7. Once the list rotates all the way back around to a person who has been
off on long term leave, then they will be struck off of the older list.
He/she will not have multiple eligibilities at the top of the list.
I. The Deputy Chief will attempt to contact eligible members using the contact
information available in the Firehouse Staffing Module.
1. Contact numbers for overtime purposes will be limited to one cell
phone and one home phone number.
2. It is the member’s responsibility to insure contact information is both
accurate and current. The department is not responsible for a member
missing out on available overtime opportunities due to incorrect or
outdated contact information.
3. The Deputy Chief will attempt both contact numbers and leave
voicemail or messages on both media. If the member does not
immediately respond, the opportunity will be listed as a “Strike.” The
Deputy Chief will note the date and time on the overtime rotation list.
4. The Deputy Chief will call the individual from the landline line in the
Deputy Chief’s office, if feasible, so as to provide a record of the call
for future reference.
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5. If a member receives three strikes, he/she will be struck from the list,
and will not be eligible until the list rotates back around to his/her last
name.
J. Overtime Rotation Log
1. The on-duty Deputy Chiefs will maintain the current Overtime Rotation
Log, documenting the day-to-day administration of the overtime
rotation list.
2. When a full rotation log has been completed, the Deputy Chief will
maintain a copy of the most recently completed log for reference at
Station 1.
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