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BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 11 of of 101101ADMINISTRATIONADMINISTRATION

TABLE OF CONTENTSADN/001 TIME REPORTING POLICY...................................................................................................................2ADN/002 ADN/002 OVERTIME, COMP TIME & TIME GRANTEDOVERTIME, COMP TIME & TIME GRANTED...................................................................................................................................................................... 88ADN/003 ADN/003 FAMILY AND MEDICAL LEAVE ACTFAMILY AND MEDICAL LEAVE ACT.................................................................................................................................................................................................. 88ADN/004 ADN/004 HOLIDAY LEAVE TIME POLICYHOLIDAY LEAVE TIME POLICY.................................................................................................................................................................................................................. 88ADN/005 ADN/005 SICK LEAVE DONATION POLICYSICK LEAVE DONATION POLICY.............................................................................................................................................................................................................. 99ADN/006 ADN/006 PERSONAL LEAVE – Added to ADN/002PERSONAL LEAVE – Added to ADN/002............................................................................................................................................................................................ 99ADN/007 ADN/007 TEMPORARY LIGHT DUTYTEMPORARY LIGHT DUTY.................................................................................................................................................................................................................................... 99ADN/008 ADN/008 JURY DUTYJURY DUTY...................................................................................................................................................................................................................................................................................... 1010ADN/009 ADN/009 RETURN TO WORK FROM SICK LEAVE OR OJI LEAVERETURN TO WORK FROM SICK LEAVE OR OJI LEAVE..............................................................................................................................1111ADN/010 ADN/010 INJURY REPORT SYSTEMINJURY REPORT SYSTEM.................................................................................................................................................................................................................................... 1111ADN/011 ADN/011 REPORTING OF ACCIDENTS INVOLVING CITY OWNED VEHICLES AND PROPERTYREPORTING OF ACCIDENTS INVOLVING CITY OWNED VEHICLES AND PROPERTY..............................2424ADN/011.1 ADN/011.1 REPORTING PROCEDURES FOR PROPERTY DAMAGE & MISSING/LOST EQUIPMENTREPORTING PROCEDURES FOR PROPERTY DAMAGE & MISSING/LOST EQUIPMENT..............2626ADN/012 ADN/012 VEHICLE ACCIDENT REVIEW COMMITTEE (VARC) and the ACCIDENT REVIEW BOARDVEHICLE ACCIDENT REVIEW COMMITTEE (VARC) and the ACCIDENT REVIEW BOARD. .. .2727ADN/013 ADN/013 INVESTIGATIVE MEETINGSINVESTIGATIVE MEETINGS.......................................................................................................................................................................................................................... 2929ADN/014 ADN/014 PRE-DETERMINATION MEETINGSPRE-DETERMINATION MEETINGS....................................................................................................................................................................................................3030ADN/015 ADN/015 DISCIPLINARY MEETINGSDISCIPLINARY MEETINGS................................................................................................................................................................................................................................ 3030ADN/016 ADN/016 SAFETY INVESTIGATION TEAM (SIT)SAFETY INVESTIGATION TEAM (SIT)..........................................................................................................................................................................................3030ADN/017 ADN/017 TUITION REIMBURSEMENT PROCEDURESTUITION REIMBURSEMENT PROCEDURES....................................................................................................................................................................3232ADN/018 ADN/018 INCENTIVE PAYINCENTIVE PAY...................................................................................................................................................................................................................................................................... 3333ADN/019 ADN/019 DISTRIBUTION OF PAYROLL CHECKSDISTRIBUTION OF PAYROLL CHECKS......................................................................................................................................................................................3535ADN/020 ADN/020 RETIREMENT PROCESS AND DOCUMENTATIONRETIREMENT PROCESS AND DOCUMENTATION................................................................................................................................................3535ADN/021 ADN/021 FIREFIGHTERS BENEVOLENCE FUNDFIREFIGHTERS BENEVOLENCE FUND.................................................................................................................................................................................... 3535ADN/022 ADN/022 FLOWER FUNDFLOWER FUND........................................................................................................................................................................................................................................................................ 3636ADN/023 ADN/023 STATION HOUSE DUES FUNDSTATION HOUSE DUES FUND.................................................................................................................................................................................................................... 3636ADN/024 ADN/024 DEPARTMENT PERSONNEL FILES ACCESS POLICYDEPARTMENT PERSONNEL FILES ACCESS POLICY......................................................................................................................................3737ADN/025 ADN/025 TRAVEL POLICYTRAVEL POLICY.................................................................................................................................................................................................................................................................... 4343ADN/026 ADN/026 VEHICLE ASSIGNMENT AND USE POLICYVEHICLE ASSIGNMENT AND USE POLICY........................................................................................................................................................................ 4646ADN/027 ADN/027 OPERATING PROCEDURES MANUAL, RED BOOK LIBRARY STORAGE and CHECK OUT OPERATING PROCEDURES MANUAL, RED BOOK LIBRARY STORAGE and CHECK OUT

SYSTEMSYSTEM.................................................................................................................................................................................................................................................................................................. 4949ADN/028 ADN/028 DEVELOPMENTOF NEW “OPERATING PROCEDURES”DEVELOPMENTOF NEW “OPERATING PROCEDURES”............................................................................................................................5050ADN/029 ADN/029 IMPLEMENTING NEW PROGRAMSIMPLEMENTING NEW PROGRAMS.................................................................................................................................................................................................... 5151ADN/030 ADN/030 COMPUTER POLICYCOMPUTER POLICY........................................................................................................................................................................................................................................................ 5151ADN/031 ADN/031 COMPUTER TELETYPE SYSTEMCOMPUTER TELETYPE SYSTEM............................................................................................................................................................................................................ 5353ADN/032 ADN/032 TELEPHONE SYSTEMTELEPHONE SYSTEM.................................................................................................................................................................................................................................................. 5454ADN/033 ADN/033 TAMPERING OF COX CABLE CONVERTER BOXESTAMPERING OF COX CABLE CONVERTER BOXES............................................................................................................................................5454ADN/034 ADN/034 POLICY STATEMENT-DISCRIMINATIONPOLICY STATEMENT-DISCRIMINATION................................................................................................................................................................................ 5454ADN/035ADN/035 OKLAHOMA CITY FIRE DEPARTMENT WRITTEN POLICY REGARDING SMOKING AND OKLAHOMA CITY FIRE DEPARTMENT WRITTEN POLICY REGARDING SMOKING AND

NON-SMOKING AREASNON-SMOKING AREAS.............................................................................................................................................................................................................................................. 5555ADN/036 ADN/036 EMPLOYEE PARTICIPATION IN POLITICAL CAMPAIGNSEMPLOYEE PARTICIPATION IN POLITICAL CAMPAIGNS....................................................................................................................5555ADN/037 ADN/037 INTEREST IN CITY CONTRACTSINTEREST IN CITY CONTRACTS.............................................................................................................................................................................................................. 5555ADN/038 ADN/038 SOLICITATIONSSOLICITATIONS...................................................................................................................................................................................................................................................................... 5555ADN/039 ADN/039 CIVIC GROUP MEETINGS AT FIRE DEPARTMENT FACILITIESCIVIC GROUP MEETINGS AT FIRE DEPARTMENT FACILITIES................................................................................................5656ADN/040 ADN/040 FIREWORKSFIREWORKS.................................................................................................................................................................................................................................................................................... 5757ADN/041 ADN/041 THIS PAGE LEFT INTENTIONALLY BLANKTHIS PAGE LEFT INTENTIONALLY BLANK......................................................................................................................................................................5757ADN/042 ADN/042 RELEASE AND WAIVER OF LIABILITYRELEASE AND WAIVER OF LIABILITY......................................................................................................................................................................................5757ADN/043 ADN/043 MUTUAL ASSISTANCE AGREEMENTMUTUAL ASSISTANCE AGREEMENT............................................................................................................................................................................................5858ADN/044 ADN/044 CONTACTING DISPATCH OFFICECONTACTING DISPATCH OFFICE...................................................................................................................................................................................................... 5858ADN/045 ADN/045 OPERATING OCFD VEHICLES IN LIMITED OR CONFINED AREASOPERATING OCFD VEHICLES IN LIMITED OR CONFINED AREAS....................................................................................5959ADN/046 ADN/046 MANDATORY SEAT BELT USAGEMANDATORY SEAT BELT USAGE..........................................................................................................................................................................................................5959ADN/047 ADN/047 MANDATORY SCBA USAGE POLICYMANDATORY SCBA USAGE POLICY................................................................................................................................................................................................ 6060ADN/048 ADN/048 PROTECTIVE CLOTHING POLICY AND PROCEDUREPROTECTIVE CLOTHING POLICY AND PROCEDURE....................................................................................................................................6161ADN/049 ADN/049 APPARATUS DOORSAPPARATUS DOORS........................................................................................................................................................................................................................................................ 6868ADN/050 ADN/050 APPARATUS BACKING PROCEDURESAPPARATUS BACKING PROCEDURES.......................................................................................................................................................................................... 6969ADN/051 ADN/051 AIR FILTER REPLACEMENT PROGRAMAIR FILTER REPLACEMENT PROGRAM..................................................................................................................................................................................6969ADN/052 ADN/052 HAZARD COMMUNICATION SAFETY PLANHAZARD COMMUNICATION SAFETY PLAN......................................................................................................................................................................6969ADN/053 ADN/053 OCFD HEARING PROTECTION GUIDELINESOCFD HEARING PROTECTION GUIDELINES................................................................................................................................................................8282ADN/054 ADN/054 REPORTING ADDRESS/INFORMATION CHANGESREPORTING ADDRESS/INFORMATION CHANGES..............................................................................................................................................8383ADN/055 ADN/055 UNITED STATES FLAGUNITED STATES FLAG.............................................................................................................................................................................................................................................. 8484ADN/056 ADN/056 CAREER DEVELOPMENTSCAREER DEVELOPMENTS................................................................................................................................................................................................................................ 8888ADN/057 ADN/057 PAY LOCATION CHANGESPAY LOCATION CHANGES.................................................................................................................................................................................................................................. 8888ADN/058 ADN/058 ELECTRONIC IMAGES POLICYELECTRONIC IMAGES POLICY.................................................................................................................................................................................................................. 8888

Format Property of FireNotes, Inc® (OCFD.com) Format Property of FireNotes, Inc® (OCFD.com) DO NOT DUPLICATEDO NOT DUPLICATE Last Revised: Last Revised: 6/16/2014 8:22:00 PM6/16/2014 8:22:00 PM

BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 22 of of 101101



ADN/001 TIME REPORTING POLICY

I. PURPOSEThese 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.

II. PROCEDUREA. 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 the FIRLOG 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 that is an exception to normally scheduled work hours will be recorded into FIRLOG. FIRLOG will provide information to Administrative Services to verify signed cards are received from employees. Time will not be deducted from employee’s leave time only on the basis of FIRLOG. An approved exception card (supervisor signature) will be needed to charge time to employee.

3. The cut-off for time to be recorded on FIRLOG 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 “Comments” box. 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 FIRLOG or 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.


UPDATED 4/7/05


ADN/001 TIME REPORTING POLICY - continued

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 SUBSTITUTEDVacation Holiday then Due DayHoliday Vacation then Due DayDue Day Holiday then Vacation

Sick VacationIf 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 station officer/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 (station officer approval) 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.

B. Documentation And Verification Of Records

1. 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.

The District Officer can also check the Employee Time Record to ensure that all cards have been submitted for the current cycle. This information will be kept on the Employee Time Record showing whether all signed cards were received from the station at the end of each cycle.

The station officer is responsible for the tracking of leave time and signed employee cards being submitted to Administrative Services.

2. The District Officer or driver will maintain accurate records on employee leave time each morning the staffing has been received from the stations. This will be documented by running DTR1 after staffing has been received. At some time on the evening of the same shift DTR1 should be run again to verify any changes in staffing and correct any inconsistencies. The station officer will be notified of any inconsistencies so they can enter appropriate data. At the end of each shift the District Officer should have one correct DTR1 report showing leave times or employee absences. The District Officer will run a DTR1 for all stations included in a particular cycle. The DTR1 for the “cycle” should balance with the individual DTR1's received at the end of each shift. This will insure that the District Officer has a means of tracking staffing and verifying FLSA hours from his location.

The District Officer’s report will be a check and balance to the records maintained by the station officer. All records will be maintained by each District Officer for each station and shift. It is the responsibility of the Station Officer and the District Officer to ensure that all hours received by Administrative Services are true and correct.




The signatures received by the employee, Station Officer and District Officer actually AUTHORIZE overtime to be paid.

C. Specific Leave/Accruals

Detailed information on specific leave may be found in the Operating Procedures Manual 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. (See section A.7.).

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 FIRLOG. See ADN/006 for further information.

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.

D. 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.

E. Filling Out Cards/Reports

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 station officers’ records. (These pink copies should be retained on file in the station 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.




F. Compliance & 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, following the Administration S.O.P., ADN/001. 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.

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 comer 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:

*NOTE: All other leave types will be entered hour for hour (i.e; Military, Holiday, Duday, Jury Duty etc.)Format Property of FireNotes, Inc® (OCFD.com) Format Property of FireNotes, Inc® (OCFD.com) DO NOT DUPLICATEDO NOT DUPLICATE Last Revised: Last Revised: 6/16/2014 8:22:00 PM6/16/2014 8:22:00 PM

UPDATED 7/1/12



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 according to Administration S.O.P., ADN/001. 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), VCC (Sick Leave Conversion), DUE (Due pay) SCK (Sick Leave), FHP (Fire Holiday Pay), EMB (Emergency Bereavement Fire), EXT (Exchange Time Fire), GTP (Grant Time Pay), JUR (Jury Duty), MIL (Military Leave), and OJI (On The Job Injury). 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.


UPDATED 7/1/12

BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 88 of of 101101ADN/001 TIME REPORTING POLICY - continued 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 according to Administration S.O.P. - ADN/001 . 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), VCC (Sick Leave Conversion), SCK (Sick Leave), FHP (Fire Holiday Pay), EMB (Emergency Bereavement Fire), GTP (Grant Time Pay), JUR (Jury Duty), MIL (Military Leave), and OJI (On The Job Injury). Managers should use no other leave codes.

Converting 24 hour time to 16 hour time?Example #1: Employee is off from 7am to 6pm = 11.00 hoursa) Multiply number of hours off by 0.6667

11.00 X 0.6667 = 7.33b) Now convert partial hours (.33) into minutes by multiplying by 0.60

.33 X .60 = .20c) Add hours and minutes to obtain the end result

7.00 + 0.20 = 7 hours and 20 minutesExample #2: Employee is off from 7am to 10:15am = 3 hours and 15 minutesa) When minutes are involved, you will first have to convert minutes to hundredths.

To do this, simply divide the number of minutes (15) by 60.15 / 60 = .25

b) Add your hours together and multiply by 0.66673.00 + 0.25 = 3.25 X 0.6667 = 2.16

c) Now convert partial hours (.16) into minutes by multiplying by .60.16 X .60 = .09

d) Add hours and minutes to obtain end result2.00 + 0.09 = 2 hours and 9 minutes

How do I convert 16 hour time to 24 hour time?Example #1: 5 hours and 20 minutes of 16 hour converted time.a) First, convert minutes into hundredths. To do this simply divide the number of minutes (20) by 60.

20 / 60 = .33b) Add your hours together and multiply by 1.5 to

obtain the end result5.00 + 0.33 = 5.33 X 1.5 = 8.00

Example #2: 7 hours of 16 hour converted timea) Multiply the number of hours (7) by 1.5

7 X 1.5 = 10.50b) Now convert partial hours (.50) into minutes

by multiplying by .60.50 X .60 = .30

c) Add hours and minutes to obtain the end result10.00 + 0.30 = 10 hours and 30 minutes

ATTACHMENT #A EXCEPTION CARD


UPDATED 7/1/12

BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 99 of of 101101ADN/001 TIME REPORTING POLICY - continued

ATTACHMENT #BFLSA REPORT

ATTACHMENT #CEMPLOYEE TIME RECORD

ADN/002 OVERTIME, COMP TIME & TIME GRANTEDAll overtime other than FLSA must be approved by the Fire Chief or his designee, regardless of the reason. All comp time and time granted must be approved by the Fire Chief or his designee, regardless of the reason. Disaster overtime must be approved by the Fire Chief. Employee exception cards will be prepared at the work sites. Overtime must be recorded on the "Employee Exception Card", showing time, date, and reason for accumulation. The card must be signed by the employee, immediate supervisor (or the officer in charge), the Deputy Chief, and forwarded to Fire Chief's Office. Exceptions to this rule are only for disaster overtime, which must be approved by the Fire Chief. When incidents occur at shift change, the Station/Company officers are responsible to:A. When relieving: make log book entry noting time of departure and to depart the station in a timely

manner to ensure relief is accomplished as soon as practical.B. When being relieved: Exchange necessary information with relief and depart incident scene to ensure

arrival to the station as soon as practical. Make log book entry noting station arrival time. Overtime worked should be reported no later than the next schedule shift.

Comp Time: All comp time must be approved by the Fire Chief or his designee regardless of the reason.Granted Time: All granted time must be approved by the Fire Chief or his designee regardless of the reason.Personal Leave: An employee may be granted up to two hours leave for personal reasons, subject to the following restrictions:1. Staffing at that particular station.2. Approval of the employee's immediate officer in charge.No employee exception cards are submitted for this type of leave.

ADN/003 FAMILY AND MEDICAL LEAVE ACTTO BE ADDED AT A LATER DATE

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

ADN/004 HOLIDAY LEAVE TIME POLICYIt 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.


UPDATED 1/1/11

UPDATED 7/1/09


ADN/005 SICK LEAVE DONATION POLICY

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 employ-ees refer to 12.6 of the collective bargaining agreement. The maximum amount of sick leave that can be donated to a sin-gle 24-hour shift employee per fiscal year, by any one employee, shall be an amount equal to 48 hours of leave of the in-jured or ill employee. The donated leave shall be used in the order it is donated. A log will be maintained in Human Resources, (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 (see attachment D). This will be time stamped at the front desk and signed by the Fire Chief or his designee. Sick Leave Donation Authorization form (attachment E for OCFD personnel) or (Attachment F for other City department personnel) 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 Resources Supervisor/Major District Officer or the Deputy Chief of Operations will inform the payroll clerk of the employee’s return to work (doctor's release required).

Attachment #D Attachment #E Attachment #FREQUEST FOR DONATED SICK LEAVE FORM SICK LEAVE DONATION AUTHORIZATION FORM

(WITHIN F.D.) (OTHER CITY DEPTS.)

ADN/006 PERSONAL LEAVE – Added to ADN/002

ADN/007 TEMPORARY LIGHT DUTYAny employee who suffers an on-the-job injury, off-the-job injury or illness, may, upon proper medical release , request light duty. The light duty assignment will be at the discretion of the Fire Chief. The request for light duty must be made in writing by the employee. The request for light duty will include the following items:

Date of request Employees full name Current duty assignment Date of injury Type of injury Statement requesting light duty and start date. Types of skills employee possesses, (i.e. typing, computer, etc.) Employee's signature


UPDATED 7/1/09

UPDATED 1/1/11

“I want this request to be put on teletype” ADDED to Attachment D


ADN/007 TEMPORARY LIGHT DUTY - continuedAttached to the request must be a proper medical release and/or a letter from the physician. That letter must include:

Date of letter Employee’s name Current diagnosis Prognosis

Statement that employee can perform light duty List any work restrictions When employee is scheduled for next appointment Physician's printed name, phone number and address Physician's signature

The letter, along with the attachments, must be routed to the appropriate Division Chief or Acting Officer. The Division Chief/Acting Officer will fax the doctor’s release to Oklahoma City Occupational Clinic (City’s Doctor) for a medical evaluation of employee. The letter will be reviewed for accuracy and initialed in the upper right-hand corner by the Division Chief/Acting Officer. The Division Chief/Acting Officer will attach a letter to the Fire Chief describing the light duty assignment and recommendations to approve or deny the request. The letter must be delivered to Administration for a time stamp. The letter from the employee, medical release and letter from the Division Chief/Acting Officer will then be routed to the Fire Chief for approval or denial.

The Division Chief/Acting Officer of the work section prior to the injury will notify the employee of:

1. Approval or denial of light duty request

2. The light duty assignment

3. When to report to their temporary assignment

4. Who their supervisor will be

The Division Chief/Acting Officer of the respective section will discuss with the employee their duty assignment and any physical limitation(s), by using the TEMPORARY LIGHT-DUTY ASSIGNMENT form (see attached). This form will clarify the time frame of the assignment and where the employee will be assigned. The form will be held by the Division Chief/Acting Officer for the time the person is on light duty.

The Division Chief/Acting Officer will evaluate the progress of the light duty assignment every (30) days from the beginning date of the assignment. When the ending date arrives and the employee needs to continue on light duty, another form will be completed for that time frame. When the employee is returned to full duty the form(s) will be sent to the Human Resources office for review and further processing.

ATTACHMENT TEMPORARY LIGHT DUTY ASSIGNMENT FORM

If the employee needs to go to physical therapy while on light duty, and the injury resulted from OJI, the employee would complete an exception card showing the actual time away from the work site and check "Job Injury".

If the employee's injury or illness is not job related and time off is needed for medical related appointments, employee may use other leave.

This procedure is designed to coincide with the current Bargaining Agreement.

ADN/008 JURY DUTY

The following is the current 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.


BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 1212 of of 101101All such leave of this nature must be recorded on the department’s “Exception Card”.

Instructions located in ADN/001 - TIME REPORTING POLICY.



ADN/009 RETURN TO WORK FROM SICK LEAVE OR OJI LEAVE

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.

ADN/010 INJURY REPORT SYSTEM (Excluded Until Revised)

SOP EXCLUDED UNTIL REVISED


UPDATED 1/1/13

UPDATED 7/31/13


ADN/010 INJURY REPORT SYSTEM - continued



UPDATED 1/1/13





UPDATED 1/1/13


ADN/011 REPORTING OF ACCIDENTS INVOLVING CITY OWNED VEHICLES AND PROPERTY

For the purpose of this policy the following definitions will be used as a guide to differentiate a vehicle accident from a vehicle incident:

ACCIDENT:A Vehicle Accident is a circumstance that involves an OCFD vehicle (including any attached equipment or cargo) that results in damage to vehicles, equipment, or property. Some examples would include, but are not limited to:

1. Any circumstance where an OCFD vehicle (including any attached equipment) is in motion and comes into contact with another object.

2. Any circumstance where a motorized vehicle (including any attached equipment) comes into contact with any OCFD vehicle (including any attached equipment).

3. Any circumstance where any cargo or equipment from an OCFD Vehicle separates from that vehicle while in motion and makes contact with another vehicle and/or causes an accident.

INCIDENT: An Incident is property damage not classified as an accident. Some examples would include, but are not limited to; vandalism, rocks thrown from the roadway, or unknown circumstances.

Employees involved in an Incident shall follow the procedures in ADN/011.1 Reporting Procedures for Property Damage and Missing/Lost Equipment.

Realizing that not every situation can be covered by the above definitions, the Fire Chief, or the Fire Chief’s designee, will have the authority to make a determination of “accident” versus “incident” whenever necessary. This determination will be made after a review of all available information.

APPARATUS/VEHICLE ACCIDENT REPORTING PROCEDURE:A. The officer and/or driver of a fire department apparatus/vehicle involved in an accident shall take the

following actions:1. Stop immediately and render first aid as necessary. Do not move the city apparatus/vehicle.2. Notify OCFD Dispatch that you have been involved in an accident; if responding to an emergency

call, notify Dispatch to send another company to your original call; then give location, injuries, and extent of damage to apparatus/vehicle. Dispatch will notify the proper authorities.

B. OCFD Dispatch will:1. Notify the District Officer/Section Supervisor of the driver involved in the accident, OCFD Fire

Maintenance Chief, OCFD Safety Officer, and the District Officer where the accident occurred.2. Notify the Police Department, having jurisdiction, to investigate the accident if it involves people or

property outside the fire department.

C. Accident Scene Procedure

1. Present only identification and/or drivers license and make no statement as to the responsibility or liability of either party involved except, to a police officer.

2. Do not encourage submission of claims or make any commitments incurring responsibility by the City government.

3. The District Officer where the accident occurred will respond to the accident location, document the accident, and take pictures of the accident scene.

4. Complete the City of Oklahoma City Vehicle Accident Report, both pages. It is important that you obtain the pertinent information necessary to complete this document at the scene, (i.e. the other driver’s name, insurance company, injuries, witnesses, and any statement made by the other driver at the time of the accident.)

5. Pictures taken at the scene of an accident should tell the story of what took place. Only then will close-up shots of damage make sense to those that were not there. Pictures should include a view from all sides of the accident scene. If the accident occurred in/at an intersection pictures should be taken from each side of the intersection, which encompasses the Accident, any street signs or posts, and any directional, or other warning signs drivers may have encountered.


UPDATED 7/1/05

BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 2727 of of 101101For placement of accident scene photos, a folder will need to be created in the “Z:\Photos\OCFD_Vehicle_Accidents” folder using the following format: MM-DD-YY Unit-Shift, (e.g. 01-01-08 RL 2-A).



ADN/011 REPORTING OF ACCIDENTS INVOLVING CITY OWNED VEHICLES AND PROPERTY - continued

APPARATUS/VEHICLE ACCIDENT REPORTING PROCEDURE - continued

D. After the Accident1. The District Officer where the accident occurred will report their findings in letter form and forward it to the

driver’s District Officer / Section Supervisor, to be placed with the rest of the vehicle accident documentation.2. If the OCFD vehicle requires towing or cannot be placed back into service, notify Dispatch to contact the

appropriate maintenance shop personnel.3. Upon return to the work section, the officer/Section Supervisor will ensure the following documentation has

been completed and is accurate to be processed: Oklahoma City Property Damage/Incident Report (both sides) Supervisor’s Investigation Report City of Oklahoma City Vehicle Accident Report (both pages) OCFD Work Order (requesting inspection of damage, for a cost estimate) This work order

should be directed to the Maintenance Facility ASAP. For damage of equipment (not vehicle or property) a work order request for repair,

replacement and a cost estimate should be delivered to the appropriate work section (i.e., Ops. Warehouse, Fire Maintenance or Radio Shop).

If damage occurred to OCFD facilities, the authorized person at the District Officer’s station (or the work section Supervisor) should send an email to the OCFD Facilities Manager requesting repair or replacement and a cost estimate.

4. All personnel assigned to an OCFD Unit that is involved in an accident and any personnel that witnessed the accident will write a letter(s) to their District Officer or Section Supervisor. If the unit involved in the accident was responding to an incident scene, while at an incident scene or returning to quarters from an incident scene, the incident number will be placed in the “Subject” line of your letter. The letter(s) must contain individual thought process and facts leading to the accident. Information contained in the letter is what the individual personally witnessed to have occurred leading up to the accident, and actions taken after the accident.

5. All Vehicle Accident documentation, including individual letters must be completed and promptly submitted to the District Officer/Section Supervisor. In no case will this be later than the day of the accident.

6. The District Officer or Section Supervisor will be responsible for the appropriate reports, assuring complete and correct information. The District Officer or Section Supervisor will initial the departmental reports and letter(s) in the upper right corner, indicating the reports have been reviewed for accuracy and completeness and deliver them to the Division Chief.

7. The Division Chief will sign and date the Supervisor’s Investigation Report and the Oklahoma City Vehicle Accident Report where indicated, and initial all other vehicle accident documentation in the upper right corner. The Division Chief’s signature and initials on the various forms will indicate the reports have been reviewed for accuracy and completeness. Once this has been completed, all vehicle accident documentation shall be delivered to Fire Administration to be time stamped and processed.

8. The safety work section will ensure a copy of the “Police Accident Report” is obtained.D. The Maintenance Chief shall ensure apparatus/vehicle(s) are examined within 48 hours of the accident for

the purpose of obtaining an estimate of repairs. The estimate of damage shall be forwarded to the Municipal Counselor's office and the Fire Department Safety Officer, within 48 hours of the accident.

E. Post-accident drug or alcohol testing shall be in accordance with the current Drug Policy.The City of Oklahoma City Vehicle Accident Report Form is a two-page document with three carbon copies. In order to ensure legibility the report will be type written or printed legibly in blue or black ink.

The four pages of the report are color coded as follows:1. Original White Risk Management2. First Copy Yellow Fire Maintenance3. 2nd Copy Pink Municipal Counselors Office (Legal)4. 3rd Copy Gold Department Files

The following pages are guidelines for completing the form.


UPDATED 1/26/09


ADN/011.1 REPORTING PROCEDURES FOR PROPERTY DAMAGE & MISSING/LOST EQUIPMENT

A. Reporting Procedures for Property Damage Property damage for this policy will be defined as damage to City property to include but not limited to facilities, grounds, light poles, fences/parking areas, vehicles/apparatus (not involved in an accident), flashlights, radios, EMS Kits, SCBA facepieces and any other tools or equipment issued and provided by the City Of Oklahoma City.Reporting Procedures:1. Upon noticing property damage your District Officer or Work Section Supervisor should be

notified, and the following documentation completed and forwarded to Administration: City of Oklahoma City Property Damage/Incident Report Supervisor’s Investigation Report Pictures of Damage Incident Run number For the purpose of this policy, an Incident will be defined as:

Beginning with the dispatched alarm, including time spent on scene and finishes when an employee steps off the unit back in quarters, or at the point your unit veers to a destination other than back to the station.

Any damage to bunker gear requiring repairs or replacement will only require a Protective Clothing Inventory or Request Form be completed and signed by the employee’s District Officer.

2. For stations and work sections that maintain a Log Book, the reported damage should be noted in the Log Book, and information passed along to the appropriate personnel.

3. The District Officer or Work Section Supervisor will ensure that pictures are taken of the damage to be placed with the required documentation to turn in to Administration. This should not be later than the next shift.

4. Work Order Requests should be completed and delivered to the appropriate work section.

5. When damage to City property occurs due to (or possibly due to) an individual or equipment outside of the Fire Department, dispatch

Type Property Damage ContactEMS equipment/Bunker Gear Operations WarehouseFacilities Facility ManagerRadios Communications (Radio) ShopTools and other equipment Operations WarehouseVehicles/Apparatus Maintenance ShopHose Operations WarehouseFlashlights and SCBA Air Shop

should be contacted to notify the Police Department so that an investigation report may be obtained.

B. Reporting Procedures for Missing / Lost Equipment Missing/Lost Equipment is any and all equipment issued and provided by the City Of Oklahoma City to include, but not limited to, backboards, flashlights, hand radios, hydrant bag and contents, generators, hose, furniture, bunker gear etc…Reporting Procedures:1. Upon noticing missing/lost equipment, your supervisor should be notified and the

following documentation completed:2. Documentation should be completed and turned in no later than the next shift.

City of Oklahoma City Property Damage/Incident Report Supervisor’s Investigation Report Incident Run number (if equipment was lost when involved in an incident as previously

defined.Any missing or lost bunker gear shall also require a Protective Clothing Inventory or Request Form be completed and signed by the employee’s District Officer.3. Work Order Requests should be completed and delivered to the appropriate work

section.4. If missing/lost equipment is suspected of being stolen, dispatch should be

contacted to notify the Police Department so that an investigation report may be obtained.


UPDATED 7/1/12


ADN/012 VEHICLE ACCIDENT REVIEW COMMITTEE (VARC) and the ACCIDENT REVIEW BOARD

The Oklahoma City Fire Department will investigate all vehicle accidents, as defined in ADN/011 Reporting of Accidents Involving City-Owned Vehicles, regardless of the amount of damage or location of the accident. The Oklahoma City Fire Department Vehicle Accident Review Committee (VARC) will review all Oklahoma City Fire Department vehicle accidents.

VEHICLE ACCIDENT REVIEW COMMITTEE (VARC):The OCFD VARC will be comprised of 20 team members or their designee:

1 Fire Maintenance Chief2 OCFD Safety Officer3 Operations Battalion Chief4 Support Services Battalion Chief5-20 The Safety and Health Committee will select the additional sixteen members who will be of

a Sergeant rank or above with four (4) from each shift, A, B, C, and D.

There must be a minimum of 6 VARC members (3 members from the 1-4 list and 3 members from the 5-20 list) at any Vehicle Accident Review Committee meeting.

This Committee will be a sub-committee of the Safety and Health Committee to work on strategies and programs as well as sit on the Vehicle Accident Review Board. They will meet once a month.

TERM OF SERVICE:1. Those members listed 1-4 shall serve on the committee for an indefinite period of

time.2. Those members selected to the committee (5-20) shall serve a minimum of a two-

year term on the committee.

The Vehicle Accident Review Board will convene monthly to review all vehicle accidents that occurred the previous month. The Vehicle Accident Review Committee’s main objective is to determine for each vehicle accident, whether or not a Vehicle Accident Review Board should be convened. The Committee’s decision will be based solely on their review of all the written documentation submitted for each vehicle accident.

For the purpose of this policy the following definitions will be used.

PREVENTABLE: A Preventable Vehicle Accident is one in which an employee operating a motor vehicle involved in an accident did contribute to or had a reasonable opportunity to avoid the accident.

NON-PREVENTABLE: A Non-Preventable Vehicle Accident is one in which an employee operating a motor vehicle did not contribute to or did not have a reasonable opportunity to avoid the accident.

REASONABLE / UNREASONABLE: Damage that results while vehicles are engaged in off-road activities such as wildland firefighting must be reasonable and justifiable. In these instances, the VARC / Accident Review Board will make a determination as to whether the actions of the driver were “reasonable” or “unreasonable”.

Circumstances that would not require the Accident Review Board to convene:Based on the above definitions, the Oklahoma City Fire Department Vehicle Accident Review Committee will provide a written recommendation to the Fire Chief as to whether a vehicle accident incurred by the OCFD was non-preventable or reasonable.

1. All vehicle accidents found to be non-preventable or reasonable, and approved by the Fire Chief shall be concluded with the final disposition forwarded to Risk Management, and the affected employee.

Circumstances that would require the Accident Review Board to convene:1. If the VARC cannot make a clear decision that the accident was non-preventable

or reasonable based on the written vehicle accident documentation presented, a Vehicle Accident Review Board shall be convened.

2. Regardless of the findings of the VARC, the Accident Review Board shall convene under the following circumstances.

a) Where an OCFD employee has sustained an injury, which requires an Official on the Job Injury Report and supplementing documentation to be completed.

b) A non-OCFD employee sustains an injury, which requires transportation to a medical facility.


UPDATED 1/26/09

Corrections by OCFD.com 7/1/12

BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 3131 of of 101101c) Any vehicle accident where a death occurs.



ADN/012 VEHICLE ACCIDENT REVIEW COMMITTEE (VARC) and the ACCIDENT REVIEW BOARD - continued

VEHICLE ACCIDENT REVIEW BOARD:

This board will be comprised of (3) members from the Vehicle Accident Review Committee. Three (3) members of the Vehicle Accident Review Committee will be designated as the Vehicle Accident Review Board, and will include one (1) member who reviewed the vehicle accident being referred to the formal Vehicle Accident Review Board.

Chairperson:

The senior ranking officer in attendance will serve as the Accident Review Board Chairperson.

Location of Meetings:

The Accident Review Board will convene at Administration in either the Operations or Administration Conference room, or Fire Training Conference room. The Chairperson of the board will have the option to designate any other location prior to scheduling the Accident Review Board.

Time of Meeting:

All Accident Review Boards will convene during City business hours, M-F, between the hours of 0800-1700. The specific time shall be determined when scheduling the Board.

Scheduling of Meetings:

The Safety Office will contact the unit(s) involved in the vehicle accident to schedule the Accident Review Board. Once the Vehicle Accident Review Board has been scheduled, the Safety Office will notify all parties involved and their supervisor (s) via email as to the date, time and location the Board will be convening.

Meeting Guidelines:

The Chairperson of the Review board will keep control of the meeting at all times and ensure the following:

1. The Chairperson will ensure the meeting begins on time.

2. Only those individuals authorized to attend the meeting, (base on their participation or witnessing of the accident) are allowed to be present at the meeting. One representative from Local 157 is also authorized to attend the meeting.

3. Only the person being interviewed, one Union representative and others that the Chairperson deems appropriate will be allowed in the meeting room while the Accident Review Board Members are interviewing an individual about a vehicle accident.

Union Representative:

The union representative is invited to observe the proceedings to ensure that no employee’s rights have been violated. The representative is not, however, a member of the board and shall not participate in the questioning of the individuals or witnesses. The Union representative will be allowed to briefly address the Board prior to deliberation.

Deliberation:

Only the Board Members will be allowed in the room during deliberation and voting. The Board will review all of the available evidence and make a recommendation that the accident was preventable/non-preventable or reasonable/unreasonable to the Fire Chief. The final determination will come from the Fire Chief’s office.

Outcome:

Affected parties will be notified via email of the final determination from the Fire Chief’s Office within seven (7) working days after the Accident Review Board Meeting. A hard copy of the final determination will be disseminated to all affected parties through the inter-departmental mail system.


UPDATED 1/26/09


ADN/012 VEHICLE ACCIDENT REVIEW COMMITTEE (VARC) and the ACCIDENT REVIEW BOARD - continued

A vehicle operator who has been found to have had a preventable or unreasonable accident and/or any other employees whose actions are found to have contributed to the accident will be subject to the following process:

1st Offense (within a 12 month period from the date of accident) – Counseling:

Counseling, will be documented on a Specific Occurrence Report, completed by a Chief Officer and sent to Administration for placement in the employee’s personnel files.

The Accident Review Board will identify the audience, and employee’s level of participation in a training session related to the violation(s).

Counseling: Upon the request of the employee, documentation of the 1st offense counseling will be removed from the employee’s file after a period of one year.

2nd Offense – (within the same 12 month period) - Written Reprimand: A written reprimand will be documented on a Specific Occurrence Report, completed by a Chief Officer and sent to Administration for placement in the employee’s personnel files.

The employee will attend a formal vehicle operations training class developed by the Training Work Section.

Written Reprimands: Upon the request of the employee, letters of reprimand will be removed from the employee’s file after a period of two (2) years.

3rd Offense (within the same 12 month period): Time Off Leave Without Pay (LWOP) One (1) shift

4th Offense (within the same 12 month period): Determination of the Fire Chief, up to and including termination of employment.

Non-Preventable or Reasonable Findings:No action will be taken toward the driver, however if other violations occurred by the driver or other individuals, actions regarding the other violations could be taken.

The Fire Chief must approve any deviation from the procedures above. Factors to be considered in making this decision are, but not limited to, the:

Seriousness of the offense Employee’s past history with the Department

ADN/013 INVESTIGATIVE MEETINGS

The Chief's Office may investigate incidents which may require a pre-determination meeting be convened. The purpose of this investigation will be to gather the facts concerning any incidents that may have a bearing on the decision to be made concerning the incident. Employees who are required to participate in an investigative meeting will be given notice of the subject matter of the incident involved. Employees who are subject to an investigative meeting may request union representation to participate if the employee reasonably believes the investigation may result in disciplinary action. The union representative may consult with the employee in the investigative meeting but cannot present information at the hearing unless granted permission by the hearing officer.

The investigative meeting may be conducted at the work site or any place that the hearing officer may deem appropriate. Every effort will be made to conduct the above mentioned meetings during normal business hours. If the Chief, or his designee believe the information obtained in the investigation may warrant discipline, a pre-determination meeting may be called.


UPDATED 1/26/09


ADN/014 PRE-DETERMINATION MEETINGS

The pre-determination meeting will be conducted by the District Officer or his designee, or Chief Officer of higher rank. The meeting may be conducted at the work site or any place that the hearing officer may deem appropriate. Every effort will be made to conduct the above mentioned meetings during normal business hours.

Any firefighter that is scheduled for a pre-determination meeting will be notified a minimum of twenty-four hours in advance that he/she will be attending a predetermination meeting. The notice shall be in writing and shall advise the employee of the subject matter of the pre-determination hearing.

One designated representative from Local 157 will attend the pre-determination meetings if the union, employer, or employee deems it necessary. It is the employee's responsibility to notify the Union if they desire their presence. The Union representative may consult with the employee, but will not participate in the meeting. The Union representative will be permitted to make a brief statement to the person conducting the meeting after the interview has been concluded.

ADN/015 DISCIPLINARY MEETINGS

A disciplinary meeting will be held to issue discipline involving oral or higher reprimands. Any disciplinary meeting held to issue suspension, demotion or termination, shall be conducted at the Fire Administration offices by a Deputy Chief rank or higher, unless approved by the Fire Chief.

Every effort will be made to schedule and conduct disciplinary meetings in a timely manner during the normal administrative business hours. A union representative will be available to the employee if so requested by the employee.

Any firefighter that is scheduled for a disciplinary meeting will be notified a minimum of two hours in advance that they will be attending a disciplinary meeting. The notice shall be in writing and shall advise the employee of the subject matter of the disciplinary hearing (notice for oral reprimands may be given orally).

One designated representative from Local 157 will attend the disciplinary meetings if the union, employer, or employee deems it necessary. It is the employee's responsibility to notify the union if they desire their presence. The union representative may consult with the employee, but will not participate in the meeting. The union representative will be permitted to make a brief statement to the person conducting the meeting after the interview has been concluded.

For more information on Specific Occurrence Reports see ADN/024.

ADN/016 SAFETY INVESTIGATION TEAM (SIT)

PURPOSETo create and establish policies and procedures for use by a Safety Investigation Team. The team would investigate incidents where, on-duty critical injury, or fatality has occurred to an employee of the Oklahoma City Fire Department.

DEFINITIONCritical Injury - Injury sustained by an employee, on duty, that requires hospitalization and/or an extensive recuperation period.

Safety Investigation Team (SIT) - A unit of the OCFD responsible for collecting and reviewing data on critical injury or fatality incidents, issuing final reports on probable cause, and making recommendations for policy and procedural changes intended to reduce the possibility of future occurrences. The Team is comprised of:

OCFD Safety Officer, will serve as a Co-Team Leader. Bargaining Unit Co-chair of Safety and Health Committee, will serve as Co-Team Leader. Deputy Chief of Operations, EMS Officer, Arson Investigator, Fire Maintenance Officer, Graphics

Specialist and the Critical Incident Stress Management Coordinator. Also other members, as determined by the team leaders and approved by the Fire Chief.


UPDATED 7/1/05


ADN/016 SAFETY INVESTIGATION TEAM (SIT) - continued

POLICYThe OCFD will investigate duty related critical injuries and fatalities utilizing the Safety Investigation Team (SIT). Incidents where no injury occurred but where the potential for serious injury or death existed, may be investigated by the SIT. The Team Leaders must be notified immediately when an employee suffers a critical injury or a service-connected death.

The SIT will be mobilized immediately when an employee is critically injured or killed in the line of duty. The Team may also be mobilized when notified of an incident where no injury or death occurred, but where a specific occurrence, action, procedure, or circumstance indicated that the potential for injury or death existed. The Team Leaders, in consultation with the Fire Chief, will mobilize as many members of the Team as needed.

The SIT will collect and review data on duty related critical injuries and deaths. The SIT will issue final reports to the Fire Chief and Bargaining Agent based on conclusions drawn from the investigation and recommendations for policy and/or procedure changes based upon the findings of the SIT.

PROCEDUREThe Team Leaders, when notified by the Dispatch Office of an employee suffering a critical injury or a service-connected death, will consult with the Fire Chief to mobilize the SIT. The Team will meet at the location designated by the Team Leaders, (usually the incident scene), and will assist the Incident Commander as necessary.

The first arriving Team member must ensure the incident scene and/or evidence is secured by consulting with the Incident Commander (IC) and/or Police Department representative; recommend the use to the Critical Incident Stress Debriefing Team. Reduce radio traffic as much as practical, utilizing other forms of communication regarding the affected personnel and issue no public statements.

At the conclusion of the incident, the Team will immediately interview all OCFD personnel involved and take statements that may be reduced to writing. All personnel must cooperate with the SIT during an authorized investigation.

The EMS Officer will establish a liaison with the receiving hospital and request appropriate test be conducted (e.g., blood gases), and ensure proper OJI procedures are followed.

The SIT will impound and secure affected vehicles, protective clothing, SCBA, dispatch tapes, incident and casualty reports as deemed necessary. Develop area maps, floor plans and other drawings as needed to indicate location, position, direction of movement, other actions of affected personnel and apparatus, and take photographs and video all aspects of the incident.

FINAL REPORTThe report will be formatted for ease of reading and conciseness but will be expanded where necessary, it will include:

Characteristics of the employee(s) involved - length of service, time in current assignment and location, level of training, rank, date of birth and age.

Incident Commander Description of the incident. Time factors (time of day, time of occurrence, time elapsed on duty during occurrences. Task(s) being performed at the time of injury/death. Characteristics of equipment being used, their suitability and applicability. Protective equipment used/preventive measures taken. Environmental conditions at time of incident. Nature of injuries, their extent, medical prognosis, toxicology reports, extent of disability. Copies of the Injury Report, Incident Report and Supervisor's Investigation Report. Summary of applicable laws, standards, policies and procedures. Factors contributing to injury/death - unsafe acts, hazardous conditions, management and/or employee

deficiencies. Recommendation to prevent recurrence.


UPDATED 7/1/12


ADN/017 TUITION REIMBURSEMENT PROCEDURES

PURPOSETo establish procedures to administer the tuition reimbursement program and process requests for tuition reimbursement. The procedures will ensure compliance with the Agreement with the International Association of Fire Fighters Local 157. These procedures work in concert with the Tuition Reimbursement Policy. The Tuition Reimbursement Policy provides guidelines and direction to employees eligible to participate in the program.

ADMINISTRATIVE PROCEDURES

I. General ProceduresA. The Fire Chief may designate a program administrator to oversee the day to day activities of

the tuition reimbursement program.B. Eligible employees must have a minimum of twelve months of service to participate in the

tuition reimbursement program.C. The employee will be reimbursed the cost of tuition only for up to six hours a semester. The

courses taken must be at an Oklahoma accredited institution of higher learning or Vocational-Technical School District.

D. Following completed reimbursement, the documentation for each employee will be placed in the files of completed purchasing transactions.

II. Procedures for ReimbursementA. Employees must submit required documentation to the Chief’s Office within 60 days from the

end of the semester. Documentation will be date stamped upon receipt. Required documentation will consist of:1. An original transcript or official letter from the institution (copies are not accepted) which declares

the degree program currently being worked toward.2. Itemized receipt from the educational institution indicating actual tuition and other fees paid.3. A grade report or letter from the instructor indicating the grade awarded (must receive a grade of “C”

or better).4. Proof of payment indicating the employee incurred the cost of the course(s). Proof shall consist of:

a) Copies or originals of the front and back of the canceled check used for payment, unless the receipt shows “paid”.

b) If the employee does not receive canceled checks from their financial institution, the employee must provide a letter from the financial institution stating the check cleared; or copy of the bank statement on which the payment is noted. Employees can cover other items on their bank statement, but must show the check clearing the account.

c) If payment is made with cash, a receipt indicating the cash payment prepared by the institution must be submitted.

d) If payment is made with a credit card, a receipt indicating the payment, copy of credit card statement (where charge is applied) and a signed and notarized affidavit (see Attachment I) available in Fire Administration, must be submitted.

e) If the tuition is covered by a loan which the employee will repay, a copy of the loan contract or promissory note indicating the employee’s obligation to repay the loan must be submitted.

B. All of the documentation will be reviewed and once complete will be attached together and evidenced for completeness.

C. Each employee’s reimbursement request will be entered into Peoplesoft.D. The program administrator or another employee with approval authority for purchasing

transactions will verify the amount of the purchase order against the amount shown on the documentation. The reimbursement amount shall not exceed the maximum per-credit-hour rates established in the Tuition and Fees booklet published and distributed annually by the Oklahoma State Regents for Higher Education.

E. Copies of all of the required documentation will be sent to Procurement, Accounts Payable.F. Tuition reimbursement checks are mailed to the employees mailing address on file unless claimant has

signed a form to have it electronically deposited. The Employee Reimbursement Claim Entry Form is located on FIREWEB under the OCFD Forms link. This form must be submitted with your paperwork if this is the first time you are submitting a reimbursement OR if you have moved since the last time you submitted a reimbursement OR


UPDATED 7/1/12

BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 3737 of of 101101if you choose to receive the reimbursement electronically and your banking information needs updated. This will ensure the payment is mailed to your correct address or deposited in the correct account.

G. Copies of the purchase order and the required documentation will be placed in the file of completed purchasing transactions.



ADN/017 TUITION REIMBURSEMENT PROCEDURES - continued

ATTACHMENT I - AFFIDAVIT

AFFIDAVITTHIS FORM IS TO BE USED TO INDICATE THAT PAYMENT FOR COURSE EXPENSES WAS MADE BY THE EMPLOYEE AWARDED REIMBURSEMENT THROUGH THE TUITION REIMBURSEMENT PROGRAM.I hereby certify that I, __________________________________________ paid $__________________________ for tuition fees only for courses taken at ____________________________________________________ (name of institution) during _____________________________________ (term, year).Subscribed and sworn to before me this _________ day of ____________________.Notary Public_______________________________My commission Expires:_______________________________

ADN/018 INCENTIVE PAY

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.

I. General ProceduresA. 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 ChiefEMS EMS OfficerHazmat/Dive Special Operations Officer

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 Support Book, EMS Section, Administration ADN/015 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.

II. Procedures for Initiating Incentive PayA. 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 Resources (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.”

III. Continuation of Incentive PayA. 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 Chief

EMS EMS OfficerHazmat/Dive Special Operations Officer

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.


UPDATED 7/1/12


ADN/018 INCENTIVE PAY - continued

IV. Process for TerminationA. 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.

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 PayV. Documentation

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 ).

EMSInstructor

Completed Incentive Pay form Current State EMT license Current CPR Instructor card Proof of completion of OSU-FST Instructor I or II,

or equivalent Proof of completion of OCFD EMS Instructor

course Active EMT for at least 1 year One year on the Oklahoma City Fire Department

EMT-Basic

Completed Incentive Pay form Current State EMT-Basic license Current AHA HealthCare

Provider Card Meet all Medical Director’s

requirements

Hazardous Materials

Completed Incentive Pay form Proof of completion of an OCFD Hazardous

Materials course Proof of completion of Chemistry course

EMT-P Completed Incentive Pay form Current State EMT Paramedic

license Current ACLS Card Current AHA Healthcare

Provider Card Meet all Medical Director’s

requirements

Dive Team Completed Incentive Pay form Open Water Certification SCUBA Rescue Diver Certificate Proof of Advanced Diver Proof of Rescue Diver Be an active member of the OCFD Underwater

Rescue Team

ATTACHMENT J – INCENTIVE PAY FORM


Correction by OCFD.com 7/1/12

UPDATED 1/1/07


ADN/019 DISTRIBUTION OF PAYROLL CHECKS

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

ADN/020 RETIREMENT PROCESS AND DOCUMENTATION

To facilitate the processing of your retirement, you should contact a state Pension Board Member for more information and you must contact Administrative Services 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: Date of Marriage

Date of Birth

Beneficiary’s address and phone numbers

CHILDREN & OTHER DEPENDENT INFORMATION: Date of Marriage

Date of Birth

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.

ADN/021 FIREFIGHTERS BENEVOLENCE FUND

Funds for payment of these benefits are obtained by the donation system from qualified members of the Oklahoma City Fire Department. Payments will be collected by payroll deduction and deposited into the particular funds.

1. Firefighters Benevolence FundFire Cash Retirement Book - $15.00 which is issued upon retirement and is shown on check stub as FIRCH (for one deduction) or FCSH2 (for two deductions).

2. Fire Death Benefits FundActive Firefighter Death Book - $5.00 which is issued upon the death of an active firefighter and is shown on check stub as FIRBN.

3. Fire Mutual Aid FundRetired Firefighter Death Book - $5.00 which is issued upon the death of a retired firefighter is shown on check stub as FIRMU.

4. The Fire Mutual Aid Fund is administered by the Oklahoma City Retired Firefighters Association (OCRFA). All beneficiary changes are to be made by the qualified member at the Oklahoma City Retired Firefighters Association office or Human Resources at Fire Administration. To obtain a copy of the Membership Rules and the Payment Procedures contact the OCRFA.

The Firefighters Benevolence Fund and the Fire Death Benefits Fund are both administered through the Union Office. All beneficiary changes are to be made by the qualified member at the Union Office. To obtain a copy of the Membership Rules and Payment Procedures contact the Union Office.


UPDATED 1/1/07

UPDATED 7/1/09


ADN/022 FLOWER FUND

The flower fund collects $1.00 each month from all Fire Department employees. With the flower funds collected, flowers from “The Oklahoma City Fire Department” are sent in the event of a DEATH only. This applies to the following list of Fire Department employees’ relatives:

Employee of the Department

Spouse of Employee

Children of Employee

Stepchildren of Employee

Son-in-law of Employee

Daughter-in-law of Employee

Grandchildren of the Employee

Parents of Employee

Step-parents of Employee

Mother-in-law of Employee

Father-in-law of Employee

Siblings of Employee

Sister-in-law of Employee

Brother-in-law of Employee

Grandparents of Employee or Employee’s Spouse

If time does not allow for the flowers to be sent to the funeral home, and more than one family member is employed by the Fire Department, the flowers will be sent to the senior ranked employee. If the employees are of equal rank, the flowers will be sent to the one who has the most longevity.

It is the responsibility of all Fire Department employees to notify their station officer or immediate supervisor upon the death of one of the above listed relatives. All funeral information should be given at this time. It is then the responsibility of the station officer to notify the Operations Office Specialist II with the complete information. The Office Specialist II will order the flowers. Every effort will be made to have the flowers delivered to the proper place prior to funeral services. However, if circumstances do not allow delivery on time, the delivery will be made to the employee’s home.

Any flowers ordered by someone other than the Office Specialist II or designee will be the responsibility of the calling party.

ADN/023 STATION HOUSE DUES FUND

The "Station House Dues Fund" was created to allow purchasing of items not furnished by the Fire Department for job site use, ( i.e., televisions, VCR's, extra cable subscriptions, newspapers, other publications, and staples such as, coffee, tea, sugar, flour etc).

All employees considered assigned to a specific station or job site having a house dues fund, shall contribute to the fund equally. Depending on the number of personnel and items purchased, assessments will vary at all sites. Majority vote of personnel assigned to the site will determine items to be purchased and the amount of assessment.

Collections, record keeping, and security will be the responsibility of the Station Officer/Supervisor, on their respective shift. Assessments will be collected on the first shift following a pay day, at the work site where you are assigned. Employees who may be off duty are expected to pay the first shift of their return. In cases of transfers, Special Assignment, promotions, etc., dues owed will be collected by the worksite where the employee was assigned on that particular pay day. Personnel on leave, vacation, holidays, OJI, sick leave, etc. must “catch up” back dues. Each worksite will determine by majority vote of the personnel assigned to that work site the manner of managing the collection of house dues from personnel on long term leave. This may include “catch-up” provisions, reduced assessment for the period of time the employee is off, excuse from payment during this time period, etc., and will apply to personnel equally. The policy approved shall remain in effect until such time as it is amended or changed by a majority vote of the personnel assigned to that work site. This type of change in policy will not be enforced for people who are currently on long term leave when the change is approved.


UPDATED 7/1/09

UPDATED 7/1/12


ADN/024 DEPARTMENT PERSONNEL FILES ACCESS POLICY

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, in the presence of a Fire Department Administrative staff member.a) Any time a written criticism or commendation is entered into an

employee's file, the employee shall be provided a copy.b) 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.c) The Fire Chief shall maintain the current policy regarding access to

departmental personnel files.d) Letters of reprimand will be removed from any employees' file at their

request after a period of two years.Normal office hours consist of 8:00 a.m. to 5:00 p.m., Monday through Friday.

Administrative staff member is defined as any employee of the Administration Division.

Specific Occurrence Performance Reports are for the purpose of documenting an employees 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 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 (not public record) 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


UPDATED 1/1/13


ADN/024 DEPARTMENT PERSONNEL FILES ACCESS POLICY - continued

PUBLIC RECORD

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:

dates of employment job title 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:

dates of employment job title rate of pay reason for termination gross wages 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 a 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.


UPDATED 7/1/12



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

PERSONNEL DEPARTMENT - OPEN RECORDS ACT COMPLIANCE POLICIES

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:

a) An employment application of a person who becomes a public official;b) The gross receipts of public funds;c) The dates of employment, title or position; andd) 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; or2. 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 Office2. The Municipal Counselor's Office3. The City Auditor's Office4. The Police Department5. The City's contracted auditors6. 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.




ATTACHMENT K - SPECIFIC OCCURRENCE PERFORMANCE REPORT FORM

Attachment K Removed - Form Available on Fireweb

ADN/025 TRAVEL POLICY

I. PurposeThese procedures are designed to implement the Council policy on travel in the Fire Department. The most recent Travel Policy adopted by the City Council is incorporated herein. A copy of the City’s most recent Travel Policy is located on the City’s Intranet site http://okcweb under policies/travel.

II. ProcedureA. General Requirements

1. The Fire Chief, or his designee, will approve travel outside the Metropolitan area of Oklahoma City. Requests for travel will be made in writing by submitting a Travel/Training Request Form (see Attachment L), to the Fire Chief, through the appropriate Assistant or Deputy Chief, one month in advance of the trip. The request form must include the dates of travel, destination, purpose of the trip and an itemized list of expected expenses to include registration, meals, transportation and lodging. The use of a rental car must be justified and approved in advance as a separate request memo. If an employee plans to use their private vehicle, they must submit a copy of their driver's license and vehicle insurance security verification with the Travel/Training request form. Mileage will be reimbursed only up to an amount equal to the lowest available airfare. (See City of Oklahoma City Council/Employee Travel Policy Expense Documentation form - Attachment M) If an employee intends to use a City vehicle for travel, the request form should include this information. Use of a City vehicle outside of the Metropolitan area requires the approval of the Fire Chief in advance. The use of a rental car must be justified and approved in advance. If approved, rental cars are paid by the employee and reimbursed along with the other travel expenses.


UPDATED 7/1/12

UPDATED 1/1/13

http://okcweb/


ADN/025 TRAVEL POLICY - continued

A. General Requirements - continued

2. Any expenses related to a spouse accompanying an employee on a trip are the employee's responsibility and are not reimbursable by the City.

3. Multiple employees on the same trip are expected to share rooms when practical. Exceptions can be approved by the Fire Chief.

4. The City will not reimburse for personal items, services, or entertainment, such as toiletries, medicine, clothing, grooming, movies, or liquor.

5. Receipts are not required for tips, bus/taxicab fare, business telephone calls, or other related expenses; however, they must be itemized on the Travel Expense Voucher. Unusual expenses must be justified and accompanied with a receipt.

6. Administrative Services will process all travel-related expenses. This employee will assist other employees with travel arrangements or questions to ensure compliance with this policy and the procedures.

7. Reimbursement for expenses will be made in accordance with the City's most recent Travel Payment and Reimbursement Procedures.

8. Meal expenses will be reimbursed on a Per Diem basis. Receipts will be required for all meals to verify actual expense amounts. These receipts will be kept on file in Fire Administration. Itemized restaurant receipts should be submitted in lieu of credit card receipts. Submission of receipts does not provide for reimbursement exceeding Per Diem amounts. The employee should take a Travel Expense Voucher (Attachment N) with them on the trip to use as a worksheet. The IRS Meal Allowance Table lists cities and counties with the amount of per diem reimbursement. This list is updated yearly and is available in Administrative Services.

9. Cash advances for travel related expenses are not available except in situations of extreme emergency. Cash advances, if used, will be made in accordance with the City's Travel Payment and Reimbursement Procedures.

B. Processing Travel Related Expenses:1. Purchase orders for any travel related expense will be generated by Administrative Services.

The approved Travel/Training Request form (Attachment L), will be required to initiate any purchase order. Administrative Services will process purchase orders in advance of the travel dates for registration fees and airfare, if required.

2. A Travel Expense Voucher must be submitted to the Data Systems Tech III in Administrative Services within five working days following an employee’s return from a trip. The initials of the Deputy Chief should appear in the lower left-hand corner of the Travel Expense Voucher indicating a review of and agreement with the reimbursement expenses.

The Travel Expense Voucher shall reflect all expenditures even if some were prepaid.(1) The Per Diem method: Meal expenses will be reimbursed for the actual expenditure, (a log

should be kept to assist you when filling out the Travel Expense Voucher at a later date) up to the IRS maximum per day as shown in the IRS Meal Allowance Table. Reimbursement will be based upon the amounts itemized on the Travel Expense Voucher, accompanied by a receipt. The actual expense may be greater than the per diem amount, however, the reimbursement will only be for the IRS allowable amount. Miscellaneous expenses must be itemized but do not require receipts. Gasoline expenses for City vehicles require receipts.

Note: Fire Administration will review all Travel Expense Vouchers for accuracy and reasonableness. Any unusual or questionable expense will be forwarded to the Fire Chief for review.

C. ExceptionsExceptions may be granted by the Fire Chief to those parts of this procedure particular to the Fire Department. No exceptions will be made that are contrary to the City-wide Travel Policy and Travel Payment and Reimbursement Procedures.




ATTACHMENT L - TRAVEL/TRAINING REQUEST FORMOklahoma City Fire Department

Travel/Training RequestFY ___________

Division Section ______________________ Travel Training Use of City Vehicle RequestedEvent/Training _________________________________________________________Location Dates _________________Individuals Attending _________________________________Need/Benefit to Department ________________________________________________

Costs: Transportation ____________________Registration _____________________ Per Diem _____________________ Other (List) _____________________

_____________________Total Costs _____________________

The individual authorized for travel agrees to adhere to the current Travel Policy. Requested by Division Head _________________ Date Date ________________________

Approved Denied___________________________________ ______________________________Fire Chief Date

trav-trn.frm050697G


ATTACHMENT M - EXPENSE DOCUMENTATION FORM


(FRONT (BACK PAGE)



ATTACHMENT N - TRAVEL EXPENSE VOUCHER

ADN/026 VEHICLE ASSIGNMENT AND USE POLICY

Eligibility, assignment of vehicles, and assignment of use levels are determined by the Fire Chief (also see memo attachment and map) and may be dependent upon vehicle availability and/or department needs. Once assigned, vehicles will not be traded between employees without approval of the division Deputy Chief and the Maintenance Chief.

Assignment of vehicles by the Fire Chief will be at one of the three levels listed below, determined by job duties. It is understood that all personnel in a work section performing the same duties will be given the same assignment level. If changes need to be made for budgetary or departmental needs, the Fire Chief and the Bargaining Agent will determine the changes to be made which will be fair for all individuals performing the same duties.

An employee’s assignment of a vehicle is one in which they bear the responsibility to comply with the requirements as set forth in these procedures. In cases of abuse, the Fire Chief may revoke or suspend an employee’s participation. The assigned driver must operate and park the vehicle in accordance with laws and ordinances of the City and State. Any citations received by an employee are the responsibility of the employee. Any use of the vehicle for illegal purposes, or while performing illegal acts, is prohibited and will result in disciplinary action that could include termination.

Code Enforcement officers of the Oklahoma City Fire Department shall be allowed the right to use their assigned vehicle at Level 2 as was the previous practice in consideration of their job requirements.


(FRONT (BACK PAGE)

UPDATED 7/1/12


ADN/026 VEHICLE ASSIGNMENT AND USE POLICY - continued

Levels of AssignmentOnly personnel conforming to the Memorandum of Understanding (see Attachment A) on mileage limitations for take-home vehicles will be allowed to drive a City-owned vehicle to and from home,Level 1: The vehicle may be used on- and off-duty to provide transportation to conduct City and Fire Department business. The vehicle may also be used when not specifically on City or Fire Department business so the employee may be prepared to immediately respond to perform duties of their position.Level 2: The vehicle may be used on- and off-duty to provide transportation to conduct City and Fire Department business. The vehicle may not be used when not specifically on City or Fire Department business. One of the factors for this level is the employee may be required to respond to perform their job duties after hours or to respond during emergency incidents as requested. It is understood that off-duty response may be delayed to return home to get the City vehicle.Level 3: The vehicle may be used on-duty to provide transportation to conduct City or Fire Department business. The vehicle may not be used when not specifically on City or Fire Department business. The vehicle will be parked at the work site or other Fire Department facilities after hours as determined by the Fire Chief. During work periods, the employee may stop for regularly scheduled lunch and breaks while using the City vehicle.On Call VehiclesPersonnel performing on-call duty who do not have a vehicle assigned to them, will be furnished a level 2 vehicle during their on-call assignment period, and will follow these policies accordingly.Special Assignment VehiclesPersonnel performing special assignments may, at the discretion of the Fire Chief, be allowed to use a City vehicle. If allowed, the level of assignment will be determined based on duties required during the special assignment, and these policies will be followed accordingly.Markings, Color, Type of Vehicles, AccessoriesColor, Type and Markings: The color, type and markings will be determined by the Fire Chief. Some vehicles may utilize unmarked license tags, special warning devices and other equipment at the discretion of the Fire Chief.Accessories or Alterations not Furnished by the Department: All additions and/or alterations of internal and external equipment to vehicles must first be approved by the Maintenance Chief. This requirement is to insure proper installation and minimum defacing. The work will be authorized on a work order and made part of the permanent record. The addition or alteration becomes property of the City of Oklahoma City.ResponsibilityOff-duty Parking: Take-home vehicles will be principally parked at the primary residence of the employee during off-duty hours. Inside parking is preferred for security reasons, but off-street parking is acceptable when inside parking is not available. Street parking will only be used when off-street parking is not available. The vehicle will be returned and stored at the employee’s assigned work station or the shop under any of the following conditions:

During vacation or days off when an employee’s residence will be vacant for more than 72 hours and the vehicle cannot be parked inside. (Take-home vehicles parked at work sites, for whatever reason, will not be issued or used as pool vehicles for on duty employees except when authorized by the Division Deputy Chief.)

Suspension from duty. Extended medical leave

Vehicle and Equipment Security: The vehicle will be locked at all times when not in use. All City-furnished weapons, portable radios, cameras, and other equipment must be removed from the passenger area of the vehicle when parked out of service.Damage to Vehicle: Damage incurred off-duty will be reported in accordance with current department policy for on-duty reporting.Passengers: Passengers in the vehicle are permitted during operation. The employee is expected to use discretion regarding allowing passengers to accompany them on calls. Passenger safety will be given first priority in both vehicle operation and response to calls. Passenger appearance and conduct are the responsibility of the employee. Passengers must wear seat belts.




Photo Identification: Proper Fire Department photo identification and valid Oklahoma drivers’ license will be carried by the driver when operating Fire Department vehicles.Driving Distance Limitations: Except for driving under the MOU on take-home vehicles, all drivers will conform to the travel policies of the City concerning out of City and/or out-of-state travel. If an employee intends to use a City vehicle for travel outside the metro area, the request should remain within the current City Travel Policy guidelines. Use of a City vehicle for travel inside the State of Oklahoma requires the approval of the Fire Chief. Use of a City vehicle for travel outside the State of Oklahoma also requires City Manager approval. See attached memo and map.MaintenanceMechanical maintenance is of top priority.

Employees assigned a vehicle will:1. Request repairs on a proper work order as soon as a problem is detected.2. Change their own flat tires on vehicles of less than one-ton capacity.3. Keep tires properly inflated.4. Check and replenish all fluids as required by the vehicle. Checks must be made no less than

once each week.5. Request a preventive maintenance service each 5000 miles, or once each year, whichever

comes first. The request will be made on the proper work order.6. Maintain the appearance of the vehicle inside and out. The interior will be kept clean at all

times. The exterior will be washed when needed and hand waxed every six months. A single block of four hours per six months may be granted by supervisors to wax the vehicle but this time must be used for that purpose.

Work Section Vehicles: If a vehicle is assigned to a work section and not an individual, it is the responsibility of the work section supervisor to have the vehicle maintained as addressed herein.Vehicle Upkeep: Vehicle inspections will be conducted by the employee’s supervisor not less than once each month. Employees are expected to maintain vehicle appearance standards that are deemed appropriate to weather conditions and public contact.

Additional Restrictions:1. Towing

Vehicles will not be used for carrying heavy or excessive loads or for household moving.No objects will be protruding from trunks or windows. Vehicles will not be used for towing of other vehicles or trailers, except where properly equipped by the Shop to do so and for official use only. Only vehicles equipped with pushbars will be used for pushing other vehicles except in emergency situations.

2. Alcohol or DrugsVehicles will not be utilized by employees or passengers under the influence of alcohol or drugs, or who have taken prescription drugs that would impair the ability of the driver to operate the vehicle.

3. ParkingVehicles will not be parked around liquor stores, bars, or locations where alcoholic beverages are primarily consumed or sold unless performing City or Fire Department business.

4. Transporting AlcoholNo alcoholic beverages or illegal drugs will be transported in a fire vehicle unless it is in conjunction with official Fire Department business.

5. Vehicle OperationOnly City employees may operate vehicles. No member of the employee’s family or other civilian personnel will operate the vehicle.

6. Seat BeltsAll occupants must be properly seat belted when the vehicle is in motion.

7. RulesIn addition to the rules and regulations contained herein, all employees will strictly adhere to the rules, regulations, policies and procedures as set forth in the Oklahoma City Fire Department Operations Manual.




Key ControlIn keeping with the assigned employee’s responsibility for sole care and maintenance of each vehicle, the Maintenance Shop will maintain master keys with tags bearing the assigned vehicle number. No duplicate keys will be provided and no locks will be changed unless authorized in writing by the Maintenance Chief.

Take Home Vehicles PolicyTake home vehicles are restricted to a 25 mile radius that was identified during FY 94-95 Collective Bargaining Agreement negotiations. It was agreed that the farthest point from Fire Headquarters would be identified, and then that distance would be used as a radius for a circle boundary. That point has been identified as S.E. 164th and Pottawatomie Rd. (see radius map attached).Anyone living outside this radius can no longer take their City vehicle home. They have the option of leaving their City vehicle at their worksite and use their personal vehicle to drive back and forth to work, or they may drive the City vehicle to the Fire Department facility closest to home, and then use their personal vehicle the rest of the way. This policy applies to all personnel. Any exceptions to this policy must be approved by the Fire Chief.ATTACHMENT A

ADN/027 OPERATING PROCEDURES MANUAL, RED BOOK LIBRARY STORAGE and CHECK OUT SYSTEM

It is the responsibility of all personnel to maintain the Operating Procedures Manual and Station Library in a good condition. By doing so all employees will benefit from the availability and usability of this information.

The Operating Procedures Manual and Station Library, will be stored in a location that is agreed upon by the Station Officers of each station or the supervisor of the work site. The Station Officer/Supervisor, will be responsible for assuring that the material is maintained and that books are clearly marked with the appropriate worksite location. On the last day of each month an inventory will be submitted to the District Officer . If any portion of the Operating Procedures Manual or Station Library is unaccounted for, the Station Officer/Supervisor will conduct a fact finding investigation to determine the location of the material.

If the material in question can not be located the Station Officer/Supervisor will forward a memo through the District Officer to Human Resources. Human Resources will ensure replacement of any missing material.

In the event a station has either a significant portion of material missing or an ongoing problem with missing material, the District Officers should conduct their own fact finding investigations.


UPDATED 7/1/06

UPDATED 7/1/12


ADN/028 DEVELOPMENTOF NEW “OPERATING PROCEDURES”

Operating procedures like most areas of the fire service are an ever changing facet of the service. Updating and adjustments in procedures must be a part of any form of organization. However, proper channels must be followed to ensure that all work-sites and companies receive these changes in a timely and efficient manner.

All changes to the “Operating Procedures Manual” must be submitted using one of the following procedures:

1. Direct Development: To be used for immediate updates or changes to existing procedures, not requiring in-depth study or consideration.

Work-sites - Personnel will submit proposals in writing through normal departmental channels to Division Heads. Proposals should contain information as to Who, What, Where, When, Why, and How format. In addition to this information, the names of the authors of the proposal should be submitted and retained for future reference.

Who will perform the task?

What task will be performed?

Where will the task be performed?

When will it be performed?

Why will it be performed?

How will it be performed?

Division Heads - The division heads will review all proposals. If changes or additions are needed, the division head will contact the authors to work out details. After completion, the division head will forward the proposals to the Fire Chief for review.

The Chief will determine whether the proposals are valid and act on them. Those areas not involved in bargaining agreements can be approved or is approved for insertion to the manual. Those proposals that involve bargaining agreements, will be handled through negotiating procedures. Once “procedures” have been created, they are sent to the Human Resources for insertion into the manual.

Human Resources - After receiving the “approved” procedures, the Human Resources staff will reproduce the information into the appropriate department format, to be inserted into the Operating Procedures Manual and dispersed to all work-sites.

Work-sites - Supervisors of all sites are responsible for the proper insertion of new procedures into that site’s manuals, the removal and disposal of the outdated material.

2. Indirect Development: To be used on proposed changes that require the action of a committee to study the feasibility of the procedures.

Work-sites - Personnel will submit proposals in writing through normal departmental channels to Division Heads. Proposals should contain information as to Who, What, Where, When, Why, and How format. In addition to this information, the names of the authors of the proposal should be submitted and retained for future reference

What task will be performed? Where will the task be performed? When will it be performed?

Why will it be performed? How will it be performed?

Division Heads - The division heads will review all proposals. If changes or additions are needed, the division head will contact the authors to work out details. After completion, the division head will forward the proposals to the Fire Chief or the Operating Procedure Committee for review.

Operating Procedures Committee - This standing committee will be made up of individuals selected by the Fire Chief and the bargaining agents, to determine feasibility and development of recommendations for procedures. The committee will make recommendations to the Fire Chief and the Collective Bargaining Agents. The committee will meet for the purpose of reviewing and updating procedures and for consideration of other proposed procedures. Those areas not involved in bargaining agreements can be approved or disapproved for insertion into the manual. Those proposals that involve bargaining agreements, will be handled through negotiating procedures. Once “procedures” have been created, they are sent to Human Resources for insertion into the manual.

Human Resources - After receiving the “approved” procedures, the Human Resources staff will reproduce the information in the appropriate department format, to be inserted into the Operating Procedures Manual and dispersed to all work-sites.

Work-sites - Supervisors of all sites are responsible for the proper insertion of new procedures into that site’s manuals, the removal and disposal of the outdated material.


UPDATED 1/1/06


ADN/029 IMPLEMENTING NEW PROGRAMS

There will not be any new programs implemented unless approved by the Fire Chief, and the Deputy Chief of the respective division.

ADN/030 COMPUTER POLICY

It is important for all personnel to understand the department and City’s policies concerning use of the hardware and software of our Business & Technology system. All supervisors are to make sure their employees are aware of these policies.

These policies are in affect and apply to all employees. All City/Fire Department hardware and software are for City/Fire Department business use only. All user mail accounts are for City/Fire Department business use only and are subject to monitoring by Management at any time.

STATEMENT OF CITYWIDE POLICY REGARDING THE USE OF UNAUTHORIZED SOFTWARE

United States law prohibits duplicating software for profit, making multiple copies for use by different users within an organization, and giving an unauthorized copy to another individual without the express consent of the Licensor. Failure to comply with terms and conditions set forth in respective license agreements is a violation of the law and can result in both civil and criminal action directed at organizations and individuals.

A civil action may be instituted for injunction, actual damages (including infringer’s profits), or statutory damages up to $100,000 per infringement. Criminal penalties for copyright infringement include fines up to $250,000 and jail terms up to five years, or both.

The unauthorized duplication of software constitutes copyright infringement regardless of whether it is done for sale, for free distribution or for the copier’s own use. Moreover, copiers are liable for the resulting copyright infringement whether or not they knew their conduct violated federal law.

City of Oklahoma City departments, from time to time, license the use of software from various external organizations. The City does not own the copyright to this software or its related documentation and, unless authorized by the software company, does not have the right to reproduce it for use on more than one computer.

With regard to use on a network or multiple machines, City employees shall use the software only in accordance with the license agreement. Any other software shall not be loaded, run or used on the network or multiple machines without licensing and authorization from the City.

The United States government has been an active participant in protecting the rights of copyright owners. When the Business Software Alliance (BSA) conducts a raid, Federal marshals or local law enforcement officers often accompany them. Federal judges have demonstrated their intolerance of copyright infringement by handing down increasingly large damage awards against violators.

The City of Oklahoma City does not condone the illegal duplication of software. Employees who make, acquire, or use unauthorized copies of computer software shall be disciplined as deemed appropriate under the circumstances.

INTERNET ACCESS POLICY

All employees are required to sign an affidavit acknowledging their awareness and acceptance of this policy document. The form also requires supervisor, division and department level approval for employees to utilize the system.

I. PURPOSETo ensure that use of the Internet and comparable online access by employees of the City of Oklahoma City is consistent with City policies, all applicable laws, and the individual user’s job responsibilities.

II. SCOPEThis policy applies to all employees in City Departments and Divisions, including upper management. It is intended to define the criteria for establishing access: the proper and improper uses of Internet resources: and the consequences of abuse of the privilege. Although this management bulletin is directed specifically at the information network referred to as the “Internet”, this policy governs access to all electronic information and mail services.


UPDATED 7/1/07

UPDATED 12/4/13


ADN/030 COMPUTER POLICY - continued

III. POLICYFor purposes of this policy, “Internet Access” shall mean the provision of hardware and software, accompanied by the authorization to use such City hardware and software, to gain access to information and materials that are made available through various electronic information services.

The City of Oklahoma City encourages its employees to use creativity and innovation in performance of their duties and the delivery of services. Use of the Internet for purposes of gathering and dissemination of information can be an effective tool of City personnel for improving the speed and quality of service to our citizens.

Internet access is only one of many tools that are provided to the employee at the discretion of departmental and executive management. No employee has a right to such access by virtue of employment. Therefore, departmental approval is a prerequisite to the establishment and continuation of access.

Persons who access information or otherwise conduct business on the Internet are representing The City of Oklahoma City. It is essential that all transactions and communications be conducted in a manner that reflects positively on the City and demonstrates a code of conduct that is expected of its employees.

The laws and administrative policies that govern and guide City employees in all facets of their work also apply to the manner in which they utilize the Internet and other electronic mediums. All electronic information activities conducted on City proved hardware, software or facilities are subject to monitoring (including email, Internet, Intranet, etc.) Intentional misuse of these services is a violation of this policy.

IV. GENERAL GUIDELINESThe following guidelines represent both acceptable and prohibited uses of Internet access, including both internal and external Email. In the event that a particular guideline references an issue covered by existing policy, that policy shall take precedence.

1. Employees are encouraged to use Internet resources in the pursuance of their job duties whenever it results in the most efficient and/or effective means of research or communications.

2. Internet access is provided to City employees for the purpose of conducting City business. It is not to be used for commercial or private purposes.

3. Use of the Internet in a manner that violates copyright laws is prohibited.4. Use of the Internet to harass employees, vendors, customers, or others is prohibited.5. Use of the Internet to release or distribute untrue, distorted, or confidential information is

prohibited.6. The accessing, viewing, downloading, or distribution of sexually explicit or otherwise inappropriate

information and/or programs is prohibited.7. Unless introduced by management as part of a training exercise, computer games are prohibited.

Game programs should not be installed on desktop systems or servers. Game programs should not be accessed through the Internet or other information service.

8. Constant connection to Internet sites that consume significant bandwidth such as weather and music sites should be avoided.

9. Downloading of software, unless specifically authorized by the Business and Communications Technology Department is prohibited.


UPDATED 12/4/13


ADN/030 COMPUTER POLICY - continued

V. GUIDELINES FOR EFFECTIVE USE OF EMAIL

1. Email should be recognized as a principal form of communications. Messages should be checked regularly, and replied to in a timely manner.

2. Messages should not be over distributed. Email is an inappropriate method for distribution of advertisements, personal announcements, and otherwise unwanted messages. The value of Email as a communications enhancement is diminished when employees must spend additional time filtering through unwanted messages.

3. Email messages should be proofread prior to distribution. Spelling and grammar mistakes are just as distracting and unprofessional in an Email message as they are in other forms of written communications.

4. Email messages or any other electronic communications are NOT private. Messages are subject to existing open records requests; may be monitored by management; and are easily forwarded and reproduced.

5. Email messages rarely reflect the tone and emotion as accurately as the spoken word. Messages should be composed in a manner so as to avoid misinterpretation of intent.

6. Employees should avoid the attachment of large files to Email messages.7. The Email community extends to a worldwide assortment of colleagues, vendors, citizens, and

acquaintances. They represent different cultures and experiences. Our employees represent The City of Oklahoma City.

VI. ACCESSAccess, to the Internet, email, and other electronic services, is granted solely upon approval of Department Heads and City Management. The continuation of access is dependent upon functional necessity and management approval. Employees are required to sign an affidavit acknowledging their awareness and acceptance of this policy document prior to receiving access approval.

USE OF PERSONAL ELECTRONIC DEVICES AT FIRE DEPARTMENT WORKSITES Use of personal electronic devices (to include computers, cell phones, tablets, etc.) may be allowed at fire

department worksites only if they are used in such a manner that does not impede fire department operations as determined by the worksite/section supervisor. This means it can only be used when time allows between any job assignments or duties.

Personal computers equipped with a modem and the modem is used at the station for anything, including Internet access, the computer has to be connected to a private phone line. A private phone line is one that is installed and paid for by one or more of the station personnel. It cannot be hooked to any phone lines paid for by the City. If used with a cellular phone or in any other wireless situation, it must still meet all other conditions in this policy.

Personal electronic devices cannot be connected to any City device or port on City property (excluding electrical power cords). Personal electronic devices, even though meeting all the requirements above, cannot be used for

inappropriate activities. These may include but are not limited to: running a private business, working a part time job, illegal activities, sharing or capturing confidential information, or doing anything that disturbs, distracts, or harasses fellow workers or other City employees.

ADN/031 COMPUTER TELETYPE SYSTEM

The computer teletype system will be used for general information that is of concern to all members of this department. All routine information such as street closings, hydrants out of service, death notices, etc., will not require prior approval before transmission. All other information, however, must be approved by the Fire Chief or his designee. Anytime the computer teletype system is activated, the station watchman will check the printer and post the information on the station bulletin board.


UPDATED 12/4/13


ADN/032 TELEPHONE SYSTEM

The telephones, circuit instruments, associated equipment and lines installed in all Fire Department facilities is owned by the City of Oklahoma City. The lines coming into the facilities belong to an outside phone agency. Because of the division of these responsibilities, it will be necessary for Communication Maintenance personnel to investigate any telephone or circuit problems. If you are experiencing telephone or circuit problems, please notify the IT Help Desk. When a station wishes to install or has a totally separate private line and associated telephone(s), members of the station will be entirely responsible for all billing, payment, and maintenance of this system, and must have approval from the Fire Chief. When obtaining any service on a private telephone system, members of the fire station will ensure that all transactions are charged to the proper private phone number, and that any service or equipment vendor is made aware it is a private system that is in no way associated with the Fire Department or the City of Oklahoma City. You are urged to familiarize yourself with the following procedures to be utilized when requesting service or modification to any City-paid telephone equipment or system:

1. All requests for system changes, equipment addition or deletion, extra calling options, and additional lines must be directed to the IT-Help Desk at 297-FNET.

2. Any routine telephone equipment or line trouble is to be reported to the IT Help Desk.3. If you are receiving any billing for other than a privately paid system at your work site please

contact Fire Administration.LONG DISTANCE TELEPHONE USAGE

Phone Calls and Fax: The City of Oklahoma City Fire Department has implemented long distance telephone service for business purposes only.

CELLULAR PHONESAll City owned cellular phones and pagers are assigned by the Fire Chief as determined by the needs of the individuals job duties. These may be reassigned or removed as needed to address departmental needs and/or budgetary concerns.

Cellular phones owned by the City are for City or Fire Department business only. Personal use is prohibited. Any personal calls made inadvertently on the City number are the responsibility of the individual and must be paid when the bill is received.

Any loss of the cellular phone or pager must be reported to the work section supervisor as soon as possible, and a full report detailing the loss must be submitted by the next working day. Please be aware that telephone, pager and cellular phone bills are subject to the Open Records Act.

ADN/033 TAMPERING OF COX CABLE CONVERTER BOXES

Unauthorized tampering of Cox Cable converter boxes is an unlawful act, punishable by a fine of up to $10,000 and/or imprisonment. Any department personnel found tampering with these boxes will be subject to disciplinary action.ADN/034 POLICY STATEMENT-DISCRIMINATION

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.


UPDATED 7/1/12

UPDATED 7/1/12


ADN/035 OKLAHOMA CITY FIRE DEPARTMENT WRITTEN POLICY REGARDING SMOKING AND NON-SMOKING AREAS

Pursuant to the “Smoking In Public Places and Indoor Workplaces Act” the following policy is adopted for the City of Oklahoma City Fire Department.

City buildings are required to be smoke free and no smoking is permitted within 25 feet of any outside entrance or exit.

Smoking is not permitted in any Fire Department vehicle. Smoking on the fire ground will be limited to outside rest areas only. No smoking is allowed in any

working incident structure. This will include hazardous material incidents. All personnel should cooperate to work in harmony regarding smoking areas and non-smoking areas. The officer in charge of the incident, facility, or apparatus, bears the responsibility for addressing

complaints, including asking smokers to refrain from smoking in non-smoking areas. If the person continues to ignore the request, a complaint may be filed with the District Officer or Section Supervisor in charge of the facility where the infraction occurred. Any unresolved complaint may be then be filed through the grievance procedure.

We encourage all personnel to reduce or quit smoking. There are several smoking cessation programs available to assist individuals in their efforts to stop smoking which you may want to take advantage of for assistance. Many of these programs have recorded excellent success rates.

ADN/036 EMPLOYEE PARTICIPATION IN POLITICAL CAMPAIGNS

1. Participation of City employees in any type of political activity during normal working hours is strictly prohibited.

2. Use of City property or equipment on behalf of any political campaign is also prohibited.3. City employees may voluntarily become involved in a political campaign on their own time,

after normal working hours. However, such activities must be conducted with discretion and employees must not identify themselves as representing City employees or the City's support of any campaign, either by their statements or by wearing a City uniform.

4. Any employee whose conduct or activity is not in keeping with this policy is subject to dismissal.

ADN/037 INTEREST IN CITY CONTRACTS

An employee shall not have an interest, directly or indirectly:

(a) in a contract, service, materials, supplies, or profits thereof; or

(b) in any purchase made for or sales made by, to, or with the City; or

(c) own stock or otherwise have a direct financial interest in a corporation having a contract or subcontract for doing work for the City. Mutual funds or retirement funds invested in corporations but managed by a third party do not apply here.

An employee shall not be eligible to purchase directly, indirectly, or through public auction, any item placed on sale by the City unless the property is offered for sale to the public after notice of the sale has been published. Violation of this section shall be grounds for disciplinary action to and including termination. (Refer to Article IV, Section 11 of the City Charter.

ADN/038 SOLICITATIONS

No solicitations of any kind shall be conducted among City employees while at work, except for the United Way Fund Campaign which shall be actively supported by the City. Solicitations shall be made for this purpose at the direction of the City Manager.

Buying and selling Tupperware, Avon, AmWay, jewelry, dishes, vitamins, or any other type of product is strictly prohibited during the normal work hours in City facilities. This activity should occur on employee's own time away from the work place.

All insurance agents, pre-paid legal aid representatives, etc., that are authorized to be in our facilities, will present to the Station Officer a letter of authorization from the Fire Chief’s office.

Also prohibited are commercial advertisements placed on City or AFSCME bulletin Boards.


UPDATED 7/1/12


ADN/039 CIVIC GROUP MEETINGS AT FIRE DEPARTMENT FACILITIES

The use of O.C.F.D. facilities for public meetings will be limited to, non-profit organizations such as Neighborhood Watch groups or occasional gatherings for youth groups such as scouting organizations. It is not intended that these facilities be used for regular monthly meetings. The scheduling of meetings will be done through the station officer of the shift on which the meeting is to be held.

When a facility is contacted for such use, the station personnel will determine the on-duty shift for the requested date. This information will be conveyed to the group representative, so they can contact the respective officer for scheduling. These meetings may include a tour of the facilities, if requested and other normal courtesies allowed the visiting public. When scheduling meetings, the officer must:

1. Not allow the meeting to disrupt normal necessary duties.2. Have adequate staffing to allow for station security, if an incident response occurs during the

meeting. Facility security is of utmost importance during these meetings. If there is not adequate staffing to leave an employee at the facility during the meeting, the officer will contact the District Officer to make necessary arrangements to do so.

3. Determine if the facility is capable of handling such use.4. Set reasonable time restrictions; NO VISITORS MAY REMAIN ON FACILITY

GROUNDS PAST 22:00 HOURS!IF SEATING OR STAFFING IS A CONCERN, THE FOLLOWING POSSIBLE ARRANGEMENTS MAY BE MADE AVAILABLE.

If adequate seating is not available at a facility, the officer will supply a PUBLIC SERVICE TRAILER (PST-1) REQUEST FORM (Attachment Q) to the group representative, to reserve the PST-1 for the meeting date and time. At that time, the officer will contact the Special Operations Office at 297-1312 to determine the availability on the date. If PST-1 is not available, this will allow the representative to reschedule to a time when that resource is available.

If PST-1 is available the Special Operations office will schedule that date and time, in the PST-1 log to reserve the unit. The initiating officer, will send the completed PST-1 REQUEST form through normal channels to the Special Operations office to be placed in the log.The request process should be initiated two (2) weeks prior to the meeting date. However, in priority cases, this limit may be eased.The PST-1 unit, is a 14ft. tandem-axle trailer, which can be towed by normal trailer hitches that are on command vehicles or Brush-Pumpers. Arrangements for delivery to the site and return to the PST-1 station location are the responsibility of the District Officer and/or Station Officer of the facility where the meeting is held.The PUBLIC SERVICE TRAILER (PST-1) contains:

23 Tables 45 Folding Chairs

ALL CONTENTS ARE NUMBERED, AND AN INVENTORY MUST BE COMPLETED PRIOR TO USE AND UPON RETURN TO THE VEHICLE STORAGE BUILDING.

ATTACHMENT Q - PUBLIC SERVICE TRAILER REQUEST FORM (PST)NAME OF GROUP/ORGANIZATION_____________________________ NAME OF PERSON MAKING REQUEST __________________________PHONE # ___________________________________________________DATE AND TIME OF MEETING__________________________________APPROXIMATE DURATION OF MEETING_________________________APPROXIMATE NUMBER OF PEOPLE ATTENDING MEETING_______STATION WHERE MEETING WILL BE HELD______________________SIGNATURE OF PERSON MAKING REQUEST _______________________SIGNATURE OF STATION OFFICER________________________________DATE AND TIME OF REQUEST______________________________

PST TRAILER INVENTORY: 23 TABLES 45 CHAIRS

DATE PERSONCHECKING OUT(PLEASE PRINT)

# OFTABLES

# OFCHAIRS

PERSONCHECKING IN:(PLEASE PRINT)

DATE # OFTABLES

RETURNED

# OFCHAIRS

RETURNED


UPDATED 1/1/12


ADN/040 FIREWORKS

The Oklahoma City Fire Department is responsible for the enforcement of the City's fireworks ordinance. Complaints received at any fire station/office will be referred to the fire department dispatch who will notify the Fire Prevention Bureau. The Fire Prevention Bureau agents will be on duty the nights of July 3rd and 4th to work complaints. The Oklahoma City Police Department and Lake Rangers will also be assisting the enforcement of this ordinance. Any fires (fire alarms or stills) that are caused by fireworks shall be reported by entering as a HEAT SOURCE of 54 – Fireworks in the “All Fires” Module of Visual Fire. Also, any injuries caused by fireworks are to be reported. If any fireworks are brought to any fire station to be disposed of, call the Fire Prevention Bureau, and an agent will pick them up at the station.

ADN/041 THIS PAGE LEFT INTENTIONALLY BLANK

ADN/042 RELEASE AND WAIVER OF LIABILITY

Anyone who is no employee of the Oklahoma City Fire Department is prohibited from riding in an emergency vehicle without prior approval from the Deputy Chief of Operations, or his designee and the completion of the Release and Waiver of Liability form. Individuals who are under the age of 18 (minors) must have a parent or legal guardian complete that portion of the form, which applies.

The Release and Waiver of Liability forms (Attachment R) are to be kept at each station and utilized anytime a person who does not work for the Oklahoma City Fire Department rides in an emergency vehicle. THIS APPLIES WHETHER THE VEHICLE IS TO RESPOND TO AN EMERGENCY INCIDENT OR NOT. The individual must complete the form and sign in the presence of a Fire Department witness (preferably the Company Officer), who will also sign the form on the designated line. The form is to be completed BEFORE the person rides in the vehicle.

ATTACHMENT R - RELEASE AND WAIVER OF LIABILITY FORM

Oklahoma City Fire Department - Release and Waiver of LiabilityI, the undersigned, hereby freely and of my own free will and volition, execute this document releasing The City of Oklahoma City and any of its employees from liability regarding riding in an Oklahoma City Fire Department vehicle on _________________ , 19 _____. By executing this document, it is my intent to forever discharge and release the following parties from any and all liability that may arise as the result of any injuries received while riding in an Oklahoma City Fire Department vehicle:

1. The City of Oklahoma City;2. The Oklahoma City Fire Department;3. Any and-all agents, servants, employees or independent contractors of

The City of Oklahoma City or the Oklahoma City Fire Department; and4. Any and all mechanics and maintenance personnel for The City of

Oklahoma City and the Oklahoma City Fire Department.I am fully aware that by signing this document I am releasing the above mentioned parties from liability that may arise as a result of intentional or negligent acts of these parties. Additionally, it is my intent to release the above-mentioned parties from liability relating to any accident and resulting injuries and/or death that may occur while riding in an Oklahoma City Fire Department vehicle.Each of the undersigned hereby agree with all provisions of this waiver:Person riding OCFD vehicle: Complete Parent or legal guardian: Complete if child is under

the age of 18 years._______________________________ ________________________________Print full name Print full name of Parent/Guardian_______________________________ ______________________________Social Security Number Social Security Number of Parent/Guardian________________________________ ______________________________Signature Signature of Parent/Guardian


UPDATED 7/1/09

UPDATED 7/1/12

UPDATED 7/1/12

BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 6464 of of 101101__________________________________ Date of Birth __________________Witness



ADN/043 MUTUAL ASSISTANCE AGREEMENT

The City of Oklahoma City has Mutual Aid Agreements with other municipalities. The intent is to secure the benefits of Mutual Aid in the protection of life and property from fire and in fire fighting, in the respective municipalities. The agreements exist under the following general terms:

1. When requested by an authorized representative of the Oklahoma City Fire Department, to a authorized representative of a participating city, that city(s) equipment and personnel will be dispatched to any location, as designated by the representatives of the Oklahoma City Fire Department, within the area for which the Oklahoma City Fire Department normally provides fire protection.

2. When requested by an authorized representative of a participating city(s), the Oklahoma City Fire Department will reciprocate in the manner described above.

3. Any dispatch of equipment and personnel are subject to the following conditions:

a) Any request for aid shall include a statement of the amount and type of equipment and personnel requested, and shall specify the location to which the equipment and personnel are to be dispatched, but the actual amount and type of equipment and number of personnel to be furnished shall be determined by a representative of the responding organization.

b) The responding organization shall report to the officer in charge/Incident Commander of the requesting organization at the location to which the equipment was dispatched, and shall be subject to the orders of that official/Incident Commander.

c) Upon arrival, Oklahoma City Operations will be established and will work within the Incident Command System until released by the requesting authority/Incident Commander. A responding organization shall be released by the requesting organization when the services of the responding organization are needed within the area for which it normally provides fire protection, as determined by the authorized representative of the responding organization.

d) Each party waives all claims against the other party for compensation for any loss, damage, personal injury, or death occurring as a consequence of the performance of this agreement.

e) All equipment used shall be owned by the respective departments at the time of the incident. All personnel involved shall be an employee or volunteer member of their respective Fire Department.

4. The agreements may be terminated at any time by any of the parties by written notification thirty (30) days prior to the effective date of such termination.

5. It is not the intent of this mutual assistance agreement to create any rights in any third parties.

6. The Chief of the Fire Department of each entity shall be an authorized representative of said Department and may designate such subordinates in the Department as is determined necessary to act in the Chief’s absence. Each Chief shall provide a list of authorized representatives and phone numbers for contact purposes.

7. These agreements may not be assigned except upon the prior written consent of all parties.

8. These agreements may not be amended except by express written agreement of all parties.

9. None of the parties hereto waives any defenses or rights available pursuant to the Governmental Tort Claims Act at 51 O.S. 151 et.seq., common law, statutes, or constitutions of the United States or the State of Oklahoma by entering into these agreement.

ADN/044 CONTACTING DISPATCH OFFICE

Any personnel who have problems with the Dispatch work section or its personnel, should route their concerns through their District Officer.


UPDATED 7/1/07

UPDATED 7/1/12


ADN/045 OPERATING OCFD VEHICLES IN LIMITED OR CONFINED AREAS

PURPOSE: To provide company officers and apparatus operators with procedures for operating OCFD vehicles in limited or confined areas.

POLICY: The apparatus operator and company officer are responsible for ensuring that their apparatus has adequate clearance anytime the apparatus is in motion. When the apparatus is placed into motion, each person in the vehicle should consider the safety of the crew and adequate vehicle clearance as part of their job. Apparatus operators should heed the concerns of any member (via headsets, radio, verbal, or visual means).

Anytime the driver and or officer of an Oklahoma City Fire Department vehicle questions the available clearance to proceed without causing damage to the apparatus or other property, the driver of the OCFD vehicle should come to a complete stop to allow OCFD passengers / crew to disembark to act as ground guides.

1. Proceed with extreme caution (very slow and careful) with all occupants continually checking to ensure adequate apparatus clearance.

2. The officer will be responsible to ensure adequate clearance around, over and under the apparatus. The officer and any crewmember, who is not in direct communication with the driver, should be provided with a radio to transmit the need for an emergency stop. All other directions, other than an emergency stop, may be conducted with hand signals and/or flashlights.

3. In dark or dimly light situations, each crewmember that exits the apparatus will carry a working flashlight and wear the orange traffic vest or bunker gear. Flashlights should be directed to illuminate any obstacle(s) that may potentially come into contact with the apparatus.

4. Proceed by an alternate route.

5. Wait until the crew or other available resources can move the obstacles.

NOTE: When an OCFD vehicle has only one employee assigned and there are not any additional OCFD personnel available to assist the driver, the operator will use extreme caution to ensure the vehicle does not contact other objects. Other options/routes should be considered and other resources utilized prior to making the determination to proceed through diminished areas. Remember that the short delay caused by proceeding with caution cannot compare to not arriving at all due to injury or damage to apparatus or other property.

OTHER OCFD POLICIES TO REFERENCE:Administration Book - Administration SectionADN/010 – Injury Reporting System,ADN/011 – Accident/Incident Reporting PolicyADN/012 – Accident Review BoardADN/026 – Vehicle Assignment and Use PolicyADN/046 – Seatbelt UsageADN/049 – Overhead DoorsADN/050 – Backing Procedures.

ADN/046 MANDATORY SEAT BELT USAGE

All fire department personnel shall wear a properly adjusted and fastened safety seat belt system while riding in, or operating, a fire department vehicle of any type while that vehicle is in motion. This includes all response apparatus and all support vehicles such as pickups, vans, and automobiles.



ADN/047 MANDATORY SCBA USAGE POLICY

PURPOSE: To ensure the safety and well being of all Fire Department Personnel by preventing inhalation injuries.

It is the policy of the Oklahoma City Fire Department that all company/acting company officers and all other personnel responding to incidents make SCBA usage mandatory for themselves and their crews when operating in all situations of contaminated atmospheres.

The SCBA shall be donned and functioning properly, in the positive pressure mode when contaminated/suspected contaminated atmospheres are entered such as, but not limited to: fire situations, oxygen deficient atmospheres and hazardous materials incidents (below and above grade).

In other incidents such as outside fires, an officer/acting officer may determine that SCBA usage is not necessary. If contaminated atmospheres can be anticipated, SCBA usage is required.

NOTE: In post fire activities the Incident Command may allow SCBA removed when areas within that incident are no longer contaminated.

Adherence to this policy is the responsibility of all command personnel as well as each individual. Each supervisor/acting supervisor is responsible for compliance of themselves and all respective crew members they are supervising.

An officer/acting officer who does not enforce this policy is subject to disciplinary measures as is the individual who does not comply with this policy.

LOW AIR ALARM - VIBRALERT ACTUATION: Whenever a company is operating inside a hazardous atmosphere and the Vibralert actuates from one or more company member(s), the company officer at their discretion may determine to leave the area as a team or having the staffing available may opt to send team members out in pairs. This will be acceptable only as long as the buddy system is always intact (work in pairs). Each team of two or more people shall have at least one radio. Consideration should be given to the smoke and fire conditions as well as the size of the structure when allowing members of the company to leave the structure to change out their air cylinder. The company officer shall notify command (or to whomever they are reporting to) that company members are coming out.

Each company shall have a pre-determined meeting place outside the structure where company member(s) will go once they have changed out their air cylinder. This location should be communicated to all company members at shift change.

Example: The air van

The tailboard of your assigned apparatus

The tailboard of the engine flowing water

The curb directly in front of the structure

The command post

When company members that stayed inside the structure exit, they should go to the predetermined meeting place to account for a company PAR.

At no time shall one member in the company be allowed to stay inside the structure or in the hazardous area alone (always work in pairs).

To keep company integrity intact, at no time shall members of a company that has left their company to change out air cylinders attempt to go back inside the structure to find their company (exception: company officer is still inside and calls for them.)



ADN/048 PROTECTIVE CLOTHING POLICY AND PROCEDURE

The hazards associated with emergency incidents are well documented and in some cases cannot be eliminated. In order to minimize the severity and number of injuries, we must take all reasonable precautions and fully utilize our knowledge, experience, and protective equipment. The following policy and procedures shall be adopted:1. Full protective clothing shall be worn at all times when operating at any

incident that requires personal protection; whether an actual or potential hazard exists. Articles of protective clothing or equipment issued by the Fire Department or approved by the Fire Chief will be the only items used by department personnel.

2. An incident is to be considered: Any situation or circumstance that requires a response from Fire Department personnel to include, but not limited to, first-aid, rescue, hazardous materials, vehicle accidents, fire suppression, etc., and the surrounding area(s). The area(s) that is to be considered part of an incident will vary depending upon the situation. It is intended that anyone in close proximity to an incident shall wear whatever protective clothing is necessary to afford complete personal protection. This will include Apparatus Operators working in areas adjacent to the incident.

3. Protective clothing and equipment shall be worn in a manner that will fully utilize the protection afforded by each component.Full protective clothing is considered to be the following:

a) Helmet with approved protective hood.

b) Turnout coat and trousers with liners.c) Knee Boots.

d) Gloves.e) SCBA as per mandatory SCBA

Usage Policy.f) PASS device.

NOTE: Other items of protective clothing to be worn when applicable include: ear plugs and earmuffs, goggles, specialized grass firefighting protective clothing and haz-mat ensembles.

4. Suppression personnel shall don their appropriate protective clothing and equipment dictated by incident needs, before entry into the incident area.

5. Apparatus Operators who are operating pumps or aerial turntables at an incident shall don appropriate protective clothing after the apparatus is placed in operation. Apparatus Operators away from the designated incident area may wear portions of their protective clothing as needed.

6. When operating at EMS incidents, all personnel shall wear whatever protective clothing is necessary to afford complete personal protection. See Exposure Control Plan for further information.

7. Personnel operating at the Command Post (C.P.) will not be required to wear protective clothing unless the C.P. is located within the incident area (see item #2). Personnel who leave the C.P. and enter the incident area shall wear full protective clothing.

8. All support personnel responding to an incident shall don the level of protective clothing necessary for their assigned duties. All personnel not wearing appropriate protective clothing or equipment shall remain outside the designated incident area.

9. Reflective Traffic Safety Vest - Shall be worn by personnel when their visibility needs to be enhanced. For example, when backing apparatus, directing traffic, vehicle accidents or other situations deemed necessary by the company officer or individual.

10. Lightweight Firefighting Gear - This protective clothing is designed for wildland fire fighting. This clothing must not be worn to combat interior structure fires or be altered without approval. It must be worn in conjunction with the approved helmet, gloves, goggles and footwear. For other unique/specific operations, protective clothing and equipment appropriate for that type of operations must be worn. Lightweight firefighter gear may be worn for other operations, if approved by Incident Commander (IC).

11. Disposable Canister Mask - May be worn while operating at wildland fires. The mask should be tested by personnel while it is new to obtain a feel for its ease of breathing. The filter should be changed when inhalations become difficult. REMEMBER!! These masks have particulate filters. They MUST NOT be worn in toxic atmospheres (i.e., structure fires, car fires, etc.).

12. Reducing the level of protective clothing will only be authorized by the officer-in-charge of the incident . To make the decision, the potential for injury from the incident hazards should be weighed against the potential for heat stress injuries, excessive fatigue, etc. Personnel should be allowed to remove parts of their protective clothing only after the risks have been carefully assessed.


UPDATED 7/1/05

BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 6969 of of 101101In situations for which no guidelines have been provided,

the proper protective clothing to protect against all foreseeable hazards shall be worn.ADN/048 PROTECTIVE CLOTHING POLICY AND PROCEDURE - continued

13. Drag Rescue Device (DRD) – is attached to the outer shell of all turnout coats meeting NFPA 1971 Standard on Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting 2007 Edition. It's purpose is to aid firefighters with the rescue of an incapacitated firefighter by drafting the member along a horizontal plane. This is not an escape harness for vertical lifting or lowering a downed member or victim. The stitched overlapped ends of the harness have been UL tested and are rated for 2000 lbs.

Correct use of the DRD: Call for a MAYDAY if one has not

already been called. Assess victim status and route of

escape. Lift back collar flap: engage the DRD

by pulling the hand loop until fully extended.

Obtain a good grip and drag victim from the hazardous area.

Pull with your legs, not your back

Re-employment after use: After use, open front of the coat to allow

room around the wearer. Have a second firefighter reach up inside the

back of the coat between the outer shell and inside liner; grasp deployed straps and pull down until the strap label is centered under the flap.

Close the flap.

Inspect DRD upon receipt, after each use and monthly for: Chemical attack or

discoloration. Thread and or stitching wear. Cuts, holes, unusual wear or

abrasion. Burn damage or discoloration.** Damage of any kind to the DRD, requires

the DRD be taken out of service for repairs or be destroyed.

Cleaning instructions: Remove the DRD from the coat prior to

laundering either the DRD or the coat. Using a mild liquid detergent, wash the DRD

by hand and rinse thoroughly. Do not use chlorine bleach. Hang harness to air dry away from sunlight or

fluorescent light. Reinstall the DRD.

Re-installing the DRD:1. After laundering, the DRD must be

loaded into the garment correctly.2. With liner removed, place straps

vertical with yellow stress loop in the up position.

5. Make certain stitched overlapped ends are between the outer shell and the vertical straps.

3. Strap label should be centered under the flap.

6. Insert liner through loops of the strap.

7. Re-insert liner sleeves into the outer shell sleeves and complete fastening the liner to the shell.

4. Fold the strap up under itself as shown below.


UPDATED 1/1/08


ADN/048 PROTECTIVE CLOTHING POLICY AND PROCEDURE - continued

CARE OF STRUCTURAL FIREFIGHTER PERSONAL PROTECTIVE CLOTHINGReferences: NFPA 1500 (Fire Dept. Safety and Health Program) OSHA 29 CFR 1910.132 (Personal Protective Equipment), OCFD Administration Policies and Procedures ADN/048 (Protective Clothing) and OCFD Exposure Control Manual.Due to the hazardous atmospheres and conditions encountered by firefighters, bunker apparel must be cleaned and maintained according to manufacturer's suggested procedures for maintenance to provide designed adequate protection. This protective clothing is not proximity or entry gear. It is not designed to be kept in direct contact with flames or molten metal, or for protection against hazardous chemical, biological or radiological agents.

Service life and flame resistance increase if abrasive, flammable dirt and contaminants are removed. Protective clothing should be inspected daily, or more often if subjected to heavy use. While these fabrics are inherently flame retardant, if contaminated with unburned byproducts of combustion as well as other flammable contaminants will reduce the ability of the clothing to resist flame, and may not only ignite but continue to burn when it normally would self-extinguish.

Although PBI KEVLAR and NOMEX aramids are entirely different fabrics, the cleaning procedures are identical. The following guidelines are abbreviated versions. If further information is needed, refer to the manufacturer's cleaning procedures label on the clothing or the booklet attached when issued.1. Each employee will ensure that their protective equipment is inspected prior to

relieving a co-worker. Inspection will include personal protective equipment for eyes, face, head, and extremities, protective clothing, respiratory devices, personal alert systems and protective shields and barriers. All personal protective equipment will be used and maintained in a sanitary and reliable condition according to manufacturer’s instructions.

2. All OCFD personnel who are issued structural or wildland fire fighting protective clothing will wash all clothing that has been worn within the last six months, using OCFD washer/extractors and following manufacturer’s instructions.

3. An inspection by the Company Officer for all crew members shall be completed at least semi-annually. The Company Officer shall ensure all personal protective equipment is used and maintained in a sanitary and reliable condition according to manufacturer’s recommendations.

4. All structural and wildland fire fighting personal protective clothing will be washed at least semi-annually. After washing and drying the protective clothing in accordance with OCFD, garment manufacturer’s and washing machine instructions, inspect the clothing and equipment using the following checklist:

FIRE FIGHTING ENSEMBLE All Materials should be free from tears, embrittlement, and fraying. Reflective trim should show no signs of abrasion or loss of reflectivity. All pockets, knee and other accessory items should be firmly attached to the garment and

show no signs of excessive wear. Where fabric color change is noted, a condition that high heat exposure or ultraviolet

exposure could cause, the entire area should be checked for loss of tear strength. Any garment that is heavily soiled with hydrocarbons should be taken out of service

immediately.HELMETS

Inspect the shield hardware for seizing. Inspect the shield for clarity. Inspect the earflaps for proper installation and cleanliness. Inspect for exposure to extreme heat (reflective bars or letters have run lines in them). Inspect the impact cap. Inspect for overall cleanliness and to ensure all the components are in place.




HOODS Inspect for cleanliness Inspect all seams and material inside and out

for charring, burns, or holes Have fire fighter don SCBA face piece and

hood, check for proper elasticity and fit.COAT Inspect for cleanliness Inspect for holes, burns, or tears Inspect seams and stitching (including

reflective trim) Inspect zippers and velcro closures (if velcro

has lint and thread in it, it needs to be cleaned out. This condition is often caused by washing without closing velcro.

Inspect collar and cuffs for excessive wear Inspect all snaps, inside and out Inspect the liner for rips and excessive wear Inspect wristlets for stretching or other

damage. Place liner on a flat surface with the dry

thermal barrier facing down and the dry moisture barrier facing up. Pour about 1/2 cup of water on the high abrasion areas of the moisture barrier (shoulders, elbows…) and wait a few minutes. If the water passes through the moisture barrier and wets the thermal barrier, your liner should be removed from service.

BOOTS Inspect for cleanliness Inspect for damage (punctures, cuts,

cracking…) Inspect for leakage Check for proper fit

PANTS Inspect for cleanliness Inspect for holes, burns, or tears Inspect seams and stitching (including

reflective trim) Inspect cuffs for fraying (pants may be too

long) Inspect suspender attachment points (should

be eight) Inspect hooks, d-rings, and snaps, inside and

out Place liner on a flat surface with the dry

thermal barrier facing down and the dry moisture barrier facing up. Pour about 1/2 cup of water on the high abrasion areas of the moisture barrier (crotch, knees, seat of the pants…) and wait a few minutes. If the water passes through the moisture barrier and wets the thermal barrier, your liner should be removed from service.

SUSPENDERS Inspect for proper elasticity Inspect suspender loops for damage or

unauthorized repair (tape).GLOVES Inspect for cleanliness Inspect for cuts, tears, or separation of seams Inspect wristlets for stretching or other

damage

After PPE has been cleaned and inspected, the Station Officer will log their findings on the personal protective equipment log sheet. The Station Officer will also ensure any necessary repair or replacement procedures are initiated.

WARNINGS: FOLLOW MANUFACTURER AND WASHER INSTRUCTIONS

FORM ADN/048 - PERSONAL PROTECTIVE EQUIPMENTWARNING!

AT NO TIME WILL BUNKER CLOTHING CONTAMINATED BY HAZARDOUS CHEMICALS OR BIOHAZARDS WASTE BE

TAKEN HOME OR TO A PUBLIC LAUNDRY TO BE

CLEANED!

REFER TO THE OKLAHOMA CITY FIRE DEPARTMENT

"EXPOSURE CONTROL PLAN"




PERSONAL ALERT DEVICE - PADPAD is an automatic personal distress alarm that will activate automatically when the wearer is motionless for a specified amount of time. The PAD can also be activated manually. Anyone entering an IDLH area should be wearing the PAD. The unit will need to be cleaned and dried whenever it is subject to debris; use mild soap and water.HELMET MARKINGS AND CAREThere will not be any names or any other markings allowed on the outside of the fire department helmet that is not factory issue except station numbers, initials, rig assignment, and the American Flag. The numbers and letters will be issued from the Fire Department Operations Division only. Any changes must be approved by the Deputy Chief of Operations.

Helmet Color Coding SystemWhite Chief OfficersRed Majors and CaptainsBlack Lieutenants and SergeantsYellow Corporals, Firefighters, and Recruits

The helmets used by the Oklahoma City Fire Department are made of high-impact polycarbonate. When they were new, they could withstand a 30,000 volt shock. To do this, they must be kept clean. The carbon and soot on these helmets will carry electrical current and you could be electrocuted if your helmet comes in contact with an electrical power line. Tar, oil, grease, and some paints will soften this polycarbonate material until it will not withstand the impact that it was designed to withstand. The following are guides for the proper care and maintenance of fire department helmets:1. Dirt and foreign matter should be washed from the helmet with

soap and water.2. Chemicals, oils, paint, and petroleum products must be removed

from the helmet as soon as possible since the agents attack and soften the polycarbonate shell material and reduce its impact and dielectric protection.

3. Solvent may be used to remove tar and grease, but the helmet must be washed with soap and water immediately after using solvent.

4. No abrasive material should be used to clean helmets.5. A coat of wax or polish applied when the helmet is clean will

make it easier to clean when dirty.It is the responsibility of company officers and district officers to see that helmets are kept clean at all times.REPLACEMENT OF PROTECTIVE CLOTHING AND EQUIPMENTAnytime protective clothing and/or equipment is lost, damaged, or worn to the point it must be replaced, a protective clothing request form (attachment S) will be completed and signed by the District Officer. The completed form will be turned in at the Operations Division PPE storage facility for replacement of the clothing/equipment. Any item not listed on the form can be listed in the remarks section of the form. The exception to the above is replacement of SCBAs. To replace an SCBA, a City of Oklahoma City Building/Property Damage Report form (see attachment T) must be completed, along with a letter of explanation.


UPDATED 7/1/07



ATTACHMENT S - PROTECTIVE CLOTHING REQUESTProtective Clothing Inventory Or Request Form

Date: _____________________Name: _____________________________ Employee #:________________Station/Work Place___________________ Shift:_____________________

Check items needed:

Pass Device Type:____Mfg:_________Serial #:_____________NFPA# or Date:______Bunker Boots:____Size:__________Mfg:_____________________________________Type:___________(Rubber or Leather) Stock #:______________NFPA# or Date:______

Bunker Coat: ____Long Style Size:______Short Style Size: ______Mfg:___________NFPA:______Model or Serial #:____________Cut # or Order #:__________________

Bunker Pants:___High Style Size: ______Waist Style Size: ______Mfg:___________NFPA:______Model or Serial #:____________Cut # or Order #___________________

Suspenders:___ High Style:________Waist Style: ________Mfg:_______________Hood:______Mfg:_____________NFPA # or Date:_________Material Type:_______Gloves:____Size:_____________Mfg:___________________Lot#:______________

Helmet:____Mfg:_____________Style:__________Model#____________Color:_____Helmet Suspensions:__________Helmet Chin Straps:_______Helmet Shield:______Helmet Decals: 1: _____ 2:______ 3:_____ 4:_____5:_____ 6/9: _____7:____

8: ___ 0: ___ Color:________Hearing Protectors:_______Mfg:________Model #:______Ear Plugs:_____(Yes or No)Grass Gear: Coat: ____Size: ____Pants: ____Size: ____Mfg:_______Model#:________Forestry Boots:______Size:_____Mfg:__________Stock/Model#:_________________Forestry Ear & Neck Protection:_______________Mfg:_________________________Forestry Helmet:____________Mfg:___________Model#:_____________NFPA:_____Forestry Goggles:___________Mfg:___________Personal Facepiece (SCBA):__________Mfg:_____________Size:______________Remarks:__________________________________________________________________________________________ ____________________________________Employee Signature District Chief Signature (Required)

ATTACHMENT T - OKC BUILDING/PROPERTY DAMAGE REPORTBack page of Building Damage Report

Instructions for Completing ReportPurpose: The City of Oklahoma City has implemented various methods to insure its buildings and property. The reporting of all damages to City property (however minor) is important (1) to insure adequate reserves are maintained to repair/replace, and (2) to apply insurance reimbursement when our deductible is reached.Use: This form should be used for all personal and real City property including vehicles. Real property is generally identified as land, buildings and other improvements attached to land. Personal property is commonly more mobile and not so attached to land or buildings. This form should be completed whenever City property is damaged under any of the following circumstances: (1) Windstorm, (2) Hail, (3) Aircraft, (4) Riot, (5) Vehicle, (6) Explosion, (7) Strike, (8) Theft, (9) Vandalism, (10) Malicious Mischief, (11) Fire and (12) Lightning. The sections to be completed are considered self-explanatory, however, if there are questions contact the Risk Management Division. If additional space is needed, comments/descriptions/etc can be made in


BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 7474 of of 101101the space provided below.




DECONTAMINATION/DISPOSAL of PERSONAL PROTECTIVE CLOTHING and EQUIPMENTPURPOSE: All Oklahoma City Fire Department personnel will make every effort to avoid contaminating their personal protective equipment (i.e. bunker gear, gloves, nomex hoods, boots, helmets and SCBA). Realizing that this may be unavoidable in certain instances, such as rescue situations and/or unintentional contact with hazardous substances, the following guidelines have been instituted:1. At any scene where a possible contaminant has been identified to exist, the

Incident Commander will determine if any responding personnel’s protective clothing has been contaminated.

2. The determination of whether contamination exists will be made prior to any personnel being allowed to leave the scene.

3. If a determination of contamination is made, the proper course of action must be identified and the appropriate method of handling determined before any personnel is allowed to leave the scene.

4. Prior to leaving the scene, the IC will direct any subsequent action necessary to implement the chosen method of handling.

5. If the IC is uncertain as to whether the responding personnel’s protective clothing has been contaminated, the IC will proceed as if contamination has occurred until otherwise determined.

6. The Hazmat Team may be contacted in one of the ways outlined below to assist in such determination.

A. The IC may determine that the protective clothing can be decontaminated at the fire station by the responding personnel. The IC may then release the personnel to return to the station for such decontamination. The IC should not make such a determination unless certain that the protective gear can be successfully decontaminated at the station. Considerations the IC must take into account in making this decision are:1. Types

of substances involved2. The

extent of exposure3. Exper

tise of the IC

If any uncertainty exists as to the success of decontamination, the IC will contact the Hazmat Team prior to determining the

method of handling.

B. Contact the Hazmat Team via telephone or dispatch for risk assessment. The responding Hazmat Team member will provide the IC with additional information on the hazardous substance and will make recommendations as to the appropriate method of handling. To better enable the responding Hazmat Team member to make an appropriate method recommendation, the IC will provide to the responding Hazmat Team member all known pertinent information regarding the contaminating product. If possible, a MSDS for the contaminating product will be obtained.

C. Request Hazmat to respond to the scene if not initially dispatched. At any scene where the IC desires an on-site contamination risk assessment, the Hazmat Team will respond to the scene at the IC’s request. Hazmat should always be dispatched to a scene if the IC is uncertain as to what substance is involved, or if known hazardous substances are involved. If the Hazmat Team is dispatched to a scene, the Hazmat Team will function in its usual capacity, and will additionally make recommendations as to the appropriate method of handling the contaminated protective clothing. The final decision concerning the suitable method of handling the contaminated protective clothing at the emergency scene will be made by the Incident Commander.

7. Method of Handling:A. Methods of Handling the affected PPE may include, but are not limited to:

1. On-scene decontamination by responding personnel and/or Hazmat Team.2. Responding personnel placing the affected PPE in plastic bags for transporting back to the fire

station for thorough washing with warm soapy water, rinsing and air-drying.3. Turning the affected PPE over to the responding clean-up contractor for disposal.4. Placing the affected PPE in plastic bags for later disposal or decontamination.5. Transporting to the station for washing in the District commercial washer/extractor with the Safety

Officer’s approval.


BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 7676 of of 1011016. Arranging, through the Safety Officer, to have the affected PPE transported to a commercial cleaners

for commercial washing.8. Further Considerations:

A. Once PPE has been identified as contaminated, no personnel will use the contaminated PPE until the designated Method Of Handling has been determined.

B. Replacement gear for contaminated PPE will be issued as soon as possible. The incident commander will notify the Deputy Chief of Operations or his designee of the equipment contamination and the need for replacement. The Deputy of Operations or designee will facilitate the replacement.




The following section is to provide a minimum standard guideline for OCFD personnel to select and use the level of Personal Protective Equipment needed.All personnel will select the appropriate PPE needed for the situation. Company Officers are responsible to assure that all personnel are utilizing the level of PPE needed from the guidelines provided.1. EMS - At a minimum will be Safety Glasses, latex gloves. On full arrest and

suspected communicable disease, splash protection for the face will be utilized, i.e. TB mask, face shields. Scenes involving copious amounts of body fluids will require personnel to utilize disposable gowns, eye, face protection, latex gloves, and if incident dictates, TB masks.

2. Vehicle Accidents - At a minimum helmet, bunker coat, or reflective vests, latex gloves. If extrication is required, the minimum PPE will require helmet safety glasses or goggles, bunker coat, bunker pants, bunker boots, bunker gloves with latex gloves under leather gloves. Extrication gloves may be worn, but latex gloves will be required under extrication gloves. If fire is present on the scene, SCBA and firefighting hood will also be required in addition to above listed PPE.

3. Vehicle Fires - Helmet, bunker coats, bunker pants, firefighting gloves, firefighting boots, firefighting hood and SCBA with face piece on and with personnel breathing air.

4. Wildland Fire - Full compliment of bunker gear, structural or wildland gear, and eye protection. In extreme conditions firefighting hood and SCBA with wildland canister attached.

5. Dumpster Fire - Helmet, bunker coat, bunker pants, firefighting gloves, firefighting boots, firefighting hood and SCBA with face piece on and with personnel breathing air.

6. Technical Rescue - Rescue Helmet with chinstrap, wildland bunker gear and/or Nomex coveralls or Nomex BDU's with long sleeve Class C Shirt. If the firefighter is working in an oxygen deficient atmosphere a Supplied Air Breathing Apparatus (SABA) will be used by trained personnel.

7. Hazardous Materials - The level of protection for all Operations Level Personnel will be helmet, bunker coat, bunker pants, firefighting boots, firefighting gloves, firefighting hood, and SCBA. The HazMat Branch or HazMat Team will determine the level of protection for all Technician Level Personnel.

8. Structural Fire : Helmet, bunker coats, bunker pants, firefighting gloves, firefighting boots, firefighting hood and SCBA with face piece on and with personnel breathing air. Personal PASS devices will be utilized unless an integrated PASS SCBA is utilized.

ADN/049 APPARATUS DOORS

Each facility supervisor and or station officer will be responsible for conducting regular training concerning good habits to prevent accidents when entering or exiting through the Apparatus doors at the work site. The officer will ensure each person on the apparatus is aware of their responsibilities to ensure we safely enter and exit Apparatus doors. The officer will advise personnel to connect your safety belt as soon as possible and advise the apparatus driver "Ready". The officer will advise personnel to keep compartment doors closed. If you walk away from the apparatus, close and secure the compartment door. Closed and secure means just that. If you open it, you close it before walking away.EXITING THE APPARATUS ROOM / APPARATUS DOORSingle Company Fire Station:The officer will assign a firefighter to shut the apparatus door. The officer and the rest of the crew will get in the apparatus and put seat belts on and each passenger should verbally state "Ready". Once the apparatus stops clear of the door the firefighter outside the apparatus, after insuring door closes, will get in the apparatus and fasten his/her seat belt and verbally state "Ready" which will be the signal for the driver to proceed to the incident.

Multi Company Fire Station: (With Single Company Response)Everyone assigned to the apparatus will bunk out if needed, prior to getting in the apparatus. Once inside the apparatus place seat belt on. Each passenger should verbally state "Ready". Once the driver hears everyone on the apparatus advise him/her "Ready", he/she will proceed slowly out the door. This procedure should be followed anytime the crew is in the apparatus leaving the fire station, emergency call or not.It is the driver's responsibility to ensure the Apparatus door is fully open before leaving the station. For stations using "common" overhead doors, the driver should look up and make sure the door is at or above the paint stripe on the side of the doorway before exiting through the doorway. For stations using the "bi-fold" doors, the driver should confirm that the doors have fully opened and come to a complete stop.


UPDATED 1/1/08

UPDATED 1/1/12


ADN/049 APPARATUS DOORS - continued

The driver of the apparatus is responsible for the clearance when leaving the apparatus room. The driver is also responsible for ensuring all compartments are closed before exiting the apparatus room. After personnel are in the apparatus and they advise the driver "Ready", the driver will slowly exit the apparatus room at idle speed until the apparatus clears the door opening. At this time, if a firefighter was assigned to close the door they can get in the apparatus, fasten their seat belt, and advise the driver "Ready". The driver can then proceed to drive to the destination or incident. Some rig pedals may be difficult to manage while wearing bunker boots. The driver should wait to put on

bunker gear in this instance. If the driver chooses they can have spotters get out of the apparatus and assist with exiting the apparatus room. If only one apparatus is at the Fire Station follow instructions for "Single Company Fire Station" Remember that the short delay caused by proceeding with caution cannot compare to not arriving at all due to

injury or damage to apparatus or the rig room door. Apparatus doors should be fully open; or completely closed. Never leave the door half-way open.

ENTERING THE APPARATUS ROOM / APPARATUS DOORAll passengers will exit and assist the driver anytime an apparatus is entering through an apparatus door opening. If it is not necessary to back up an apparatus DON'T. If you do have to back up, a two foot clearance in front of and behind the apparatus is preferred.

Note: When an OCFD vehicle has only one or two personnel assigned and there are no additional OCFD personnel to assist the driver, the operator will use extreme caution to ensure the vehicle does not contact other objects. Other options should be considered and other resources utilized prior to making the determination to proceed.

PARKING THE APPARTUS AT DIFFERENT FIRE STATION & RESERVE EQUIPMENTExtra caution should be taken when an apparatus is relocated to a different fire station or in a reserve piece of equipment pulling into or out of your station. The company officer should make every effort to ensure height, width and length clearances before the driver pulls in or backs into a Fire Station. If it is not necessary to back up an apparatus DON'T. If you do have to back up, a two foot clearance in front of and behind the apparatus is preferred.

STATION TOUR & VISITORS IN THE STATIONThe station tour guide should advise everyone in the group the procedure to use if an alarm is dispatched. It is also good practice if small children are visiting the station that each firefighter checks around and under the apparatus for added safety. Anyone left in the rig room needs to stay clear of vehicle exhaust system hoses.

ADN/050 APPARATUS BACKING PROCEDURES DELETED - ADDED TO BLUE BOOK II

ADN/051 AIR FILTER REPLACEMENT PROGRAM

To improve the overall air quality of all Fire Department facilities and cut down on airborne pollutants that we meet each day, regular changing of the filters will put less strain on the HVAC systems and therefore extend the life of these units. The filters will be changed three times a year. Building Management should be contacted to obtain the correct size filter for each HVAC system. To ensure that all filters get changed, all facilities will be placed on a rotating schedule. Each facility will get enough filters to last for a year. Some facilities will need filters replaced more often, therefore, filters should be checked periodically.

Jan., May, Sept. Districts 601, 602 Fire Administration Public Education Code EnforcementFeb., July, Oct. Districts 603, 605 Base Shop Fire InvestigationMar., Aug., Nov. Districts 604, 606 Maintenance Shop Training

Note: If the HVAC has a permanent filter it should be rinsed off according to the schedule.

ADN/052 HAZARD COMMUNICATION SAFETY PLANThe primary purpose of this program is to lessen or eliminate chemical exposures so that you can return home safe and healthy. This program will also inform interested persons, including employees, that the Oklahoma City Fire Department is in compliance with the Oklahoma Hazard Communication Standard, (Oklahoma State Statute, Title 380, Chapter 45), by adhering to the following.


UPDATED 7/1/05

UPDATED 1/1/12

BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 8080 of of 101101 Using a hazardous chemicals list Using material safety data sheets

(MSDS’s) Ensuring that containers are labeled

Providing our employees with training and information at least annually or when new hazards and chemicals are introduced into the OCFD workplace

ADN/052 HAZARD COMMUNICATION SAFETY PLAN - continued

This program applies to all work operations within the department where employees may be exposed to hazardous substances under normal working conditions or during an emergency situation. The Safety Officer is the program coordinator, acting as the representative of the fire department to the City of Oklahoma City. The City of Oklahoma City has overall responsibility for the program. The Safety Officer will review and update the program as necessary. Copies of the written program may be obtained from the office of the Safety Officer and are located at all work sites in the OCFD Standard Operating Procedure manuals. The Safety Office will review hazardous chemical MSDS’ before the chemical is introduced into the OCFD workplace. All employees, or their designated representatives, can obtain further information on this written program, the hazard communication standard, applicable MSDS’s, and chemical information lists from the Safety Officer. Under this program, our employees will be informed of the contents of the Hazard Communication Standard, the hazardous properties of chemicals with which they work, safe handling procedures, and measures to take to protect themselves from these chemicals.

CHEMICAL INVENTORY LISTS (CIL)The chemical inventory is a list of hazardous chemicals known to be present in the workplace. Anyone coming in contact with any of the hazardous chemicals listed should have knowledge of what those chemicals are and how to protect themselves. That is why it is so important for the Safety Officer (our responsible hazard evaluator) to identify and evaluate each and every hazardous chemical in the workplace, whether it is found in a container or generated in work operations (i.e., welding fumes). The Safety Officer will review purchase orders periodically to identify chemicals not on the workplace chemical inventory list. The hazardous chemicals on the list can cover a variety of physical forms including liquids, solids, gases, vapors, fumes, and mists. When a new hazard exists updates will be performed within 15 days. The Safety Officer will review the inventory list each February. The updated lists, along with related work practices used in our facilities will be filed in the Safety Officer’s office, Maintenance Shop, and in the SOP Manuals at each work site for accessibility during work hours. (See Appendix “A” for an example of the Chemical Inventory List) An MSDS is required for every chemical on the completed chemical inventory list. The Safety Officer or designated representative must approve any new chemicals; therefore MSDS’s will be forwarded to the Safety Officer's office prior to chemical distribution to the work site.

MATERIAL SAFETY DATA SHEET (MSDS)The MSDS’s we use are fact sheets for chemicals that pose a physical or health hazard in the workplace. MSDS’s provide our employees with specific information on the chemicals that they use. (See Appendix “B” for specific MSDS requirements). All OCFD employees are responsible for acquiring an MSDS for materials they have ordered that require one. See Appendix “C” for MATERIAL SAFETY DATA SHEET REQUEST FORM.

The employee who ordered the material is responsible for ensuring the MSDS is sent to the Safety Office.

Work sites receiving products for distribution, which require an MSDS will ensure a copy of the MSDS has been filed with the Safety Office PRIOR TO DISTRIBUTION OF THE PRODUCT.

All work sites receiving products for distribution and/or use will make sure there is a record of the material on the current Chemical Information List, and place the new MSDS in the on-site MSDS Book.

The Material Safety Data Sheets are kept at all OCFD work sites. There will be one MSDS master list maintained in the Safety Office. Employees can obtain access at anytime to MSDS’s by contacting their immediate supervisor. If the MSDS is not received at the time of the first shipment, the supervisor of the work site that receives the product shall make an immediate request using the “MATERIAL SAFETY DATA SHEET REQUEST FORM”.

The Safety Office will request an MSDS from the appropriate vendor, or other resource using the information received on the “MATERIAL SAFETY DATA SHEET REQUEST FORM”.

Once the Safety Office receives the original MSDS, copies will be made, with one copy going to the appropriate work site(s) for placement in their respective MSDS Books. No alternatives to MSDS’s are to be used. Electronic copies of many common MSDS's are available via the Internet at the following addresses: http://www.ksu.edu/safety/msds.htm http://www.msdssearch.com/


http://www.msdssearch.com/

http://www.ksu.edu/safety/msds.htm

BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 8181 of of 101101http://hazard.com/msds/ http://www.hc-sc.gc.ca/pphb-dgspsp/msds-ftss/ http://www1.ucop.edu/oehsp/msds.html

Individual copies of MSDS’s for chemicals at your work site are located on the safety bulletin board labeled “MSDS”.


http://www1.ucop.edu/oehsp/msds.html

http://www.hc-sc.gc.ca/pphb-dgspsp/msds-ftss/

http://hazard.com/msds/



LABELSChemicals utilized at the station level shall be labeled with the chemical identity and appropriate hazard warnings. Materials received from a vendor or contractor shall have the appropriate chemical name and hazard warning along with the name and address of the manufacturer, importer or other responsible party. The chemical identity is found on the label, the MSDS, and the chemical inventory. Therefore, the chemical identity links these three sources of information. The chemical identity used by the supplier may be a common or trade name, or a chemical name. The hazard warning is a brief statement of the hazardous effects of the chemical (i.e., “flammable,” or “causes lung damage”).

Labels frequently contain other information, such as precautionary measures (i.e., “do not use near open flame”), but this information is provided voluntarily. Our labels are legible and prominently displayed; though their sizes and colors may vary.

The Station Officer or Supervisor at the work site is responsible for ensuring that all hazardous chemicals in containers (spray bottles, gas cans, etc.) are properly labeled and updated.

The District Officer and Station Officer or Supervisor will ensure that newly received materials are checked for labels prior to use.

The Station Officer or Supervisor and the person receiving chemicals will refer to the corresponding MSDS to assist employees in verifying label information.

A hazardous materials labeling system will be used on OCFD portable containers that hold hazardous chemicals.

Periodic inspections are to be completed by the Station Officer, Supervisor or District Officer to review and update label information when necessary and ensure that labels that fall off, become unreadable, defaced or removed are immediately replaced.

TRAININGEveryone who works with or is potentially "exposed" to hazardous chemicals will receive initial training and any necessary retraining on the Hazard Communication Standard and the safe use of those hazardous chemicals annually. An exposure means that an employee in the course of employment was exposed to a level above that allowed by 29 C.F.R. 1910 of a chemical that is a physical or health hazard, and includes accidental or possible exposure. Whenever a new hazard is introduced or an old hazard changes, additional training shall be provided within 15 days. Training shall be provided within 30 days of employment, during the recruit academy, or when an employee could possibly be placed in an area where exposures are likely.

Information and training are a critical part of the hazard communication program. We train our employees to read and understand the information on labels and MSDS’s, determine how the information can be obtained and used in their own work areas, and understand the risks of exposure to the chemicals in their work areas as well as the ways to protect themselves.

In order to prevent possible exposures, all employees will receive annual hazard communication training emphasizing the following elements:

1. Methods and observations that may be used to detect the presence or release of a hazardous chemical in the work area.

2. The physical and health hazards of the chemicals in the work area.

3. The measures employees can take to protect themselves from these hazards, including specific procedures the employer has implemented to protect employees from exposure to hazardous chemicals such as; appropriate work practices, emergency procedures, and personal protective equipment to be used.

4. An explanation of the labeling system and the MSDS, and how employees can obtain and use the appropriate hazard information.

Each contractor bringing chemicals on site must provide the Station Officer or work site Supervisor with the appropriate hazard information on these substances, including the MSDS’s, the labels used, and the precautionary measures to be taken when working with these chemicals.




PLACARDINGThe National Fire Protection Association Standard 704 (N.F.P.A. 704) applies to placarding of fixed storage facilities, tanks etc., that exceed a threshold for compliance. Any Oklahoma City Fire Department storage tank or storage container with 55 gallons of liquid, 500 pounds of non-liquid, or 800 cubic feet of pressurized gas, must have an appropriate N.F.P.A. placard according to this standard (see below for N.F.P.A. application). Buildings or Structures with a floor space of five thousand (5000) square feet or less, must post a sign on the outside of the building or structure identifying the highest degree of hazard in each category. Buildings with more than five thousand (5000) square feet must have additional signs posted inside the building where significant amounts of hazardous chemicals are permanently stored to identifying the type of hazardous chemicals. See Appendix “D” for appropriate N.F.P.A. placard.

PLACARD APPLICATIONThe following ratings will be used when the placarding total amount of hazardous chemicals stored, placed, or used at an OCFD work site is greater than or equal to 55 gallons of liquid or five hundred pounds of non-liquid or eight hundred cubic feet of pressurized gas:

Health rating of greater than or equal to TWO (2), or

Flammability rating of greater than or equal to TWO (2), or

Reactivity rating of greater than or equal to ONE (1).

If the hazardous chemical is a combination of the liquid and non-liquid state, the total amount measurement shall be made considering the combined poundage.

The numbers to be utilized on the placard are based on a numbering system from zero (0) to four (4). Zero being the least hazard and four being the worst hazard based upon the Material Safety Data Sheet or information provided by Station 5 (Hazardous Materials Task Force). In the event your work site or applicable tanks need placarding, contact the Safety Officer or Fire Station 5 for further instructions.

OCFD EMPLOYEE EXPOSUREAny employee exposed to a hazardous substance beyond O.S.H.A. permissible exposure limits must report the exposure to their immediate supervisor. An exposure means that an employee in the course of employment was exposed to a level above that allowed by 29 C.F.R. 1910 of a chemical that is a physical or health hazard, and includes accidental or possible exposure. This includes any route of entry (i.e., inhalation, ingestion, skin contact or absorption). The proper steps for handling a chemical exposure involves the following:

1. INJURY REPORT FORM

2. SUPERVISOR’S REPORT FORM

3. PHYSICIAN AUTHORIZATION FORM

4. INCIDENT RUN REPORT

In the event a potential exposure occurs that you are uncertain about, contact the Safety Officer or your supervisor immediately.




APPENDIX “A” SAMPLE - OCFD CHEMICAL INVENTORY LIST




APPENDIX “B” SAMPLE- MATERIAL SAFETY DATA SHEET ( MSDS)

SECTION I: IDENTIFICATION


U.S. DEPARTMENT OF LABOR Form Approved Occupational Safety and Health Administration DD No. 44-R

Material Safety Data SheetRequired under USDL Safety and Health Regulations for Ship Repairing,

Ship building, and Shipbreaking (29 CFR 1915, 1916, 1917)

SECTION I

MANUFACTURER'S NAME EMERGENCY TELEPHONE NO.

ADDRESS (Number, Street, City, State, and Zip Code)

CHEMICAL NAME AND SYNONYMS TRADE NAME AND SYNONYMS

CHEMICAL FAMILY FORMULA

Manufacturer's Name and Address: Self-explanatory, however, if source of data is provided by other than that of the manufacturer of the substance or mixture, the actual source of the data should also be listed.

Emergency Telephone Numbers: Entries here include those telephone numbers which can be used in the event of an emergency to obtain further information about the hazardous substance or mixture.

Chemical Family: Listed will be the general class of compounds to which the hazardous substance or mixture belongs; i.e., ethers, acids, ketones, etc.

Formula: Entries here will generally include the chemical formula for single elements and compounds, not the formulation of a mixture; examples of chemical formulas are Sulfur Dioxide (SO2), Sulfuric Acid - H2SO4, Formaldehyde HCHO, etc.

Chemical Name and Synonyms: Generally includes the name that the product is sold by.



SECTION II: HAZARDOUS INGREDIENTS

Hazardous Ingredients. By definition, a hazardous ingredient is a substance or form of a substance in a mixture in sufficient concentration to produce a flammable vapor or gas, or to produce acute or chronic adverse effects in persons exposed to the product either in normal use or predictable misuse of it.

The % (percent) column is intended to show the approximate percentage by weight or volume, each hazardous substance is present when compared to the total weight or volume of the product. Normally, percentages will be listed to the nearest whole number.

When a substance normally considered to be hazardous exists in its pure form as part of a solution or mixture at levels constituting less than 1 percent, or exists as an impurity in a mixture at levels less than 2 percent, the substance will be so listed.


Percentage: Was covered above. Exception for mixtures such as filler metals and their coatings, and core fluxes, in which the hazardous substance constitutes a very small proportion of the mixture, the hazardous substance shall be stated to the nearest 0.5 percent, and any ingredient constituting less than 0.5 percent should be indicated as such.

Note: TLV stands for threshold level value, a term used to express the highest airborne concentration of a substance to which nearly all persons (adults) can be repeatedly exposed, day after day, without experiencing adverse effects. TLV's may be expressed in parts of material per million parts (PPM) of air by volume for gases and vapors, or as milligrams of material per cubic meter (mgm3) of air for dust and mist, as well as gases and vapors.

SECTION II - HAZARDOUS INGREDIENTS

PAINTS, PRESERVATIVES & SOLVENTS % TLV ALLOYS AND METALLIC COATINGS % TLV

PIGMENTS BASE METAL

CATALYST ALLOYS

VEHICLE METALLIC COATINGS

SOLVENTS FILLER METALPLUS COATING OR CORE FLUX

ADDITIVES OTHERS

OTHERS

HAZARDOUS MIXTURES OF OTHER LIQUIDS, SOLIDS, OR GASES % TLV

Hazardous Mixtures of Other Liquids, Solids or Gases: Entries here will include such hazards as abrasive blasting materials and items not covered elsewhere in Section II.

Paints, Preservatives and Solvents: The six categories under this heading are self-explanatory.

Alloys and Metallic Coatings: Entries under this general heading include coatings such as plating, cladding, and metalizing. Filler metal is any metal added in making a brazed, soldered or welded joint. Filler metal will be considered with the ingredient of rod coatings and core fluxes as a single mixture.



SECTION III: PHYSICAL DATA


Vapor Density (Air = 1): A comparative relationship between the weight of a unit volume of the vapors of a material and that of air. Will the vapors rise or sink.

Vapor Pressure: The pressure exerted by a saturated vapor above its own liquid in a closed container, usually stated in millimeters (mm) of mercury (Hg) at 68 degrees Fahrenheit (oF) or 20 degrees Celsius (oC).

Boiling Point: The temperature at which a liquid changes to a vapor state, at a given pressure; usually stated in degrees Fahrenheit (oF) at sea level pressure of 760 millimeters (mm) of mercury (Hg). For mixtures, the initial boiling point or the boiling range may be given.

Percentage Volatile by Volume: The percentage of a liquid or solid (by volume) that will evaporate at an ambient temperature of 70 degrees Fahrenheit (oF).

Specific Gravity: The ratio of the weight of a volume of material to the weight of an equal volume of water at 39.2 degrees Fahrenheit (oF)

SECTION III - PHYSICAL DATA

BOILING POINT SPECIFIC GRAVITY

PERCENT, VOLATILEVAPOR PRESSURE BY VOLUME (%)

VAPOR DENSITY EVAPORATION RATE

SOLUBILITY IN WATER

APPEARANCE AND ODOR

Appearance and Odor: A brief description of the material at normal room temperature and atmospheric conditions, such as viscous, colorless liquid, with an aromatic hydrocarbon odor.

Solubility in Water: The amount of material which can be dissolved in a given volume of water. Expressed either in terms of milligrams per liter or general terms such as "negligible" or "totally miscible."

Evaporation Rate: The rate at which a particular material will vaporize (evaporate) when compared to the rate of vaporization of a known material, usually butyl acetate. If another known material is used for comparison, that information shall be provided.



SECTION IV: FIRE AND EXPLOSION HAZARD DATA


Flash Point and Method Used: The lowest temperature in degrees Fahrenheit (oF) at which a liquid will give off enough flammable vapor to ignite. Since flash points vary according to how they are obtained, the method used must be listed. The methods used most extensively include: Tag Closed Cup (TCC); Pensky-Martens Closed Cup (PMCC); and Setaflash (SETA).

Flammable or Explosive Limits: The range of concentrations over which a flammable vapor mixed with proper proportions of air will flash or explode if an ignition source is present.The range extends between two points; designated lower explosive limit (LEL) and the upper explosive limit (UEL) and is expressed in percent of volume of vapor in air.

SECTION IV - FIRE AND EXPLOSION HAZARD DATA

FLASH POINT (Method Used) FLAMMABLE LIMITS

EXTINGUISHING MEDIA

SPECIAL FIRE FIGHTING PROCEDURES

UNUSUAL FIRE AND EXPLOSION HAZARDS

Unusual Fire and Explosive Hazards: Under this heading should be listed hazards which might occur as the result of overheating or burning of the specific material, including any chemical reactions or change in chemical form or composition. It should also include any special hazards which may need to be considered while extinguishing a fire with one of the available types of extinguishing substances.

Special Fire fighting Procedures (and Precautions): When certain fire fighting substances are determined to be unsuitable or unsafe if used to control a specific type of burning material, they should be listed. Special handling procedures and personal protective equipment should also be listed.

Extinguishing Media: The fire fighting substances determined to be suitable for use on the specific material that is burning. The fire fighting substances should be indicated by its generic name, such as water, fog, foam, alcohol foam, carbon dioxide (CO2), dry chemical, etc.



SECTION V: HEALTH HAZARD DATA


Threshold Limit Value: The most current figures of the American Conference of Governmental Industrial Hygienists (ACGIH) used to express airborne concentration of a material to which nearly all persons can be exposed day after day, without adverse effect. Threshold Limit Values (TLV) may be expressed in three ways: i.e., Time Weighted Average (TWA), averaged over a normal 8-hour workday or 40-hour workweek; Short-Term Exposure Limit (STEL), or maximum concentration for a continuous 15-minute exposure period (not to exceed 4 such exposures per day); and the Ceiling (C) Exposure Limit, that exposure concentration not to be exceeded under any circumstances.

Effects of Overexposure: List of most common sensations or symptoms a person could expect to experience from overexposure to a specific material or its components.

SECTION V - HEALTH HAZARD DATA

THRESHOLD LIMIT VALUE

EFFECTS OF OVEREXPOSURE

EMERGENCY AND FIRST AID PROCEDURES

Emergency and First Aid Procedures: The instructions for treatment of a victim of acute inhalation, ingestion and skin or eye contact with a specific hazardous substance or its component. The listed items should be for emergency procedures only as the victim should be examined by a doctor as soon after exposure as possible.



SECTION VI: REACTIVITY DATA


Stability: The checked box will indicate whether the subject material is stable or unstable under any reasonably foreseeable conditions of storage, handling, use or misuse. If checked unstable, those conditions which could result in a dangerous reaction or decomposition should be listed including temperatures above 150oF, etc.

Incompatibility: A list (if any) of those common materials or contaminants with which the specific material could reasonably be expected to come in contact with and produce a reaction or decomposition which would release large amounts of energy, flammable vapor or gas, or to produce toxic vapor or gas. Conditions to avoid (if any) should be listed; i.e., extreme temperatures, jarring, inappropriate storage, etc. If no common incompatible materials, contaminants or conditions are applicable, the boxes should indicate "none".

SECTION VI - REACTIVITY DATA

STABILITY UNSTABLE CONDITIONS TO AVOID

STABLE

INCOMPATIBILITY (MATERIALS TO AVOID)

HAZARDOUS DECOMPOSITION PRODUCTS

HAZARDOUS MAY OCCUR CONDITIONS TO AVOIDPOLYMERIZATION WILL NOT OCCUR

Hazardous Polymerization: Polymerization is a chemical reaction in which two or more molecules of a substance combine to form repeating structural units of the original molecule and resulting in an energy level change. A hazardous polymerization is a reaction, with an extremely high or uncontrolled release of energy. The box should indicate whether or not a hazardous polymerization can occur and, if so, the reasonable foreseeable conditions which could start the polymerization should be listed. The list should also include the expected time period in which the polymerization inhibitors in the product may be used up.

Hazardous Decomposition Products: A list (if any) of the hazardous materials that may be produced in dangerous amounts if the subject material is exposed to burning, oxidation, heating or allowed to react with other chemicals.



SECTION VII: SPILL OR LEAK PROCEDURES

SECTION VIII: SPECIAL PROTECTION INFORMATION


Steps to be Taken in Case the Material is Released or Spilled: List should include the methods to be used to control and clean up spills and leaks, applicable precautions such as: Avoiding breathing of gases or vapors; contact with liquids and solids; removing sources of ignition, etc. The list should also list the need (if any) for special equipment to be used for cleanup, such as glass or plastic scoops, etc.

SECTION VII - SPILL OR LEAK PROCEDURES

STEPS TO BE TAKEN IN CASE MATERIAL IS RELEASED OR SPILLED

WASTE DISPOSAL METHOD

Waste Disposal Methods: Should describe the acceptable as well as prohibited methods for disposing of spilled solids or liquids, such as flushing with water, returning to container, burning, etc. Should also alert the user of any potential danger to the environment, such as effects on general population, crops, water, supplies, etc.

Respiratory Protection: Whenever respiratory protective devices may be needed during routine or unusual conditions to protect persons from overexposure to a specific substance, the class of device acceptable for use and any special conditions of use or limitation should be listed.

Ventilation: Whenever ventilation is needed to capture or contain contaminants at their source as a means of controlling personal exposure to a specific substance or to prevent the buildup of an explosive atmosphere, the appropriate type ventilation systems should be listed along with any applicable conditions of use or limitations.

SECTION VIII: SPECIAL PROTECTION INFORMATION

RESPIRATORY PROTECTION (SPECIFY TYPE)

VENTILATION LOCAL EXHAUST SPECIAL

MECHANICAL (GENERAL) OTHER

PROTECTIVE GLOVES EYE PROTECTION

OTHER PROTECTIVE EQUIPMENT

Protective gloves: Many solvents can easily penetrate through rubber or neoprene, so whenever gloves are necessary to prevent skin exposure while handling specific substance or material, special glove design, construction and material requirements should be listed, if appropriate.

Eye Protection: There are many types of eye and face protective devices on the market and for almost any type hazard encountered, there is a suitable type available. When eye or face protection beyond that of general use industrial safety glasses is necessary, while handling or otherwise exposed to the specific substance or mixture, such special protective devices should be listed along with any conditions of use or limitations.



SECTION IX: SPECIAL PRECAUTIONS

APPENDIX “C” SAMPLE REQUEST FORM FOR MATERIAL SAFETY DATA SHEET (MSDS)

OCFD MATERIAL SAFETY DATA SHEET REQUEST FORM

A MSDS for the following chemical is requested:Chemical Name:________________________________________________________Common Name:________________________________________________________Manufacturer Name:____________________________________________________Manufacturer Phone #:__________________________________________________Manufacturer Contact Person’s Name:______________________________________OCFD Employee Requesting the MSDS_____________________________________OCFD Location/Work site________________________________________________Date Requested:________________________________________________________OCFD Phone #__________________________________________________________

Please submit completed form to the OCFD Safety Office. Thank you for your valuable contribution to the OCFD Hazard Communication Program.

APPENDIX “D” SAMPLE N.F.P.A. 704 PLACARDING SYSTEM & HAZARDOUS MATERIALS LABELING SYSTEM

NFPA 704 System Hazardous Materials Labeling SystemFormat Property of FireNotes, Inc® (OCFD.com) Format Property of FireNotes, Inc® (OCFD.com) DO NOT DUPLICATEDO NOT DUPLICATE Last Revised: Last Revised: 6/16/2014 8:22:00 PM6/16/2014 8:22:00 PM

Precautions to be Taken in Handling or Storage: Any additional or special precautions not addressed elsewhere in the MSDS should be listed here. List may include such items as handling or storing to avoid reaction hazards, safe storage life of the product in relation to reactivity, special packaging requirements, temperature control, etc.

SECTION IX - SPECIAL PRECAUTIONS

PRECAUTIONS TO BE TAKEN IN HANDLING AND STORING

OTHER PRECAUTIONS

Other Precautions: A catchall category for any other precautions not covered elsewhere in the MSDS.

Note: Although the Federal OSHA Form 20 does not provide a box for indicating the date the Material Safety Data Sheet was developed, each Material Safety Data Sheet should include the month and year the information was compiled.


ADN/053 OCFD HEARING PROTECTION GUIDELINES

Based on the OCFD Safety and Health Philosophy (all OCFD employees return home from work as safe and healthy as they were when they arrived) this SOP exceeds the requirements of the OSHA Standard for occupational noise exposure in the hope of reducing or eliminating any potential hearing loss so that you may enjoy a long and productive career and a long and healthy retirement.

OSHA states that Protection against the effects of noise exposure shall be provided when the sound levels exceed those shown in the following table:

Duration per day (hours) Sound Level(dBA Slow Response)

8 hours 90 dBA6 hours 92 dBA4 hours 95 dBA3 hours 97 dBA2 hours 100 dBA1 1/2 hours 102 dBA1 hour 105 dBA1/2 hour 110 dBA3/4 hour or less 115 dBA

BY COMPARISONNear total silence 0 dBAA whisper 15 dBANormal conversation 60 dBALawnmower 90 dBAOCFD PASS device 98 dBAA car horn 110 dBAA rock concert or jet engine 120 dBAGunshot, Firecracker 140 dBA

Based on the figures above, if you are exposed to a sound as loud as your OCFD Pass device for three-hours or longer per day, then all aspects of this SOP would be required by OSHA. Based on audiometric surveys at emergency scenes, fire stations and the maintenance shop, OCFD employees are not currently exposed to occupational noise that necessitate the implementation of OSHA requirements [OSHA, 29 CFR 1910.95 paragraphs (c) through (o)].

The following procedures will be mandatory for all OCFD employees to lessen or eliminate occupationally related hearing loss.

I. MonitoringThe Oklahoma City Fire Department shall complete noise level surveys every two years, or when new equipment or technology is put in place that would dictate a need for a re-survey. The OCFD shall notify each employee exposed at or above an 8-hour time-weighted average of 85 decibels of the results of the monitoring.

II. Audiometric testing.The OCFD shall establish and maintain an audiometric testing program by making audiometric testing available to all employees whose exposures equal or exceed an 8-hour time-weighted average of 85 decibels.

A. Baseline audiogramWithin 6 months of an employee's first exposure at or above 85 dB for eight hours, OCFD shall establish a valid baseline audiogram against which subsequent audiograms can be compared. All fire recruits will receive a baseline audiogram prior to employment with OCFD.

B. Annual audiogramAt least annually after obtaining the baseline audiogram, the OCFD shall obtain a new audiogram for any employee exposed at or above an 8-hour time-weighted average of 85 decibels. Each employee's annual audiogram shall be compared to that employee's baseline audiogram to determine if the audiogram is valid and if a standard threshold shift has occurred.


UPDATED 7/1/05


ADN/053 OCFD HEARING PROTECTION GUIDELINES - continued

III. Hearing protectorsThe OCFD shall make hearing protectors available to all employees at no cost to employees. Hearing protectors shall be replaced as necessary. Hearing protectors currently available include:

Anti-noise Ear Muffs Disposable Anti-noise Ear Plugs

A. The Incident Commander or Officer in charge shall require the use of hearing protection devices when employees are;

Performing a high-level noise tasks. (i.e., chain saw operations, AMKUS operations, or during the use of any other equipment which has the capability of producing noise levels that may have a harmful effect on one’s hearing).

Working in close proximity of a high-pressure gas leak. Employees in the jump seat of an open-cab apparatus that does not have an internal

communications head set available during every code 1 or 3 responses. Working in close proximity to any diesel powered apparatus when the engine is running above

idle speed. Performing pumping, and aerial ladder operations. Other times where noises that cause discomfort occur.

B. Care and maintenance of hearing protection devicesNon-disposable hearing protectors, including muffs, should be cleaned after each use and stored in a manner that will provide protection against damage and contamination. Zip-lock bags may be used for this purpose. Hearing protectors that show signs of deterioration or are unable to be cleaned sufficiently should be replaced. Anti-noise Muffs should be replaced by completing a Personal Protective Equipment Request Form. Once your District Officer has signed this form, you may submit it to the EMS/Personal Protective Clothing Warehouse Clerk.

IV. Training programA. The OCFD has instituted a training program for all employees who are exposed to

elevated noises and shall ensure employee participation in such program.B. The training program shall be repeated annually for each employee included in

the Hearing Protection Guidelines. Information provided in the training program shall be updated to be consistent with changes in protective equipment and work processes.

C. The OCFD shall ensure that each employee is informed of the following:1. The effects of noise on hearing;2. The purpose of hearing protectors, the advantages, disadvantages, and attenuation of various

types, and instructions on selection, fitting, use, and care including; how to properly insert ear plugs in order to attain the best seal possible against the walls of the ear canal

3. The purpose of audiometric testing, and an explanation of the test procedures.4. OCFD Hearing Protection Guidelines will be evaluated annually by the Safety Office.

D. Proper training will be provided for any employee before issuance of equipment, and incumbent employees who use equipment will be trained prior to original issue of any new gear.

E. A copy of the OSHA Standard (29 CFR 1910.95) can be obtained by contacting the Safety Office or by logging onto the website at http://www.osha.gov

V. Record KeepingA. Noise exposure measurement records shall be retained for two years.B. Audiometric test records shall be retained for the duration of the affected

employee’s employment.

ADN/054 REPORTING ADDRESS/INFORMATION CHANGESAs 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.


UPDATED 1/1/11

http://www.osha.gov/

BOOK: Administration SECTION: Administration BOOK: Administration SECTION: Administration Pg Pg 9595 of of 101101Current address change form is available on FIREWEB under OCFD FORMS.



ADN/055 UNITED STATES FLAGI pledge allegiance to the Flag of the United States of America and to the Republic for which is stands, one

Nation under God, indivisible, with liberty and justice for all.

The National Flag represents the living country and is considered to be a living thing emblematic of the respect and pride we have for our nation. Our flag is a precious possession. Display it proudly.

There are certain fundamental rules of Heraldry that, if understood, generally indicate the proper method of displaying the flag. The right arm, which is the sword arm and the point of danger, is the place of honor. Hence, the union of the flag is the place of honor or the honor point.

The National Emblem is a symbol of our great country, our heritage and our place in the world. We owe reverence and respect to our flag.

It represents the highest ideals of individual liberty, justice and equal opportunity for all.

GENERAL DISPLAY

It is the universal custom to display the flag only from sunrise to sunset on buildings and on stationary flagstaffs in the open. However, when a patriotic effect is desired, the flag may be displayed twenty-four hours a day if properly illuminated during the hours of darkness.

The flag should be hoisted briskly and lowered ceremoniously.

The flag should not be displayed on days when the weather is inclement, except when an all-weather flag is displayed.

No other flag or pennant should be placed above or, if on the same level, to the right of the flag of the United States of America, except during church services conducted by naval chaplains at sea...for personnel of the Navy...when the church pennant may be flown above the flag.

No person shall display the flag of the United Nations or any other national or international flag equal, above, or in a position of superior prominence or honor to, or in place of, the flag of the United States at any place within the United States or any Territory or possession thereof: Provided that nothing in this section shall make unlawful the continuance of the practice heretofore followed of displaying the flag of the United Nations in a position of superior prominence or honor, with that of the flag of the United States at the headquarters of the United Nations.

The flag of the United States of America, when it is displayed with another flag against a wall from crossed staffs, should be on the right, the flag’s own right, and its staff should be in front of the staff of the other flag.

The flag of the United States of America should be at the center and at the highest point of the group when a number of flags of States or localities or pennants of societies are grouped and displayed from staffs.

When flags of States, cities, or localities, or pennants of societies are flown on the same halyard with the flag of the United States, the latter should always be at the peak. When the flags are flown from adjacent staffs, the flag of the United States should be hoisted first and lowered last. No such flag or pennant may be placed above the flag of the United States or to the United States flag’s right.

When flags of two or more nations are displayed, they are to be flown from separate staffs of the same height. The flags should be of approximately equal size. International usage forbids the display of the flag of one nation above that of another nation in time of peace.

When the flag of the United States is displayed from a staff projecting horizontally or at an angle from the windowsill, balcony, or front of a building, the union of the flag should be placed at the peak of the staff unless the flag is at half-staff. When the flag is suspended over a sidewalk from a rope extending from a house to a pole at the edge of the sidewalk, the flag should be hoisted out, union first, from the building.


Moved from HR OPS/009 on 7/1/09 – No Changes Made


ADN/055 UNITED STATES FLAG - continued

When displayed either horizontally or vertically against a wall, the union should be uppermost and to the flag’s own right, that is, to the observer’s left. When displayed in a window, the flag should be displayed in the same way, with the union or blue field to the left of the observer in the street.

When the flag is displayed over the middle of the street, it should be suspended vertically with the union to the North in an East and West street or to the East in a North and South street.

The flag should never be displayed with the union down, except as a signal of dire distress in instances of extreme danger to life or property. The flag should never touch anything beneath it, such as the ground, the floor, water or merchandise. The flag should never be fastened, displayed, used, or stored in such a manner as to permit it to be

easily torn, soiled, or damaged in any way. The flag should never be used as a covering for a ceiling. The flag should never have placed upon it, nor on any part of it, nor attached to it any mark, insignia,

letter, word, figure, design, picture, or drawing of any nature. The flag should never be used as a receptacle for receiving, holding, carrying, or delivering anything.PARADES, CEREMONIESPARADES, CEREMONIESThe flag, when carried in a procession or with another flag or flags, should be either on the marching right; that is, the flag’s own right, or, if there is a line of other flags, in front of the center of that line.

The flag should not be displayed on a float in a parade except from a staff (or as against a wall or in a window).

The flag should form a distinctive feature of the ceremony of unveiling a statue or monument. However, it should never be used as the covering for the statue or monument.

That no disrespect should be shown to the flag of the United States of America, the flag should not be dipped to any person or thing. Regimental colors, State flags, and organization or institutional flags are to be dipped as a mark of honor.

The flag should never be carried flat or horizontally, but always aloft and free.

During the ceremony of hoisting or lowering the flag or when the flag is passing in a parade or in review, all persons present except those in uniform should face the flag and stand at attention with the right hand over the heart. Those present in uniform should render the military salute. When not in uniform, men should remove their headdress with their right hand and hold it at the left shoulder, the hand being over the heart. Aliens should stand at attention. The salute to the flag in a moving column should be rendered at the moment the flag passes.

To fold the flag ceremoniously, first fold it lengthwise, bringing the striped half up over the blue field. Then repeat, with the blue field on the outside.

Beginning at the lower right, make a series of triangular folds until the flag resembles a cocked hat with only the blue field visible.




VEHICLESVEHICLESThe flag should not be draped over the hood, top, sides, or back of a vehicle or of a railroad train or boat. When the flag is displayed on a motorcar, the staff shall be fixed firmly to the chassis or clamped to the right fender.

CORRIDORS, LOBBIESCORRIDORS, LOBBIESWhen the flag is suspended across a corridor or lobby in a building with only one main entrance, it should be suspended vertically with the union of the flag to the observer’s left upon entering. If the building has more than one main entrance, the flag should be suspended vertically near the center of the corridor or lobby with the union to the North when entrances are to the East or West---or to the East when entrances are to the North and South. If there are entrances in more than two directions, the union should be to the East.

CHURCHES, AUDITORIUMSWhen used on a speaker’s platform, the flag, if displayed flat, should be displayed above and behind the speaker. When displayed from a staff in a church or public auditorium, the flag of the United States of America should hold the position of superior prominence, in advance of the audience, and in the position of honor at the clergyman’s or speaker’s right as he faces the audience. Any other flag so displayed should be placed on the left of the clergyman or speaker or the right of the audience.

CASKETSCASKETSWhen the flag is used to cover a casket, it should be so placed that the union is at the head and over the left shoulder. The flag should not be lowered into the grave or allowed to touch the ground.

NATIONAL ANTHEMNATIONAL ANTHEMDuring the rendition of the national anthem when the flag is displayed, all present except those in uniform should stand at attention facing the flag with the right hand over the heart. Men not in uniform should remove their headdress with their right hand and hold it at the left shoulder, the hand being over the heart. Persons in uniform should render the military salute at the first note of the anthem and retain this position until the last note. When the flag is not displayed, those present should face toward the music and act in the same manner they would if the flag were displayed there.

PLEDGE OF ALLEGIANCEPLEDGE OF ALLEGIANCEThe Pledge of Allegiance to the Flag should be rendered by standing at attention facing the flag with the right hand over the heart. When not in uniform men should remove their headdress with their right hand and hold it at the left shoulder, the hand being over the heart. Persons in uniform should remain silent, face the flag, and render the military salute.

HALF-STAFFHALF-STAFFThe flag, when flown at half-staff, should be first hoisted to the peak for an instant and then lowered to the half-staff position. The flag should be again raised to the peak before it is lowered for the day. On Memorial Day the flag should be displayed at half-staff until noon only, then raised to the top of the staff. By order of the President, the flag shall be flown at half-staff upon the death of principal figures of the United States Government and the Governor of a State, territory or possession, as a mark of respect to their memory. In the event of the death of other officials or foreign dignitaries, the flag is to be displayed at half-staff according to the Presidential instructions or orders, or in accordance with recognized customs or practices not inconsistent with law.

In the event of the death of a present or former official of the government of any State, territory or possession of the United States, the Governor of that State, territory or possession may proclaim that the National flag may be flown at half-staff.




WEARING APPAREL, DRAPERYWEARING APPAREL, DRAPERYThe flag should never be used as wearing apparel, bedding, or drapery. It should never be festooned, drawn back, nor up, in folds, but always allowed to fall free. Bunting of blue, white, and red, always arranged with the blue above, the white in the middle, and the red below, should be used for covering a speaker’s desk, draping the front of a platform, and for decoration in general.

No part of the flag should ever be used as a costume or athletic uniform. However, a flag patch may be affixed to the uniform of military personnel, firefighters, police officers, and members of patriotic organizations. The flag represents a living country and is itself considered a living thing. Therefore, the lapel flag pin being a replica should be worn on the left lapel near the heart.

ADVERTISINGADVERTISINGThe flag should never be used for advertising purposes in any manner whatsoever. It should not be embroidered on such articles as cushions or handkerchiefs and the like, printed or otherwise impressed on paper napkins or boxes or anything that is designed for temporary use and discard. Advertising signs should not be fastened to a staff or halyard from which the flag is flown.

CARING FOR THE FLAGCARING FOR THE FLAG1. Only flags made specifically for exterior use should be displayed outdoors.2. For best results, do not expose your flag to rain, snow or abnormally high winds; these forces

of nature can shorten its life considerably. Should the flag become wet, it should be spread out and allowed to dry completely. Do not fold or roll-up a wet or damp flag.

3. To keep its rich colors looking bright, clean your flag regularly, before soiling and discoloration from dirt, smoke, dust and other airborne contaminates “set” in the fabric. Outdoor flags can be hand-washed with warm water and a mild soap, then thoroughly rinsed and spread out to dry. Do not let the flag stand in the wash water or you might experience some color “make-off” onto the white stripes. Professional dry cleaning is recommended for indoor parade flags. Incidentally, many establishments will clean Old Glory free of charge, especially during the period just prior to Flag Day, June 14.

4. Do not place the flag where the wind will whip it against rough surfaces, tree branches, wires, cables, etc. The smallest tear can soon result in a tattered flag. Keep pole surfaces free of heavy dirt, rust, scale and corrosion that could damage your flag.

5. Inspect your flag regularly for signs of wear. In particular, look for “normal wear” fabric or thread breaks that may occur in the “fly” end. This is the end farthest from the staff. Trimming off and re-hemming torn or frayed ends will help extend the life of your flag.

How long will a flag last? There is no exact answer. The U.S. Government generally expects a nylon or cotton bunting flag to last approximately 90 days, based on daily usage from sunrise to sunset, but not during periods of inclement weather. Tests have shown that in some cases a flag flown 24 hours a day will last only one-fourth as long as one flown during daylight hours only.

Regardless of how well it is constructed, a flag is, after all, only a piece of cloth and will sooner or later succumb to the elements. However, it has been well documented that reasonably good care can contribute greatly to longer life.

DISPOSALDISPOSALThe flag, when it is in such condition that it is no longer a fitting emblem for display, should be destroyed in a dignified way, preferably by burning. Send it to the shop and our Explorer Post will conduct the proper disposal ceremony.



ADN/056 CAREER DEVELOPMENTS

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.

ADN/057 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.

ADN/058 ELECTRONIC IMAGES POLICY

All electronic images, i.e. photographs, videos, records and/or files (referred herein as "EI") taken or in the possession of the OCFD, using OCFD equipment or personal equipment (except as provided for in this policy) are the exclusive property of the Oklahoma City Fire Department and are to be used for official OCFD use only. For purposes of this policy, "Official OCFD use" is defined, to include, the use of EI at emergency scenes for training purposes, documentation of an emergency scene, OCFD employee involved injury or accident, arson or crime scene investigation, or as otherwise determined by the Chief.

The Fire Chief, Deputy Chiefs, District Officers, Battalion Chiefs, Assistant Fire Marshals, FMIS personnel, Graphics officers and Safety Major, or their designee, are the only OCFD personnel authorized to take, download or upload EI for "official OCFD use."

Any EI taken while on or off-duty with OCFD equipment, including, but not limited to, a City issued camera, camera phone or helmet camera, immediately becomes the property of the OCFD and the City. Any EI taken with personal equipment immediately becomes the property of the OCFD and City if EI is taken while responding to or at all emergency incidents, but shall not include non-emergency activities such as station duties, training, or EI for non-emergency documentation purposes.

All electronic images taken must be routed to the Graphics Division and FMIS in order for the images to be archived properly.

EI can only be released under the following circumstances with the understanding that any EI containing images of citizens or patients under the care of the OCFD will be redacted or otherwise blocked out unless the citizen or patient has signed a release.

Release to OCFD Members for Official OCFD Use: Graphics personnel may release EI to any OCFD District Officer, or designee, for Official OCFD Use.

Release to OCFD Members for Personal Use: Graphics personnel may release EI to an OCFD member for their personal, non-commercial use.

Releasing Arson/Crime Scene Photos and Video: Investigators may release arson and/or crime scene photos and video to other law enforcement personnel as necessary during investigations, with approval of the Fire Marshal or the Assistant Fire Marshal - Investigation (See Fire Investigation SOP's and Fire Investigator Guidebook).

Open Records Request: All open records requests for copies of EI will be reviewed on a case-by-case basis to determine if the EI can be released in accordance with the Open Records Act.

Under no circumstance can an OCFD employee release EI to anyone outside the department without permission of the Fire Chief, Public Information Officer, or their designee.

No OCFD employee may place an OCFD EI on the Internet, or transmit an OCFD EI in an email, without written permission from the Fire Chief, Deputy Chief of Operations, Deputy Chief of Support Services, or Fire Marshal except in those situations where it is transmitted to Graphics or FMIS for archiving purposes.

The Fire Management Information Systems (FMIS) Officers will use their best efforts to secure the EI shared files. Only persons listed in paragraph 2 of this policy are allowed access to the EI shared files. Security to delete EI will only be granted to FMIS personnel after permission from the Deputy Chief of Support Services.

Any violation of this policy may lead to disciplinary action, up to and including termination.


UPDATED 1/1/11

administration - firenotes · web viewthe fire administration payroll office makes this entry...

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