FireNotes



HUMAN RESOURCES - POLICY INDEX

S/HRS-101 ADMINISTRATIVE 2

S/HRS-102 HRS STAFF RESPONSIBILITIES 3

S/HRS-104 PROMOTIONAL PROCESS 8

S/HRS-105 FIRE RECRUITMENT 8

S/HRS-106 VACANCY ANNOUNCEMENT 9

S/HRS-201 CERTIFIED STUDY MATERIAL 9

S/HRS-202 PROTEST AND GRADE REVIEW PERIOD 10

S/HRS-203 PROMOTIONAL TEST ORIENTATION 10

S/HRS-204 ASSESSMENT CENTER PROCEDURE 11

S/HRS-205 VITAL STATISTICS FORM 12

S/HRS-206 SUGGESTION POLICY 13

S/HRS-207 TIME REPORTING POLICY 14

S/HRS-208 HOLIDAY LEAVE TIME POLICY 22

S/HRS-209 SICK LEAVE DONATION 23

S/HRS-210 JURY DUTY 23

S/HRS-211 RETURN TO WORK FROM SICK LEAVE OR OJI 24

S/HRS-212 INCENTIVE PAY 24

S/HRS-213 DISTRIBUTION OF PAYROLL CHECKS 27

S/HRS-214 RETIREMENT PROCESS AND DOCUMENTATION 27

S/HRS-215 DEPARTMENT PERSONNEL FILES ACCESSS POLICY 28

S/HRS-216 POLICY STATEMENT - DISCRIMINATION 34

S/HRS-217 REPORTING ADDRESS / INFORMATION CHANGES 34

S/HRS-218 CAREER DEVELOPMENTS 34

S/HRS-219 CONTACTING OTHER CITY DEPARTMENTS 34

|S/HRS-101 ADMINISTRATIVE | | | |

| | |UPDATED | |

| | |6/30/2017 | |

| | | | |

ADMINISTRATIVE STAFF

The Administrative Staff consists of a Deputy Chief (who oversees the responsibilities of the Division), a Support Services District/Battalion Chief, one Administrative Coordinator and the Human Resource (HR) work section.

The HR staff consists of the HR Supervisor/Major, one HR Sergeant/Lieutenant, one Administrative Specialist, one Administrative Support Tech and one Administrative Coordinator.

The Administrative Staff is responsible for, but not limited to:

▪ Facilitating changes in employee status

▪ Recruitment of new firefighters

▪ Facilitating the Hiring Process

▪ Facilitating promotional processes

▪ Retirements

▪ Promotions

▪ Pay Incentive Pays (Education, EMT, Dive, Paramedic, Hazmat, CSL, Dispatch and Shift Differential)

▪ Career developments

▪ Internal investigations

▪ EEOC Officer

▪ Grievance handling

▪ Developing and updating job descriptions for fire uniform positions

▪ Tracking of employees on extended leave

▪ Extended leave and special assignments

▪ Maintaining personnel files

▪ Compiling statistical data

▪ Updating Visual Fire/KRONOS/Peoplesoft

▪ Enter daily attendance

▪ Conducting career presentations through public education and community interaction

▪ Sensitive training

▪ Sensitive issues management

▪ New recruit orientation

▪ Development of policies and procedures as related to the Support Services Division

▪ Processing and maintenance of payroll, and the Data Technician III is back up for purchasing activities

▪ Creating vacancy announcements for uniformed positions

▪ Reviewing and approving FMLA Requests

▪ Plan B Report

▪ Maintaining Human Resources related statistical databases

▪ Exchanging human resources information with citizens, employees, and outside agencies

▪ Responding to various employment survey requests

BUSINESS HOURS

Normal business hours for Human Resource staff shall be Monday through Friday, from 0800 - 1700 hours. Staff will be granted a one-hour lunch during normal business hours. Occasional situations may arise that necessitate a deviation from normal business hours.

|S/HRS-102 HRS STAFF RESPONSIBILITIES | | | |

| | |UPDATED | |

| | |6/30/2017 | |

| | | | |

HUMAN RESOURCES SUPERVISOR/MAJOR’S RESPONSIBILITIES

The Human Resource (HR) Supervisor/Major is responsible for the overall functions of the Human Resource work section. These functions include, but are not limited to:

▪ Recruitment of new firefighters and assisting in the selection process

▪ Facilitating the hiring process

▪ Facilitating the promotional processes and career developments

▪ Facilitating Retirements

▪ Facilitating Incentive Pays (Education, EMT, Dive, Paramedic, Hazmat, CSL, Dispatch and Shift Differential)

▪ Facilitate continuing education in the areas of, Human Relations, Discrimination and Sexual Harassment, Supervisory Training, and Conflict Management

▪ Extended leave, and special assignments

▪ Monitoring and updating the Position Control Listing

▪ Job descriptions

▪ Preparing responses for the Fire Chief’s signature to inquiries, complaints, or grievances

▪ Facilitating access to the Critical Incident Stress Management program and the Employee Assistance Program

▪ Updating job descriptions for all uniformed positions

▪ Compiling statistical data

▪ Assisting with the implementation of negotiated changes in collective bargaining agreements

▪ Assist in the development of policies and procedures

▪ Development of methods to evaluate the Human Relations climate of the department

▪ Prepare management reports

▪ Interact with other City departments and outside agencies

▪ Assist the District/Battalion Chief of Support Services with Heart of the City

The Human Resource Major supervises the Human Resource Sergeant/Lieutenant, Administrative Specialist, and Administrative Coordinator.

HUMAN RESOURCE OFFICER RESPONSIBILITIES

The Human Resource (H.R.) Sergeant/Lieutenant assists the H.R. Supervisor/Major, in all of the day to day operations of the Human Resource work section and is primarily responsible for:

▪ Recruitment of new firefighters

▪ Hiring of new Firefighters

▪ Tracking employees on extended leave and Special Assignment

▪ Assisting career development/promotions

▪ Briefing new recruits on employee benefits

▪ Monitoring incentive pay programs

▪ Assisting in the preparation of job descriptions, vacancy announcements, promotional procedures, and interdepartmental memorandums

▪ Corresponding with other agencies

▪ Conducting Career Education presentations

▪ Developing, evaluating and updating SOP’s/Policies

▪ Facilitating the retirement process

▪ Processing of various employee forms and documents

▪ Developing methods to evaluate the human relations climate of the department

The H.R. Officers will also provide assistance to the H.R. Supervisor/Major with monitoring the Position Control Listing, investigating human relations complaints, and development of policies and procedures. The H.R. Officer has frequent contact with personnel throughout the City organization, citizens, and other outside agencies to obtain or provide information that is of a recurring nature.

HR OFFICER/CHAPLAIN RESPONSIBILITIES

Assists in Human Resource projects and responsibilities:

▪ Firefighter death process

▪ Assist with Veteran and Military issues

▪ Advise command on religious accommodations

▪ Special Projects

▪ Assist in developing assigned SOP’s for the Department.

Sensitive Issue Management:

▪ “Normal” sensitive areas

▪ Acts as the administrative liaison with the Employee Assistance Program (EAP). The EAP DOES NOT report to the Chaplain, Administration, or the City, as to WHO utilizes the program

▪ Provides Ceremonial Support

▪ Serves on assigned committees

▪ Assist and participate in the CISM Team efforts

▪ Provide Pastoral Care and Duties when requested

▪ Makes mental health referrals for definitive care

“Unusual” sensitive areas

▪ Make personal interventions when called on

▪ Make referrals to Murrah Bombing Assistance Systems

▪ Maintains contact with referrals

▪ Liaison with Rescue Workers Emotional Relief Funds

▪ Liaison with the various relief agencies and mental health counselors

▪ Assists with Peer Reviews of counselors

▪ Facilitates special interventions

ADMINISTRATIVE COORDINATOR RESPONSIBILITIES

The Administrative Coordinator's primary responsibility is to perform administrative and skilled clerical tasks for a Division Head. Essential job functions include:

▪ Manage the calendars, appointments, mail, daily and confidential correspondence, phone calls, and assist with the respective duties of the Deputy Fire Chief of Support Services, the District/Battalion Chief of Support Services, and the Human Resource Major. In addition, this person will substitute for the Administrative Coordinator when absent.

▪ Providing work direction to and/or training other clerical personnel;

▪ Initiating travel and hotel accommodations reservations and pre-registration for conferences for the Departmental personnel.

▪ Prepare the purchasing documentation for the Support Services Divisions work sections.

▪ Gather and research information, organize and assemble confidential documentation for law suits/grievances

▪ Maintaining various interoffice records and ledgers, filing systems, hard copy and computer;

▪ Gathering, compiling and documenting information for various divisional reports (LFR, etc.), files, and forms;

▪ Preparation of documents from draft to completion (narrative and statistical reports, meeting agenda, correspondence, letters, memorandums, surveys, research, etc.)

▪ Operating a personal computer using various software and operating standard office machines and equipment including photocopy machines, calculator, Microsoft Office programs (Word, Excel, PowerPoint, organizational charts) document/picture scanning software, Paint, Photo Editor, People Soft, and Fire Department programs such as CAD, Visual Fire, Visinet, Fireweb, teletypes, etc.

▪ Work daily with citizens, other City departments, agency representatives, and private organizations to provide information to or obtain information for citizensTake minutes for the Support Services staff meetings

▪ Heart of the City: Schedules, collects data, and manages the financial collection for the Fire Department

ADMINISTRATIVE SPECIALIST RESPONSIBILITIES

The Administrative Specialists in the Human Resources Section is responsible for developing and administering selection processes for uniformed fire positions. The Administrative Specialist reports directly to the Human Resource Supervisor/Major. The Administrative Specialist is primarily responsible for:

▪ Developing and administering selection processes for uniformed fire promotional positions (written exams, practical factor tests, assessment centers, interviews)

▪ Developing and implementing the Fire Recruit selection process (application process, CPAT, written exam, interviews, polygraph, medical exams, background and reference checks, etc.)

▪ Writing and grading Fire Recruit Academy and SOP Exams

▪ Reviewing and approving FMLA Requests

▪ Updating the Plan B Report

▪ Reviewing and approving Plan B Sick Leave Buy Back Requests

▪ Maintaining Human Resources related statistical databases

▪ Exchanging human resources information with citizens, employees, and outside agencies

▪ Conducting interviewer training for Fire Recruit Oral Review Board

▪ Responding to various employment survey requests

The Administrative Specialists will provide assistance to the Human Resources Major with the development of policies and procedures. The Administrative Specialists have frequent contact with personnel throughout the City organization, citizens, and other outside agencies to obtain or provide information that is of a recurring nature.

ADMINISTRATIVE COORDINATOR (PAYROLL)

The Administrative Coordinator reports directly to the Human Resources Supervisor/Major and is responsible for providing functional assistance in support of specialized computer applications or a sub-system (payroll, employee benefits, and human resource information) of a highly complex and integrated financial management and personnel information system.

Primary Duties:

▪ Payroll data entry – reconciling and balancing

▪ Reconciling time entry with KRONOS, Visual Fire, and the Leave Management Database

▪ Processing and balancing Fire Overtime

▪ Processing and balancing Sick Leave Buy Back

▪ Processing and balancing Donated Sick Leave

▪ Processing accruals

▪ Monitoring extended leave employees

▪ Processing and monitoring Military Pay

▪ Processing and balancing Mileage Reimbursement

▪ Processing and balancing Uniform Allowance

▪ Processing Acting Pay

▪ Reconciling Hours to Gross

▪ Processing Fire Holiday Accruals

▪ Processing Shift Differential Pay/Retro

▪ Processing yearly calendar of Payroll Accounts

▪ Maintaining accuracy for Pay Rate and Additional Pay adjustments

▪ Processing Pay checks, Pay Location and Work Location

▪ Processing and monitoring Transfers

▪ Processing and monitoring Regular Overtime/Comp Time and Due Time

▪ Processing and monitoring Customer Service Leave

▪ Processing and monitoring Accruals in Peoplesoft

▪ Processing Employment Verification

▪ Processing distribution of pay checks and retiree final checks

▪ Processing year end reports

▪ Processing workflow between Kronos, Visual Fire, Peoplesoft

▪ Providing technical assistance and training to departmental users

▪ Preparing and maintaining supportive documentation and records

▪ Backup for Human Resource Administrative Support Tech, which includes preparation of standard paperwork for Peoplesoft.

ADMINISTRATIVE SUPPORT TECH

The Administrative Support Tech reports directly to the Human Resource Supervisor/Major and performs clerical and administrative support classification.

Primary Duties:

▪ Performing general clerical tasks, answers phones, memos, letters, standard office machines and equipment

▪ Performing data control, data entry and data base maintenance functions in support of the Human Resource work section

▪ Researching and compiling work related data, generating reports; processing and verifying standardized reports and forms to ensure policy compliance and consistency

▪ Visual Fire, Peoplesoft, Access, entering data into KRONOS, and SharePoint

▪ Tracking and entering all 650 leave (Military, Extended Sick Leave, Family Medical Leave, On Job Injuries, and Administrative Leave), Temporary Light Duty

▪ Acting Pay

▪ Career Development and Promotions

▪ ID badges and cards

▪ Leave Change Memos

▪ Address changes

▪ Special Assignments

▪ Notarize paperwork

▪ Benefits, (Marriage, Divorce, Beneficiary, emergency contacts, etc.)

▪ Transfer from 8 to 24 hrs

▪ Maintain Personnel and Medical Files

▪ Retirements

▪ Resignations

▪ Deaths

▪ Terminations

▪ New Hires

▪ Shift Differential Pay

▪ Reviewing, recording and working accurately with large quantities of information with accuracy and completeness

▪ Exchanging routine information regarding policies and procedures with City employees and outside agencies (Risk Mgt, Personnel, City, Clerk, Pension, Union, and Payroll.)

▪ Preparing and maintaining supportive documentation and records along with performing other clerical functions. Assignments are received in verbal and/or written form, and are performed independently

▪ Assisting Payroll, back up Front Desk, and back up for the Office Specialist II.

|S/HRS-104 PROMOTIONAL PROCESS | | | |

| | |UPDATED | |

| | |6/30/2017 | |

| | | | |

TEST SECURITY

It is the responsibility of the Administrative Specialist to maintain the security of written and practical examinations and assessment center material. While working on examinations, the Administrative Specialist will restrict outside visitors in the office area and notify other officers of their presence.

The Administrative Specialist will not leave any such materials in plain view on desks or on computer monitors. At the end of each work day, all examination/assessment material will be placed in the appropriate folder and locked in the safe.

All Human Resources members must protect the confidentiality of all material pertaining to any hiring or promotional process and should consider all material not of public record.

PROMOTIONAL TEST QUESTION CONSTRUCTION GUIDELINES

Purpose

This document is intended to aid three groups of people:

1. persons who develop promotional examinations

2. persons who take promotional examinations

3. persons who determine legitimacy of protests

Context

Questions regarding specific subject matter should be derived from Certified Study material, which is intended to educate on that specific subject, as it relates to the Oklahoma City Fire Department (OKCFD).

Precedence

All questions on written promotional exams shall clearly state the source of material in which the question and correct answer was referenced. Candidates should select the most nearly correct choice, based on both the question and where the specific subject matter was referenced. In all cases, the correct answer for a question shall be that which is derived from the referenced material.

Every effort will be made to avoid writing questions in which the distracters used as alternative choices are incorrect, simply because the distracter comes from another source of information other than the referenced material. In the event a distracter is used inadvertently from another source of study material, the answer from the referenced material shall be the correct answer. However, it is appropriate to ask questions with a “most” correct answer in cases where there are established sequential steps to be followed or where one choice would take priority over other choices depending on the circumstance(s) presented in the question.

When constructing a question containing specific subject matter of which the OCFD has an established Standard Operating Procedure (SOP) manual or document, said manual or document should have precedence over material appearing in station library manuals pertaining to the same specific subject matter.

Relevance

Promotional exam questions should reflect the policies and procedures expected to be used by an individual operating in the position being assessed. Questions should also be limited to terminology and procedures that would encompass the job description and job function of the position being assessed.

|S/HRS-105 FIRE RECRUITMENT | | | |

| | |UPDATED | |

| | |1/15/2015 | |

| | | | |

The Human Resource work section continues to aggressively recruit new firefighters who exhibit the intellectual, emotional, and physical attributes necessary to enhance the level of service that we currently provide for our citizens of Oklahoma City.

|S/HRS-106 VACANCY ANNOUNCEMENT | | | |

| | |UPDATED | |

| | |1/15/2015 | |

| | | | |

Human Resources is charged with the responsibility of generating new vacancy announcements at the request of the Fire Chief and/or the Deputy Chief of the respective division where the vacancy exists.

|S/HRS-201 CERTIFIED STUDY MATERIAL | | | |

| | |UPDATED | |

| | |6/30/2017 | |

| | | | |

The Certified Study Material chosen for each competitive promotion level is evaluated according to the job description and job function, to prepare candidates for the promotion being assessed.

CERTIFIED STUDY MATERIAL LISTS

The Certified Study Material list for competitive exams shall be published reviewed annually and as needed for inclusion or exclusion of updated material. The list will be publishedin July on FIREWEB under the SOP Desk Reference link. Promotional exam questions shall be derived only from the current Certified Study Material list applicable to the position being assessed. The Certified Study Material exclusion list shall indicate dates in which the list excluded material is valid for examinations. Deletion of SOPs on from the Certified Study Material list may occur at any time.

SOP UPDATES

Upon recommendation of the SOP Committee and with final approval of the Union President and Fire Chief, SOP updates shall be posted immediately on FIREWEB under the SOP Desk Reference link.

TESTABILITY OF SOP UPDATES

The current IAFF Bargaining Agreement and Oklahoma State Driver License Manual shall be used for promotional exams immediately upon posting to the Fire Department’s Intranet site, regardless of date published. All other SOP updates shall be excluded from the current posted Certified Study Material list on FIREWEB according to the table below. An SOP Exclusion list shall be posted under the Desk Reference link on FIREWEB each time SOPs are published.

|PUBLISHED |TESTABLE |

|April 1 – July 31 |December 1st |

|August 1 – November 30 |April 1st |

|December 1 – March 31 |August 1st |

SERGEANT’S MANUAL

The Sergeant’s Manual is required for all personnel hired after 7/1/2005. The manual must be completed in order to be eligible for the Sergeant’s examination. Effective February 7, 2007, Eligibility requirements for Sergeant are:

NOTE: Seniority points start accruing on the date all eligibility requirements have been met.

▪ Must have been a Corporal for at least one year in Suppression, from the last date of employment.

▪ Must have a minimum of five years as an employee of the Oklahoma City Fire Department from the date of last employment

▪ Employees hired after July 1, 2005, must have completed Sergeant’s Promotional Readiness BookletManual and turned in with all signatures at least 30 calendar days prior to exam date.

▪ Must compete in a 100 question written examination given by the Training Work Section. The questions are to be germane to the position and procedures of the Oklahoma City Fire Department and shall include questions on operating procedures, general knowledge, driving techniques, and firefighting operations.

▪ The top 25 scoring candidates will be placed into a one-week academy. The academy shall include, but not be limited to, instruction in: driving techniques, equipment operation, and Fire Department policy and procedures.

▪ The top 25 scoring candidates, combining written test score, seniority points, and academy score, shall be placed on a sequence list for promotion.

|S/HRS-202 PROTEST AND GRADE REVIEW PERIOD | | | |

| | |UPDATED | |

| | |7/1/2009 | |

| | | | |

During the protest period for a written examination, the candidate must sign out a copy of the examination for review. The candidate will not be allowed to make notes or use any other means to copy examination contents. No reference should be made by the Human Resources Officer(s) as to who may have written portions of the examination. The person that signs out the examination to the candidate must make sure the examination is returned and the candidate's name is checked off the list.

All candidates may review the correct answers to the written examination at the following times. The protest period for the written examination shall be 1:00 p.m. to 5:00 p.m. the day of the test and 8:00 a.m. to 12:00 noon the following business day. Any protest must be in written form and state why the question is being protested and filed during the appropriate period with the Deputy Chief of Support Services or designee. When the protest period has closed, candidates will be given the opportunity to review any adjustment(s) made by the Deputy Chief or designee.

The adjustment review period shall be 1:00 p.m. to 5:00 p.m. the day that the protest period closes and 8:00 a.m. to 12:00 noon the next business day. When the adjustment review period has closed, candidates shall be allowed to review their answers for accuracy of grading only, not to protest the test content.

During the grade review period, the candidate will be given their own graded answer sheet and allowed to view the grading key. The grading key must be on transparency or a copy to prevent making unauthorized changes. Candidates arriving to obtain scores must show up in person with a photo I.D., before receiving their score. No candidate will be permitted to have writing instruments while comparing their answer sheet and the grading key. No one may obtain any other candidates score. At no time will scores be given over the phone. Make a small check mark in the right hand corner of the answer sheet to show that the score has been given out.

The Grade Review Period shall be 1:00 p.m. to 5:00 p.m. the day that the adjustment review closes and 8:00 a.m. to 12:00 noon the next business day. Candidates will only receive their scores in person at the designated facility.

After the protest period, adjustment review period, and grade review period have elapsed for the written examination, the list of academy or assessment center candidates will be published.

The above listed times are subject to change.

|S/HRS-203 PROMOTIONAL TEST ORIENTATION | | | |

| | |UPDATED | |

| | |2/1/2016 | |

| | | | |

Administering a fire department promotional examination is a serious responsibility. Human Resources Officers should conduct themselves in a professional manner. The Officer designated to administer the written examination should be prepared before the examination date. Items to prepare are:

▪ Appropriate numbers of the test copies with instructional cover sheet

▪ Stop watches

▪ Answer sheets

▪ Pencils

▪ Sign-in sheets

▪ Scratch paper

▪ Master answer sheet

After sign-in and all candidates are in the classroom, if it appears to be crowded, consider putting the overflow into another classroom to administer the examination.

The Administrative Specialists will administer examinations using the following procedure:

▪ Check that all personnel have signed in and checked seniority points (if applicable).

▪ Announce, if known, the number of candidates to be promoted at that time.

▪ No smoking, chewing, dipping, or drinking in any examination room.

▪ For single session tests, all candidates must remain in the room until the examination is over (1 1/2 hrs). However, candidates may vote (which must be unanimous) to leave after individual completion of the exam.

▪ In the event that staffing does not allow for a single session test in the promotional testing process, a second test will be given on the same day. In this instance, it may be necessary for the candidates in the 1st session, upon the completion of their test, to return immediately to their worksite to allow for the candidates in the 2nd session to report for their test. Candidates from Test 1 shall not communicate with candidates from Test 2 until the completion of both tests.

▪ No personal items are allowed in the examination room. (books, recorders, calculators, cell phones, pagers, etc.) All appropriate items will be furnished.

▪ Answers to questions pertaining to the content of the examination will be limited to typographical errors.

▪ Time remaining will be posted every 30 minutes after the exam begins. When there are 15 minutes remaining, time will be posted every 5 minutes. During the last 5 minutes of the exam, time remaining will be posted every minute.

▪ Limit and/or monitor candidates requesting to use the restroom facilities.

Additional Promotional Examination Procedures:

▪ The top scoring candidates, numbers stated in the Bargaining Agreements, will proceed to the assessment/academy. Candidates will report in their normal work uniform (unless designated otherwise), and be prepared to spend the day. A refrigerator and microwave are provided for those who wish to bring a lunch.

▪ Examination booklets, pencils, and scratch paper (if applicable) will be passed out just prior to the start of the exam. Candidates will check test booklets for completeness and that the examination question numbers and answer sheet correspond.

▪ A detailed explanation of proper procedures for filling in and changing answers will be given, making certain all candidates understand them. In addition, the following statement should be read:

In choosing your answers, choose the answer you believe is MOST nearly correct for the question. You may feel more than one answer is correct, however, choose the answer that is MOST correct. Any reference to study material found in the question is NOT a part of the question. In other words, it will not adversely affect the multiple-choice answers. The reference material is only given for your information to let you know where the question was referenced.

|S/HRS-204 ASSESSMENT CENTER PROCEDURE | | | |

| | |UPDATED | |

| | |7/1/2009 | |

| | | | |

Candidates participating in a promotional assessment center process will be notified of the times and dates through the posted vacancy announcement or departmental memorandum. The following procedures/steps will be utilized.

1. An Assessment Center Orientation Workshop will be given prior to each process. This is an effort to familiarize participants with the process. All participants are urged to attend.

2. Candidates may receive assignments to be completed prior to the assessment day. Candidates will be notified and allowed equal time to complete the assignments. Efforts will be made to allow on-duty personnel granted time during this preparation period.

3. After the promotional process is over and an official selection to the position has been made, candidates may schedule an appointment with the Deputy Chief of Support Services or designee to review their assessment center results. This will allow candidates the opportunity to review their individual results and ask questions concerning their performance.

|S/HRS-205 VITAL STATISTICS FORM | | | |

| | |UPDATED | |

| | |1/1/2012 | |

| | | | |

The purpose of the Vital Statistics Form is for you to tell the Fire Department, exactly, how you want your family notified in the event of your serious injury or death. It will also provide pertinent information about you that will ensure you expeditious and adequate medical care.

CONFIDENTIALITY

This form will be stored in each individuals personnel file and secured on the network that will be accessible only to designated personnel.

To ensure the confidentiality of your information, fill out the form and give it to your District Officer. He will place it in a large envelope for the district and seal it once collection is made. Then he will forward it to the Human Resource Major for processing.

INSTRUCTIONS

NOTE: Please use a black ink pen and print legibly.

1. Enter your social security number.

2. Enter today’s date.

3. Enter your legal name, no nicknames.

4. List any known allergies. Do not abbreviate the name of the medications.

5. List Blood Type.

6. List all chronic medical problems or conditions.

7. If you would like to have your religious preference known, in case of a serious injury or death, check the appropriate box.

8. Enter your home address. If you live in an area where it is difficult to locate, then give direction to your house using landmarks, home description, etc. Please, employ this point on all of the address requests. (15; 19; 23; 27)

9. Enter the name of your spouse.

10. Enter your home phone number. If it is unlisted, please indicate that it is. Please, employ this point on all of the telephone number requests. (14; 18; 22; 26)

11. Enter the names of your children and their corresponding dates of birth.

12. In the event of you being seriously injured, enter the name of the person that you would like for us to notify.

13. Enter what their relationship is to you.

14. Enter this person’s phone number.

15. Enter this person’s address. Enter what their relationship is to you.

16. In the event that the person on Line 12 cannot be reached, give us an alternate person to notify.

17. Enter what their relationship is to you.

18. Enter this person’s phone number.

19. Enter this person’s address.

20. Enter the name of the person you wish to contact first in the event of your death.

21. Enter what their relationship is to you.

22. Enter this person’s phone number.

23. Enter the address or any particular directions to their home.

24. Enter the name of the person you wish us to contact if we cannot reach the primary contact.

25. Enter what their relationship is to you.

26. Enter this person’s phone number.

27. Enter the address or particular directions to their home.

28. Enter the date you completed this annual review and sign the form.

29. After your annual review, circle yes or no as appropriate.

See FIREWEB for form

|S/HRS-206 SUGGESTION POLICY | | | |

| | |UPDATED | |

| | |2/1/2016 | |

| | | | |

This policy is a guide for one method of solicitation and routing of suggestions that will qualitatively improve any area of the Fire Department. Other methods available are memos and email. Suggestions may include, but are not limited to, procedures, equipment, services, work site operations, maintenance and safety.

PROCEDURE

1. Utilize the Suggestion Form (on FIREWEB FORMS) for any suggestion you would like to submit. Use a separate form for each suggestion. Use additional sheets if needed to fully explain your idea(s). Forms may be obtained through Fire Administration or H.R.

2. Mark on the back of the form the appropriate routing box that applies to your suggestion.

3. Place the form in an interoffice mail envelope, address it to Human Resources and give it to your District Officer for delivery to Administration.

4. Human Resources will copy the Suggestion Form and forward to the appropriate work section chief for evaluation.

5. The receiving work section chief will notify you that the suggestion has been received and give you a time frame for evaluation. A courtesy copy of this response will also be sent to the Human Resource Major.

6. At the end of the evaluation time frame, the work section chief will send a response to you and the Human Resource Major on the status of the suggestion or give a progress report.

7. If the suggestion is to be implemented, the work section chief will notify the Human Resource Major.

8. If the suggestion warrants an individual’s recognition, it could be submitted by the section chief or by his immediate supervisor for the existing award process.

|S/HRS-207 TIME REPORTING POLICY | | | |

| | |UPDATED | |

| | |2/1/2016 | |

| | | | |

These procedures are designed to set guidelines in the Fire Department for a more efficient manner of time reporting. These procedures will apply to uniform and non-uniform employees alike. All personal leave taken or earned must be submitted with a signed exception card (Attachment #A). Employees are encouraged to submit exception cards requesting time off as far in advance as possible. Operations personnel are currently utilizing an electronic on-line time reporting system. References below to exception cards do not apply to personnel using the electronic system.

GENERAL REQUIREMENTS

1. The employee will fill out and sign an exception card to request time. Until the card is received with proper authorization (the supervisor’s signature) the employee will not be charged the time. Leave requests are considered approved upon the authorization of the Supervisor. (The time will be charged to employee with supervisor’s signature only, while Administrative Services waits on employee signature at later date.)

In all work sections the approval signature will be the appropriate work unit supervisor. It is imperative that any absence be entered into Visual Fire daily. Any time worked in addition to normal working hours will also be reported on exception cards. See #C Specific Leave/Accruals. Time earned will require special approval according to departmental policies. This does not include FLSA overtime.

2. Any time there is an exception to normally scheduled work hours it will be recorded into Visual Fire and will provide information to Administrative Services the ability to verify signed cards are received from employees. Time will not be deducted from employee’s leave time only on the basis of Visual Fire. An approved exception card (supervisor signature) will be needed to charge time to employee.

3. The cut-off for time to be recorded on KRONOS for the current pay period will be 10:00 a.m. on the Thursday of the week before payday. Any exceptions after that time will be added to the following pay period. Cards can be turned in as early as the employee and supervisor are aware of the leave requested. If leave has been changed or canceled, the card will be pulled and returned to the employee.

4. FLSA Report (Attachment #B) - The original FLSA will be held at the station until all missing signatures have been filled in and then forwarded to Administrative Services. The carbon will be turned in to Administrative Services in the case of missing signatures. There will be one FLSA Report for each station/shift. In the case of an employee transfer, the individual employee time record should be sent to the employee’s new station. The station where the employee is stationed on the last day of the cycle is the station that reports the employee’s FLSA overtime for that cycle. The FLSA sheets should list each employee at the station alphabetically. This will help Administrative Services streamline the transfer of information. Any LWOP leave must be listed on the affected FLSA Cycle sheet as well as information from the exception card “Remarks” section.

The hours for LWOP should be indicated on an exception card, but the LWOP box should not be marked. The comments should read “Late for Duty” and indicate the cycle number of the affected FLSA. DO NOT enter LWOP time in KRONOS. If the LWOP occurs early in the cycle, the exception card can be forwarded to Administrative Services prior to the end of the cycle. If not, attach the exception card to the affected FLSA cycle sheet.

5. FLSA Reports apply only to 24-hour shift personnel.

6. If an employee is unavailable to sign the exception card, it will be the station officer’s responsibility to get the employee’s signature when he/she returns to work.

7. Exception cards requesting time should be filled out by pay period. For instance, thirteen shifts of leave might be divided into three pay periods and should be submitted on three separate exception cards. Administrative Services will hold all the cards until the appropriate pay period.

When an employee is at the maximum allowable accruals, the time that would have been received is lost. To prevent this from happening exception cards must be received before the maximum time has been reached. Any exception to this rule on exception cards received after the fact will require a detailed explanation of the situation to the respective Division's Chief to regain lost time.

When time is submitted for a certain leave and the employee is out of the leave requested, the following leave will be substituted:

| LEAVE REQUESTED |LEAVE SUBSTITUTED |

|Vacation |Holiday then Due Day |

|Holiday |Vacation then Due Day |

|Due Day |Holiday then Vacation |

|Sick |Vacation |

If an employee has no leave available for substitution, the employee will be charged LWOP.

The substitution of LWOP will be cause for notification of occurrence to the Deputy Chief.

8. A separate exception card will be required for each type of leave that an employee requests. For instance, two shifts of vacation leave and one shift of holiday leave will require two separate exception cards - one for the vacation leave and one for the holiday leave.

If an employee is on leave and requests additional time off, the supervisor may grant the leave at his/her discretion and initiate a new card for additional time.

It will be the supervisor’s responsibility to make certain a signed exception card is received from the employee. The leave will not be charged to the employee until a properly authorized exception card is received by Administrative Services. This may cause the leave to be charged on the following pay period.

9. All time turned in on an exception card should be for actual hours missed or earned. Any conversion of time will be done by Administrative Services.

10. The provisions of the appropriate Personnel Policies, the IAFF Local 157 bargaining agreement and the AFSCME bargaining agreement related to accrual or use of leave time and absences apply and these policies and procedures are only designed to administer those provisions and policies.

DOCUMENTATION AND VERIFICATION OF RECORDS

Each employee will have an Employee Time Record (Attachment #C). This report will cover twelve cycles. Each employee’s time sheet shows time off, type of leave, and if employee signed card has been submitted. Prior to submitting FLSA sheets to the District Officer, the station officer is responsible for comparing hours worked on employee time record to hours shown on FLSA report. The station officer is also responsible for acquiring employee signature so the employee can verify hours being reported on FLSA report. Once this has been done, the station officer will sign the FLSA report. When FLSA sheets are submitted to the District Officer, the station officer will make available to the District Officer the Employee Time Record so the hours worked can be verified when necessary. The District Officer will then approve the FLSA report by signing in the space provided.

SPECIFIC LEAVE AND ACCRUALS

Detailed information on specific leave may be found in the Oklahoma City Personnel Policies or appropriate bargaining agreement. Military Leave and Jury Duty are not deducted from the employee’s time. However, this time is tracked by the City and should be submitted on exception cards.

All other leave: sick leave, vacation leave, holiday time, due days, death in family, compensatory time, on-the-job injury leave, ADLF-Administrative Leave-Full (Day), ADLP-Administrative Leave-Partial (Day), FMLA-Family Medical Leave Act are recorded on the employee’s time. The exception cards should be turned in as early as possible to allow Administrative Services adequate time to process. Time turned in or charged may be corrected as needed, with appropriate authorization from Division's Chief.

Personal Leave Time is not charged to the employee and does not require an exception card. This time is still required to be entered in Visual Fire.

Time earned will be turned in on exception cards and require the special approval signature. The appropriate block should be checked to show “Due Time” (IAFF), “Comp Time” (AFSCME and non-exempt management), or “Paid Time”. The time entered on the exception card should be straight time, any converting will be done by Administrative Services. Comment should be noted on the “Remarks” space for particular situations requiring (extra) time and show whether time-and-a-half or straight time.

FAIR LABOR STANDARDS ACT (FLSA)

For information concerning the FLSA, consult the Personnel Policies and your appropriate Bargaining Agreement Regulations.

Personnel covered by the AFSCME Agreement should consult the current Personnel Policies, and the Collective Bargaining Agreement.

Personnel covered by the IAFF Agreement should consult the current Personnel Policies, and the Collective Bargaining Agreement.

EXCEPTION CARDS

1. The exception card is four ply. The carbon copy (goldenrod) will be turned in to Administrative Services if the employee is unavailable to sign. If the employee is unavailable to sign, the white, pink and yellow should be kept together until the employee signature is received. The white copy, or original, will be Administrative Service’s copy. The yellow goes to the employee after the signature has been received. The pink should be retained for supervisors’ records. (These pink copies should be retained on file for a period of one year and then discarded. Every new month - November 1995 you can discard November 1994.)

2. All boxes not explained in these instructions should be self-explanatory.

3. The “origin date” will be the date the card was filled out.

4. The “date” will be the date or dates within a certain pay period that the leave will be used. Just the actual date or dates employee will not be at work - not the day left and return date.

5. The “hours/mins.” should show actual time absent. DO NOT CONVERT TIME. If conversions are necessary Administrative Services will convert the time when entered on payroll.

6. The “type and code” should be checked for the type of time requested.

7. “Remarks” may be filled out if necessary.

8. Requested leave can be “changed” prior to the effective date by submitting a new exception card. If you think it may not get to Administrative Services in time, a phone call to the Administrative Services payroll Data Technician is recommended to change time checked on exception card.

Requested time can be “canceled” by calling the Administrative Services payroll Data Technician by phone. The exception card will be returned to the appropriate station. After the effective date, time can be corrected if a mistake has been made.

COMPLIANCE AND EXCEPTIONS

1. Compliance with these policies and procedures are required for all Fire Department personnel.

2. Any exceptions to these policies and procedures will only be allowed by approval from the Fire Chief or his designee.

Following is the Administrative Services Bulletin that was distributed on July 1, 2003, and last updated May 23, 2005, along with two time conversion charts for assistance with KRONOS time entry.

Managers will now see leave balances and accruals on an employee’s timecard. Managers need to check an employee’s leave balance prior to approving the exception timecard. If there is not enough leave balance to cover the requested leave, the manager will need to make an adjustment, Example: If a 24-hour employee requests a full shift (24 hours) of Fire Holiday and doesn’t have 24 hours available in his accruals balance, but has enough to cover 12 hours of Fire Holiday, enter 12 hours of Fire Holiday pay (FHP) and the remaining time as vacation. However, vacation leave will need to be converted using the time conversion chart (refer to FIREWEB Special Links, Payroll Information-Time Conversion C.

The following guidelines have been prepared to assist all fire department personnel who will be responsible for the management of their employee’s timecards (in KRONOS).

GUIDELINES FOR 24 HOUR PERSONNEL

Managers will need to review their employee timecards every shift.

Managers with Editor Licenses (who put time in for employees) will see leave codes or pay codes on their employee’s timecards they did not enter. The department payroll office makes these entries. The codes referred to are: FLSA Fire Overtime (FOT), FMLA, and Extended Leave such as OJI, Sick Leave or UAF (Uniform Allowance), SB3 (Sick Leave Buy Back). These leave and pay codes should never be edited or entered by the manager into an employee’s timecard.

Every Manager will need to approve their employee’s time cards no later than 10:00 a.m. payroll end date (refer to FIREWEB Special Links, Payroll Information-Payroll End Dates). Review the timecard to assure that the employee has a total of eighty (80) hours worked and the leave type is what it should be. Select an employee’s timecard and under approvals tab select approve. Select another employee and repeat the steps above, continue this until all of your employee’s timecards have been approved. The manager approvals indicate that the employee’s hours worked and leave hours used have been verified to be correct and is ready for payment. Once the manager has approved the timecard, our Payroll Officer can process the timecards for payroll.

If the manager has not approved the timecards prior to the current pay period close date and payroll has been processed, the manager will not be able to go into the previous pay period to make any edits to their employee’s time cards. If there is a need to make an edit to the previous pay period, you will need to contact the Fire Administration Payroll office.

If the manager will be on four-days off prior to the payroll end date, approve the timecards during your last shift worked.

FLSA Overtime

During FLSA overtime cycles you will notice a Fire Overtime entry on your employee’s timecards. The Fire Administration payroll office makes this entry during each overtime cycle. You will also notice that your employee’s total hours worked will show more than 80 hours (depending on overtime hours they worked). Please do not edit this entry in any way. Refer to FIREWEB Special Links, Payroll Information-Payroll Event Calendar for overtime cycles.

Change of Procedure

Discontinue using the top portion of the timecard: Where the IN/OUT punch columns are, use the “Totals and Schedules” tab in the bottom left hand corner of the timecard. This area will automatically deduct hours from the regular worked hours when you enter a leave code. Just highlight and double click on regular hours worked, this will bring up a move menu. Put in the pay code, amount and date and hit ‘OK’ to accept. Then check your total hours, it should be reduced by the leave hours used. That is all that is necessary unless you have another leave type for that employee. If you have another leave type to enter on the same employee, just follow the same steps and enter the other leave type, amount and date. Use the “Totals and Schedules” tab for all leave codes.

The following leave codes need to be entered as a conversion amount in the Kronos system for a full shift off:

- AWL (Away Without Leave) enter as 16 hours, instead of 24 hours

- EMB (Emergency Bereavement) enter as 16 hours, instead of 24 hours

- LWP (Leave Without Pay) enter as 16 hours, instead of 24 hours

- OJI (On the Job Injury) enter as 16 hours, instead of 24 hours

- SCK (Sick Leave Usage) enter as 16 hours, instead of 24 hours

- VAC (Vacation Leave Usage) enter as 16 hours, instead of 24 hours

- VCC (Sick Leave Conversion) enter as 16 hours, instead of 24 hours

NOTE: All other leave types will be entered hour for hour (i.e; Military, Holiday, Duday, Jury Duty etc.)

Less than a full shift off

If an employee is taking vacation or sick leave and it is less than a full shift off, please refer to the time conversion chart (refer to FIREWEB Special Links, Payroll Information-Time Conversion Chart). in order to make the correct time entry. A full shift off would equate to 16 hours however, if they only took 11 hours, the entry in the Kronos system would need to be 7 hours and 33 minutes of sick leave or vacation leave (see time conversion chart). Enter the minutes as hundreds and KRONOS will automatically change the time to minutes (.20). This is necessary to convert 24-hour time to 16-hour time for payroll purposes.

If an Employee Does Not Have the Leave Hours Requested

If an employee requests a full shift of Fire Holiday (FHP) and does not have a full shift of holiday in their accrual balance, their hours will need to be split. Example: 16 hours should be entered as FHP and the remaining 8 hours should be entered as VAC. However, the 8 hours of vacation leave will need to be converted and entered as 5 hours and 33 (allowing KRONOS to change the minutes to .20 automatically) minutes according to the time conversion chart (refer to FIREWEB Special Links, Payroll Information-Time Conversion Chart),

If an employee requests vacation leave (converted to 16-hour entry) and does not have the time requested in their accrual balance, they will need to use Fire Holiday (hour-for-hour entry). You will need to refer to the time conversion chart (refer to FIREWEB Special Links, Payroll Information-Time Conversion Chart).

Use the following pay codes only:

|VAC (Vacation) |EXT (Exchange Time Fire) |

|VCC (Sick Leave Conversion) |GTP (Grant Time Pay) |

|DUE (Due pay) |JUR (Jury Duty) |

|SCK (Sick Leave) |MIL (Military Leave) |

|FHP (Fire Holiday Pay) |OJI (On The Job Injury). |

|EMB (Emergency Bereavement Fire) | |

Managers should use no other leave codes.

24 hour personnel’s schedules are pre-populated in their timecards to reflect the hours worked. Therefore, you do not and should not put any entries in the IN or OUT punch columns. If there is an amount in the IN or OUT columns the system will add those hours to their regular work hours, creating an overage in the total hours worked. For example: At the beginning of the pay period an employee shows a total of 80 regular hours worked. If there is an entry in the IN punch column of four (4) hours, the total will reflect 84 regular hours worked, and will pay them overtime if not corrected.

Continue to use Exception Timecards for leave hours used and send them to the department Payroll Officer. It is important to note that it is necessary to have the timecards to the payroll office in a timely manner. Payroll is a time sensitive matter and the timecards are needed for a successful payroll process.

If employees have questions or concerns about paychecks, their first point of contact should be the department payroll officer.

New look on timecards

Due to many factors of the payroll process and integrating the Kronos system and schedules into the payroll process (Peoplesoft), your timecards will now show a schedule of 0800 to 1700, Monday through Friday. This is the only way to pay employees correctly when it comes to longevity, promotions, etc. DO NOT make any edits to this schedule.

GUIDELINES FOR 8 HOUR PERSONNEL

Managers will need to approve their employee’s time cards no later than 10:00 a.m. the day after the payroll end date (refer to FIREWEB Special Links, Payroll Information-Payroll End Dates). Review the timecards for missed punches, leave types used are correct and their employees are receiving 80 hours in the Totals and Schedules portion of the timecard. The manager approvals indicate that the employee’s hours worked and leave hours used have been verified to be correct and is ready for payment. Once the manager has approved the timecard, our Payroll Officer can process the timecards for payroll.

Support Managers

Have your employees swipe the terminal when they report to work and leave for the day. If the employee was off a certain amount of time that day, you will need to do a move from REG to the correct leave code to use along with correct hours.

Employee’s that swipe a terminal should be instructed not to swipe in 15 minutes prior to, or 15 minutes after their scheduled work day. Terminal punch restrictions have been applied to all terminals to control Kronos applying and paying overtime that was not approved. The punch restriction will not allow an employee to swipe in 15 minutes or earlier, before their regular scheduled start time. It will also restrict an employee from swiping out 15 minutes or later, after their regular scheduled quitting time. The terminal will reject the swipe if it meets the above scenario.

Managing overtime

Monitor an employee’s time to assure their hours equal 80. If hours show over 80, it must be corrected. Otherwise an employee will get paid overtime.

It should also be explained to the employee, if it is necessary for the employee to arrive at work early, management does not expect the employee to do any productive work during that time. The time before their regularly scheduled work hours are theirs and they can use this time as they wish (i.e.: eat breakfast, read a book, etc.).

If an Employee Does Not Have the Leave Hours Requested

If an employee requests a full day of sick leave and does not have the hours requested in their accrual balance, their hours will need to be split. Example: 6 hours should be entered as SCK and the remaining 2 hours should be entered as VAC.

Use the following leave codes only:

|VAC (Vacation) |GTP (Grant Time Pay) |

|VCC (Sick Leave Conversion) |JUR (Jury Duty) |

|SCK (Sick Leave) |MIL (Military Leave) |

|FHP (Fire Holiday Pay) |OJI (On The Job Injury). |

|EMB (Emergency Bereavement Fire) | |

Managers should use no other leave codes.

[pic]

[pic]

[pic]

Family Medical Leave (FMLA)

The Human Resource (HR) work section processes all requests for FMLA. Contact the HR Administrative Specialist at Fire Administration for more information.

|S/HRS-208 HOLIDAY LEAVE TIME POLICY | | | |

| | |UPDATED | |

| | |1/15/2015 | |

| | | | |

It is the policy of this department for personnel to be able to use their holiday leave time as they desire, as long as it does not impede the normal operations of this department. In order to do this, the following applies:

1. Generally leave time should be handled at each individual station, if at all possible.

2. The greater increment of time has preference over the lesser length of time, i.e., a 24-hour shift request will supersede a 12-hour request, etc. Caution should be exercised by company officers in approving and scheduling time off in advance to ensure fairness of the system. Example - once an increment of time (4 hours or more) is approved and scheduled in advance, that person cannot be bumped by a person wanting more time off.

3. Those personnel taking a portion of a shift off, should return to the station no later than 2300 hours.

4. All efforts should be made to staff the apparatus without calling in a person who has scheduled time off in advance and has been approved by the station officer. For further information see Collective Bargaining Agreement.

|S/HRS-209 SICK LEAVE DONATION | | | |

| | |UPDATED | |

| | |7/1/2009 | |

| | | | |

In accordance with, Collective Bargaining Agreement between the City of Oklahoma City and the International Association of Firefighters, Local 157, the following shall serve as policy regarding the donation of sick leave:

An employee who incurs a non-work related illness or injury requiring that employee to miss work, and who has exhausted his or her sick leave, vacation leave, and compensatory time may accrue additional sick leave donated by other employees. Donated sick leave must be on an hour for hour basis. The maximum amount of sick leave that can be donated to a single 8-hour shift employee per fiscal year, by any one employee, shall be an amount equal to 24 hours of leave of the injured or ill employee.

Donated sick leave can also be donated to/from other City departments. AFSCME employees must have a minimum of 240 hours, and Management employees must have a minimum of 130 hours in order to donate sick leave. IAFF employees refer to 12.6 of the collective bargaining agreement.

The maximum amount of sick leave that can be donated to a single 24-hour shift employee per fiscal year, by any one employee, shall be an amount equal to 48 hours of leave of the injured or ill employee.

The donated leave shall be used in the order it is donated. A log will be maintained in Human Resource, (Payroll) work section to confirm order of donation. Donated leave is not taken from the employee until the receiving employee needs the leave. This procedure does not allow the receiving employee to carry a “bank” of donated time. The donated time is given only to the exact hours required per pay period.

The employee in need of sick leave is responsible for the solicitation of donations and request of need may be announced in Staff Meetings, on teletype, or posted on Fire Department bulletin boards. The employee is responsible for submitting Request for Donated Sick Leave form (available on Fireweb). This will be time stamped at the front desk and signed by the Fire Chief or his designee.

Sick Leave Donation Authorization form – (available on Fireweb), must be provided to the Department Head authorizing donated sick leave accrual to be placed into payroll.

Unused donated sick leave forms shall be returned to the employee who donated the leave.

The Human Resource Supervisor/Major will inform the payroll clerk of the employee’s return to work (doctor's release required).

| S/HRS-210 JURY DUTY | | | |

| | |UPDATED | |

| | |1/15/2015 | |

| | | | |

The following is the policy for Oklahoma City Fire Department members regarding jury duty. Time off for service on State or Federal juries or Oklahoma City Fire Department related court proceedings shall be granted with pay only for the period of actual service required, and providing, any jury fee or court service pay any employee receives shall be remitted by the employee to the City Treasurer. The employee will be reimbursed for parking from the check or the employee may retain said fees or court pay, at their option, but shall not be entitled to regular pay in such event. The Personnel Director or Department Head may require the employee to provide written verification of such actual service required.

In all other court service required of employees, the employee will be eligible to take leave time (vacation leave, holiday leave, or comp time) and will be charged on the basis of actual time away from work. All such leave of this nature must be recorded on the department’s “Exception Card”.

|S/HRS-211 RETURN TO WORK FROM SICK LEAVE OR OJI | | | |

| | |UPDATED | |

| | |7/31/2013 | |

| | | | |

Any employee that has been on extended sick leave or OJI leave for a period of three scheduled working shifts/days or more may be required to go to the City Physician for a release to work. Likewise, any employee that has had surgery while on extended sick leave or OJI leave may be required to go to the City Physician for a release to return to work. The employee, before returning to work, should anticipate the above procedure and contact Human Resources immediately upon their release to return to duty.

It is the employees’ responsibility, immediately upon receipt, to submit release paper work from their private physician or assigned treating physician to Human Resources in Fire Administration at 820 NW 5 St. Employees who are released to full firefighting duty on their normal duty day should expect to return to duty once the release paper has been submitted to Human Resources, unless they are required to see the City Physician. Release paperwork must state clearly and unambiguously that they have reached maximum medical improvement, or are released to “full firefighting duty”, and signed by their treating physician. Employees may submit release paperwork by fax to 405.552.6038 or 405.297.3329 and indicate “attention HR” or they can choose to deliver release paperwork in person.

If submitting by fax, the employee should contact Human Resources immediately at Fire Administration to confirm that the fax has arrived and to find out if they are required to see the City Physician.

If employees are required to see the City Physician, the City Physician will notify Human Resources concerning the return to work status. Human Resources will then notify the employee and the employee’s supervisor(s) through the appropriate chain of command of when they are to report to duty.

The employee that has successfully completed Mandatory EAP (managed by Labor Relations City Personnel) is required to secure a release to work. This will be accomplished by the employee working through the EAP counselor, the City Labor Relations EAP Coordinator and the City Physician.

The following policy addresses management rights and employee responsibilities concerning the use of sick leave:

Employees may use sick leave as needed for medical appointments, treatment, or recovery from a non-job related illness or injury. For additional information concerning sick leave, please see applicable sections of the IAFF Collective Bargaining Agreement (CBA), and the Family Medical Leave Act (FMLA).

Employees who incur a non-job related illness or injury for a period of less than 3 shifts/working days, and who are under the care of a personal/private physician, may be required to provide a physician’s statement confirming their fitness for duty before returning to active duty. When physician statements are required for a period of less than 3 shifts/working days, they may be presented to their immediate supervisor and routed through the chain of command to Fire Administration.

Management may investigate any instance of suspected abuse of sick leave. Supervisors who suspect sick leave abuse should conduct an investigation meeting according to A/EXC-206 in order to determine the facts. Confirmed abuse of sick leave shall be grounds for disciplinary action, up to and including termination.

|S/HRS-212 INCENTIVE PAY | | | |

| | |UPDATED | |

| | |26/301/20176 | |

| | | | |

These are the procedures to administer the Incentive Pay provisions of the I.A.F.F. Local 157 Collective Bargaining Agreement. The procedures will ensure compliance with I.A.F.F. Agreement and any other pertinent State or City regulations, however, this does not include tuition reimbursement. The Human Resource work section processes Incentive Pays.

All paper work that relates to Incentive Pays should be sent to the Human Resource Supervisor/Major at Fire Administration.

General Procedures

A. Incentive Pay is available to all permanent bargaining unit personnel who obtain and maintain the requirements for incentive pay. However, probationary employees are entitled to EMT-P pay, with proper certification. The types of incentive pay and Coordinators are:

Education - Support Services District/Battalion Chief

EMS - EMS Chief

Hazmat/Dive - Special Operations OfficerOperations District/Battalion Chief

B. The employee is responsible for maintaining the appropriate qualifications to continue to receive incentive pay. If those qualifications expire, the employee’s incentive pay may be stopped. If an employee’s qualifications expire and they continue to receive Incentive pay, the employee will repay any overpayment. See EMS Section, for specifics regarding EMT, EMT-P, and EMS Instructor re-certification and incentive pay requirements.

C. The Coordinators signature/date.

D. Proof of satisfactory completion must be provided to the Fire Chief to receive incentive pay.

Procedures for Initiating Incentive Pay

A. Once the employee has completed the requirements of the incentive pay, the completed Request for Incentive Pay Form (See Attachment J) must be turned in to Human Resource (HR) Supervisor/Major and time stamped. The HR Supervisor/Major will route requests to the responsible Incentive Pay Coordinator. (See below for list of Incentive Pay Coordinators.) Requests with partial requirements will not be accepted.

B. The appropriate Incentive Pay coordinator will review all information submitted by the employee. The appropriate Incentive Pay Coordinator will initial the paperwork after completion of payroll paperwork and keep on file.

C. Education Incentive pay will be effective the 1st of the next month after submitting complete documentation. Payment for Education Incentive is paid once a month.”

Continuation of Incentive Pay

A. Requires periodic refresher courses. For the most recent requirements, refer to EMS Manual for all EMS training levels. The Incentive Pay Coordinators are:

EDUCATION – Support Services District/Battalion Chief

EMS – EMS Chief

HAZMAT/DIVE – Special Operations OfficerOperations District/Battalion Chief

All questions regarding how to initiate pay incentives should be directed to the correct Incentive Pay Coordinator.

All other pay incentive questions or forms should be directed to Fire Administration.

Process for Termination

A. If an employee no longer meets the requirements for Incentive Pay, or the employee chooses to terminate their participation in the Incentive Pay program, the Incentive Request Form must be submitted to the Coordinator requesting Stop Pay by the employee or employer as necessary.

B. The Stop Pay Form must be approved by the Coordinator and forwarded to the Human Resource Supervisor for processing. It is the Coordinator’s responsibility to ensure that the approved form and documentation is forwarded to Fire Administration. (The Incentive Pay Form is used for starting or stopping Incentive Pay)

Documentation

A. Education Incentive - Certified transcripts are required for payment of the different levels provided in the IAFF Contract. (MUST BE OFFICIAL TRANSCRIPT AND HAVE THE IMPRINTED CERTIFICATION SEAL OF THE UNIVERSITY ).

B. EMT-P:

▪ Completed Incentive Pay form

▪ Current State Paramedic licensure

▪ Current National Paramedic licensure (if held as of April 1, 2010)

▪ Current AHA Healthcare Provider status

▪ Current AHA ACLS Provider or Instructor status

▪ Active status with the Office of the Medical Director

C. EMS – Instructor:

▪ Completed Incentive Pay form

▪ Current State EMT licensure

▪ Current National EMT licensure (if held as of April 1, 2010)

▪ Current AHA Healthcare Provider status

▪ Current AHA BLS Instructor status

▪ (Paramedic Instructors Only) Current AHA ACLS Provider or Instructor status

▪ (Paramedic Instructors Only) Current AHA PALS Provider or Instructor status

▪ Proof of completion of an OKCFD EMS Instructor Course, EMS Instructor Training Course, or equivalent (Instructor I or II with EMS ITC Bridge Couse is acceptable)

▪ One year as an Active EMT

▪ One year on the Oklahoma City Fire Department

▪ Active status with the Officer of the Medical Director

D. Hazardous Materials

▪ Completed Incentive Pay form

▪ Proof of completion of an OCFD Hazardous Materials course

▪ Proof of completion of Chemistry course

E. Dive Team

▪ Completed Incentive Pay form

▪ Be an active member of the OCFD Underwater Rescue Team

|S/HRS-213 DISTRIBUTION OF PAYROLL CHECKS | | | |

| | |UPDATED | |

| | |2/1/2016 | |

| | | | |

If an employee has an emergency and needs to pick up their pay check on Thursday, the approval of the Fire Chief or his designee is required. The employee also needs to contact Administrative Services payroll prior to picking up their checks in order to:

▪ ensure the checks have been picked up from City payroll

▪ ensure funds are available for depositing or cashing of the check

PAY LOCATION CHANGES

To change a pay location, call Administration and leave your name, employee ID, the location your check is currently going to and the location your check should go in the future.

This change may take up to two paychecks before it becomes effective.

REFERENCE CHECKS AND VERIFICATION OF EMPLOYMENT

All reference checks and employment verifications will be handled as set forth in the City's Personnel Department, HRIS Division, Policy and Procedure for Reference Checks and Verifications of Employment. A copy of this policy and procedure is in the Administration Section, Department Personnel Files and Access Policy.

|S/HRS-214 RETIREMENT PROCESS AND DOCUMENTATION | | | |

| | |UPDATED | |

| | |2/1/2016 | |

| | | | |

The Human Resource work section processes retirement packets, for all uniformed Oklahoma City Fire Department personnel. It is recommended that personnel who wish to retire make an appointment with Human Resources approximately five weeks prior to their retirement effective date. This lead-time will help insure a transition from active payroll to retirement.

To facilitate the processing of your retirement, you should contact a state Pension Board and the IAFF Local 157 Union for more information and you must contact Human Resources and set an appointment to complete the necessary paperwork. The earlier you do this, the more continuity there will be between the cessation of payroll checks and the beginning of retirement checks. You will need the following:

|INFORMATION FROM SPOUSE: |CHILDREN & OTHER DEPENDENT INFORMATION |

|Date of marriage |Date of Marriage |

|Date of Birth |Date of Birth |

|Beneficiary’s address and phone numbers |Beneficiary’s address and phone number |

|MISCELLANEOUS INFORMATION |

|Tax Info - You will have to claim tax withholding for your pension check. If you do not know what you are claiming now it is on your check-stub. |

|Paperwork should be completed a week before the first Monday of each month to make the Local Pension Board meeting on the first Monday of each month. |

|The State Pension Board meets the third Friday of each month. |

|S/HRS-215 DEPARTMENT PERSONNEL FILES ACCESSS POLICY | | | |

| | |UPDATED | |

| | |2/1/2016 | |

| | | | |

In accordance with Article 5, Section 5.8, of the Agreement between the City of Oklahoma City and the International Association of Firefighters, Local 157, the following shall serve as policy regarding access to departmental personnel files:

The Official Departmental Personnel File for all persons covered under this Agreement shall be at the Fire Department Headquarters. All employees shall be able to view their personnel file at any time during normal office hours (8:00 a.m. to 5:00 p.m.), in the presence of a Fire Department Administrative staff member. Administrative staff member is defined as any employee of the Administration Division.

1. Any time a written criticism or commendation is entered into an employee's file, the employee shall be provided a copy.

2. Any employee disagreeing with a written criticism placed in their file shall be allowed to have their views regarding such criticism placed in their file within thirty (30) days.

3. The Fire Chief shall maintain the current policy regarding access to departmental personnel files.

4. Letters of reprimand will be removed from any employees' file at their request after a period of two years.

Specific Occurrence Performance Reports

Specific Occurrence Performance Reports are for the purpose of documenting an employee’s performance. This form can be used for commendations, reprimands, or other counseling procedures. Anytime this form is used, the employee must be provided a copy. When used to document counseling procedures or oral reprimands, the documentation may remain at the supervisor level and does not necessarily require a Chief’s signature. However, when this document is used to record a written reprimand or commendation, it will require a Chief’s signature and will be placed in the employee’s department personnel file. (Form Available on Fireweb)

DEPARTMENTAL PERSONNEL FILES

Departmental Personnel Files consist of confidential medical and personnel files.

Confidential

Any document that relates to internal personnel investigation including examination and selection material for employment, hiring, appointment, promotion, demotion, discipline, or resignation; or where disclosure would constitute a clearly unwarranted invasion of personal privacy such as employee evaluations, or payroll deductions will be classified as “CONFIDENTIAL”.

Confidential documents (not public record) include:

▪ Employee evaluation

▪ Authorization for payroll deduction forms

▪ Records of disciplinary action resulting in loss of pay, suspension, demotion of position, or termination

▪ Statement showing name of beneficiary to the Fire Cash Retirement fund

▪ Request for verification of employment

▪ Report of performance for probationary employee

▪ Statement showing participation in the Death Benefit Book or Fire Mutual Aid Benefit Book

▪ Personnel History Statement

▪ Health Care Enrollment Form

▪ Employee profile

▪ Specific Occurrence Performance Report (reprimands only)

▪ Address change form

▪ New Hire form

▪ On-the-job-injury report

▪ Pre-employment medical evaluation

▪ Medical Service Orders

▪ Medical letters and notes from doctors (excused absence, release to work, etc.)

▪ Physical performance evaluation

▪ Copy of driver's license

▪ Birth certificate

▪ Employee's ID tag Information

PUBLIC RECORDS

▪ Specific Occurrence Performance Report (commendations only)

▪ Memos and letters of appreciation

▪ General employment application, high school diploma, college transcripts and certificates

Any person, other than members of the administrative staff, who views a personnel file, shall enter date, signature, and purpose on record maintained and attached to the personnel file folder. Information considered an invasion of privacy will be blocked out prior to viewing “Public Record" documents by anyone other than the employee, administrative staff, or with written permission of the employee.

Photo identification must be provided to the administrative staff prior to review of personnel files.

Letters of reprimand will be removed from an employees' file after a period of two years, upon their request. Upon verification of the time period by an administrative staff member, the reprimand will be given to the employee for disposal.

For further information regarding the Open Records Act, see the following document.

The following information is from the HRIS Division (Human Resources Information Systems) of City Personnel and deals with files that are requested through and housed at the Personnel department. The HRIS Manager is a designee of the City Personnel Department

3/13/95 HRIS DIVISION

Policies and Procedures for Reference Checks and Verifications of Employment

1. The only information we provide in response to requests for verifications of employment received by telephone from the public (such as a prospective employer, creditor, citizen, etc.) is the following:

a. dates of employment

b. job title

c. verify rate of pay if quoted by caller

2. If we receive a written request and an authorization for release of information that has been signed by the employee, we can release the following information to the requester (in writing or by return call) after it has been reviewed by a supervisor and approved for release:

a. dates of employment

b. job title

c. rate of pay

d. reason for termination

e. gross wages

f. date/amount of last increase (only on mortgage loan applications)

3. We do not provide the rehire eligibility code or any information regarding the employee’s rehire eligibility. The statement should be: “It is the City’s policy not to provide this information on any employee or former employee.”

4. After written employment verification is completed, a copy of the request and the employee’s signed release form will be filed in the employee's personnel history folder.

5. If we are contacted by an investigator from the Oklahoma Department of Human Services for information regarding a child support enforcement matter, we will not release confidential information by telephone. The investigator or official must appear in person or send a written request for the information. The Division Manager's (or designee) approval on the written request form must be obtained prior to releasing the information. A copy of the completed request will be placed in the employee's personnel history folder.

6. Consult with the Division Manager on any questionable request for information.

Open Records Act Compliance Policies

THE CITY OF OKLAHOMA CITY PERSONNEL DEPARTMENT

OPEN RECORDS ACT COMPLIANCE POLICIES

OKLAHOMA OPEN RECORDS ACT TITLE 51 SECTIONS 24A.1 - 24A.20

Updated May 1993 APPROVED BY: Lloyd Rinderer, Personnel Director

Public records are all documents, including, but not limited to, any book, paper, photograph, microfilm, computer tape, disk, and record,, sound recording, film recording, video record, or other material regardless of physical form or characteristic, created by, received by, under the authority of, coming into the custody, control or possession of public officials, public bodies, or their representatives in connection with the transaction of public business, the expenditure of public funds or the administering of public property.

A "record" does not mean non-governmental personal effects. Each document in a file is considered a separate. record, i.e., promotional Personnel Status Change forms, demotional Personnel Status Change forms, the front of each profile containing salary history, the back of each profile containing personal and benefit information, each reprimand, each commendation, etc.

A public body may keep the following personnel records confidential:

1. Those records which relate to internal personnel investigations including examination and selection material for employment, hiring, appointment, promotion, demotion, discipline, or resignation; or

2. Those records where disclosure would constitute a clearly unwarranted invasion of personal privacy such as employee evaluations, payroll deduction information, or employment applications submitted by persons not hired by the public body.

All personnel records not specifically falling within the exceptions above shall be available for public inspection and copying including, but not limited to, records of:

1. An employment application of a person who becomes a public official;

2. The gross receipts of public funds;

3. The dates of employment, title or position; and

4. Any final disciplinary action resulting in loss of pay, suspension, demotion of position or termination.

Other records not specifically related to personnel functions that may be kept confidential are:

1. Personal notes, communications or materials;

2. Bid specifications;

3. Computer programs or software but not data thereon;

4. Appraisals relating to the sale or acquisition of real estate prior to award of a contract;

5. Prospective location of a private business or industry prior to public disclosure except for records otherwise open to inspection such as applications for permits or licenses.

Any public official who willfully violates any provisions of the Act, upon conviction, shall be guilty of a misdemeanor punishable by a fine not exceeding $500.00 or by imprisonment not exceeding one year, or both. Furthermore, any person who is denied access to a public record that is declared to be open by the Act may bring a civil suit for declarative and/or injunctive relief.

If questions arise as to whether particular information should or should not be made public, the Municipal Counselor's office should be consulted.

PROCEDURES FOR INSPECTING AND COPYING PERSONNEL RECORDS

Completing the forms

Any individual wanting to inspect or copy a specific public record (an applicant) must complete a "Request for Inspection of Personnel Department Records" for each record being requested. A copy of this form is attached to these policies. These forms are to be maintained by the HRIS Manager who has been designated by the Personnel Director to be responsible for administration of the Open Records Act. In the event that the HRIS Manager is unavailable, Open Records Act duties will be assigned first to the Personnel Analyst assigned to HRIS or second to the Personnel Operations Manager.

This Request for Inspection of Personnel Department Records form, as specified by The City's "Rules and Regulations for the Inspection of Public Records", will list the name, address and place of employment of the applicant; the purpose for which the inspection is to be made, the specific public records to be inspected; the applicant's signature; other information that may ¬be deemed necessary.

NOTE: A PHOTO I.D. OF THE APPLICANT MUST BE CHECKED BEFORE THAT APPLICANT CAN VIEW DOCUMENTS. THE LINE ON THE REQUEST FORM VERIFYING THAT THE I. D. HAS BEEN CHECKED SHOULD BE INITIALED BY THE HRIS MANAGER OR DESIGNEE TO ENSURE AND DOCUMENT THAT THE I.D. HAS BEEN VERIFIED.

This form must then be approved by the HRIS Manager before the document requested can be viewed.

Inspection of the records

Records containing confidential information should be copied and the confidential information contained on each marked out before the record is inspected. Confidential information includes:

▪ addresses

▪ telephone numbers

▪ dates of birth

▪ social security numbers

▪ marital status

▪ insurance enrollment forms and deduction information

▪ medical records or medical information

▪ workers' compensation information

▪ birth certificates

▪ marriage licenses

The list above is not necessarily all inclusive; other information may be considered as confidential. These items are covered under invasion of privacy laws and are exempt from the Open Records Act. This information may be released for inspection only if the individual employee whose records are sought signs a written release form. A copy of this release form is attached to these policies. Confidential records may also be subpoenaed through the court system; only the records actually listed in the subpoena should be released for inspection. In addition, confidential information about other employees who may be mentioned in the record(s) being inspected should also be marked out.

Entire files cannot be viewed (except by the employee to which the file relates or supervisors); each document must be specified in the request, i.e., the Personnel Status Change form promoting "X" to Administrative Specialist; the reprimand given to "X" on a given date, etc.

A file of completed Request for Inspection forms will be maintained by the HRIS Manager (this file is located in the office of the HRIS Manager). A copy of the completed request form will also be placed in the file reviewed.

The HRIS Division of the Personnel Department is designated as the location for the review of personnel records related to the Open Records Act. An applicant cannot inspect personnel records in any other location without the permission of the HRIS Manager (hiring supervisors may view records under the supervision of the Personnel operations Division). The HRIS Manager will gather the record(s) requested and deliver them to the applicant in the specified area noted above. The HRIS Manager may supervise, or appoint someone to supervise, the record inspection.

The HRIS Manager can determine, at his/her discretion, the number of applicants that may inspect records at any one time and the length of time allowed to inspect. Inspections of personnel records can only be performed during the hours of 8:00 a.m. through 5:00 p.m., Monday through Friday; however, employees are required to schedule appointments with the HRIS Manager or designee for the inspection of open records.

The HRIS Manager shall have the authority to deny inspection of public records to any person who does not comply with these policies or who behaves in a disorderly manner.

Requests for Copies

If copies are requested by the applicant, the lower portion of the "Request for Inspection" form must be completed by the applicant in addition to the top section. The applicant must then pay the fee at the City Treasurer's Office and bring the receipt to the Personnel Department before receiving the copies. Fees (which may not be waived) are to be paid according to the fee schedule that is available at the front desk and posted in the lobby.

A search fee, for excessive time spent locating requested records, may be charged when the request is:

1. Solely for commercial purpose; or

2. Clearly would cause excessive disruption of essential City functions.

In no case shall a search fee be charged when the release of documents is in the public interest, including, but not limited to, release to the news media, scholars, authors and taxpayers seeking to determine whether those entrusted with the affairs of the government are honestly, faithfully and competently performing their duties as public servants.

Miscellaneous Information

If information only is needed by an individual, the HRIS Manager or designee may verbally transmit the information needed from the file to the applicant. This would save time by eliminating the actual inspection of the record(s). If this method is acceptable to the applicant, the completed request form must be noted that the information was transmitted verbally.

The Open Records Act does not require any type of document to be produced; it only requires the inspection of existing records.

08/01/94 OPEN RECORDS ACT

Compliance Policies & Procedures

Categories of Individuals Requesting Inspection of Personnel Records

Inspection and copying of personnel records shall be supervised by the HRIS Manager or designee to ensure documents are not taken from the offices and to protect the integrity of the records.

Current City Employees

An employee may inspect and obtain copies of the records in his/her own Personnel History File. Current employees are not subject to paying the required fee for copies or filling out a Review of File form. However, a photo identification (such as a driver's license) must be viewed by the HRIS Manager or designee to verify the individual’s identity. Designees for this category of individuals include HRIS Data Technicians.

Employees who want to inspect their records may contact a member of the HRIS Division and set up an appointment to look at their Personnel History File.

Former City Employees

A former employee may request to inspect specific records within his/her Personnel History File; however,, a former employee does not have the right and will not be allowed to inspect their whole file. The former employee must complete the Request for Inspection of Personnel Records form and specify the record(s) to be inspected or copied. In addition, they are subject to copying charges as specified in the fee schedule. Former employees must obtain a subpoena or a court order before we will release all records contained in his/her Personnel History File. NOTE: Terminating employees can obtain a free copy of their file at the time of termination, at their request.

Supervisors

City supervisors may inspect and obtain copies of records of employees that they supervise. The HRIS Manager, Personnel Operations Manager or their designees must verify that the individual is actually the supervisor of the individual of whom they seek to view records. A Review of File form must be completed and maintained within the file as documentation of the supervisor review.

City supervisors may view the files of individuals that they may potentially supervise. The HRIS Manager, Personnel Operations manager or their designees should review job applications or other evidence that the individual in question is a candidate for a position reporting to the supervisor requesting the file review. A Review of File form must also be completed and maintained within the file.

City Officials

City officials have free access to personnel records for the purpose of conducting City business with the approval of the HRIS Manager or designee. City officials will be designated as representatives of the following:

1. The City Manager's Office

2. The Municipal Counselor's Office

3. The City Auditor's Office

4. The Police Department

5. The City's contracted auditors

6. The City's Risk Management Division

A Review of File form must be completed by these individuals (with the exception of Police Department investigations). The Review of File form is to be maintained within the file reviewed.

The General Public

The inspection and/or copying of public records by the general public is subject to the procedures on file with the HRIS Manager. Included in the procedures is the required application form, fees, and governing policies. Union representatives and officials, all outside attorneys and persons in the media are considered to be a part of the general public.

State or Federal Agency (i.e.: DHS)

With the approval of the HRIS Manager or designee, confidential information may be revealed for the purpose of an official investigation by a local, state, or federal law enforcement or investigative officer. (See Personnel Policy 1204.05 and 1204.05.1) A records request form shall be completed and maintained according to established procedures.

THINK ABOUT IT . . . .

Before you release a record or a file to anyone, it is your duty to take time to review the records for confidentiality and privacy taking into account the individual viewing the records.

| S/HRS-216 POLICY STATEMENT - DISCRIMINATION | | | |

| | |UPDATED | |

| | |1/15/2015 | |

| | | | |

It is the goal of the Oklahoma City Fire Department that all employees be treated impartially and courteously by co-workers and superior officers alike. It is required of each individual member of this department to make a concerted effort to extend courtesy and impartiality to every other member.

The purpose of this policy is to state the position of the Oklahoma City Fire Department on discrimination and to establish guidelines for reporting violations.

It is improper for any member of this organization to discriminate against any member in regards to Race, Creed, Color, Religion, National Origin, or Sex.

Discrimination can be defined as to perceive or distinguish categorically rather than individually. Also, actions which limit or deny a person or group of persons opportunities, privileges, roles, or rewards in regards to Race, Creed, Color, Religion, National Origin, or Sex.

Discrimination includes, but is not limited to:

▪ Verbal abuse considered offensive or unacceptable by another individual in regard to Race, Creed, Color, Religion, National Origin, or Sex.

▪ Teasing or kidding in regards to Race, Creed, Color, Religion, National Origin, or Sex.

▪ Creating a work environment that is intimidating, hostile, or offensive and which can interfere with an individuals work performance.

▪ Delegating any work activity that would deny or favor a person or group of persons, i.e., details, etc.

Reporting Procedure

Any member of the department believing a supervisor or co-worker is discriminating them against should discuss the problem with their supervisor, the EEO Officer, or follow the established grievance procedure.

|S/HRS-217 REPORTING ADDRESS / INFORMATION CHANGES | | | |

| | |UPDATED | |

| | |1/1/2011 | |

| | | | |

As a condition of continuing employment, an employee shall immediately provide any change of address to their supervisor, which shall be forwarded to the Administrative Offices.

Additional required information that is forwarded includes changes in contact phone numbers (emergency and personal), birth of a child, death of a child/spouse, marriage/divorce, and/or change of beneficiaries.

Current address change form is available on FIREWEB under OCFD FORMS.

|S/HRS-218 CAREER DEVELOPMENTS | | | |

| | |UPDATED | |

| | |7/1/2009 | |

| | | | |

As an employee completes the requirements for the career development positions, they should provide documentation to the Human Resources Supervisor/Major showing completion of the requirements. When the employee is within thirty (30) days of completing the time-in-grade requirement, a request should be made to the Human Resources Supervisor/Major to initiate the certification process.

|S/HRS-219 CONTACTING OTHER CITY DEPARTMENTS | | | |

| | |UPDATED | |

| | |1/1/2012 | |

| | | | |

Any and all inquiries dealing with matters of payroll and/or City benefits (i.e., wages, deductions, insurance, OJI, etc.) shall be made through the Chief's office, if at all possible. If the information is not readily available, they will assist you in contacting the appropriate City office or person. Officials of Local 157, appointed by the President of Local 157, are exempted from this policy when they are acting in the capacity of conducting official Union business.

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download