PA/ID 6-72 August 22, 2013 MUTUAL EXCHANGE GUIDELINES

[Pages:6]PA/ID 6-72 August 22, 2013

MUTUAL EXCHANGE GUIDELINES

1. GENERAL POLICY

1.1 Application for mutual exchange of tours, below the rank of Lieutenant, may be submitted by members of equal rank assigned or detailed within their assigned Battalion.

1.2 Application for mutual exchange of tours by Chief and Company officers may be submitted by such members assigned or detailed within their assigned Division.

1.3 When members make a Mutual Exchange of Tour (MX), it shall be considered a contract.

1.4 Each Mutual exchange of tour submitted must have an applicant and cooperator.

1.5 Application shall be submitted at least 3 days in advance of first date involved.

1.6 Mutual exchanges of tours shall be completed within a 30 day period subsequent to first date involved.

1.7 Approved mutual exchange of tours shall be voided if either member will be on any type of leave or detail for which the member has been notified more than 5 days prior to first date of mutual.

1.8 Members shall not work more than 24 consecutive scheduled hours by any combination of regular tours, mutual exchange of tours, RSOT or, MSOT.

1.9 Under normal circumstances, members should not owe or be owed more than 4 mutual exchange of tours. This excludes self-mutuals.

1.10 Mutual exchanges may be restricted for training purposes and medical exams.

1.11 The Department reserves the right to restrict mutuals due to the needs of the Department.

1.12 All mutual exchange of tours shall be properly recorded in the Citytime payroll system and the Unit Staffing Log.

1.13 All staffing events and changes shall be accurately reported to DSCO or the Officer Assignment Desk as per existing procedures.

1.14 Proper recording of mutuals shall be subject to random audits to ensure compliance with Department policy.

1.15 Only under extremely unusual circumstances may variations to these procedures be approved by the administrative Battalion for firefighters and administrative Division for officers.

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PA/ID 6-72 MUTUAL EXCHANGE GUIDELINES

2. UNIT STAFFING LOG REQUIREMENTS

2.1 The Unit Staffing Log is an official Department record and only Company Officers are permitted to make entries in it. The Company Officer shall use the Unit Staffing Log to record and control all unit staffing events and changes including, but not limited to: regularly scheduled tours, overtime, mutual exchange of tours, leaves of absence, and group changes.

It is the responsibility of company officers to ensure that all staffing events and changes adhere to existing Department policies and are recorded correctly in the Unit Staffing Log.

Department policy mandates that only the company officer responsible for approving staffing events and changes, shall maintain control of, and record in, the Unit Staffing Log. Chief and company officers shall ensure compliance with above procedures.

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PA/ID 6-72 MUTUAL EXCHANGE GUIDELINES

2.2 The mutual exchange of tours payback date and tour for the mutual must be inserted in the Unit Staffing Log in the applicable column. (See examples below)

GR NAME

5

Smith

March 17th, 2013

MUTUAL EXCHANGE

Jones

MX

PAYBACK DATE/TOUR

4/1 6x9

STDBY

OFF INT

EB

GR NAME

17

Jones

April 1st, 2013

MUTUAL EXCHANGE

Smith

MX

PAYBACK DATE/TOUR

3/17 9x6

STDBY

OFF INT

EB

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PA/ID 6-72 MUTUAL EXCHANGE GUIDELINES

3. VOLUNTARY DONATION OF MUTUAL EXCHANGE OF TOURS

3.1 Voluntary Donation of Mutual exchange of tours, with no payback, may be allowed in the following extenuating circumstances, Borough Commander approval is required.

x Volunteering to work a mutual at a unit that incurred a LOD Death. x Member in need of critical time off (serious illness of immediate family, etc.) x As deemed necessary by Chief of Department.

LOD Death Donation-Agency data code 5555 shall be entered in Citytime for both the applicant and cooperator.

Other Donation-Agency data code 5500 shall be entered in Citytime for both the applicant and cooperator with details in the comment box.

4. INCOMPLETE MUTUAL EXCHANGE OF TOURS

A. A mutual exchange of tours may be canceled when no part has been worked and both members agree to the cancellation. Where a member is unable to participate in the first part of the MX (either work or be off), the member shall be removed from the MX. The other member works and is off as per MX, unless he/she is agreeable to cancellation of the entire MX.

B. If a member works the tour, the member is owed the tour. If the tour is interrupted by a line of duty medical leave the member is owed a tour equal to that which the member would have received if the mutual had been completed.

C. If a member received a tour off in a MX, and subsequently is unable to work the scheduled payback tour, the member owes a similar tour.

D. If a member received a tour off in a MX, and subsequently is unable to work the scheduled payback tour due to a line of duty medical leave, the member is not required to pay back the required tour. However, if the member is involved in more than one MX only the earliest repayment date (maximum of one tour) is excusable.

E. A concerted effort shall be made by Deputy Chiefs and Company Officers to reduce the number of incomplete MXs where time is owed to or by a member, to a minimum, (i.e. by cancellation where conditions permit).

F. Time due the Fire Department or a member, as a result of an incomplete MX shall be cleared up within thirty (30) days after the member becomes available. Company Commanders shall ensure compliance.

G. Tours owed because of an incomplete MX, shall be repaid with a similar tour (e.g. if member was not able to repay a 6x9 tour he/she shall owe a 6x9 tour).

H. If the reason for an incomplete MX was due to a transfer or promotion, the member shall receive or repay a similar tour in new assignment.

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PA/ID 6-72 MUTUAL EXCHANGE GUIDELINES

4.1 Inability for any reason on the part of applicant or cooperating member to complete either portion of a mutual exchange of tours shall be processed as follows:

A. Officer Rank:

Deputy Chiefs shall immediately telephone all pertinent information to the Officer Assignment Desk (OAD). After consultation with OAD, Deputy Chiefs shall assign officers to tours of duty.

B. All Ranks:

Incomplete mutuals shall be properly recorded in the Citytime payroll system and the Unit Staffing Log.

C. Battalion Chiefs, only after consultation with DSCO, are authorized to assign any member below the rank of lieutenant to tours of duty within the Battalion to complete member's obligation.

D. Members unable to complete a mutual exchange of tour because of line of duty medical leave shall not be required to reimburse the City for such tour of duty, (maximum one tour).

E. Incomplete mutuals not repaid within 30 days will be charged to vacation leave. If there is no remaining vacation leave for present year, the deduction will be made from the following year's leave.

Examples:

MX (CONTRACT): A B

Is to work for B on January 1, 9x6 Is to work for A on January 5, 9x6

January 1:

B is off. If A works the MX is operational.

and A is then owed a tour - to be paid by either:

1. B or 2. The Department (if B is not available)

If A does not work, then: A has no further part in MX (unless he/she takes Jan. 5 off, then he/she will owe the Department a tour).

Note: This also applies when A has a line of duty medical leave which takes place prior to the date A was to work.

January 1:

B can be off as follows: 1. The MX is operational and B owes a tour. 2. LOD medical leave * 3. Non-line of duty medical leave * 4. Other authorized leave *

* No further part in MX

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January 5:

If A is off the following applies: 1. The MX is operational. and the MX is complete. 2. Line of duty medical leave * 3. Non-line of duty medical leave * 4. Other authorized leave *

* The Department owes A a tour provided he/she had worked on Jan. 1, for B

B is to work for A (repay MX) 1. If B works then the MX is operational and the MX is complete. 2. If B does not work then the following applies:

A. Line of duty medical leave - B does not owe F.D. a tour. B. Non-line of duty medical leave. * C. Other authorized leave *

* B owes the F.D. a tour

5. COMPLIANCE TRACKING

5.1 A mutual exchange of tours Compliance Report will be published bi-weekly and available to units via FDNY Intranet MIRS application and Diamond Plate.

5.2 Prior to any member requesting a mutual exchange, he/she shall review the most current Compliance Report to ensure that they are eligible.

5.3 The Compliance Report will provide a cumulative total of Mutual exchanges off and on.

5.4 Any member who owes or is owed 4 or more mutual exchange of tours, as reflected on the most current bi-weekly printout, will be indicated by a single asterisk (*) on the Compliance Report. This shall serve as notice that the member may be prohibited from making any additional mutual exchange of tours as outlined below.

5.5 Any member who owes or is owed 4 or more mutual exchange of tours, as reflected on three (3) consecutive bi-weekly printouts, will be prohibited from making any additional mutual exchange of tours. Any such member's status shall be indicated on each printout sheet by a double asterisk (**) on the Compliance Report.

5.6 Members with a double asterisk (**), as reflected on the most current compliance report, may not work mutual exchange of tours.

5.7 All mutual tours owed must be paid back prior to retirement leaves. Any tours not paid back will be deducted from remaining leave balances.

BY ORDER OF THE FIRE COMMISSIONER AND CHIEF OF DEPARTMENT

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