I. Overview
A. Overtime will be assigned on a rotational basis. The District will attempt to assign overtime as equally as possible for all shift employees.
B. It is the District’s intention to utilize career employees to fill overtime whenever possible.
C. The needs of the District shall always prevail when making the decision for overtime assignments.
D. No time off will be approved until the vacancy is filled (excluding sick leave).
II. Definitions and Symbols
A. Shift shall mean any period of overtime between 12 hours and 24 hours worked.
B. Symbols are used as follows to indicate overtime eligibility:
CO
indicates eligibility to work as Company Officer.
EN indicates eligibility to work as a duty engine apparatus operator
JPA indicates service area 7 certification.
C. Planned Overtime shall mean those periods that must be covered which are seven days or greater from the overtime call. In these instances, the person responsible for assigning overtime shall allow a time of twenty four (24) hours for personnel to respond to overtime requests. Personnel requesting leave under these conditions will be notified if the leave (excluding sick leave) must be denied due to non-coverage no greater than five days after the date of submission. Planned overtime shall be known as “Code 1 Recall.”
D. Unplanned Overtime shall mean those periods that must be covered which are less than seven days from the overtime call. In these instances it the requesting employee’s responsibility to find coverage for the shift using the procedure outlined herein. In these instances, the person responsible for assigning overtime shall allow a time of Eight (8) hours for personnel to respond to overtime requests. Personnel requesting leave under these conditions will be notified if the leave (excluding sick leave) must be denied due to non-coverage no greater than two days after the date of submission. Unplanned overtime shall be known as “Code 2 Recall.”
E. Immediate Need Overtime shall mean those periods that must be covered which are twenty four hours or less from the overtime call. In these instances, the Duty Captain shall allow a time of thirty (30) minutes for personnel to respond to overtime requests. Immediate Need Overtime shall be known as “Code 3 Recall.”
F. Emergency Need Overtime shall mean those periods that must be covered immediately due to sickness injury or exigent need. They will be filled on a first come basis with appropriately qualified personnel.
G. Mandatory Company Staffing shall mean those periods that are immediate need only. In these instances, recalls will be made without option to the employee who will have zero (0) minutes to respond.
H. Mandatory Overtime List: There will be a separate list for mandatory overtime call back. Mandatory overtime will occur for emergency staffing when the voluntary overtime procedure has not filled the minimum staffing requirements. Personnel going off duty at any of the stations on the morning of the mandatory shift or hours will be subject to mandatory staffing until (persons holding the rank being filled) personnel can be located to fill the vacancy. (Exception: If a person has approved vacation for their next scheduled shift, they are exempt from being mandatoried until they work a regular or overtime shift again.)
Those with the least seniority will be at the top, and those with the most at the bottom. The policy for mandatory overtime will be followed. If a person is mandatoried, (any hours) the overtime date will be recorded on this list.
I. Eligible: Shall mean a person that is either currently acting in a rank or position, or has taken a test and is eligible after passing the test, or has gone through the appropriate qualification process and passed.
III. General
A. For the purposes of this policy, full shifts requiring overtime coverage will be offered to individuals for the entire shift. Partial shifts will be utilized only in the event that no eligible career employee can be found to work the entire shift. Partial Shifts will be offered to career employees prior to going to the volunteer employee list.
B. Two overtime lists shall be established for all career shift employees. One for Captains and the other for all other line positions. A separate list shall be established for volunteer employees.
C. Overtime Deployment
1. Shift vacancies shall be first offered to those persons on the appropriate overtime tracking list with the least number of points.
D. Personnel will not be authorized, nor asked, to fill shifts in positions for which they are not eligible.
1. Overtime shifts on Thanksgiving, Easter, and Christmas shall not be counted on the tracking list.
F. When an employee accepts an overtime shift, the date worked will be entered in the unfilled square nearest to the name. A value of .5 for 12 to 23.9 hours and 1.0 for 24 hours shall be entered in the points row of the overtime list next to the appropriate name. No points will be assigned for working less than 12 hours unless the employee is mandatoried. In cases where the employee is manditoried, no matter the number of hours, his/her name will be entered in the mandatory tracking list.
G. Active Volunteer Firefighters with the appropriate certifications and qualifications may be asked to work on a medic unit when no career personnel are available. At no time shall Volunteer Firefighters be assigned to engine, truck or squad companies for overtime coverage for regular shifts.
H. Service Area #7 certified employees of other agencies can be called for overtime on a medic unit when no Diamond Springs persons holding the rank being filled (career and volunteer) are available. One Diamond Springs Fire District career employee shall work the medic unit at all times. Exceptions must be approved by a chief officer.
I. Employees can be called back for mandatory overtime when the needs of the district require it. Mandatory overtime shall be tracked on the Mandatory Overtime tracking list. Mandatory overtime shall not be tracked on the Overtime tracking list. Mandatory Overtime will be assigned from the list working top to bottom. The person holding the rank being filled on the list who has the lowest point value will be mandatoried first.
J. Once you accept overtime, you are responsible to work it. If you do not work the overtime, it shall be treated as not showing up for a regular shift.
IV. Procedure
A. Utilizing the “overtime paging” group in Outlook on the district network enter the location, date, rank and hours needed and time to call back.
Example: “Station 49, June 6th, captain, 24 hours, 24 hours to call back”
(If two or more overtimes are for one date and the hours vary, page each overtime separately.)
1. Confirm the page information on pager.
2. Document date and time of page on (overtime page form).
3. Document all return phone calls on the (overtime page form).
4. Return phone calls shall be made to station 49. If no one is available to receive phone calls at Station 49 then the employee should leave a message on the office voice mailbox. (to retrieve phone messages 1. select inter office extension 2. select “voicemail” 3. press “*” at the audio prompt 4. press “10” 5. press “10#” as the security code.)
5. Emergency need overtime shall be toned twice prior to somebody being mandatoried. The Duty Chief shall be notified if a mandatory occurs.
B. Award the overtime to those persons on the appropriate list with the lowest point value on the tracking list first.
C. Personnel awarded overtime shall be notified and the date they were notified will be written on the overtime page form. A check mark will be recorded next to their name when entered in Fire House and when entered in Overtime Tracking.
1. The Overtime Tracking form will be filed in the log book at the administrative assistance desk in the order of the dates being toned to work.
2. Personnel can choose to receive overtime pages on their personal phones as text messages, but the district does not assume any costs related to the individual employee or volunteer receiving such pages.
3. Personnel must fill out a financial release to receive pages on their personal phone from the district.
4. If no eligible career personnel call in for the overtime, the following steps shall be taken:
5. Twenty four (24) hour shifts shall then be split into 12-hour shifts. The overtime shall then be retoned as per IV.A. above. The call back time shall be limited to one (1) hour.
6. If only twelve hours of the shift is filled and the remaining 12 hours results in a mandatory assignment, that employee has the option of taking all twenty four (24) hours.
7. Refer to the volunteer tracking list. The person responsible for filling the overtime shall:
8. For both Planned and Unplanned Overtime: Beginning from the person with the lowest value on the overtime tracking list one phone call shall be made to each person and if applicable a message left, until the overtime is filled or the list is completed.
9. If the overtime is still unfilled, the request shall be forewarded to the Duty Captain. The employee requesting time off can request to find their own coverage.
10. Deny the vacation Request or make mandatory recalls for sick leaves.
11. Mandatory Coverage- If an approved overtime is not filled by normal means, (see policy) then an on-duty individual who is eligible to fill that position shall be mandatoried. The person highest on the mandatory list that meets the staffing requirement will be the one mandatoried.
12. The Duty Chief shall be notified when a mandatory assignment occurs.
V. Responsibility for Filling Overtime Shifts
A. Administrative Assistant
1. The Administrative Assistant (or person otherwise designated by the Chief when the Administrative Assistant is not available) is responsible for covering planned overtime.
B. Duty Captain
1. All other overtime needs shall be promptly communicated to the Duty Captain.
VI. Overtime Tracking List
A. The Overtime Tracking List is located on the district network under Data on DSP/ Overtime Administration/ Overtime Tracking List.
B. To make changes to the Overtime Tracking List a password must be entered. Only the chief officers, captains, and the administrative staff that fill overtime will have the password.
C. All others can access the Overtime Tracking List but will be unable to make changes.
D. The only changes made to the list should be on Overtime Day Worked and Mandatory Overtime Day Worked Sheets. Those changes should only be a value of 1.0 for 24 hours or 0.5 for 12 to 23.9 hours entered in the points row.
E. The Overtime Tracking List can be accessed from both Stations 49 and 46 on the network.
F. All personnel values will be reset to zero on the Overtime Tracking List every January 1st (A new list will be started and the old will be archived). The order of the personnel on the new list will be based on the order of the list from the previous year. Previous high point values will be at the bottom and low point values will be at the top.
G. For carreer personnel all overtime shall be tracked on the Overtime Tracking List including strike team and overhead assignments.
H. New employees will be ineligible for all overtime for the first six months of probation without their captain’s approval.
I. New employees will start at a value of 0 (zero) on the points row of the Overtime List.
J. Volunteers working out of class (not stipend shifts) will be tracked including temporary shift assignments and strike team assignments.
EXAMPLE
OVERTIME CALL LOG
Date of OT___6/12/2009___ Unit____M48 Position____Medic or EMT_______
Date/Time Toned______5/28/09 @ 0800____________________
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Returned Call |
Awarded |
Date/Time Returned |
If Split Shift Day/Night |
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Tom Jones
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X |
5/28/09 @ 1900 |
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In Fire House |
X |
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Mary Jane
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5/28/09 @1910 |
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In OT Tracking |
X |
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John Doe
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5/29/09 2100 |
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This log shall be maintained until after the date of the overtime.
OVERTIME CALL LOG
Date of OT______ Unit____ Position___________
Date/Time Toned__________________________
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Returned Call |
Awarded |
Date/Time Returned |
If Split Shift Day/Night |
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In Fire House |
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In OT Tracking |
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This log shall be maintained until after the date of the overtime.
FINANCIAL RELEASE TO RECEIVE OVERTIME PAGES
Date ____________
Employee (print): ___________________________________________
Employee (signature:) ______________________________________
I ________________________________, wish to receive overtime text messages on my cell phone or personal data device. I understand that the District is not responsible for the additional cost of my text messaging or data plan. If costs are incurred, by me, due to the receipt of communications related to these messages, they will be born fully by me. Further, I understand that if I wish to be excluded from overtime pages, it is my responsibility to notify the District that I wish to have my phone number removed from the overtime page out list. I authorize the District to place a copy of this document in my personnel file.
Phone number you wish to receive overtime pages on:___________________
Cellular provider:____________________________________________________
If you wish to receive overtime pages to an email address please include the email address: ___________________________________________________________
Note: If you change providers you must notify the District, because your page out address will change (even though your phone number stays the same).
Communications termination request date ___________
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