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Lawrence-Douglas County Fire Medical Procedure 109.33 Title: Mandatory Overtime Staffing (Drafting) Effective Date 08/28/2018 Page 1 of 17 Supersedes Draft 1 PURPOSE 1 2 To provide a clear and consistent process for assigning members to work mandatory overtime 3 in a fair manner, while maintaining minimum staffing to ensure safety of citizens and 4 Department members. 5 6 This SOP is designed to be a single reference for all forms of mandatory overtime that may 7 occur. Other staffing and scheduling SOPs that will direct to this include: 8 SOP 109.31 Non Emergency Call Back 9 SOP 109.32 Special Event Staffing 10 11 2 SCOPE 12 13 This policy applies to all full-time, sworn members of the Operations Division, excluding 14 Division Chiefs. 15 16 3 ACCREDITATION REFERENCE 17 18 7C Personnel Policies and Procedures 19 20 4 POLICY 21 22 INTRODUCTION 23 24 The Department has defined specific staffing requirements for daily operations, special 25 events, and various potential emergency situations. Maintaining these staffing requirements 26 is essential to fulfilling the Department’s mission and ensuring member safety. 27 28 Vacancies can be created by scheduled or unscheduled leave, operational requirements at 29 incidents, injuries, and other situations. Vacancies should be filled voluntarily whenever 30 possible, according to Department policy. 31 32 In the event no member volunteers to fill a vacancy, the Department may select a member 33 and require them to report to duty for mandatory overtime to cover the assignment. This 34 mandatory overtime (draft) of a member should be a last resort, and the affected member 35 shall be notified as soon as possible. 36 37 DEFINITIONS 38 Mandatory Overtime “Draft” 39 The process, as outlined in Lawrence City Member Handbook (Section II G) by which a 40 member may be compelled to either report for duty on a non-scheduled day, or remain on duty 41 after the end of their scheduled shift, until relieved. 42 Vacancy 43 A riding position or duty assignment that the Department has determined needs to be staffed, 44 but has not been filled through normal operations staffing or voluntary overtime. This includes 45

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Lawrence-Douglas County Fire Medical Procedure 109.33 Title:

Mandatory Overtime Staffing (Drafting) Effective Date 08/28/2018 Page 1 of 17 Supersedes – Draft

1 PURPOSE 1

2

To provide a clear and consistent process for assigning members to work mandatory overtime 3

in a fair manner, while maintaining minimum staffing to ensure safety of citizens and 4

Department members. 5

6

This SOP is designed to be a single reference for all forms of mandatory overtime that may 7

occur. Other staffing and scheduling SOPs that will direct to this include: 8

SOP 109.31 – Non – Emergency Call Back 9

SOP 109.32 – Special Event Staffing 10

11

2 SCOPE 12

13

This policy applies to all full-time, sworn members of the Operations Division, excluding 14

Division Chiefs. 15

16

3 ACCREDITATION REFERENCE 17

18

7C Personnel Policies and Procedures 19

20

4 POLICY 21

22

INTRODUCTION 23

24

The Department has defined specific staffing requirements for daily operations, special 25

events, and various potential emergency situations. Maintaining these staffing requirements 26

is essential to fulfilling the Department’s mission and ensuring member safety. 27

28

Vacancies can be created by scheduled or unscheduled leave, operational requirements at 29

incidents, injuries, and other situations. Vacancies should be filled voluntarily whenever 30

possible, according to Department policy. 31

32

In the event no member volunteers to fill a vacancy, the Department may select a member 33

and require them to report to duty for mandatory overtime to cover the assignment. This 34

mandatory overtime (draft) of a member should be a last resort, and the affected member 35

shall be notified as soon as possible. 36

37

DEFINITIONS 38

Mandatory Overtime – “Draft” 39

The process, as outlined in Lawrence City Member Handbook (Section II – G) by which a 40

member may be compelled to either report for duty on a non-scheduled day, or remain on duty 41

after the end of their scheduled shift, until relieved. 42

Vacancy 43

A riding position or duty assignment that the Department has determined needs to be staffed, 44

but has not been filled through normal operations staffing or voluntary overtime. This includes 45

Lawrence-Douglas County Fire Medical Procedure 109.33 Title:

Mandatory Overtime Staffing (Drafting) Effective Date 08/28/2018 Page 2 of 17 Supersedes – Draft

riding positions on emergency response apparatus, special event assignments, and other 46

specified duties. 47

Qualifications 48

In this SOP, one or more particular rank, certification, incentive or other skills that an member 49

must hold in order to adequately perform the duties to which they would be assigned for an 50

Operations Shift or Special Event. 51

Overtime 52

Time worked in excess of a member’s scheduled duty shifts. This includes both additional 53

time spent assigned to a response apparatus, additional time spent at a special event, and 54

additional time spent on other duties as assigned by Department management. It is 55

compensated a 1.5 times the normal hourly rate, under conditions set forth by the Department 56

of Labor, City Handbook, and the IAFF / City Memorandum of Understanding. 57

58

Duty Shift 59

The Operations Division Shift (X/Y/Z) that is/will be on duty at the time of the vacancy. 60

61

THE DRAFT LIST 62

The Draft List is a spreadsheet maintained by the Operations Division Shift Commanders, 63

which contains a record of all mandatory overtime shifts assigned and worked by members, as 64

well as their opt-out dates. 65

The Draft List will be posted on the Intranet and Extranet for all members to view at any time. 66

However, the spreadsheet will be locked so only authorized users may make changes. 67

There will be a single Draft List for the entire department. All sworn fulltime Operations 68

Division members below the rank of Division Chief will be on the Draft List. 69

Members will be arranged on the draft list in ascending seniority, with members who have the 70

most recent fulltime fire date at the top of the list. Members with the same fulltime hire date 71

will then use their extraboard hire date, if two members have the same extraboard hire date, 72

they will be arranged according to a random ordering, such as coin toss or drawing lots. 73

The first five columns will list member name, fulltime hire date, rank (or incentive, for Acting 74

Officer), EMS certification, and assigned shift (or ADM for Overtime-Eligible 2080 members). 75

The remaining columns will be draft slots. Each draft slot column represents one occasion 76

where the member has been drafted. 77

Entries in a draft slot column shall be the duty date for which the member was drafted, NOT 78

the date on which the draft occurred. If a member is notified on 12/1/2016 that they are 79

drafted for a shift on the 12/12/2016, the draft list entry will be “12/12/2016”. 80

Lawrence-Douglas County Fire Medical Procedure 109.33 Title:

Mandatory Overtime Staffing (Drafting) Effective Date 08/28/2018 Page 3 of 17 Supersedes – Draft

If a member exercises their right to “Opt Out” of a draft (see Section 15 of this SOP) that Opt 81

Out shall be entered in the draft list with the date of the shift for which they were to be drafted, 82

and the entry highlighted in yellow. 83

Example of the draft list: 84

The 9 members are arranged in ascending seniority. 85

Dana and Eddie were hired on the same date, and flipped a coin to determine their order. 86

Bob, Dana, and Ivan have used an Opt Out. 87

Dana is the first person up to be drafted, as she is the only member to have an empty cell 88

in the second draft column. 89

Bob will not be able to use Opt Out again until 6/13/2017. 90

91

92

FORMS OF MANDATORY OVERTIME 93

Mandatory overtime (draft) of members can take place in four different ways. These are listed 94

below, and described in more detail in Sections 7 – 10 of this SOP: 95

Advance Notice Draft – Used to fill an upcoming vacancy that will occur after both shifts that 96

are off-duty on the day of the vacancy will have had a duty day. Members of both off-duty 97

shifts are eligible to be drafted. See Section 7 for more details. 98

Immediate Draft – Used to fill a vacancy that will occur before both off-duty shifts on the day 99

of the vacancy will have had a normal duty day. Only members of the shift that is or will be on 100

duty before the vacancy will be eligible to be drafted. See Section 8 for more details. 101

Hold-over Draft – Used to fill an immediate vacancy, where a member who is scheduled to 102

leave duty is required to remain on duty until relieved. See Section 9 for more details. 103

On-Call Draft – Used when a member has been required to assume on-call duties for a shift 104

due to their incentive, and is subsequently called in to perform that responsibility. See Section 105

10 for more details. 106

107

Lawrence-Douglas County Fire Medical Procedure 109.33 Title:

Mandatory Overtime Staffing (Drafting) Effective Date 08/28/2018 Page 4 of 17 Supersedes – Draft

ADVANCE NOTICE DRAFT 108

A vacancy shall be filled using Advance Notice Draft if both the Primary and Secondary 109

Overtime shifts have a regular duty day that occurs before the date of the vacancy. The first 110

member on the Draft List who is eligible for a draft on the date of the vacancy shall be drafted. 111

Example: It is Z Shift’s first duty day. X Shift needs a body on the first day of the next tour to 112

fulfill minimum staffing. Y Shift is the primary overtime shift, and all Y Shift members have 113

declined. Z Shift is the secondary overtime shift, but all Z Shift members decline the overtime 114

as well. Since both Y Shift and Z Shift will have a duty day before the vacancy, an Advance 115

Notice Draft will be used, and the first eligible member on the Draft List will be drafted to fill the 116

vacancy. 117

The drafted member should be notified immediately that they have been drafted. This 118

notification must be made via Department email system. In addition, verbal notification should 119

be made whenever possible. 120

Members will not be drafted using Advance Notice Drafting if they are exempt from being 121

drafted under the conditions set forth in Section 9. 122

123

IMMEDIATE DRAFT 124

A vacancy shall be filled using Immediate Draft if it occurs the day before the vacancy. Only 125

members of the on-duty shift will be eligible to be drafted. 126

As soon as the need to conduct an Immediate Draft is identified, the Shift Commander and 127

Roster Officer shall check the Draft List to see which member is up to be drafted. 128

If the first member on the Draft List does not meet the required qualifications for the vacancy, 129

the Shift Commander and Roster Officer shall review the scheduled staffing for the Operations 130

shift to see if personnel can be travelled or otherwise rotated so that the member can be 131

drafted. 132

Example: It is X Shift’s second duty day, and a Y Shift member calls in sick for the next day. 133

After paging it out to Z Shift, and calling all X Shift members, no one has volunteered to fill the 134

vacancy. Since Z Shift is not on duty before the vacancy, the first eligible X Shift member on 135

the Draft List will be drafted to fill the vacancy. 136

Members will not be drafted using Immediate Draft if they are exempt from being drafted under 137

the conditions set forth in Section 13. 138

139

HOLD-OVER DRAFT 140

If an member is required to remain on duty more than 30 minutes after the end of their 141

scheduled shift, he or she shall be considered drafted as a hold-over. 142

Lawrence-Douglas County Fire Medical Procedure 109.33 Title:

Mandatory Overtime Staffing (Drafting) Effective Date 08/28/2018 Page 5 of 17 Supersedes – Draft

Example: A Y Shift member has taken overtime on X Shift until 1900 to cover sick leave. The 143

sick member calls in for the remainder of the shift. The Y Shift member does not want to stay 144

for the remainder of the shift, but after paging out the overtime, no one takes it. The Y Shift 145

member already on duty is required to remain on duty as a Hold-Over Draft. 146

The member who was drafted must email the Station Officer and Shift Commander of the shift 147

on which the Hold-Over draft occurred and request to be marked off the Draft List. The Shift 148

Commander shall make an appropriate entry in the Draft List to this effect. 149

To be considered a Hold-Over Draft, the member shall have been required to remain on duty 150

by his or her supervisor. Members who volunteer to remain after the end of their scheduled 151

shift are considered to have taken voluntary overtime shall not be marked off the draft list. 152

Example: Z shift is going off duty, but one member of the Y shift crew is not present. The Y 153

shift Captain asks if one of the Z shift members can stay on duty until relief arrives. FF Jones 154

volunteers to stay. FF Smith is NOT eligible to be marked off the draft list, as she was not 155

compelled to hold over. 156

Hold-Over Draft shall only be used when no other members are available to fill a vacancy. If 157

more than one member is scheduled to go off duty at the time a vacancy occurs, the first 158

member on the Draft List shall be drafted. 159

160

Example: Gary and Helen are working a voluntary overtime shift scheduled end at 1800. 161

Through a staffing mistake, there is no relief scheduled for Gary. Neither member wants to 162

stay on duty. After exhausting all options for filling the vacancy through voluntary overtime, 163

both members are available to be drafted under Immediate Draft. Thus, even though Gary is 164

at the position with the vacancy, if Helen is lower than him on the Draft List, she will be drafted 165

and Gary will be allowed to clock out once she arrives to replace him. 166

Hold-Over Drafts include both preventing members from leaving duty when no one is able to 167

relieve them, and retaining members who have agreed to work a partial Operations shift or 168

Special Event for Operations Division staffing. 169

ON-CALL DRAFT 170

Some incentives or other positions may require a member with those qualifications be 171

available at all times. When no qualified member is scheduled to be on duty, qualified off-duty 172

members will be scheduled to be on-call. 173

Members who voluntarily agree to be on-call will be considered to have also volunteered for 174

any overtime that may result from being called in during the course of the on-call shift and not 175

being drafted. 176

If no qualified member has volunteered to assume on-call duties for the period needing 177

coverage, one will be assigned on-call duties, as set forth in SOP 113.10 – Fire Investigations 178

and SOP 113.20 – Coroner Scene Investigations. Members who have been assigned 179

mandatory on-call status shall not be marked off the Draft List for being required to take an on-180

call shift. 181

Lawrence-Douglas County Fire Medical Procedure 109.33 Title:

Mandatory Overtime Staffing (Drafting) Effective Date 08/28/2018 Page 6 of 17 Supersedes – Draft

However, if a member is required to take an on-call shift, and required to report for duty in that 182

capacity during the time they are on-call, he or she will be marked off the Draft List. 183

Investigators who are required to cover an on-call shift may choose to split the shift between 184

both investigators on the primary shift. Such a split shall not be considered “volunteering” for 185

the on-call time. 186

Example: Todd and Wendy are Fire Investigators on X shift. They are supposed to go off duty 187

at 0700, but both Y shift Fire Investigators are off duty. No other Fire Investigators volunteer 188

to take the on-call shift, so Todd and Wendy are required to be on call. Todd takes on-call 189

from 0700-1900, and Wendy takes on-call from 1900-0700. Todd is not called in, but Wendy 190

is called in for an investigation. Wendy will be marked off the Draft List, but Todd will not. 191

DRAFTING FOR SPECIAL EVENTS 192

Advance Notice Drafting shall be used to fill Special Event vacancies whenever possible. 193

When multiple Special Events with vacancies require drafting at the same time, they shall be 194

treated as a single event for the purposes of drafting, but the vacancies shall be filled in order 195

from those closest to the draft date to those furthest. 196

197

Example: On August 1st, 3 Special Events are determined to have vacancies that will require 198

drafting to fill: 199

A KU football game on August 31 – 1 Firefighter/AEMT, 1 Engineer, and 1 Officer 200

A Baker football game on September 9 – 1 Officer/Paramedic 201

A downtown standby on September 15 – 1 Ambulance crew (2 people, including an 202

Officer and a Paramedic) 203

In this situation, all 3 vacancies for the KU football game should be filled first, then the Baker 204

game, and then the downtown standby. 205

Advance Notice drafts for Special Events shall be for members who match the qualifications 206

needed for each vacancy. 207

If a Special Event vacancy occurs when only one shift is on duty before the date of the 208

vacancy, and it is not filled by voluntary overtime, Immediate Drafting will be used, as defined 209

in Section 8. 210

If the Operations shift that will be on duty at the time of the vacancy has members with the 211

required qualifications available to be backfilled, as described in Section 12, the first member 212

on the Draft List shall be drafted. 213

If the Operations shift that will be on duty at the time of the vacancy is not able to provide a 214

qualified member to be backfilled, the first member on the Draft List who can be used to fill 215

these qualifications will be drafted. 216

Lawrence-Douglas County Fire Medical Procedure 109.33 Title:

Mandatory Overtime Staffing (Drafting) Effective Date 08/28/2018 Page 7 of 17 Supersedes – Draft

This may be either a member who meets the qualifications to fill the vacancy, or another 217

member who also does not meet the requirements for the vacancy, but who can be used to 218

backfill for an on-duty member who does. 219

BACKFILLING FOR SPECIAL EVENTS 220

It is not always necessary to draft a member with same qualifications needed to fill a vacancy 221

in a Special Event. If an member with the needed qualifications for the Special Event vacancy 222

is available in the on-duty Operations shift, an member without the needed qualifications can 223

be drafted, and “backfill” the on-duty member’s position in the Operations shift while he or she 224

is detailed to the Special Event. 225

Example: There is a Special Event vacancy for an Officer. The on-duty Operations shift has 226

no spare officers, but does have an Acting Officer who will be driving a fire apparatus. The 227

first person on the Draft List is a Firefighter/AEMT, so they are skipped. The second person 228

on the Draft List is an Engineer/Paramedic. They also are not able to fill the vacancy, but can 229

backfill for the Acting Officer, so they are drafted. 230

An member can be backfilled to fill a Special Event vacancy only if the Operations shift that will 231

be on duty has enough members with the needed qualification that exceed the minimum 232

needed for staffing by three or more members. 233

234

Example: Operations shifts need a minimum of 6 Engineers to drive all fire apparatus. Thus, 235

there must be 9 or more Engineers scheduled to be on duty before one of the Engineers can 236

be backfilled by a Firefighter. 237

Having 3 above minimum for each qualification allows the Operations shift to compensate for 238

sick leave, investigations, and other contingencies that would otherwise create a last-minute 239

draft. However, Shift Commanders may deviate from this guideline at their discretion. 240

DRAFT EXEMPTIONS 241

If a member will not be present for all 24 hours of their regular duty shift day that falls either 242

immediately before or immediately after the mandatory overtime slot, he or she cannot be 243

drafted for the mandatory overtime. This applies to absences including but not limited to: 244

Vacation Union Time

Kelly Day Approved Shift Trade

Well Leave Department Leave to attend training

Emergency Leave Light duty assignment or Work Comp

Sick Leave Other Department-approved Paid Time Off

Family Sick Leave

245

A member whose partial shift absence includes the end of their last normal duty shift before 246

the vacancy, or the beginning of their next normal duty shift after the vacancy will be exempt 247

from being drafted. This is because members who make arrangements to leave early or arrive 248

late normally do so based on commitments they have made for the intervening time. 249

250

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Mandatory Overtime Staffing (Drafting) Effective Date 08/28/2018 Page 8 of 17 Supersedes – Draft

Members who take leave for a partial shift but return before the end of the shift can still be 251

drafted like any other member. 252

253

Example: Kevin, Larry, and Monica are working a M/W/F tour. 254

Kevin has Well Leave scheduled on Wednesday from 07:00-12:00. Because he is absent 255

when his shift comes on duty Wednesday morning, he cannot be drafted for any vacancies 256

that occur on Tuesday, but is eligible to be drafted on Thursday. 257

Larry has Family Sick Leave scheduled from 12:00-16:00 on Wednesday. Since he is on 258

duty at both the beginning and end of his Wednesday shift, he is eligible to be drafted on 259

both Tuesday and Thursday. 260

Monica has a shift trade scheduled from 19:00-07:00 on Friday. Since this time off 261

coincides with the beginning of her four-day, she is not eligible to be drafted over the entire 262

four-day period. 263

264

In order to be exempt from a draft, a member must have been approved for leave prior to 265

being notified of a draft. Members cannot gain retroactive exemption from being drafted 266

based on leave approvals obtained after being drafted. 267

A member may not be drafted for mandatory overtime if any portion of that overtime would 268

take place within 24 hours of a period in which that member was already working or scheduled 269

to work for an uninterrupted period of 48 hours or more. This includes previously scheduled 270

overtime shifts, approved shift trades in which the member is covering another member, and 271

all other paid assignments. 272

273

Example: Adam is working his normal duty shift on Monday, and has an approved trade to 274

work for Betty on Tuesday. There is a mandatory overtime vacancy from 09:00-17:00 on 275

Wednesday. Because Adam has already worked 48 hours, he is exempt from being drafted 276

for that vacancy, or any other vacancy before 07:00 on Thursday. 277

278

Example: Curt’s shift is on their four-day on Wed – Sat. He has been approved to work a 24-279

hour trade for Debra on Thursday, and has taken a 24-hour overtime shift on Friday. On 280

Wednesday morning, as his shift is going off duty, one of the on-coming shift’s members takes 281

Sick Leave until 12:00. No one on Curt’s shift volunteers to work the overtime, and Curt is first 282

up to be drafted. But because Curt is working 48 hours straight on Thursday and Friday, he 283

cannot be drafted on Wednesday and the draft moves on to the next person on the list. 284

285

ABSENCES FOLLOWING A DRAFT 286

287

A member who is drafted, especially in advance of the date of the vacancy, may later find 288

themselves unable to report for duty. This would most likely be due to an unexpected illness. 289

In this event, the member is to notify the Division Chief in charge of the vacancy for which they 290

have been drafted, as well as the on-duty roster manager as soon as possible. 291

292

A member who calls in sick for a special event for which he or she has been drafted shall have 293

the corresponding entry on the draft list deleted. No Sick Leave shall be deducted from his or 294

her balance. 295

296

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OPT-OUT 297

Each member shall have the right to Opt Out of a Draft once per 365 days. 298

If a member uses his or her Opt Out, it shall be entered on the draft list in the first open slot for 299

that member, and treated as if the member was drafted for that day. It shall be marked as 300

having been an Opt Out by being highlighted in yellow. 301

If an member uses his or her Opt Out, all other members eligible for a draft that day shall be 302

drafted or use their Opt Out before the original member’s Opt Out is overruled. 303

Example: 304

305 306

There is a vacancy for 6/12/2016. Dana is drafted, and uses her Opt Out. Since no one else 307

has an empty draft slot in column E, the cycle starts over again, and Bob will be drafted. If 308

Bob also uses his Opt Out, the next person to be drafted for the vacancy on that day will be 309

Eddie, NOT Dana. 310

If all members eligible to be drafted use their Opt Out to avoid being drafted, the first member’s 311

Opt Out will be over-ruled. That member will be drafted, and will not have an Opt Out entered 312

on the Draft List. All other department members who used an Opt Out to bring the Draft List 313

back to the first members will still have an Opt Out entry placed on the Draft List. 314

315

Example: 316

Continuing from above, after Dana used her Opt Out on 6/12/2016, the remaining members 317

were drafted. Bob, Eddie, Jane, and Chris all used their Opt Out in turn, and the vacancy 318

remained unfilled. Dana’s Opt-Out was over-ruled and she was required to cover the vacancy. 319

She is marked off as being drafted on 6/12/2016, while the remaining members have an Opt-320

Out recorded for that date. 321

322

Lawrence-Douglas County Fire Medical Procedure 109.33 Title:

Mandatory Overtime Staffing (Drafting) Effective Date 08/28/2018 Page 10 of 17 Supersedes – Draft

DRAFT TRADES 323

Once a member is drafted, he or she is responsible for ensuring the vacancy for which they 324

have been drafted. In lieu of working during that vacancy, the drafted members will have the 325

option of arranging for another member to work that vacancy on his or her behalf. 326

Members who are trading responsibility for covering a draft vacancy must complete the normal 327

trade process, as laid out in SOP 110.10 – Personnel Trade Guidelines. 328

The member who was originally drafted to fill the vacancy will be marked off the Draft List. 329

The member who agrees to work in place of the drafted member will not be marked off the 330

Draft List. 331

Out of class trades may be permitted, at the discretion of the approving Officer or Shift 332

Commander, provided backfill coverage is available to staff all required Operations and 333

Special Event positions requiring specific qualifications, as set forth in Section 12. 334

335

DRAFT LIST DATA RETENTION POLICY 336

To ensure the integrity of the Draft List, the spreadsheet shall be locked. Only Shift 337

Commanders will have the ability to make entries in the Draft List. 338

339

340

341

This applies to information including member names, overtime slot columns, opt-out dates, 342

and all other data. This prohibition applies even after members are no longer eligible to be 343

drafted due to reassignment or retirement. 344

Information in the Draft List may be modified or deleted in cases of clerical errors, mistakes, 345

name changes, shift reassignments, etc. 346

ARCHIVING MEMBERS ON THE DRAFT LIST 347

Members who are on the Draft List may become ineligible for draft for many reasons, including 348

but not limited to: promotion, reassignment, retirement, policy change, or at the direction of 349

Department management. 350

In all cases, when a member is no longer eligible to be drafted, their slot on the Draft List and 351

entries in their draft slot columns shall not be deleted. These entries shall be retained, but 352

removed from consideration for a draft using the (MS Excel terminology) “Hide” function of the 353

spreadsheet. 354

INFORMATION IN THE DRAFT LIST SHALL NOT BE DELETED OR OVER-WRITTEN!

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Mandatory Overtime Staffing (Drafting) Effective Date 08/28/2018 Page 11 of 17 Supersedes – Draft

Example: “Frank” is moved to the Prevention Division, and will be ineligible for overtime or 355

draft. Rather than deleting his entries (and losing data), follow this process: 356

357

1) Highlight the row you wish to hide – in this case, “Frank”. 358

359

2) With “Frank’s” row selected, right click on the row and select the option to Hide 360

361

Lawrence-Douglas County Fire Medical Procedure 109.33 Title:

Mandatory Overtime Staffing (Drafting) Effective Date 08/28/2018 Page 12 of 17 Supersedes – Draft

3) “Frank” is now hidden from view, but data regarding his draft history has been retained and 362

can be recalled as needed. Note that the row numbers on the left no longer show “6” – the 363

row that contains Frank’s data, indicating it remains available. 364

365

This process may also be used to hide draft slot columns, if all members have had entries 366

placed in them. This prevents data loss while making navigation of the draft list easier for Shift 367

Commanders. 368

Example: If all members have an entry in Column F, it can be archived by using the MS Excel 369

“Hide” function. Left click on the column to highlight it, then right click on it and select “Hide”. 370

RESTORING ARCHIVED MEMBERS TO THE DRAFT LIST 371

If a member who has been “hidden” (MS Excel terminology) from the Draft List becomes 372

eligible for drafts once again due to reassignment or other policy change, their entries shall be 373

restored using the “Unhide” feature of the spreadsheet. 374

To avoid placing an undue burden on members who are restored to the Draft List, they shall 375

have the entry “EXEMPT” placed in all empty draft list slots until they are caught up with the 376

first member eligible to be drafted. 377

Example: Henry was assigned to the Training Division. He has been reassigned to the 378

Operations Division. While in the Training Division, his row on the Draft List was hidden. To 379

restore him to the Draft List and catch him up with his peers: 380

381

1) Highlight the two columns above and below his hidden column (in this case, column 8) 382

383

384

Lawrence-Douglas County Fire Medical Procedure 109.33 Title:

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2) Right-click on the selected columns, and click “Unhide” 385

386

387

3) 388

Henry’s data is restored to the Draft List 389

390

391 4) In this example, Henry has been reassigned to X Shift, so his shift column is changed from 392

“ADM” to “X”. 393

Because Henry has fallen behind the other members on the draft list, “EXEMPT” shall be 394

entered in the first draft slot column (Column F on this example) 395

396

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397 398

5) Henry is now second in line to be drafted, after Dana. 399

400

ADDING NEW MEMBERS TO THE DRAFT LIST 401

When a new fulltime member is added to the Draft List, they shall have a new row created at 402

the top of the draft list. 403

Each member of a new hiring process shall have the entry “NOT HIRED” placed in all slots on 404

the Draft List until they are three slots behind the member of the last class with the lowest 405

number of drafts. 406

Example: This is the Draft List when Alice, a firefighter-paramedic, is hired in January of 2017. 407

She is assigned to Y Shift, and placed on the draft list using the following process: 408

409

410

411

412

413

414

415

416

417

Lawrence-Douglas County Fire Medical Procedure 109.33 Title:

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1) Select the row (in this example, Row 2) below where the new member will be placed. 418

419

420

421

422

423

424

Lawrence-Douglas County Fire Medical Procedure 109.33 Title:

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2) Right-click on the selection, and choose the option to “Insert” 425

426

427

428

429

430

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2) A new, blank row is created above “Bob” 434

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4) Enter Alice’s information in the new row 448

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Lawrence-Douglas County Fire Medical Procedure 109.33 Title:

Mandatory Overtime Staffing (Drafting) Effective Date 08/28/2018 Page 17 of 17 Supersedes – Draft

5) Deb and Herbie are the members of the last hiring class with the fewest Draft List slots filled. 452

Since Alice is part of a new class, she will start 3 slots behind them. Since they are filled 453

through Column J, she should have blanks in columns H, I, and J. The remaining columns to 454

the left should be filled with the phrase “NOT HIRED” 455

456

6) As members of Alice’s class are hired, they will go through a similar process, and be placed 3 457

slots behind the lowest member of the previous class. This may mean that members of her 458

class who are hired at a later date may start at a higher column, as entries continue to accrue 459

on the Draft List. This prevents the people who are hired last out of a class from being drafted 460

more at the beginning of their careers than those who were hired first. 461