Difference between revisions of "OT and Special Detail"

Latest revision as of 06:18, 29 January 2025

Section 1 - ADMINISTRATIVE

110.36 OT and Special Detail

PURPOSE:

• To establish a baseline directive to maintain an adequate staffing level through the use of overtime assignments. This policy is designed to set forth a scheduling plan to distribute overtime hours fairly.

PROCEDURE:

Overtime Guidelines

• The on-duty Battalion Chief is responsible for the correct offerings of overtime.
• When a Battalion Chief determines a need to fill a below minimum staffing position, the staffing computer program will be utilized to fill the OT.
• An overtime position will be filled by the rank that caused the shift to go below minimum whenever possible.
• For the purpose of OT, ranks include Battalion Chief, Lieutenant, Engineer, Autonomous Firefighter/Paramedic, and non-autonomous firefighter/paramedic (including EMTs).
• When initially offered OT, personnel must either accept or refuse the entire amount of OT offered. If no one accepts the entire shift on a voluntary basis, he/she may complete the coverage by combining no more than three shift members.
• In no situation is it appropriate for an individual to accept OT knowing that they are unable to fulfill what has been offered.
• Overtime will not be paid unless the hours are actually worked.
• Overtime hours will reset to zero on January 1st of each year.
• The on-duty Battalion Chief will send out an overtime report every Sunday to all Fire Department personnel which will provide a weekly update of overtime hours worked.
• Overtime is dependent upon the present situation remaining in effect. If the situation that created the OT is no longer in effect, the member working the OT will be given the option of working to obtain a minimum of six hours. If the situation that created the OT is no longer needed prior to the start of the shift/situation and the member is notified less than one hour prior to the start of the OT, the department shall allow the option of the six-hour rule. It is the member’s option to remain and complete the six hours or leave when the OT is no longer required.
• The six-hour minimum rule does not apply to meetings, special events or when less than six hours OT was offered.
• Situations requiring overtime that are not covered by this policy are to be approved by, the Fire Chief or their designee (i.e. on call Chief) prior to being offered.

Overtime Eligibility

• In the interest of safety and to prevent firefighter fatigue, no person can volunteer or be mandatoried to work if time worked exceeds 48 continuous hours unless approved by the Fire Chief or their designee.
• A minimum of eight (8) off-duty hours must be taken after working 48 before an individual is eligible for further overtime.
• Members shall not be permitted to work more than (2) two 48 hour shifts in a row except in rare and unforeseen circumstances. This shall include OT and time trades. The Battalion Chief shall evaluate the situation and make decisions based on individual circumstances.
• When a shift is below minimum staffing due to FMLA, Worker’s Comp, and/or a vacancy (i.e. retirement, military leave, termination, etc.) and a ride-up BC, ride-up Lieutenant, or relief driver creates OT, those offerings will initially be made to the rank the OT is needed for.
• Ride-ups and relief drivers will not be included in the initial OT offering for the position they are riding up in.
• No employee shall be eligible to work overtime hours in any capacity during a pay period when a Suspension from Duty or within 30 days of any major offense disciplinary action issued pursuant to department/City guidelines unless approved otherwise by the Chief of the Department due to unforeseen circumstances.

Overtime Notification Procedure

• 1st step - The Battalion Chief will progress through the offerings beginning with the individual’s holding the same rank as the individual whose absence created the OT. Members will have 15 minutes to respond to this text.
• 2nd step - If OT cannot be filled on the first attempt by a member of the same rank, OT offerings will be made to members of any rank/position that has an opening on that shift and those within one rank above or below the member that caused the OT. Some members may be excluded from OT offerings due to staffing needs (i.e. the need for an autonomous paramedic only, relief driver, tower certified, etc.). Members will have 15 minutes to respond to this text.
• 3rd step - The Battalion Chief shall initiate Mandatory overtime.

Types of Overtime

Non-Mandatory

• Used any time an overtime vacancy is created or will need to be scheduled.
• Those individuals accepting normal overtime have one (1) hour from the time of call to report to duty. It is the discretion of the Battalion Chief to exceed the (1) hour rule as necessary depending on circumstances.

Mandatory

• Used when the duty shift will be below minimum staffing requirements and all “non-mandatory” steps have been utilized.
• This position will be filled by the rank that caused the shift to go below minimum requirements whenever possible.
• When a mandatory overtime situation is created prior to 0700 the off-going shift shall be utilized using the overtime computer program by selecting the member with the least amount of hours within that rank.
• If a mandatory overtime situation is created after 0700 the Battalion Chief will utilize the overtime computer program by selecting the member with the least amount of hours within that rank.
• In the event when mandatory overtime is created and there is nobody within the rank available to be mandatoried, the individual with the least amount of OT hours that can make the shift whole, will be the mandatory.
• Those individuals issued mandatory overtime have two (2) hours from the time of call to report to duty, unless currently on duty. It is the discretion of the Battalion Chief to exceed the (2) hour rule as necessary depending on circumstances.
• If there are known overtime vacancies, all efforts will be made to mandatory individuals no more than 72 hours in advance.
• Once an individual has been notified of mandatory OT, they are responsible for that OT regardless of OT hours worked after the mandatory notification.
• A member shall not be mandatoried the two days prior and following a scheduled vacation or time-trade.
• Seniority will be the deciding factor when two or more members of the same rank have the same accrued overtime hours.
• A member cannot be mandatoried for overtime if it conflicts with an already scheduled time trade or special detail.
• Mandatory OT will not be utilized to cover first and/or second scheduled personal leave requests on Christmas and Thanksgiving. Exceptions to this will be made by the Fire Chief or their designee.

Hold Over

• Used as a form of mandatory overtime when a vacancy below minimum requirements is created when an oncoming shift member is unable to report to duty for whatever reason.
• The person filling the position for which the vacancy is created is required to remain until the replacement person arrives. This will be a rank/position for holdover requirement, ex. If a paramedic creates the vacancy, a paramedic is required to remain (Rank example). If an Engineer creates the vacancy, the relief driver for that current shift is required to remain (Position example if Rank does not apply).
• The person responsible for remaining can elect to give the holdover overtime to another person willing to stay as long as it does not adversely affect minimum staffing levels and it is approved by the Battalion Chief.

Special Detail

• For special events, members will be paid a minimum of 3 hours at the special detail rate.
  

The following procedures are to be followed for every event:

All Events Shall be placed in the Operations Calendar with all details following:

Date/Time

Name of event and Event Contact Person

Any specific details pertaining to the event (Tent placement, Cart 45 needed, etc.)

All personnel scheduled to work an Event Stand-By Detail shall notify the on duty Battalion Chief of their arrival time and which event they are scheduled to work. Event personnel shall follow the Event Stan-By procedures as listed below:

• Complete the Event Stand-By Log
  • Date: Date of the event
  • Name of the Event: Example- "Maitland Art Festival"
  • Event Stand-By Lead: This is the person responsible for the event crew (Example: OIC or the senior Paramedic/autonomous Paramedic
  • Battalion Chief: The on-duty Battalion Chief
  • Equipment Check-Out Time and Initials: Crew Lead initials (Initials verify the crew has in-fact, obtained ALL event equipment)(Initials verify the crew has logged-in on the CAD) (Initials verify the crew has Cart 45 Phone and both Radios)
  • Equipment Check-In Time and Initials: Crew Lead Initials (Initials verify all equipment has been returned)(Initials verify the crew has been logged-off of the CAD)(Initials verify crew has returned the cart 45 phone and radios)
    

The Battalion Chief will ensure the crew has logged-in on the CAD which shall include their MT numbers. Event Stand-By Crew will call OCFRD Dispatch and advise of the times of the event.
Crews will call Dispatch and advise of the event start time

Crews will call Dispatch and advise of the event end time

Stand-By Equipment:

• Golf Cart (if applicable)
• ABC Extinguisher (On Cart)
• Event Stand-By Drug Box
• C Collar Immobilization Kit
• LBB

• Lifepak

• Airway Bag

• 1 Radio per person & Cart 45 Phone

• Tent (if applicable) – If a tent is utilized, at least 1 member must be at the tent at all times unless responding to an emergency.