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ADMINISTRATIVE POLICY MANUAL TABLE OF CONTENTS
NOTICE OF REVISION OF POLICIES INTRODUCTION MISSION STATEMENT
EMPLOYMENT - SECTION 100 100 101 102 110 114 115 116 117 118 119 123 124 125
MINIMUM EMPLOYMENT STANDARDS EQUAL EMPLOYMENT OPPORTUNITY AMERICANS WITH DISABILITIES ACT DEFINITIONS OF EMPLOYMENT STATUS PROMOTIONAL EXAMINATIONS AND APPOINTMENT PROCEDURES PROBATION AND PERMANENT APPOINTMENTS PROMOTIONS ASSIGNMENTS TRANSFERS DEMOTIONS RETURN TO WORK AFTER SERIOUS INJURY OR ILLNESS EMPLOYEE SEPARATION AND REEMPLOYMENT ELIGIBILITY HIRING AND APPOINTMENT PROCEDURES
EMPLOYEE BENEFITS – SECTION 200 211 212 213 214 215 217 218 219 220 221 222 223 224 226 227 228 229
USE OF SICK LEAVE HOLIDAYS BEREAVEMENT LEAVE PERSONAL TIME OFF MODIFIED DUTY ASSIGNMENT LEAVES OF ABSENCE WITHOUT PAY PREGNANCY DISABILITY LEAVE OF ABSENCE FAMILY MEDICAL LEAVE MILITARY LEAVE INSURANCE PROGRAMS WORKERS COMPENSATION PROGRAM RETIREMENT PLAN DEFERRED COMPENSATION PROGRAM EMPLOYEE ASSISTANCE PROGRAM INSURANCE PREMIUM PAYMENT REQUIREMENT FAMILY SCHOOL PARTNERSHIP LEAVE PARAMEDIC RECERTIFICATION PROGRAM
EMPLOYEE RELATIONS – SECTION 300 300 301 310 311 312 314 316 317 318 320 321 322
OPEN-DOOR POLICY EMPLOYEE RECOGNITION PERSONNEL RECORDS & PRIVACY PERFORMANCE APPRAISALS DISCIPLINARY ACTION SUGGESTIONS SOLICITATION AND DISTRIBUTION SERVICE RECOGNITION AWARDS DISTRICT PROPERTY AND EQUIPMENT COMMUNICATIONS EQUIPMENT ANTI-HARASSMENT PROHIBITING WORKPLACE VIOLENCE
SAFETY AND HEALTH – SECTION 400 400 412 413 414
TOBACCO USE IN THE WORKPLACE DRUG AND ALCOHOL FREE WORKPLACE POLICY UNLAWFUL USE OF ALCOHOL AND SUBSTANCES PHYSICAL FITNESS
DISTRICT STANDARDS AND RULES – SECTION 500 500 510 511 512 513 514
PERSONAL APPEARANCE RULES OF CONDUCT RULES OF CONDUCT FOR MANAGERS AND SUPERVISORS ATTENDANCE POLICY WORKPLACE SECURITY PETS IN THE WORKPLACE
WAGES AND SALARIES – SECTION 600 600 610 611 612
SALARY ADMINISTRATION HOURS OF WORK AND PAYDAY OVERTIME REIMBURSEMENT POLICY
NOTICE OF REVISION OF POLICIES Application and Revision of Policies This manual identifies the District’s policies and procedures which are presently in effect. As policies and benefits are revised, changes will be communicated through standard communication channels. Advance notice may not always be possible. The District and representatives from San Ramon Valley Firefighters Association, Local 3546 have met and through collective bargaining have signed a Memorandum of Understanding. The Memorandum of Understanding supersedes any previous policy or procedure covering any subject areas identified in the Memorandum of Understanding. This Administrative Policy Manual is a living document that augments the Memorandum of Understanding and the Non-Represented Employee Handbook as appropriate. Various policies, procedures and practices may change from time to time and the appropriate notification will be provided. Suppression personnel should refer to the Memorandum of Understanding for specific questions and interpretations related to policies and procedures. Non-Represented personnel will initially defer to the Non-Represented Employee Handbook for clarification on applicable policies and procedures.
INTRODUCTION The San Ramon Valley Fire Protection District encompasses an area of approximately 160 square miles and provides vital services to the communities of Alamo, Diablo, Blackhawk, Tassajara, Town of Danville, City of San Ramon, as well as the unincorporated areas within district boundaries, including the most active portion of the Mt. Diablo State Park. The legal function and authority for existence is described in the State of California Health and Safety Code under the Local Fire District Law of 1961. The primary function of the district is the protection of Life and Property from Fire and Panic. The San Ramon Valley Fire Protection District had its beginning in the Danville Fire Protection District which had the distinction of being the second oldest Fire District in Contra Costa County. The Danville Fire Protection District was organized on September 6, 1921. The responsibilities of the employees of this District is a serious one. To discharge such responsibility properly requires a thorough knowledge of the objectives and standards of the District, its organization and of all its services provided to the public. Therefore, this manual is intended to fulfill three purposes: (1) To outline the organization and functions of the District; (2) To describe in detail the duties and responsibilities of its employees; (3) To establish policy, procedures and standards of conduct that will assist the employees in the full performance of their duties. In addition, this information will aid in governing the relationships of employees to each other, the Administrative Personnel appointed by the Board of Directors, the Board of Directors and with the public during routine and emergency situations. SUPERVISION The Board of Directors of the San Ramon Valley Fire Protection District shall exercise complete authority and supervision over the District. The Chief of the District shall be directly responsible to the Board of Directors in all matters pertaining to the District's functions and operations in his capacity as Chief Administrative and Operational Officer of the District. FUNCTIONS OF THE DISTRICT The functions of the San Ramon Valley Fire Protection District shall be: 1. 2. 3. 4.
5. 6. 7.
To extinguish all fires within the jurisdiction of the District. To assist other fire agencies as defined in the Mutual Aid and Automatic Aid Agreements. To maintain all property of the District in serviceable condition. To enforce all laws and rules governing the Prevention and Suppression of hazardous conditions related to Fire and Panic, specified in the Adopted Fire Prevention Code, as amended. To investigate the cause of all fires. To provide fire protection facilities in accordance with the growth and populations changes within the District. To provide rescue and emergency medical aid to all persons confronted with a life or safety hazard within the District.
MISSION STATEMENT In the spirit of our tradition, we strive for excellence, respectfully serving all with pride, honor and compassion
Subject: Approved By: Revised/Updated:
Employment Assistant Chief Hart 08/01, 05/03
Policy No. 123 Orig. Date: 12/92 Page 1 of 1
RETURN TO WORK AFTER SERIOUS INJURY OR ILLNESS
I.
PURPOSE To ensure that employees who return to work after a serious injury or illness are physically and mentally capable of performing the essential functions of the position with or without accommodation to which they are returning.
II.
SCOPE This policy applies to all employees of the District.
III.
POLICY A serious injury or illness is defined as one that results in the employee being absent from work or one which may limit the employee's future performance of the essential functions of their regular duties or assignments. As a joint protection to the employee and the District, employees who have been absent from work because of serious illness or injury are required to obtain a doctor's release specifically stating that the employee is capable of performing the essential functions of their normal duties or assignments. Employees returning from serious injury or illness may be required to demonstrate, to the satisfaction of the District, their ability to successfully perform the physical or mental essential functions of the position with or without accommodation to which they are returning or where required under Americans with Disabilities Act (ADA).
Subject: Approved By: Revised/Updated:
Employment Assistant Chief Hart 08/01, 05/03
Policy No. 124 Orig. Date: 12/92 Page 1 of 2
EMPLOYEE SEPARATION AND REEMPLOYMENT ELIGIBILITY
I.
PURPOSE To ensure timely and accurate processing of employees who are being removed from the District payroll.
II.
SCOPE This policy applies to all employees of the District.
III.
DEFINITIONS The categories of separation and their definitions are: A.
Resignation in Good Standing. The voluntary termination by an employee of his/her services from permanent status with the District is a resignation. Any employee resigning must give the Fire Chief written notice at least thirty days in advance of the date of separation. Failure to give such notice will disqualify such employee for privileges available to an employee who has resigned in good standing. Absent a special agreement the tendering of a resignation under threat of termination or disciplinary action shall be considered a discharge and subject to the provisions of this policy covering discharge. Written resignations shall be presented to the Board of Directors at their next regular meeting.
B.
Resignation Not in Good Standing. The following will be considered a resignation not in good standing The employee will be eligible for reinstatement only if exceptional circumstances explain why the employee could not have contacted the District. 1.
An absence from regularly scheduled work assignment of five (5) or more calendar days for 40 hour employees, or nine (9) or more calendar days for 56 hour employees, without notice to the District.
2.
Failure to return from leave of absence as arranged with the District.
3.
Failure to return from reduction in force upon recall.
IV.
V.
C.
Eligibility for Reemployment. Within one (1) year of resignation in good standing from District service, a person, who has had permanent status, which included satisfactory completion of probation, may make a written application to the Administrative Assistant Chief for reemployment.
D.
Release. A separation in which the employee is not qualified or able to perform the essential functions of the job with or without accommodation and no other job is available. Employees who are unable to perform satisfactorily during the probationary period will be considered released.
E.
Retirement. A voluntary separation which usually includes eligibility for benefits under the Contra Costa County Employee's Retirement Association's plan. Any employee retiring must give the Fire Chief written notice at least thirty (30) days in advance of the date of intended retirement. Failure to give such notice may disqualify such employee for privileges available to an employee who has retired in good standing.
F.
Reduction in Force. (See Represented employees see MOU Section 23 – Layoff and Re-employment, Nonrepresented employees see Management and Support Staff Personnel Compensation Plan, Appendix A Reduction in Force and RecallNonRepresented Employees)
G.
Discharge. A separation in which the employee is removed from the payroll for violation of employee standards of conduct or safety regulations, unsatisfactory job performance, or any other reason deemed by the District to warrant discharge.
PROCEDURE A.
Notice to Employee. Except in the case of Reduction in Force there are no requirements for advance notice to employees upon separation. In the event of a Reduction in Force, the Fire Chief will give at least thirty (30) days advance written notice to employees to be laid off, unless a shorter period of time is authorized by the Board of Directors. In no case shall the Fire Chief give less than fourteen (14) days written advance notice to employees to be laid off during a Reduction of Force.
B.
Return of District Property. All District property issued to the employee must be returned on or before the last day of employment. The replacement value of District property not returned will be charged against the employee’s final wages.
BENEFIT ELIGIBILITY A.
Health and Life Insurance Benefits. Extended coverage and conversion privileges of the health and life insurance benefit plans are available in accordance with regulations of the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA).
DISTRICT – POLICY AND PROCEDURE TOPIC:
Rules of Conduct for Managers and Supervisors
EFFECTIVE DATE: 07/08 DOC NO: CROSS REF: District Standards and Rules
I.
511
PURPOSE To ensure safe, efficient and harmonious operations and to fully inform all officers of their additional responsibilities in this regard.
II.
SCOPE This policy applies to all managers and supervisors of the District and is in addition to Rules and Regulations #510 Rules of Conduct.
III.
POLICY In matters of general conduct managers and supervisors are to be governed by ordinary and reasonable rules of behavior observed by law abiding and self respecting citizens. Managers and supervisors of the San Ramon Valley Fire Protection District shall have titles as herewith designated: Administrative Services Director Assistant Chief Battalion Chief Captain Deputy Fire Chief Deputy Fire Marshal Division Chief/Fire Marshal Division Chief/Training Fire Chief Finance Supervisor Special Operations Battalion Chief Supervising Dispatcher Technology Systems Manager Infractions of any Standards of Conduct Policy may lead to disciplinary action up to and including discharge. (Ref: Rules and Regulations #312 Disciplinary Action)
AUTHOR: REVIEWED: APPROVED: ORIGIN DATE:
Page 1 of 4 Craig Bowen, Fire Chief and John Keel, Union President Craig Bowen, Fire Chief and John Keel, Union President 12/92 REVISED DATE: 05/03, 10/03, 02/04, 07/08
DISTRICT – POLICY AND PROCEDURE TOPIC:
Rules of Conduct for Managers and Supervisors
EFFECTIVE DATE: 07/08 DOC NO: CROSS REF: District Standards and Rules
511
RULES OF CONDUCT (1)
Managers and supervisors shall require subordinates to comply with the rules, regulations and policies of the District, and keep superiors informed of any problem issues that arise, and be prepared to document violations.
(2)
Managers and supervisors shall address promptly any questions from subordinates regarding the rules, regulations or policies of the District and decide, in emergency situations, any immediate action to be taken.
(3)
Managers and supervisors are to be fair and respectful when dealing with subordinates.
(4)
Managers and supervisors are responsible for maintaining operational readiness of their subordinates.
(5)
Managers and supervisors shall be responsible for the completeness, accuracy and prompt filing of all reports for which they are accountable.
(6)
Managers and supervisors shall see that all orders, notices, communications and records pertaining to the administration of their respective units are preserved until their purpose has been served.
(7)
It is the duty of officers of the District to exercise caution in their actions and avoid placing employees’ lives in needless jeopardy.
(8)
Before leaving the emergency scene or fire, ensure all precautions are taken to prevent rekindling and that property is left in a safe condition.
(9)
Managers and supervisors failing to respond to an alarm to which they have been dispatched, or who have responded to an incorrect location, shall provide their immediate supervisor with a complete report of all circumstances concerning the alarm prior to leaving the District or completing the duty shift in which the alarm occurred.
(10)
Managers and supervisors shall perform all other duties or assignments as may be assigned by the Fire Chief or his authorized representative.
AUTHOR: REVIEWED: APPROVED: ORIGIN DATE:
Page 2 of 4 Craig Bowen, Fire Chief and John Keel, Union President Craig Bowen, Fire Chief and John Keel, Union President 12/92 REVISED DATE: 05/03, 10/03, 02/04, 07/08
DISTRICT – POLICY AND PROCEDURE TOPIC:
Rules of Conduct for Managers and Supervisors
EFFECTIVE DATE: 07/08 DOC NO: CROSS REF: District Standards and Rules
511
(11)
Managers and supervisors shall report to the Fire Chief, through normal channels, all acts of valor, or merit performed by members of their command. The report shall be prepared promptly in writing and contain a full and correct account of the facts.
(12)
Conflict of authority shall be strictly avoided. No manager or supervisor shall interfere in matters or operations for which another manager or supervisor, of equal rank, is responsible, except with the other's consent or by order of a superior.
(13)
All managers and supervisors are responsible for the enforcement of District programs and policies and should avoid criticism or derogatory statements regarding District programs, policies and procedures.
(14)
Company officers shall adhere to the training schedule and outline provided for probationary firefighters.
(15)
All managers and supervisors, including those acting in a higher grade, shall comply with the training schedules and shall drill their companies as required by the Training Division.
(16)
Acting managers and supervisors shall have full authority and will be held responsible for executing the duties of the position.
(17)
Reports of accidents, injuries or other events requiring a special report shall be completed by the responsible manager or responsible supervisor prior to going off duty. In the event the responsible manager or responsible supervisor is injured and unable to physically or mentally complete the required report, then his/her second in command shall be required to complete the report prior to going off-duty.
(18)
Vehicle accidents, all serious injuries or any public encounter subject to civil or criminal action that occurs while on his/her shift, shall be fully accounted for by the Battalion Chief of the shift by securing a police report of the incident, when appropriate, as well as by providing his/her own report of the incident and obtaining the written, dated and signed statements of all parties present at the time of the incident.
(19)
In the event of a death occurring to a non-suppression employee while on duty, the employee’s immediate manager or supervisor shall impound all personal property of the employee and retain it under protective custody until its release is directed by order of an Assistant Chief or the Fire Chief.
AUTHOR: REVIEWED: APPROVED: ORIGIN DATE:
Page 3 of 4 Craig Bowen, Fire Chief and John Keel, Union President Craig Bowen, Fire Chief and John Keel, Union President 12/92 REVISED DATE: 05/03, 10/03, 02/04, 07/08
DISTRICT – POLICY AND PROCEDURE TOPIC:
Rules of Conduct for Managers and Supervisors
EFFECTIVE DATE: 07/08 DOC NO: CROSS REF: District Standards and Rules
511
(20)
In the event of a death of a suppression employee, the Battalion Chief shall ensure that an inventory of all effects, personal and otherwise, is forwarded to an Assistant Chief or the Fire Chief. The closest relative shall be notified and, if possible, the contents of the employee’s locker should be removed in their presence.
(21)
Information concerning the death of an on duty employee shall be released only by order of the Fire Chief in adherence with the District’s Line of Duty Death Policy. Notification of the family shall be done promptly, with tact, dignity and with full concern for the welfare of the family, prior to any public notification being made by the District.
(22)
Regular promoted managers and supervisors shall have authority in command over employees acting in the same grade.
AUTHOR: REVIEWED: APPROVED: ORIGIN DATE:
Page 4 of 4 Craig Bowen, Fire Chief and John Keel, Union President Craig Bowen, Fire Chief and John Keel, Union President 12/92 REVISED DATE: 05/03, 10/03, 02/04, 07/08
