DIVISION 11 – Personnel Management

Transcription

PRINCE GEORGE’S COUNTY, MARYLAND
FIRE/EMERGENCY MEDICAL SERVICES DEPARTMENT GENERAL ORDERS
General Order and Directive Table of Contents
DIVISION 11: PERSONNEL MANAGEMENT CHAPTER 01: CHAPTER 02: CHAPTER 03: CHAPTER 04: CHAPTER 05: CHAPTER 06: CHAPTER 07: CHAPTER 08: CHAPTER 09: CHAPTER 10: CHAPTER 11: CHAPTER 12: CHAPTER 13: CHAPTER 14: CHAPTER 15: CHAPTER 16: CHAPTER 17: Table of Contents
11/30/2009
ACTING BATTALION CHIEF ALTERNATIVE WORK SCHEDULE (AWS) FOR H‐SCALE EMPLOYEES CAREER DISCIPLINARY PROCESS EMPLOYEE SEPARATION COURT SUBPOENA EQUAL EMPLOYMENT OPPORTUNITY (EEO) POLICY EMPLOYEE IDENTIFICATION/ IDENTIFICATION CARDS AND PAT TAGS ESSENTIAL EMPLOYEES FOLLOW‐UP PERFORMANCE APPRAISALS INCENTIVE AWARDS PROGRAM INTERNAL TRANSFERS TO SPECIALTY TEAMS AND/OR SPECIALIZED ASSIGNMENTS SPECIAL DUTY (CERTIFICATION PAY) PROCESS LEAVE POLICY MILITARY LEAVE NOTIFICATION FORMS/PERSONNEL INFORMATION NOTIFICATION OF ARREST/LICENSE REVOCATION PEER MEDIATION PROGRAM 1
CHAPTER 18: CHAPTER 19: CHAPTER 20: CHAPTER 21: CHAPTER 22: CHAPTER 23: CHAPTER 24: CHAPTER 25: CHAPTER 26: FAMILY AND MEDICAL LEAVE ACT (FMLA) LEAVE RECRUIT DRIVING STANDARDS REQUEST FOR TRANSFER OF DUTY STATION VOLUNTEER LEADERSHIP INFORMATION FORM VOLUNTEER SEPARATION VOLUNTEER APPLICATION PROCESS VOLUNTEER DISCIPLINARY PROCESS VOLUNTEER INTERDEPARTMENTAL TRANSFERS ACTING PAY Table of Contents
11/30/2009
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Division 11
Personnel Management
Chapter 01 – Acting Battalion Chief
January 2010
POLICY
This General Order shall establish
qualifications, authority, and responsibilities
of career Captains assigned to cover for
Battalion Chiefs.
This shall include all duties and
responsibilities as outlined in the Battalion
Chief Position description and any other
duties and responsibilities as assigned by their
respective Major and Lt. Colonel.
REFERENCES
DEFINITIONS
N/A
N/A
FORMS/ATTACHMENTS
PROCEDURES
N/A
1.
Qualifications
Career Captains shall have completed the
promotional process for Battalion Chiefs
and/or shall have demonstrated their
credentials to the Emergency Operations
Command (EOC) Lt. Colonel prior to being
approved as a fill-in Battalion Chief.
NFPA Fire Officer II certification will be
considered the minimum acceptable standard
for Battalion Chief fill-in status. The EOC Lt.
Colonel shall confer with the Training
Academy Major if needed to verify
certifications.
2.
Authority
Career Captains shall have the full authority
to carry out all duties and responsibilities
assigned to the Battalion Chief position,
while they are covering.
3.
Responsibilities
Fill-in Captains shall carry out all duties and
responsibilities assigned to the Battalion
Chief for whom they are covering.
Chapter 01 – Acting Battalion Chief
1
Division 11
Chapter 02 – Alternate Work Schedule (AWS) for H-Scale
Employees
January 2010
POLICY
This General Order shall define the
Alternative Work Schedule (AWS) for all HScale Employees to ensure responsibilities of
each individual employee and his/her
supervisor regarding the AWS.
DEFINITIONS
Alternative Work Schedules (AWS) Variations of traditional work schedules
where employees can modify arrival and
departure times within the parameters agreed
upon between supervisor and employee.
Flexible Bands (flex bands) - the specific
periods of the workday during which
employees may determine their own
schedules or work time, provided they meet
the agreed requirements for total hours on the
job.
Core Time or Core Working Hours - Core
time is the required time during the workday
when all employees should be present for
work.
Compressed Work Schedule - A
compressed schedule enables an employee to
fulfill the regular or traditional work schedule
of eighty (80) hours in a bi-weekly pay period
over a span of less than ten (10) workdays
with a fixed starting and departure time.
Flex Hours - Non-work hours during the
regular workweek for employees participating
in one of the compressed work schedules.
PROCEDURES
1.
General Provisions
All participating employees and supervisors
are expected to comply fully with the
Alternate Work Schedule for H-Scale
Employees Program requirements. Personnel
Law will prevail concerning conflicts or
uncertainty between any provision(s) of the
Program and Personnel Law.
Program Overview
An Alternative Work Schedule (AWS)
Program, or what is more commonly referred
to as a "flex-time" work plan, is offered by
the Prince George's Fire/EMS Department to
all H-Scale employees. Job responsibilities of
each individual will be evaluated by the
responsible supervisor, who will determine
whether an H-Scale employee (or employee
groups) can participate in the AWS Program.
All full-time, permanent, H-Scale employees
of the Fire/EMS Department are to be given
an opportunity to participate in the AWS
Program unless participation by an individual
employee or group of employees will
"substantially impair" the ability of the
organizational unit to get the job done. This
determination rests with the respective
career/civilian manager and/or supervisor.
NOTE: For the purpose of this General Order,
employee(s) refers to H-Scale employee(s).
Supervisors and participating employees shall
comply fully with the program requirements.
Chapter 02 – Alternate Work Schedule (AWS) for H-Scale Employees
1
Personnel Law will prevail concerning
conflicts or uncertainty between any
provisions of this program and Personnel
Law.
8:00 a.m. to 4:30 p.m. or 8:30 a.m. to 5:00
p.m.
Utilizing the AWS Program
Employee can select "fixed" arrival and
departure times that differ from the regular
work schedule. Each workday will generally
consist of eight (8) productive work hours
daily over a two-week pay period.
AWS hours of work shall begin at 6:00 a.m.
and end at 6:00 p.m. on Monday through
Friday (See Attachment 4). Approved AWS
schedules will be limited to a maximum often
(10) hours of work daily. The morning flex
band is from 6:00 a.m. to 9:00 a.m. The
evening flex band is from 4:00 p.m. to 6:00
p.m. Core working hours are from 9:00 a.m.
to 4:00 p.m. (excluding lunch).
The core time requirement does not apply to
individuals on approved absence or away
from the job site conducting County business.
The primary purpose of core hours is to
establish times when normal channels of
communication between individuals are open
for the exchange of information. To preserve
the purpose of core time, absences during
core time are permissible only in cases of
urgent personal need. However, such
absences can be made up during the flexible
bands on the same day period with the prior
permission of the supervisor.
NOTE: Make-up work periods cannot
create an overtime situation for FLSA
employees.
2.
Program Descriptions
Regular (Traditional) Work Schedule
Persons electing not to participate in the
AWS Program (and those who terminate
AWS schedules) will follow the current,
regular work schedule, consisting of eight (8)
productive work hours each workday over a
two-week pay period with fixed starting and
departure times, which currently are from
"Flexitour" Work Schedule
"Flexiday" Work Schedule
Employees can vary their arrival and
departure time within the flex band periods.
The employee must notify the supervisor of
an estimated arrival time on a daily basis.
Core hours must be adhered to except under
special/unusual circumstances when core
hours may be modified by the supervisor with
the approval of the career/civilian manager.
Compressed Work Schedule (4 Ten-hour
Days)
Employees work ten (10) productive work
hours for four (4) days each workweek.
Starting and departure times and the day off
are fixed.
Compressed Work Schedule (4 1/2 Ninehour Days)
Employees work nine (9) productive work
hours per day for four (4) days and four (4)
productive work hours for one (1) day each
workweek. Starting and departure times and
the partial day off are fixed.
Compressed Work Schedule (5 -4/9)
Each day period, employees work nine (9)
productive work hours daily for eight (days)
and eight (8) productive work hours for one
(1) day. Participation in this plan is limited to
2
FLSA "exempt" employees. Starting and
departure times and the day off are fixed.
exempt employees will be approved that
exceeds forty (40) hours in a workweek.
3.
Application to or Withdrawal from the
AWS Program
Applications for Alternative Work
Schedules (AWS)
Eligibility
All full-time, permanent H-Scale employees
of the Fire/EMS Department are to be given
an opportunity to elect to participate in the
AWS Program, unless participation by an
individual employee or group of employees
will "substantially impair" the ability of the
organizational unit to get the job done. This
determination rests with the respective
career/civilian manager and/or supervisor.
Fair Labor Standards Act (FLSA)
Considerations
The Fire/EMS Department employs both
FLSA "covered" (nonexempt) and FLSA
"exempt" employees (Note: FLSA "exempt"
employees are not subject to FLSA
requirements). An employee can determine
coverage by Alternative Work Schedule
(AWS) Program referring to the designation
noted at the upper right corner of the
individual's timesheet. Generally, persons at
Grade 17 or below are "covered" by FLSA.
FLSA establishes minimum wage, overtime
pay, record keeping, and child labor standards
affecting full-time and part-time workers in
the private sector and in Federal, State, and
local governments. Of particular importance
are the implications of FLSA requirements
relative to overtime pay.
FLSA "covered" (non exempt) employees are
entitled to overtime pay at a rate of not less
than one and one-half times their regular rates
of pay after 40 hours of work in a work week.
No AWS request for FLSA "covered" non
Individual employees desiring either to start
or change an AWS will submit an application
(Attachment 1) to their supervisor at least
thirty (30) calendar days prior to the effective
date. Entry to or a change in the AWS
Program will only be permitted at the
beginning of a quarterly cycle -July 1,
October 1, January 1, and April 1. A written
request to withdraw from AWS will be
permitted at any time. (Modifications to
current supervisor and employee relationships
associated with transfers, promotions, etc.
will require review of existing AWS
schedules due to the change of circumstance).
The defined work schedules discussed in this
procedure do not preclude the construction of
other alternative work schedules requested by
the employee and approved by the first-line
supervisor and career/civilian manager for
compelling personal reasons, e.g.,
transportation arrangements, day care
arrangements, education or training
schedules, health reasons, etc.
Consideration of Employee's AWS
Application
The first-line supervisor will provide a
written response to the employee of the
decision regarding AWS at least two (2)
weeks prior to the start of the requested
change. These criteria will be observed by the
first-line supervisor and career/civilian
manager in approving the AWS requests:
•
Whether the office will be able to
continue to meet its workload
requirements -thus the amount and
quality of work produced should not
3
•
•
•
be reduced by granting the AWS
request,
Supervisory availability and a mix of
more experienced employees with less
experienced ones,
The need to coordinate functions
among employees, supervisors, and
other sections, especially the need for
office coverage during the normal
business day, and,
Services to other offices within the
Fire/EMS Department, other County
agencies, and the general public, i.e.,
services will not be impaired by
approving requested AWS schedules.
The first-line supervisor or career/civilian
manager may decide to:
•
•
•
Approve AWS application without
modification,
Approve AWS application with
modification, or
Deny the AWS application.
If the application is modified or denied, the
first-line supervisor and/or career/civilian
manager will document the reason(s) and
discuss it with the employee. It is anticipated
that the employee, first-line supervisor, and
career/civilian manager can reach mutual
agreement about an AWS request. If the
employee is not satisfied with the AWS
decision, that individual may appeal the
decision to the AWS Committee for further
consideration.
Final approval of an AWS must be provided
by the Department’s Electronic Timesheet
System (ETS) Coordinator, who must adjust
the ETS to accommodate the new schedule,
prior to an employee beginning an AWS.
Conflicting Requests
Should two (2) or more employees request
the same alternative work schedule and the
first-line supervisor cannot accommodate all
the requests, the employees will be asked to
resolve the scheduling problem between
themselves. If the employees cannot resolve
the matter, then the selection of schedules
will be made based on seniority. The situation
will be revisited on an annual basis (July 1) to
determine the viability of a reasonable
substitute plan.
4.
Breaks during the Workday
Lunch Break
Employees who work more than five (5)
hours in a workday shall receive an unpaid
thirty-(30) minute meal period. The
employee may be allowed, with the
supervisor's advance approval, to expand
the one-half hour lunch break. The
expanded period of absence can be made up
before the end of the pay period but cannot
create an overtime (or other compensatory)
situation for a FLSA "covered" (nonexempt)
employee. Lunch breaks must be taken
between the hours of 11:00 a.m. and 2:00
p.m. (inclusive).
Rest Period
Employees are allowed up to an additional
thirty (30) minute period daily to
accommodate personal requirements. This
time is limited to workdays of at least eight
(8) productive hours and cannot be used to
arrive late or leave early. Break periods are
not cumulative from day to day. These special
requirements include, but are not limited to:
•
•
•
•
Cafeteria or snack breaks
Smoke breaks
Bank or credit union business
Extended lunch break
4
•
•
NOTE: Breaks as defined by Personnel Law,
Administrative Procedures, Contracts, and/or
FLSA are included in this time frame.
manager or designee on a form document
similar to that provided in Attachment 2.
Accrual and use of compensatory leave shall
also be subject to the restriction cited in
Salary Schedule H, Schedule of Pay Grades General Schedule.
5.
6.
Rest period
Other non-work related activity
Hours Worked in Excess of Regular
Workday
Leave Considerations
General
Overtime
Overtime shall be held to an absolute
minimum and must be approved in advance
by the supervisor, the career/civilian
manager, and/or the Fire Chief on a form
document similar to that provided in
Attachment 2.
Overtime requests are to be submitted to the
proper authority for approval as soon as
practical prior to the need. Overtime will be
distributed equally and fairly among all
qualified employees. The rate of pay will be
consistent with that provided by Personnel
Law and by Salary Schedule H, Schedule of
Pay Grades General Schedules, and as
provided for by the FLSA.
Employees may be required to work
mandatory overtime due to an emergency
operating condition as declared by the Fire
Chief or a designee. An emergency condition
is one in which the work cannot be postponed
until the next workday. Supervisor approved
absences from mandatory overtime are
permissible only in cases of urgent personal
need.
Compensatory Time
Employees entitled to earn overtime
compensation may elect to earn
compensatory leave in lieu of overtime
compensation. Compensatory time must be
approved in advance by the career/civilian
Implementation of this AWS Program will in
no way change current leave practices except
as otherwise provided for by this procedure.
Leave requests will still be granted or denied
in accordance with the needs of the office,
workload requirements, the nature of the
leave request, e.g., annual, sick, leavewithout-pay (LWOP), and applicable County
instructions. The amount of leave to be
charged will be equal to the difference
between the number of hours the employee
was scheduled to work on that day and the
number of productive hours worked (if any).
(Example -scheduled 10 hours, must record
10 hours of appropriate leave.)
Requests for leave must normally be
approved in advance of use. Leave requests of
less than five (5) days should be made as
soon as the employee is aware of the time of
expected use. Leave requests of five days or
more should be submitted at least 14 calendar
days in advance of the anticipated leave
period. Supervisors are required to make a
timely response to leave requests.
If an employee is unable, or will be tardy
reporting, to work due to an emergency,
illness, or other reason, every effort should be
made to notify their supervisor by their
normal reporting time or not later than 9:00
a.m. The employee should speak directly to
the immediate supervisor (or his/her superior)
so that pending work or other matters, which
may affect the conduct of business can be
discussed.
5
•
In-Lieu Holidays
If a holiday falls on a compressed schedule
employee's non-workday, the next scheduled
workday is the "in-lieu holiday," unless an
alternative "in-lieu holiday" has been
approved in advance by the supervisor. The
alternate "in-lieu holiday" should occur
within the same pay period when feasible.
Example: Monday is a holiday and is also the
employee's scheduled non-workday; the
employee would take Tuesday as the in-lieu
holiday and report to work on Wednesday.
•
Administrative Leave -Work Site Closings
Administrative leave due to inclement
weather or other emergency closings of the
work site will be reported as follows for any
individual deemed nonessential:
•
•
When the County Executive
authorizes administrative leave prior
to an employee's reporting time,
nonessential employees are not
required to report to their established
work sites. These employees must
charge appropriate, scheduled work
hours to earnings code number 33 on
their timesheets.
When the County Executive
authorizes administrative leave after
an employee's established reporting
time, nonessential employees who
report to their regular work station
within one (1) hour of the established
reporting time will receive regular
timesheet credit for all hours worked
and administrative leave is to be
charged to earnings code 33 for any
non-work hours remaining in the
scheduled workday after the release
time.
Delayed Openings -Unless a specific
number of hours of administrative
leave is granted by the County
Executive, employees will be allowed
to report administrative leave on their
timesheets for the number of hours
from the beginning of their approved,
scheduled workday until the County
opens for business. NOTE:
Employees working on a flexible band
AWS will consider the average
reporting time during the previous full
pay period as the basis for the normal
reporting time.
Early Closings -All employees will
record on their timesheets the actual
hours worked under the appropriate
code and will charge earnings code 33
for any non-work hours remaining in
the scheduled workday after the
designated closing time.
¾ NOTE 1: Employees are
reminded to call the County's
"Status of County Government
Telephone Line" before
attempting to come to work
when the normal hours of
business operation are
questionable. The number is
301-952-4810.
¾ NOTE 2: Administrative
leave, which may be
authorized for employees
scheduled to work does not
apply to the following
individuals: Nonessential
employees who previously
requested and were granted
other leave, e.g., annual, sick,
personal, compensatory, are to
be charged for the entire day
or part of the day for which
approved leave was granted.
AWS employees who are
absent from work based on
approved flex hours.
6
8.
General Principles
Training or Travel Status
Scheduling Meetings
The employee's work schedule will
temporarily conform to the requirements
of the activity. The employee should
consult in advance with the supervisor for
specific direction.
To the extent practical, meetings should be
scheduled during core work hours (between
9:00 a.m. and 4:00 p.m.), with as much
advance notice to employees as possible.
Tardiness
Basic Work Requirement
Tardiness of more than 15 minutes is to be
charged in even increments of one-half hour
of annual leave. The supervisor has discretion
to allow make-up of tardiness during the
payroll reporting period. Repetitive tardiness
may result in disciplinary action as
determined by the supervisor, which may
include restriction or revocation of the
employee's AWS Program participation.
The basic work requirement is the number of
hours (excluding overtime or compensatory
time earned) that employees are required to
work or otherwise account for approved
leave, leave without pay, compensatory time
used, excused absences, or holidays. AWS
participants will continue to have the same
basic work requirement of eighty (80) hours
within a bi-weekly pay period. FLSA
employees must adhere to a 40-hour
workweek.
7.
Time Reporting
Daily Log
All AWS employees will sign in at the
beginning of their workday utilizing the ETS.
If the employee forgets to punch in, his or her
supervisor must follow the ETS procedure for
missed punches.
Timesheets
Employees and supervisors are responsible
for approving electronic timesheets before
noon of the County workday immediately
following each payday (unless otherwise
instructed). Employees and supervisors are to
ensure that the information is accurate.
Hours of work will be earned and reported on
the timesheets as outlined in timesheet
policies and procedures. All annual and sick
leave taken must be requested and reported in
one-half hour (or thirty-minute) increments,
consistent with Personnel Law.
Modification, Suspension, or Termination
of AWS Program
If circumstances warrant, the AWS Program
can be modified, suspended, or terminated for
any individual or groups of individuals by the
career/civilian manager and/or in its entirety
by the Fire Chief. The Fire Chief has
authority to modify or change AWS policies
as the circumstances warrant.
Surveys
From time to time, participants will be
requested to respond to surveys or other
inquiries attempting to evaluate the success of
the program. Complete and full participation
is required.
Scheduling of Non-emergency
Appointments
7
•
One of the goals of the AWS Program is to
reduce short-term absences from the job.
Employees are encouraged to schedule nonemergency appointments or other
engagements outside required working hours.
10.
AWS Deviations
Agency Head
The supervisor has the authority to make
minor adjustments to an employee's approved
AWS schedules in addition to the formal
quarterly application periods as follows:
The Fire Chief (or a designee) will function in
the same capacity as in all matters affecting
the Fire/EMS Department, which is to
provide leadership that will ensure the
successful accomplishment of those duties
and responsibilities the Department is
charged with through Charter or other State
or County laws, rules, regulations, or
procedures. Specifically, the Fire Chief will
dispose of any disputes or grievances arising
from the implementation of the AWS
Program.
•
•
•
•
Daily lunch period;
Change the arrival or departure time
due to a special circumstance; or,
Make-up time for absences from core
work hours within the respective pay
period.
Meet operational needs of Department
and/or office.
Participation in non-work related
activity (excluding the rest period)
during scheduled work hours
Responsibilities
Career/Civilian Manager
9.
Revocation of AWS Privilege
First-line supervisors and career/civilian
manager will not limit, deny, or withdraw an
employee's privilege provided under this
AWS Program as a form of retribution for an
unrelated infraction. Employees may,
however, be disciplined for abuse of the AWS
Program. This could include restricting
arrival and departure times or losing the AWS
privilege. Abuses include, but are not limited
to:
•
•
•
•
Falsification of time accounting
records
Excessively long lunch periods
without prior supervisor approval or
appropriate time reporting
Frequent instances of documented
tardiness or absences from work
without prior first-line supervisor's
approval
Failure to sign the daily log sheet
timely and consistently
The career/civilian manager will support and
assist the Fire Chief in the daily
administration of this program, ensuring that
the program does not conflict with the
priorities of that office. The career/civilian
manager will be responsible for
approving/disapproving all AWS requests
submitted by the employee(s).
First-Line Supervisors
•
First-line supervisors will assure that
productivity and the quality of work is
sustained at a high level, and that
adequate and sufficient procedures to
monitor staff attendance and work
practices are instituted to ensure same.
•
The first-line supervisor will provide
initial approval/disapproval of all
AWS requests and any deviations
submitted by the relevant section
employees.
8
•
•
The first-line supervisor also will
assure there is adequate coverage of
all delegated responsibilities during
County business hours, including
cross training of staff, balancing
approved AWS schedules, and
coordinating employee absences.
To assist the Fire Chief in the implementation
and administration of the AWS Program, a
seven-person committee is to be established.
Each pay period, he or she is further
responsible for reviewing relevant
daily log sheets to ensure correct
reporting of time on employee's
timesheets prior to approving and
submitting of same to the timekeeper.
•
The committee membership will
consist of three people selected by the
Fire Chiefs staff members, three
representatives selected by the HScale Executive Board representative,
and an AWS Coordinator who is
appointed by the Fire Chief.
•
The coordinator is responsible for the
general administration of the AWS
Program. Generally, the coordinator
will be the Lieutenant Colonel of
Management Services.
•
The committee will serve primarily as
an advisory board to the Fire Chief
and also as a liaison between
individual employees and
management.
•
Another function of the committee is
to act as a conciliator for matters that
cannot be resolved among the
career/civilian manager, supervisor,
and employee.
¾ Employee concerns should be
submitted in writing to the
AWS Coordinator.
¾ When feasible, the committee
will make recommendations
for consideration by the parties
involved within five (5)
working days after receipt of
the written documentation
describing the circumstance.
Employees
•
All employees are charged with the
responsibility of ensuring the
continued high quality and quantity of
work at all times and will make every
effort to adhere to the agreed upon
alternative work schedule.
•
It is the responsibility of the employee
to complete the daily log for accurate
tracking of work hours.
•
In the absence of a supervisor, the
employee may be responsible for
coordinating work efforts with other
employees. An employee will conduct
him or herself as a professional at all
times.
•
The employee further agrees and
understands that work may be
assigned from time to time outside of
his or her specific job description to
ensure adequate coverage of the office
during regular County business hours.
AWS Committee
11.
Documentation
Documentation of alternative work schedules
delineating the required daily hours of work
within a workweek which has been agreed to
by the career/civilian manager, supervisor,
9
and employee will be written on a form
document similar to Attachment 1.
REFERENCES
N/A
FORMS/ATTACHMENTS
Attachment #1 - Application to Participate in
AWS Program
Attachment #2 – Request for
Overtime/Compensatory Time form
Attachment #3 - Flexclock
10
ATTACHMENT 1
PRINCE GEORGE'S COUNTY FIREIEMS DEPARTMENT
Date
_
TO:
Supervisor
FROM:
_
H-Scale Employee
RE:
Application to Participate in AWS Program
I agree to abide by the policies stated in the FirelEMS Department's Alternative Wark
Schedule Program and request the following Alternative Work Schedule (AWS):
_ _ _ _ Regular (Traditional WS)
_ _ _ Flexitour AWS
_ _ _ 4 -10 AWS
_ _ _ Flexiday AWS
_ _ _ 4-1/2- 9AWS
_ _ _ 5-4/9AWS
_ _ _ _ Approved
_____ Approved w/modification (s) _ _ _ _ Denied
Explanation:
_
Effective:
First-Line Supervisor
Accepted by employee:
AWSFORMI
_
Date:
_
ATTACHMENT 2
REQUEST FOR OVERTIME/COMPENSATORY TIME
PRINCE GEORGE'S COUNTY FIREIEMS DEPARTMENT
DATE:
_
OFFICE:
_
EMPLOYEENAMBTITLE:
_
DATE (S) OF OVERTIME:
NO. HOURS:
_
DATES (2) OF COMP TIME:
NO. HOURS:
_
APPROXIMATE COST:
EXPLANATION OF NECESSITY FOR ADDITIONAL HOURS (be specific):
AUTHORIZED AND APPROVED:
Yes
Supervisor
REMARKS:
AWSFORM2
No
_
Yes
_
No
__ Yes
No
Fire Chief
__
PRINCE GEORGE'S COUNTY FIRE/EMS DEPARTMENT AWS PROGRAM
DAILY LOG
PAY PERIOD:
TIME
ATTACHMENT 3
OFFICE
EMPLOYEE SIGNATURE
IN
h:alternative work schedules(aws).doc
COMMENT
TIME
OUT
EMPLOYEE SIGNATURE
COMMENT
PRODUCTIVE
HOURS
ATTACHMENT 4
FLEXCLOCK
06:00 A.M.
MORNING
06:30 A.M.
FLEX BAND
07:00A.M.
07:30A.M.
08:00 A.M.
08:30A.M.
09:00A.M.
09:30 A.M.
10:00 A.M.
10:30 A.M.
11:00 A.M.
11:30 A.M.
12:00 P.M.
12:30 P.M.
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Division 11
Chapter 03– Career Disciplinary Process
January 2010
POLICY
This General Order shall establish a
consistent, fair, reasonable and equitable
method for resolving conduct and/or
performance-related violations of established
rules and regulations of the Prince George’s
County Fire/EMS Department and the Prince
George’s County Code.
It shall be the general policy to follow a
pattern of progressive discipline that provides
employees with notice of deficiencies and an
opportunity to improve both performance and
conduct problems. Supervisors have the
authority to initiate and/or take authorized
disciplinary actions against their employees
whenever such disciplinary actions are
warranted by virtue of violations of standards
of conduct or behavior or failures to maintain
satisfactory performance.
However, the final determination for taking
any authorized disciplinary action against any
employee shall rest exclusively with the
County Fire Chief or his/her designee. The
job performance and conduct of each
employee impacts directly on the public’s
trust in government and on the County’s
ability to achieve its mission of service to the
public.
All employees are, therefore, responsible for
adhering to the standards of performance and
conduct.
DEFINITIONS
Conduct Related Violation - defined by the
Prince George’s County Code, Subtitle 16,
Personnel Law, Section 16-193 as, “an act or
Chapter 03 – Career Disciplinary Process
acts which constitute a violation(s) or
failure(s) to comply with any duty, obligation
or requirement imposing a standard of
conduct or behavior on such employee by
virtue of the provisions of any criminal or
civil law or statue or any rule or regulation
authorized and promulgated pursuant thereto,
provided such violation(s) or acts(s) of
noncompliance:”
•
•
“Bears a demonstrable relationship to
the nature of the duties and
responsibilities of the employee’s
position; and,”
“Constitutes a willful, indifferent, or
grossly negligent act or commission
by such employee.”
Performance Related Violation - defined by
the Prince George’s County Code, Subtitle
16, Personnel Law, Section 16-194 as,
“employee’s performance has become less
than satisfactory with respect to the execution
of any or all of the duties, tasks, and/or
responsibilities set forth in the employee’s
position description...”
• “Where the employee’s actions,
inactions and/or attitudes constitute a
representative course of conduct
characterized by a general inability,
incapability, and/or unwillingness on
the part of the employee to maintain a
minimum standard of performance
with respect to the quality and/or
quantity of any or all of the duties,
tasks, and/or responsibilities properly
assigned to the employee; or,”
• “Where the employee unjustifiably
fails to carry out a particular work
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•
assignment which was within the
scope of the duties, tasks, and/or
responsibilities properly assigned to
the employee; or,”
“Where the employee loses or fails to
maintain any of the requirements or
standards set forth in the qualification
requirements statement, as defined in
Section 16-102 (a)(39), applicable to
the employee’s position.”
Authorized Disciplinary Action - types of
disciplinary actions defined by the Prince
George’s County Code, Subtitle 16,
Personnel Law, Section 16-193 and/or 16194.
Step I - Verbal counseling of employee with
supervisor documentation of unsatisfactory
conduct or performance.
Step II - Written reprimand, “Written Notice
of Unsatisfactory Conduct or Performance,”
issued to employee.
Step III - Written formal “Statement of
Charges” issued to employee and presented
for further disciplinary action.
Department Disciplinary Coordinator Appointed by the Fire Chief to ensure that a
uniform administrative review of all
Department disciplinary hearings and actions
are conducted. The Coordinator serves as the
Disciplinary Review Board Chairperson.
Career Disciplinary Review Board Hearing board convened to hear and review
conduct and/or performance-related
disciplinary charges against any employee
and render a determination to the Fire Chief
whether the charges has been substantiated or
not by the Fire/EMS Department.
PROCEDURES
1.
Supervisors
In order to reduce the need for disciplinary
actions, supervisors must make every effort to
educate and train personnel thoroughly in all
aspects of expected conduct and levels of
performance required of them. When
appropriate education and training fail, the
Department will implement a timely threestep disciplinary process in an attempt to
correct an employee’s unsatisfactory conduct
and/or performance. The level of discipline
must be commensurate with the severity of
the action or inaction in question. Contact the
Office of Professional Standards for guidance
and direction.
Supervisors should utilize the “Supervisor
Guidelines for Conduct/Performance
Actions” (Attachment #1) to assist in the
determination of the appropriate level or step
of disciplinary action to be initiated. The
guidelines are not intended to be an inclusive
list, but to help serve as a general guide for
supervisors to use in an effort to ensure
consistent, fair, reasonable and equitable
enforcement of rules, regulations, and
procedures.
To use the “Supervisor Guidelines for
Conduct/Performance Actions:”
•
•
Align the employee’s conduct and/or
performance violation using the list of
items in the left-hand column under
the heading “Supervisor Guidelines
for Conduct/Performance Actions” as
a reference. Categories of violations
are in Bold/Underlined and specific
individual violations are in Bold.
Implement the appropriate step of
disciplinary action based on the
corresponding recommendation in the
second column, under the heading
“Disciplinary Action for 1st Offense
and Greater.” Discretion means the
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supervisor shall determine the level of
disciplinary action depending upon
the circumstances and facts involved.
Cumulative means the supervisor shall
take previous violations and efforts to
correct employee behavior into
account when determining the level of
disciplinary action to take. A
previous similar violation shall result
in a higher disciplinary step for the
current violation.
Once the level or step of disciplinary action is
determined, the supervisor or their designee
shall initiate the appropriate procedures as
outlined below for the various steps of the
disciplinary process.
Step I - Verbal Counseling with
Documentation
When an employee fails to maintain the level
of conduct or performance that is reasonably
expected of personnel in his/her position, the
first step in correcting such behavior is a
verbal warning or counseling session. This
step can only be taken in cases that involve
minor violations, where modified behavior
can be reasonably expected through
counseling, and when more severe action is
not warranted. (Reference - “Officer
Actions”)
A supervisor shall complete an investigation
into the conduct or performance violation and
shall complete a personal, confidential
interview with the employee within seven
days.
Supervisor shall advise the employee where
the employee’s action(s) or inaction(s) failed
to meet prescribed standards and why.
Employee shall be given an opportunity to
explain his/her action(s) or inaction(s).
Supervisor shall advise employee what
corrective action(s) should be taken, and
given a reasonable time frame to comply.
Supervisor shall complete and sign a Step I “Supervisor’s Record of Counseling” form
(Attachment #2) outlining the violation and
counseling session as a record for future use.
A copy of the record shall be filed at the
station in the employee’s personnel file for a
maximum of one year for use with their Past
Performance Appraisal.
Within fourteen days the original signed Step
I counseling form will be forwarded to the
Department Disciplinary Coordinator (DDC)
to be maintained in accordance with the
Personnel Law, Section 16-197, and the
current Labor Agreement with the
International Association of Fire Fighters
(IAFF) Local 1619.
Step II -“Written Notice of Unsatisfactory
Conduct or Performance”
In the event verbal counseling fails to correct
a previous conduct and/or performancerelated violation or the violation is too severe
for verbal counseling, the next step toward
resolution is a written reprimand, “Written
Notice of Unsatisfactory Conduct or
Performance.” The written reprimand is
intended to document and outline specific
areas that need improvement as well as what
may be done to accomplish such
improvement. (Reference - “Supervisor
Actions”)
A supervisor shall complete an investigation
into the conduct or performance violation and
shall complete a personal confidential
interview with the employee.
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Supervisor shall present the “Written Notice
of Unsatisfactory Conduct or Performance”
within seven days after the alleged violation
and/or investigation is completed.
Supervisor shall offer further counseling if
needed.
Supervisor shall give specific instructions
and/or actions to be taken by employee to
prevent a recurrence, if applicable.
Supervisor shall advise employee that any
subsequent violation(s) or act(s) of
noncompliance may warrant the taking of
more severe disciplinary actions.
The “Written Notice of Unsatisfactory
Conduct or Performance” memorandum shall:
(Attachment #3)
•
•
•
•
•
•
•
State the date of the violation.
Give a brief description of what
occurred.
Quote the sections of the Personnel
Law and Departmental General
Orders, Directives, etc., that apply to
this violation.
List the previous efforts to counsel
and afford opportunities to take
remedial action only if the previous
efforts to modify behavior are relevant
to this specific charge.
Give specific instructions and/or
actions to be taken by employee to
prevent a recurrence, if applicable.
State any subsequent violation(s) or
act(s) of noncompliance may warrant
the taking of more severe disciplinary
actions.
State the reprimand has been read and
understood and that any signature
does not indicate admittance of guilt,
only acknowledgement that the
employee has received a copy of the
notice.
The “Written Notice of Unsatisfactory
Conduct or Performance” shall be signed and
dated by both the employee and supervisor as
required by the Prince George’s County
Code, Subtitle 16, Personnel Law, Section
16-193 and 16-194. If the employee refuses
to sign said “Written Notice of Unsatisfactory
Conduct or Performance,” the supervisor
shall attach a signed certification that they
issued the written reprimand to the employee
and that the employee did not elect to respond
in writing to the reprimand or sign the
reprimand.
Employee will be given a copy and advised
that a copy will be filed at the station in the
employee’s personnel file for a maximum of
one year for use with their Past Performance
Appraisal.
The original signed Step II “Written Notice of
Unsatisfactory Conduct or Performance” will
be forwarded to the DDC within fourteen
days to be maintained in accordance with the
current Labor Agreement with the IAFF
Local 1619.
An employee may respond to any written
reprimand within five (5) working days of
issuance by forwarding written comments to
the DDC through their supervisor. The DDC
will attach a copy of the employee’s written
comments to their “Written Notice of
Unsatisfactory Conduct or Performance.”
The DDC shall notify the employee that their
written comments have been appended.
Step III - Formal “Statement of Charges”
A “Statement of Charges” shall be issued to
an employee where the severity of an alleged
conduct and/or performance violation is
beyond acceptable levels for a first time
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violation, or when an employee has repeated
similar/related conduct or performance
violations, or when an employee has multiple
conduct and/or performance violations that
generated previous discipline actions.
(Reference - “Supervisor Guidelines for
Performance/Conduct Actions”)
Supervisor shall prepare and present in a
personal and confidential manner the
“Statement of Charges” within seven days
after the alleged violation occurs and/or
investigation is completed but in all
circumstances, within 180 days of when the
act comes to the attention of a supervisor.
The Fire/EMS Department and/or the
supervisor shall complete an investigation
into the conduct and/or performance
violation.
The Office of Professional Standards shall
advise the employee that a notice will be
forthcoming advising them of the time, date
and location of a hearing to address the
“Statement of Charges.” The responsibility
to contact the IAFF Local 1619 and/or legal
counsel rests with the employee.
The investigation may include, but not be
limited to, signed confidential statements of
all witnesses to the violation, original and/or
copies of all relevant documents such as
police reports, accident reports, etc., original
and/or copies of all relevant audio and visual
tapes, original and/or copies of
notes/correspondence related to any
interviews, etc.
The investigation shall include a personal
confidential interview with the employee to
determine the facts and circumstances of the
violation and any extenuating circumstances
concerning the employee that may mitigate
against the taking of the particular
disciplinary action against the employee.
Upon completion of an initial investigation,
the Fire/EMS Department and/or supervisor
may remove an employee from emergency
operations, place restrictions on an
employee’s operational authority, place an
employee on limited public contact or
immediately suspend/place on administrative
leave an employee as outlined by procedures
in Section III. F. of this Directive as
warranted. None of these actions shall be
construed as final disciplinary action for any
specific conduct and/or performance
violation.
Supervisor shall offer further counseling if
needed.
The “Statement of Charges” memorandum
shall: (Attachment #4)
•
•
•
•
State the date of the violation.
Give a brief description of what
occurred.
Quote the sections of the Personnel
Law, Departmental General Orders,
Directives, etc., that apply to this
violation.
List the previous efforts to counsel
and afford opportunities to take
remedial action and/or previous
disciplinary actions. Only include if
previous efforts to modify behavior
are relevant to this specific charge or
if an employee’s action, inactions,
and/or attitudes constitute a
incapability, and/or unwillingness on
the part of the employee to conform to
the applicable standards of conduct or
behavior or to maintain a minimum
standard of performance with respect
to the quality and/or quantity of any or
all of the duties, tasks, and/or
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•
•
responsibilities properly assigned to
the employee.
State the “Statement of Charges” shall
be forwarded through the chain-ofcommand for appropriate action. You
could be issued a waiver of hearing or
notified of the time, date, and location
of the hearing, which will be
conducted to address the
aforementioned charges.
State the reprimand has been read and
understood and that any signature
does not indicate admittance of guilt,
only acknowledgement that the
employee has received a copy of the
charges.
The “Statement of Charges” shall be signed
and dated by both the employee and
supervisor. If the employee refuses to sign
said “Statement of Charges,” the supervisor
shall attach a signed certification stating that
they issued the “Statement of Charges” to the
employee and that the employee did not elect
to sign the “Statement of Charges.”
Employee will be given a copy and advised
that a copy will be filed at the station in the
employee’s personnel file for a maximum of
one year for use with their Past Performance
Appraisal.
The original signed Step III “Statement of
Charges” will be forwarded to the DDC
within fourteen days for further action.
2.
Department Disciplinary Coordinator
Upon Receipt of Step I or Step II disciplinary
actions, the DDC shall ensure actions are in
compliance with the Prince George’s County
16-195, and are consistent and uniform in
relation to the general disciplinary practices
and procedures and policies as applied to
other employees under facts and
circumstances which are substantially the
same. The “Supervisor Guidelines for
Conduct/Performance Actions” shall be used
as a guideline.
If in compliance, the Step I or Step II shall be
filed and maintained in accordance with
Local 1619.
If an employee responds to any Step I or Step
II within five (5) working days of issuance by
forwarding written comments to the DDC
through their supervisor, the DDC shall attach
a copy of the employee’s written comments
to their Step I or Step II. The DDC shall
notify the employee that the written
comments have been appended.
If a Step I or Step II is not in compliance with
the general disciplinary practices, procedures,
and policies, the Step I or Step II shall be
returned to the issuing supervisor via their
chain-ofcommand for further action. Such
actions may be warranted by, but not limited
to, non-compliance with the “Supervisor
Actions,” numerous previous similar
infractions which warrant a higher degree of
disciplinary actions, etc.
Upon receipt of a Step III, “Statement of
Formal Charges,” the DDC shall ensure
actions are in compliance with the Prince
Personnel Law, Section 16-195, and are
consistent and uniform in relation to the
general disciplinary practices, procedures,
and policies as applied to other employees
under facts and circumstances which are
substantially the same. The “Supervisor
Actions” shall be used as a guideline.
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If the Step III is not in compliance with the
general disciplinary practices, procedures,
and policies, the Step III shall be returned to
the issuing supervisor via their chain-ofcommand with directions for further action.
If the Step III is in compliance, the DDC shall
proceed with a “Final Disciplinary NoticeWaiver of Hearing” or a Disciplinary Review
Board Hearing as applicable and outlined
below.
Upon completion of the aforementioned, the
DDC shall forward a written report of
findings to the appropriate Lieutenant
Colonel for issuance of the Proposed and/or
Final Notice as applicable and outlined
below.
The DDC shall maintain a copy of all Final
Notices upon completion/restitution of all
Step III disciplinary actions. The copy shall
be maintained in accordance with the Prince
Local 1619.
3.
Final Disciplinary Notice-Waiver of
Hearing
The “Supervisor’s Guidelines for
Conduct/Performance Actions” column three
(3), “Waiver Accepted for First Step III”
should be used as a guideline for determining
if the nature of the infraction is eligible for a
Hearing Waiver.
Prior disciplinary history on file in
accordance with the Prince George’s County
16-197, and the current Labor Agreement
with the IAFF Local 1619, should be used for
determining if prior disciplinary actions
warrant a Hearing Waiver.
If warranted, the DDC shall issue a “Final
Disciplinary Action-Waiver of Hearing” to
the employee. The waiver if accepted by the
employee, generally stipulates that the
employee is not disputing the infraction
occurred and is accepting the disciplinary
action as outlined.
The “Final Disciplinary Action-Waiver of
Hearing” memorandum shall:(Attachment #5)
•
•
When an employee commits a conduct and/or
performance infraction, accepts full
responsibility for their action, and does not
wish to be subject to a Disciplinary Review
Board process, they may accept a “Final
Disciplinary Action-Waiver of Hearing”
issued by the DDC.
•
The DDC shall determine if the nature of the
employee’s infraction and the employee’s
prior disciplinary history would warrant the
issuance of a “Final Disciplinary NoticeWaiver of Hearing.”
•
•
List the date of the “Statement of
Charges.”
State that in accepting summary
disciplinary action, the employee is
not disputing that a violation occurred.
The employee is waiving a formal
Disciplinary Review Board Hearing
and any/all rights under the Grievance
and Arbitration Procedure of the
current Labor Agreement made by
and between Prince George’s County,
Maryland, and the IAFF Local 1619.
State the summary disciplinary action
is considered final discipline as
defined in the Prince George’s County
Code, Subtitle 16, Personnel Law,
Section 16-201.
List the fine.
List the employee’s options for
payment.
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•
State that the employee has five (5)
working days to respond to the waiver
memorandum, and the date it must be
returned. Failure to return the
document by that date or declining to
accept summary disciplinary action
will result in a Disciplinary Review
Board hearing.
Provide a return for the employee to
decline or accept the disciplinary
action as outlined, with applicable
signature blocks.
State that with acceptance, the
employee grants approval for the
Prince George’s County Fire/EMS
Department to release a copy of this
Final Disciplinary Action to the
President of IAFF Local 1619.
Provide approved/not approved check
offs with applicable signature block
for the Fire Chief.
The “Final Disciplinary Action-Waiver of
Hearing” is advisory in nature and the final
determination as to the taking of any
authorized disciplinary action in relation
thereto rests exclusively with the Fire Chief
or his/her designee.
If the “Final Disciplinary Action-Waiver of
Hearing” is accepted by the respondent and
Fire Chief, it shall be considered final
discipline as outlined under the Proposed and
Final Notices procedure outlined below.
If the “Final Disciplinary Action-Waiver of
Hearing” is not approved and/or accepted by
the respondent and/or Fire Chief, a
Disciplinary Review Board shall be convened
to hear the statement of charges as outlined
below. Neither the form nor its contents may
be used in the Disciplinary Review Board
hearing, disciplinary appeals, arbitration
hearing, or for any other purpose.
4.
A Disciplinary Review Board Hearing shall
be convened to hear evidence and explanation
for any Step III “Statement of Charges” for
which a “Final Disciplinary Notice-Waiver of
Hearing” is not approved and/or accepted by
the respondent and/or Fire Chief, or is not
warranted due to the nature of the infraction,
or is not warranted due to the number of
previous similar/related infractions.
The DDC will assign a Disciplinary Review
Board (DRB) to conduct an administrative
hearing.
The DRB will normally be composed of four
members, including the DDC.
•
The DDC will serve as the
chairperson.
•
Three (3) Battalion Chiefs not from
the respondent’s battalion will serve
as the remaining DRB panel.
The respondent and/or IAFF Local 1619 may
petition the DDC to consider changing one of
the personnel assigned to the DRB panel.
This request shall generally be made at least
three (3) days prior to the hearing date.
The DDC may change the DRB panel prior to
the hearing date/time with notification to the
respondent and/or the IAFF Local 1619 as
deemed necessary.
The DDC shall forward a written Hearing
Notice to the respondent to notify them of the
date, time, and location of the DRB hearing.
The supervisor, witness(s), DRB members,
the employee’s supervisor(s) and the
President of the IAFF Local 1619 will be
notified of the hearing by means of a copy of
the employee’s notification. Notification to
any legal counsel for representation on behalf
8
of any employee shall rest exclusively with
the employee.
The DRB “Disciplinary Hearing” notification
memorandum shall: (Attachment #6)
•
•
•
•
•
State the location, day, date, and time
of the DRB hearing.
List the members assigned to the DRB
panel.
State the employee and/or supervisor
may request personnel to attend the
hearing and testify to the facts and
issues concerning the charges.
State the employee has the right to
Union and/or legal representation at
the DRB hearing.
State the employee and/or supervisor
shall notify the DDC of any
representative or witness who will
attend the DRB hearing at least one
day prior to the hearing.
If a hearing notice cannot be delivered to the
employee in a timely fashion, the supervisor
shall notify the employee verbally with a
memorandum to the DDC of the date and
time the notification was made.
Once notified, attendance at the hearing is
considered an order. Failure to attend as
directed may be considered insubordination
subject to additional disciplinary action up to
and including dismissal. The DDC may enter
a “not guilty” plea on behalf of any employee
who fails or refuses to attend the DRB
hearing.
Any deviation from the hearing schedule will
be at the discretion of the DDC. Any person
advised to attend a DRB hearing that may
have an issue with the date and/or time, shall
notify the DDC promptly, but generally no
later than three (3) days prior to the hearing.
Prior to the hearing date, all information, i.e.,
signed statements, police reports, relevant
documents, tapes, etc., to be used during the
hearing shall be forwarded to the DDC by the
supervisor, respondent and/or respondent’s
counsel to be duplicated for the DRB panel
and exchanged between parties.
A DRB hearing shall be conducted in
accordance with the format shown in
Attachment #7 - Disciplinary Review Board
Hearing Procedures.
The DRB hearing format shall include:
•
•
A release for the employee, option to
sign, to have a copy of the final
disciplinary action released to the
President of the IAFF Local 1619. If
signed, one original to be maintained
by the DDC, and one original to be
given to the Union Representative at
the hearing (Attachment #8).
A preliminary introduction to the
hearing to include general conduct,
procedures, and that the hearing will
be taped. A copy of the tape will be
made available to the respondent
and/or legal counsel upon written
request to the DDC.
A formal introduction to the hearing shall
include:
•
•
•
•
The date and time the hearing is
convened.
An introduction of all persons present
and whom they are representing.
A review of the date of the charges,
notification of the hearing, and the
employee’s right to legal and/or union
representation.
Questions to and responses from the
employee to ensure:
9
•
•
•
•
¾ They understand the nature of
the charges placed against
them.
¾ They are aware of their rights
as a member of IAFF Local
1619.
A general statement to include:
¾ The purpose of the hearing, the
right to admit or deny the
charges, the right to present
any witness or explanations.
¾ A mute response will be
considered a denial of the
charges.
¾ A report of findings will be
sent to the Fire Chief with a
determination if the charges
have been substantiated or not,
the DRB findings are advisory
in nature, and the final
determination as to the taking
of any authorized disciplinary
action thereto shall rest
exclusively with the Fire Chief
and/or his designee.
A cursory review of the Department
rules and regulations and the Prince
George’s County Code which were
violated.
A question and response from the
employee if he pleads guilty or not
guilty.
Presentation of the infraction,
evidence and explanations by the
supervisor(s), the employee, the union
and/or legal counsel with crossexamination as warranted.
Testimony from witnesses and crossexamination as warranted.
•
Questions from the DRB panel of the
employee, supervisor and/or any
witnesses.
•
•
One summation by the employee,
union, or legal counsel, and one
summation by the supervisor.
A closing statement advising the
employee they will be notified in
writing by the Fire Chief or his
designee of any further action to be
taken regarding this matter.
The DRB will conduct a complete and
thorough examination of the significant facts
and circumstances presented at the hearing.
By a majority vote, the DRB will make a
determination if the charges have been
substantiated or not. In determining whether
the charges have been substantiated or not,
the required degree of proof shall be the
preponderance of the evidence. That is the
amount and quality of evidence that tips the
scales of justice toward one determination or
another. It also relates to witnesses’
characters, intrinsic characteristics of
evidence, and its probability of truth when
tested by the ordinary experience of average
people.
Any hearing information, documentation or
other disciplinary matters must be held in the
strictest confidence by all personnel at the
DRB hearing. Any breach of confidentiality
will be dealt with appropriately, including,
but not limited to, disciplinary action as
warranted.
5.
Proposed and Final Notices of
Disciplinary Action
Upon receipt of the “DRB Report of
Findings” the Fire Chief shall issue Proposed
and Final Notices as warranted and in
accordance with the following procedures.
However, if a “Final Disciplinary NoticeWaiver of Hearing” has been submitted and
accepted by the Fire Chief, it shall be
considered Final Discipline.
10
The Fire Chief may accept or reject the
findings of the DRB in accordance with
Personnel Law, Section 16-195.
Personnel Law, Section 16-148 (a)(6)(A)(iv),
no Proposed Notice is required prior to
serving a Final Notice of adverse action.
The Fire Chief shall prepare a “Proposed
Notice of Disciplinary Action” in accordance
with Prince George’s County Code, Subtitle
16, Personnel Law, Section 16-201. The
Proposed Notice shall state:
The “Proposed Notice of Disciplinary
Action” shall be hand-delivered to the
employee for signature. The “Proposed
Notice of Disciplinary Action” shall be
signed and dated by the employee. If the
employee refuses to sign said “Proposed
Notice of Disciplinary Action,” the supervisor
shall append a signed certification that they
issued the “Proposed Notice of Disciplinary
Action” to the employee and that the
employee did not elect to sign the
“Proposed Notice of Disciplinary Action.”
•
•
•
•
•
The specific grounds or other reasons
for taking such disciplinary action.
The proposed adverse action
authorized under the provisions of
Prince George’s County Code,
Subtitle 16, Personnel Law, Section
16-193 and 16-194.
The employee may not work any
scheduled overtime until final
disposition of all matters related to
this disciplinary action.
The fact the employee is entitled to
appeal such action, in writing to the
Fire Chief.
In cases of a proposed written reprimand,
suspension, or forfeiture of leave, the
employee is entitled to respond in writing to
the Fire Chief no later than five (5) working
days after the day of receipt of the notice by
the employee.
In cases of a proposed separation,
termination, dismissal, demotion or fine, the
employee is entitled to respond in writing to
the Fire Chief no later than ten (10) days after
the date of receipt of the notice by the
employee.
In cases of immediate suspension in
accordance with provisions of the Prince
Personnel Law, Section 16-193 (c)(4), or
demotion at the discretion of the employer
pursuant to the provisions of the Prince
Upon receipt of a signed “Proposed Notice of
Disciplinary Action” and any written
response filed by the employee, the Fire Chief
shall consider said appeal in accordance with
evaluative factors under Prince George’s
County Code, Subtitle 16, Personnel Law,
Section 16-195. The Fire Chief may either
modify the disciplinary action or stand by the
proposed disciplinary action.
A “Final Notice of Disciplinary Action” shall
be prepared in accordance with Prince
Personnel Law, Section 16-201. The “Final
Notice of Disciplinary Action” shall state:
•
•
•
•
The specific grounds or other reasons
for taking such disciplinary action.
The final adverse action imposed and
authorized under the provisions of
Prince George’s County Code,
Subtitle 16, Personnel Law, Section
16-193 and Section 16-194.
The consideration of any written
employee appeal received in
accordance with procedures above.
The right of the employee to file a
written notice of appeal in accordance
11
with Grievance and Arbitration
procedures of the current Labor
Agreement made by and between
Prince George’s County, Maryland
and IAFF Local 1619.
The “Final Notice of Disciplinary Action”
shall be hand-delivered to the employee for
signature. The “Final Notice of Disciplinary
Action” shall be signed and dated by the
employee. If the employee refuses to sign
said “Final Notice of Disciplinary Action,”
the supervisor shall attach a signed
certification that they issued the “Final Notice
of Disciplinary Action” to the employee and
that the employee did not elect to sign the
“Final Notice of Disciplinary Action.”
Two (2) copies are returned to the Office of
the Fire Chief, the original is kept by the
employee.
Processing the employee signed “Final Notice
of Disciplinary Action” or “Final Disciplinary
Notice-Waiver of Hearing:”
•
•
If the employee requests and the Fire
Chief accepts payment in the form of
uncompensated work at the
Department’s discretion, the
employee’s supervisor will be
notified, via a copy of the “Final
Notice of Disciplinary Action,” to
schedule the employee for work. The
employee may not work any
scheduled overtime until full payment
of the fine has been satisfied. Upon
completion, the supervisor will submit
written documentation to the
appropriate Lieutenant Colonel’s
office that the fine has been satisfied.
Failure to comply with the required
disciplinary action may result in the
payment of the original fine.
If the employee requests imposition of
a monetary fine via the “Final
Disciplinary Notice-Waiver of
Hearing” or the Department imposes a
monetary fine via the “Final Notice of
Disciplinary Action,” the employee is
given two (2) options in which to pay
the fine. The employee may make
payment in full or the employee may
have the fine deducted from their
biweekly paycheck, amount at the
Department’s discretion not to exceed
5% of the gross biweekly wage.
The employee may choose which
option to make payment directly in the
“Final Disciplinary Notice-Waiver of
Hearing” form or on the “Payment
Method Form” which accompanies
the “Final Notice of Disciplinary
Action,” as applicable.
When the employee requests payment in full
on the “Final Disciplinary Notice-Waiver of
Hearing” form, the employee shall attach a
cashier’s check or money order when
returning the form. The cashier’s check or
money order shall be made payable to “Prince
George’s County.” There is no restriction on
overtime.
When the employee requests payment in full
on the “Payment Method Form”
accompanying the “Final Notice of
Disciplinary Action,” the employee shall
make full payment with a cashier’s check or
money order within 30 days. All
documentation is held by the Office of the
Fire Chief until the fine is satisfied. The
restriction on working overtime is rescinded
upon receipt of full payment.
When the employee requests payment to be
deducted from their biweekly check, whether
on the “Final Disciplinary Notice-Waiver of
Hearing” form or “Payment Method Form,”
accompanying the “Final Notice of
Disciplinary Action” the restriction on
12
working overtime is rescinded. All
documentation is forwarded to the Office of
Personnel to process the deduction. All
documentation is held in the Office of the
Fire Chief until the fine has been satisfied.
This authority is normally reserved, but not
limited to, those situations where the
employee:
•
All other disciplinary actions are processed
through the appropriate Lieutenant Colonel,
Major, and/or immediate supervisor. All
documentation is held in the Office of the
Fire Chief until all disciplinary actions have
been accomplished.
Upon completion of all disciplinary actions,
documentation is forwarded to Human
Resources, the Office of Personnel, Office of
Law, Union, and Major/Supervisor as
appropriate. A copy is filed with the DDC to
be maintained in accordance with the Prince
Personnel Law, Section 16-197 and the
current Labor Agreement with IAFF Local
1619.
6.
Other Authorized Actions
The Fire/EMS Department and/or a
supervisor may remove an employee from
emergency operations, place an employee on
limited public contact, or immediately
suspend/place on administrative leave an
employee for an act, a series of acts, or
inactions as outlined below. None of these
shall be construed as adverse disciplinary
action or final disciplinary action in any
matter as defined by the Prince George’s
County Code, Subtitle 16, Personnel Law,
Section 16-193 and 16-194.
A Lieutenant Colonel, career Major, and/or
career Battalion Chief shall have the authority
to immediately take action to temporarily
limit or rescind an employee’s authority to
participate in an operational capacity as an
employee or a supervisor of the Fire/EMS
Department.
•
•
•
•
•
Places the lives of the general public
and/or the emergency service
personnel in danger.
Operates in an unsafe manner, creates
an unsafe work environment, and/or
commits an act or series of acts which
have had or may be reasonably
expected to have, a harmful or injuries
effect on the employee, other
emergency service personnel, or the
general public.
Commits an act, a series of acts, or
assignment(s) which has had or may
be reasonably expected to have had an
adverse impact or disruptive effect on
emergency operations and/or the
delivery of emergency services.
Commits a breach of peace or is
intoxicated.
Commits an act or a series of acts
which have had or may be reasonably
demonstrated to have an appreciable
effect on the general public’s
confidence and/or trust in the
operation of the Fire/EMS
Department.
Violates the Prince George’s County
Code.
The Lieutenant Colonel, career Major, and/or
career Battalion Chief shall:
•
•
Immediately halt any acts which are in
violation of the above.
Immediately advise the employee that
they are temporarily removed from
operations and are no longer
authorized to participate in an
operational capacity.
13
•
•
Direct the employee to immediately
leave an area involving operational
activity and remove the employee
from the accountability check.
Prepare a package of information
which includes, but not limited to, an
Incident Notification form, witness
statements, etc., and forward to the
County Fire Chief or his/her designee
for review.
The County Fire Chief or his/her designee
shall review the actions of
the employee which lead to the temporary
removal of operational authority. This review
may include, but not be limited to, an
interview with the employee, supervisor, and
command officer.
This authority is normally reserved, but not
limited to, those situations when the
employee:
•
•
•
The review process will determine:
•
•
•
Whether the temporary removal of
operational authority will be reversed,
sustained, or modified based on the
facts presented during the review.
Whether the employee should be
placed in a limited public contact
status or have his operational
authority reinstated.
The duration of any limited public
contact status and the action to be
taken to complete any disciplinary
process.
A written memorandum shall be sent to the
employee by the Fire Chief or his/her
designee, updating the employee on his
operational status, outlining the actions to be
taken, and outlining the process to follow in
order to appeal any limited public contact
status imposed.
The Fire Chief or his/her designee shall have
the authority to place on an employee’s
operational authority or place an employee on
limited public contact status.
•
Has any temporary removal from
operational authority sustained by the
Fire Chief or his/her designee as
outline above.
Has restrictions placed upon, loses, or
fails to maintain any of the
requirements or standards set forth in
the qualifications requirement
statement applicable to the employee
position.
Commits an act or series of acts which
call into serious question the
employee’s trustworthiness and/or
integrity in the continued performance
of the employee’s assigned duties and
responsibilities.
Violates the Prince George’s County
Code.
designee, updating the employee on any
restrictions and duration imposed on an
employee’s operational authority, the
duration of any limited public contact status,
outlining the actions to be taken to complete
any disciplinary process, and outlining the
process to follow in order to appeal any
restrictions imposed on operational authority
or the limited public contact status.
The Fire Chief or his/her designee shall have
the authority to suspend and/or place an
employee on administrative leave in
accordance with procedures as outlined in
Personnel Law, Section 16-193 (c)(4).
designee, updating the employee on any
14
imposed suspension/administrative leave and
outlining the actions to be taken to complete
any disciplinary process.
Any imposition of suspension/administrative
leave shall not be construed as final
disciplinary action. The imposition of any
suspension/administrative leave shall,
however, be considered in any future final
disciplinary action to be taken as applicable.
REFERENCES
N/A
FORMS/ATTACHMENTS
Supervisor Guidelines for
Conduct/Performance Actions
Step I – Supervisor’s Record of Counseling
Step II - Written Notice of Unsatisfactory
Conduct or Performance
Step III - Statement of Charges
Final Disciplinary Action - Waiver of Hearing
Disciplinary Hearing
Procedures
Release Form
15
ATTACHMENT #2-Step I
INTER-OFFICE MEMORANDUM
PRINCE GEORGE'S COUNTY, MARYLAND
(Date)
TO:
(Name), Major, Department Disciplinary Coordinator
FROM:
(Supervisor Name, Rank, Position)
RE:
Supervisor’s Record of Counseling
(Supervisor’s Signature Required)
Date/Time of Counseling: (Date/Time)
Employee: (Employee Name, Rank, Position)
Action(s) or inaction(s) of employee, making counseling necessary:
(List action(s) or inaction(s) that failed to meet prescribed standards of conduct or
performance - Include time, date and place where applicable)
Supervisor’s recommendation(s) made to employee to prevent reoccurrence:
(List recommendations made during counseling and time frame to comply if applicable)
Comments:
Initial counseling, first occurrence.
(List any additional supervisor comments and/or employee explanation/comments)
DIVISION 12 – PERSONNEL MANAGEMENT
ATTACHMENT #3-Step II
(Date)
TO:
(Employee Name, Rank, Position)
FROM:
(Supervisor Name, Rank, Position)
RE:
Written Notice of Unsatisfactory Performance or Conduct
(Supervisor’s Signature Required)
Your actions on (date of violation) when you (give brief description of what
occurred), is unacceptable.
Your actions place you in violation of and/or noncompliance with, but not limited to, the
following Departmental rules and regulations, and the Prince George’s County Code:
(Quote the sections of the Personnel Law and Departmental General Orders, Directives,
etc. that apply to the infraction.)
Previous efforts to counsel and afford opportunities to take remedial actions include:
(Include only if there are previous efforts to modify the employee's behavior relevant to
this specific statement of charges.)
(List the previous efforts to counsel as applicable to this statement of charges:
Date(s) List violation(s), action(s) taken, step(s) of disciplinary imposed)
(Give specific instructions and or actions to be taken by employee to prevent reoccurrence
as applicable.)
This “Written Notice of Unsatisfactory Performance or Conduct” will be placed in your
station and/or supervisor’s file, as well as a copy forwarded within the command at the
appropriate level to the Department Disciplinary Coordinator.
Any subsequent violation(s) or act(s) of noncompliance may warrant the taking of more
severe disciplinary actions(s).
RECEIPT: I have read and understand this “Written Notice of Unsatisfactory Performance or
Conduct.” My signature does not indicate admittance of guilt, only acknowledgement that I
have received a copy of the written notice.
______________________________________________________________________
Signature and Rank
Date
Chapter – 04 – Career Disciplinary Process
ATTACHMENT #4-Step III
(Date)
TO:
FROM: (Supervisor Name, Rank, Position)
Required)
RE:
(Supervisor’s Signature
Statement of Charges
On (date of violation) (give brief description of what occurred).
As a result of your actions, you have been charged with failure to comply
with, but not limited to, the following Departmental rules and regulations, and the
Prince George’s County Code:
(Quote the sections of the Personnel Law and Departmental General Orders,
Directives, etc. that apply to the infraction.)
Previous efforts to counsel and afford opportunities to take remedial actions
include:
(Include only if there are previous efforts to modify the employee's behavior
relevant to this specific statement of charges.)
(List the previous efforts to counsel as applicable to this statement of
charges:
Date(s) - List violation(s), action(s) taken, step(s) of disciplinary imposed.)
This Statement of Charges shall be forwarded through the chain-of-command for
appropriate action. You will be notified of the time, date, and location of the
hearing, which will be conducted to address the aforementioned charges. The
responsibility to contact the IAFF Local 1619 and/or legal counsel rests with you
the employee.
Within five (5) working days of receipt you may forward written comments to the
Departmental Disciplinary Coordinator (DDC) through their supervisor in the
Office of Professional Standards. The DDC shall attach a copy of the employee’s
written comments to this document. The DDC shall notify you that the written
comments have been appended.
RECEIPT: I have read and understand this Statement of Charges. My signature
does not indicate admittance of guilt, only acknowledgement that I have received
a copy of the charges.
__________________________________________________________________
Signature and Rank
Date
Copy to: (List of supervisor’s in the employee’s chain-of-command)
Major, Department Disciplinary Coordinator
ATTACHMENT #5 – Step III
(Date)
TO:
(Employee, Name, Rank, Position)
FROM:
___________________________, Quality Assurance
RE:
Final Disciplinary Action - Waiver of Hearing
Summary of disciplinary action
On (Date) you received a statement of charges, copy attached, for failure to comply with,
but not limited to, Department rules and regulations, and the Prince George’s County Code. You
may accept summary disciplinary action instead of a formal Disciplinary Review Board Hearing.
If you accept summary disciplinary action, you are not disputing that the violation occurred.
Further, you waive a formal Disciplinary Review Board Hearing and your rights under the
Grievance and Arbitration Procedure of the current Labor Agreement made by and between
Prince George’s County, Maryland, and Local 1619, International Association of Fire Fighters,
AFL-CIO, CLC.
If you accept this summary disciplinary action, it is considered final discipline. In
accordance with Prince George’s County Code, Subtitle 16, Personnel Law Section 16-193
and/or Section 16-194, it shall be a (LIST) fine of $(
). You request to make restitution
by: (check one)
Options for payment

Payment in full to be returned with this signed and dated Final Disciplinary Action. Payment
must be made by cashier’s check or money order only. Make check payable to “Prince
George’s County.”

Payment to be deducted at the rate of $(

Payment of (
) hours of uncompensated work at the Department’s discretion. Your
supervisor will be notified, via a copy of this Final Disciplinary Action, to schedule you for
work. You may not work any scheduled overtime until full payment of the fine has been
satisfied. Upon completion, your supervisor will submit written documentation to the
Lieutenant Colonel’s office that the fine has been satisfied. Failure to comply with the
required disciplinary action may result in the payment of the original fine.
) per pay period.
You have five (5) working days to decide whether to accept the disposition in this
document. It is your responsibility to consult with a representative of Local 1619, International
Association of Fire Fighters, AFL-CIO, CLC. You must return this document to me by (Date).
If you do not return this document by that date or you decline to accept summary disciplinary
action, a formal Disciplinary Review Board Hearing will be conducted.
RETURN
Dispute
I do not waive my right to a formal Disciplinary Review Board Hearing nor my rights
under the Grievance and Arbitration Procedure of the current Labor Agreement made by and
between Prince George’s County, Maryland, and Local 1619, International Association of Fire
Fighters, AFL-CIO, CLC. I do not accept the summary disciplinary action reflected above that
is being assigned by the Department Disciplinary Coordinator, as a representative of the Fire
Chief.
Respondent’s Signature
Date
___________________________________________
Print Name
Witness’s Signature
Date
__________________________________________
Print Name
Accept
I concur with the statement of charges and accept full responsibility for my actions. I have
been counseled and understand my failure to comply with the aforementioned Department rules
and regulations, and the Prince George’s County Code. I agree to take the necessary actions to
prevent future similar occurrences. I understand the nature of the charges and I am aware of my
rights as a member of Local 1619, International Association of Fire Fighters, AFL-CIO, CLC.
I waive my right to a formal Disciplinary Review Board Hearing and my rights under the
Grievance and Arbitration Procedure of the current Labor Agreement made by and between
Prince George’s County, Maryland, and Local 1619, International Association of Fire Fighters,
AFL-CIO, CLC. I accept the summary disciplinary action reflected above that is being imposed
by the Department Disciplinary Coordinator, as a representative of the Fire Chief. I have
marked the appropriate box for restitution of the disciplinary action. In addition, I grant my
approval for the Prince George’s County Fire/EMS Department to release a copy of this Final
Disciplinary Action to the President of Local 1619, International Association of Fire Fighters,
AFL-CIO, CLC.
Respondent’s Signature
Date
___________________________________________
Print Name
Charging Officer’s Signature
Date
__________________________________________
Print Name
*Obtaining all required signatures is the responsibility of the Respondent. This form may only be issued by the
DDC for minor, first time infractions that generally result in cash fine. However, the DDC’s recommendation
rendered by the issuance/acceptance of this form is advisory in nature and the final determination as to the taking of
any authorized disciplinary action in relation thereto rests exclusively with the Fire Chief. If this form is not
approved and/or accepted by the Respondent and/or the Fire Chief, neither the form or its contents may be used in
the Disciplinary Review Board hearing, disciplinary appeals, arbitration hearing, or for any other purpose.
Approved
Not Approved
____________________________________
Lawrence H. Sedgwick, Jr.
Date
ATTACHMENT #6-Disciplinary Hearing
(Date)
TO:
FROM:
(DDC Name), Major, Quality Assurance
RE:
Disciplinary Hearing
You are hereby directed to appear at a Disciplinary Review Board hearing at the
(Location), on (Day, Date), at (Time). The hearing, which will be convened by (Rank, DDC
Name), will address your “failure to comply with Departmental rules and regulations and the
Prince George’s County Code.”
The Disciplinary Review Board panel will consist of:
(Name, Rank)
(Name, Rank)
(Name, Rank)
(Name, Rank), Alternate
You have the right to Union and/or legal representation at this hearing. Please notify this
office of the names of representatives who will accompany you, at least one weekday (excluding
holidays) prior to the hearing.
Copy to:
(List of Supervisor’s in the employee's chain-of-command - Name, Rank, Position)
(Charging Officer - Name, Rank, Position)
(Name), President, IAFF Local 1619
(Witness(s) - Name, Rank, Position)
(DRB - Name, Rank, Position)
ATTACHMENT #7-Disciplinary Review Board Hearing Procedures
(Date)
(Employee Name, Rank)

Department Release of Final Disciplinary Action to Local 1619, IAFF, AFL-CIO, CLC:
Accepted/Signed by Employee - Copy given to Union representative
Declined

Preliminary hearing introduction read by the DDC:

Formal hearing introduction read by the DDC:
Hearing taped:
Yes - Start tape
No
This Disciplinary Review Board Hearing is hereby convened on the (##) day of
(Month, Year) and called to order at (Time) hours.
Let the record show the following persons are present. (Have each person introduce
themselves by name and whom they are presenting).
On (Date) you received a Statement of Charges for alleged failure to comply with
Departmental rules and regulations and the Prince George’s County Code.
You also received notification that a Disciplinary Review Board Hearing, which is
authorized by the Fire Chief, the County Personnel Law, and Local 1619, International
Association of Fire Fighters, would be convened to consider the charges placed against
you, and that you had the right to legal and/or Union representation.
(Employee Rank, Name) do you understand the nature of the charges, which have
been placed against you? Response:
Yes
No
Other: ________________________________________________________________
Are you aware of your rights as a member of Local 1619, International Association
of Fire Fighters? Response:
Yes
No

Other: ________________________________________________________________
Page 2
The purpose of this Disciplinary Review Board hearing is to hear evidence and
explanations concerning the charges that have been placed against you. This hearing will
not introduce a platform to argue or debate the merits of this hearing or the disciplinary
process in general. This Board will make a determination of facts through submission of a
written report of findings to the Fire Chief. The findings are advisory in nature and the
final determination as to the taking of any authorized disciplinary action in relation thereto
rests exclusively with the Fire Chief.
You will be asked to either admit or deny the charges placed against you. If you
admit to being guilty of those charges, you have the right to present any evidence or
explanation during this hearing. Any information presented will be considered prior to
submitting the Disciplinary Review Board Report of Findings.
If you deny the charges against you, this Board will hear evidence and explanations,
and determine whether the Fire/EMS Department has proven the allegations against you.
The Fire Chief will be advised whether the charges have been substantiated or not. If you
choose to stand mute, your silence will be considered a denial of charges.
Under the authority granted to the Fire Chief by the Prince George’s County Code,
and in accordance with the provisions of the current Agreement made by and between
Prince George’s County, Maryland, and the International Association of Fire Fighters,
Local 1619, you have been charged with “failure to comply with, but not limited to, the
following Departmental rules and regulations, and the Prince George’s County Code:”
(List Departmental rules and regulations, and the Prince George’s County
Code violated)

Do you plead guilty or not guilty to these charges? Response:
Guilty
Not Guilty
Not Guilty Plea entered by the DDC on behalf of the employee: __________________
Other:_________________________________________________________________
Page 3

Hearing Procedure: (Based on employee plea)

Not Guilty Plea
Supervisor(s) testimony
Cross examination
Employee, Union, and/or legal counsel testimony
Cross examination
Witness testimony
Cross examination
DRB questions/cross examination
Employee, Union, and/or legal counsel summation
Supervisor(s) summation

Guilty Plea
Employee, Union, and/or legal counsel explanation
Supervisor(s) comments
Closing statement read by the DDC:
This concludes the Disciplinary Review Board hearing. You will be notified in
writing by the Fire Chief as to the taking of any further disciplinary action in this matter.

DRB panel worksheets completed and forwarded to the DDC:
ATTACHMENT #8-Release Form
I, ______________________________________, do hereby grant my approval
(Print Name)
for the Prince George’s County Fire/EMS Department to release a copy of any
Proposed Notice of Disciplinary Action and Final Notice of Disciplinary Action resulting
from the disciplinary hearing conducted on _______________________________, to the
(Date)
President of Local 1619, International Association of Fire Fighters.
___________________________________________
Signature
Division 11
Chapter 04 - Employee Separation
January 2010
POLICY
The Department shall establish an efficient
method of documenting employee separations
and to ensure timely and accurate processing
of an employee leaving the Department, and
ensure appropriate clearance actions are
completed prior to an employee’s departure.
DEFINITIONS
Exit Process – is a process when an
employee separates from employment with
the County, he/she shall complete a series of
required tasks as outlined herein. Separated
career and civilian employees, whether nondisciplinary or disciplinary, will report to the
Human Resources (HR) office to obtain the
required forms and participate in an exit
interview, unless directed otherwise.
Letter of Intent to resign (including normal
retirement) – is a voluntary signed statement
giving the Department notice of separation
from a departing employee submitted at least
14 days in advance, indicating the reason for
departure, the last day the employee intends
to work, and the date of separation.
Separation – is the act of ending
employment with the County by means of
resignation, reduction-in-force, disability,
retirement, death or termination.
PROCEDURES
1.
Required Documentation
A departing employee must complete the Exit
Process prior to ending employment with the
Chapter 04 – Employee Separation
County. The process is initiated by
submitting a Letter of Intent through their
appropriate Chain of Command. The
employee must then obtain an Employee
Sign-Out Check List, Employment Separation
Clearance Form, Employee Separation Form,
and an Employee Exit Interview
Questionnaire Form from the HR office. All
documentation must be completed and all
required signatures obtained before
leaving County service. These forms shall
be returned to the HR office.
No career employee will be given his/her
final payroll check until the Exit Process is
complete.
2.
Responsibilities
The Lieutenant Colonel or his/her designee
in the employee’s chain of command will
be responsible for:
•
Being the first person to sign the
separation clearance form, which
certifies that the employee’s Letter
of Intent has been received and
authorizes other functional areas to
complete the form.
The Employee will be responsible for:
•
Returning any Departmental property
or equipment to the appropriate office
or resolving any outstanding issues.
This shall include, but is not limited
to:
Portable Radios, Cell Phones, Pagers,
Laptops, Computer Peripherals, Assigned
Vehicle, Tools, Breathing Apparatus
1
and/or Components, Outstanding
Financial Transactions, Injury/Accident
Reports, Keys, Petty Cash, Credit Cards,
Security Access Cards, Firearms,
Investigatory Equipment, Certain Badges,
I.D. cards and Personal Protective
Equipment (PPE).
•
Finalizing all Human Resources
records and forms, including
Employee Separation Form.
•
Ensuring the Exit Process is
completed in the event of the death of
an employee.
•
•
Releasing the final payroll check if all
the requirements of the Exit Process
are properly completed.
•
Returning all career/civilian
employees’ Fire/EMS
Department/County I.D. cards and
Personnel Accountability Tags (PAT)
tags to the HR office.
Filing a financial disclosure statement
in accordance with the Prince
George’s County Code, Section 2-294
(a) and various Executive Orders.
The Logistics and Supply office will be
responsible for:
•
•
Collecting all issued uniforms (work
or dress); PPE and any other
Department/County issued equipment,
any uniform badges, and collar brass.
The dress uniform may be retained
if the career employee is retiring
after twenty years of service or
service-connected disability.
Taking appropriate action to finalize
all Supply Section records.
The Human Resources office will be
responsible for:
•
Referring all retiring career employees
to the Office of Human Resources
Management, Pension and Benefits
offices for calculation of
compensation and information on
benefits.
Please note: In accordance with
applicable Labor Agreements, certain
annual allotments are provided to specific
employees on an annual basis. These
allotments are paid the first full pay
period after July 1, the start of the fiscal
year. The Department will prorate such
payments if the employee separates prior
to the completion of the fiscal year and
deduct the difference of the unearned
allotment from the final paycheck.
During the signing out process, the
employee will be notified of the amount
to be deducted from his/her last paycheck.
The Immediate Supervisor(s) and other
Departmental offices will be responsible
for:
•
Ensuring that any pending work
area tasks are completed and/or
submitted in accordance with
established procedures.
Please note: The Departmental offices listed
on the Employment Separation Clearance
Form shall ensure that all equipment and
property is returned to the appropriate office
and/or supervisor.
REFERENCES
2
Prince George’s County Personnel Law,
Subtitle 16, Division 12 as amended 2003
Prince George’s County Administrative
Procedures, Personnel Procedures 252
Applicable Collective Bargaining
Agreements
FORMS/ATTACHMENTS
Employee Sign-Out Check List
Employment Separation Clearance Form
Employee Separation Form – Sample
Employee Exit Interview Questionnaire Form
- Sample
3
Office of Human Resources Management
Employee Separation Form
Identifying Information:
Name:
SSN:
Department:
Reason for Leaving:
Separation Date:
Do not use “NO REASON GIVEN”
W-2 Mailing Address if different from address on file with the Office of Human Resources Management::
Return of County Property/Other:
Building Access Pass
Cellular/Mobil Phone
County Equipment
County ID
Credit Cards/Purchase Cards
Keys (office, car, etc) “labeled”
LAN Security
Laptop/Office Equipment
Mainframe Security
Memberships/Subscriptions
Pager
PDA’s
Parking Permit
Performance Appraisals
Petty Cash
Remote Access
Travel Advance
Travel Expense Report
Vehicle & Log
Voice Mail and Email Passwords
Uniform / Clothing Returned
Work-in-progress Updates
Other
Disbursement of Final Pay/Leave Check:
Release to Department
Direct Deposit
Mail to:
Financial Disclosure Statement:
I understand that I have sixty (60) days to complete and file a Financial Disclosure Statement with the County. ________
Initials
Leave Disposition:
Lump sum cash payment of new annual leave up to 360 hours, or
Lump sum cash payment of old annual leave, or
Lump sum cash payment of a combination of old and new annual leave - up to 360 hours.
Lump sum cash payment of old sick leave paid per applicable salary schedule
Convert sick leave for retirement credit
Retain
Retain
hours of sick leave balance in leave record
hours of annual leave balance in leave record
Ineligible for Payment. Reason:
Leave Donation:
Employee (name)
(agency)
Military Leave Bank (# hours)
Specify - Annual /
Attach appropriate form(s).
(# hours)
Personal /
Compensatory /
Discretionary
I understand that this authorization becomes irrevocable ten (10) working days after my
separation date.
Employee Signature / Date
Departmental HR Liaison / Date
Departmental IT Coordinator / Date
OHRM Representative / Date
Distribution List: Finance/Payroll – White
PGC Form 4281 (12/04)
OHRM/Performance Management – Yellow
Employee- Pink
PRINCE GEORGE'S COUNTY FIRE/EMS DEPARTMENT
EMPLOYMENT SEPARATION CLEARANCE FORM
________________________
Employee's Name/Title
_
_
_________________
Date
____________ _______________ _____________________
Hire Date
Separation Date
Employee ID #
___________________
Fire Dept. ID #
______________________________________________________
Mailing Address for final check and any correspondence
__________
Completion of this clearance form is part of the Exit Process for employees separating from the Department.
Departmental managers, or their designee in the functional areas listed below, shall sign this form on or about
the employee’s last working day. It is the responsibility of the employee to obtain clearance from the areas listed
below. Clearance from the Lieutenant Colonel of the respective Command must be obtained first and
clearance through the Human Resources office should be last. The employee’s final payroll check will not
be released without the Human Resources office having a completed clearance form.
1. ___________________________________________
Lieutenant Colonel
__________________
Date
2. ___________________________________________
Immediate Supervisor
__________________
Date
3. ___________________________________________
Risk Management
_______________ ___
Date
4. ___________________________________________
Apparatus Maintenance
___________________
Date
5. ___________________________________________
Logistics and Supply
_________ _________
Date
6. ________________________________________________________________
Information Management
Date
7. ___________________________________________ _ ________________ _
Fire/EMS Training Academy
Date
a.)____ _____________________EMT-I Program
(amount to be remitted)
8. ___________________________________________
Fiscal Affairs
9. _________________________________________
Human Resources
a.) _________________________
__________________
Date
_
________________
Date
(amount of unearned uniform allowance)
Employee to sign after all signatures are obtained:
____________________________________________________________
Employee’s signature
Date
Manager’s Note: A departing employee shall turn in any Departmental property or equipment to the appropriate
office and/or resolve any outstanding issues.
This shall include, but is not limited to: Portable Radios, Cell Phones, Pagers, Laptops, Computer Peripherals,
Assigned Vehicle, Tools, Breathing Apparatus and/or Components, Outstanding Financial Transactions,
Injury/Accident Reports, Keys, Petty Cash, Credit Cards, Security Access Cards, Firearms, Investigatory
Equipment, Certain Badges, I.D. cards, PAT tags, PPE, face piece and regulator.
Fire/Emergency Medical Services (EMS) Department
EMPLOYEE EXIT INTERVIEW QUESTIONNAIRE
All information is confidential, information is analyzed to produce a generic report from a compilation of all exit interviews
NAME (Optional)__________________________
CLASS TITLE____________________________________________
DEPARTMENT______________________________________
DIVISION_______________________________________________
DATE HIRED_______________________________________
DATE SEPARATED_______________________________________
REASON (S) FOR LEAVING
1.
2.
3.
4.
5.
6.
(Circle the number)
Retirement Terminated Poor Working Conditions
Relocation From Area
Domestic Responsibilities
Illness or Other Incapacity
7. Conflict with supervisors
8. Promotional opportunity
9. Career too limited
10. Career Change
11. Military Service
12. Returning to School/College
13. Other (Specify)_________________
COMMENTS____________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
Almost Always
1. Job Duties and performance
standards were clearly explained.
2. There was an opportunity to exercise
my full abilities.
3. I was treated fairly and impartially
by my supervisor.
4. I received adequate training to perform
my job once employed.
5. I received additional training to develop
my skills and abilities.
6. Do you feel the department provided you with
sufficient job training, and opportunities for
advancement?
7. Did you have the appropriate equipment
and resources necessary to perform your job?
8. I was satisfied with the safety of the work
environment.
9. I was satisfied with the salary and benefits
I received.
Page 1 of 2
-over-
Regularly
Sometimes
Never
EMPLOYEE EXIT INTERVIEW QUESTIONNAIRE
-Continued-
10. How would you rate your supervisor
and why?
Excellent______
Good_____
Fair______
Poor_____
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
_________________________________________________________________________________________________________
11. How would you rate your department
and why?
Excellent_______
Good_____
Fair______
Poor_____
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
12. What did you like most about working for the Fire/EMS Department?
_________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
13. What did you like least about working for the Fire/EMS Department?
__________________________________________________________________________________________________________
____________________________________________________________________________________________________________
___________________________________________________________________________________________________________
14. Do you have any suggestions for ways to improve working conditions, productivity, and morale?
___________________________________________________________________________________________________________
____________________________________________________________________________________________________________
____________________________________________________________________________________________________________
Page 2 of 2
Employee Sign-out Check List
_______ 1. Submit letter of intent to resign/retire via the chain-of-command to
the Fire Chief
_______ 2. Contact Human Resources to pick up Employment Separation
Clearance Form, Employee Separation Form and Employee Exit
Interview Questionnaire
_______ 3. Contact the Office of Human Resources Management, Pensions
and Investments Division: Mary Sullivan (sworn employees) or
Cindy Thorn (civilian employees) to discuss Pension information)
_______ 4. Immediate supervisor’s signature first, then all other signatures
_______ 5. Turn in County property: i.e. car, radio, pager, etc. to appropriate
offices
_______ 6. Turn in uniform, gear and equipment to Logistics
_______ 7. Turn in face piece, mask and regulator, etc. to Apparatus
Maintenance
_______ 8. If needed, have retiree ID made
_______ 9. Exit interview with Human Resources
During exit interview, turn in:
ID card, PAT tag
Employee Exit Interview Questionnaire
If applicable:
Finalize office records (complete PPAs, etc.)
Finalize Supply records
Reconcile and transfer Petty Cash Fund through Fiscal
Affairs
May need to file a Financial Disclosure Statement
Payroll check will not be released until completion of:
(Human Resources will be final signature)
Division 11
Chapter 05 – Court Subpoena
January 2010
POLICY
This General Order shall ensure the
appearance of personnel in court and that
legal assistance will be available for
proceedings resulting from Fire Department
activities.
DEFINITIONS
N/A
PROCEDURES
1.
Subpoena Service
All subpoenas pertaining to Fire Department
related activities will be coordinated through
the Office of the Fire Chief. Employees
receiving subpoenas at a fire station and/or
their home, shall forward a copy to the Office
of the Fire Chief via chain-of-command
within 24 hours.
All subpoenas received by the Fire
Department will be logged by the Office of
the Fire Chief and delivered to the
appropriate command for distribution.
Personnel accepting subpoenas shall log the
receipt of the subpoena in the station or
division log book.
The career officer-in-charge shall ensure that
the subpoenaed individual receives the
subpoena, or in the case of a subpoenaed
volunteer, that the Volunteer Chief receives
the subpoena for issuance. The Volunteer
Chief shall ensure that the subpoenaed
volunteer receives the subpoenas.
The subpoenaed individual shall make entry
in the log book when subpoenas are received.
The career officer in charge or Volunteer
Chief shall notify the Emergency Operations
Command via the chain-of-command.
The Lieutenant Colonel shall ensure updated
subpoena information is added to the Office
of the Fire Chief’s subpoena log, including
the subpoena’s date of receipt.
Subpoenas that cannot be served seven (7)
days before the court date shall be returned to
appropriate Lieutenant Colonel for
disposition.
It shall be the subpoenaed individual’s
responsibility to ensure court appearance as
summoned. Failure to appear may result in
legal action. Conflicts involving vacations or
sickness must be resolved with the court
and/or attorney issuing the subpoenas, and
can generally be done by telephone.
2.
Requests for Legal Assistance
All requests for legal assistance shall be in
writing to the Fire Chief through the chain-ofcommand as soon as the intended legal action
is known. Copies of all legal documents
should be included with the request for
assistance.
When the notification of intended legal action
is within seven (7) days of the court date, a
request for legal assistance and direction can
be made by telephone through the chain-ofcommand followed by a written request.
1
3.
Career Personnel Subpoenaed
(Civil Case)
Shall also refer to the General Order entitled
Payment for Civil Litigation/Interviews.
REFERENCES
N/A
FORMS/ATTACHMENTS
N/A
2
Division 11
Chapter 06 – Equal Employment Opportunity Policy
January 2010
POLICY
To ensure all members (career, civilian, and
volunteer) of the Prince George's County
Fire/Emergency Medical Services (EMS)
Department work in an environment that is
free of discrimination, harassment,
intimidation, and/or retaliation.
DEFINITIONS
Discrimination – an action, practice, or
policy, however neutral in intent and
impartial in administration, which has a
disparate impact or results in disparate
treatment because of race, sex, sexual
orientation, color, religion, creed, country of
national origin, age, disability, retaliation,
marital status, physical appearance, or
political opinion.
formal or informal investigation, proceeding
or hearing relating to a practice alleged to
violate Title VII. Retaliation is specifically
prohibited by Federal, State, and County law
and will not be tolerated.
Sexual Harassment – is a form of sex
discrimination and is a violation of Title VII
of the Civil Rights Act of 1964, as amended.
"Sexual Harassment" includes, but is not
limited to: unwelcome sexual advances,
requests for sexual favors, verbal, physical
or other conduct of a sexual nature, or acts
of animosity or hostility based on sex/gender
(whether or not sexual in nature), any of
which creates or tends to create a hostile
work environment.
PROCEDURES
1.
Member – is defined as all career,
volunteer, and civilian employees of the
Prince George's County Fire/Emergency
Medical Services (EMS) Department.
Prohibited Conduct – verbal or physical
behavior that changes the conditions of a
person's employment, or creates an
intimidating, hostile, or offensive working
environment.
Retaliation – an illegal employment action
which adversely affects the terms and
conditions of employment of an individual
because that individual has opposed any
practice he or she reasonably believes
violates Title VII or made a formal or
informal complaint or charge, testified,
assisted, or participated in any manner in a
General Provisions
All members shall conduct themselves
within the boundaries of all laws and
statutes, established by and in accordance
with, the provisions of the Equal
Employment Opportunity Policy, Title VII
of the Civil Rights Act of 1964 and 1991,
Article 498 of the Annotated Code of
Maryland, and the Human Relations Act for
Prince George's County, Maryland.
The Department will maintain a “zero
tolerance” policy. Any actions or conduct
that constitutes discrimination, including
sexual harassment and retaliation, shall be
grounds for disciplinary action up to and
including dismissal.
1
Discrimination is a violation of Title VII of
the Civil Rights Act of 1964, as amended,
and is prohibited within the Prince George's
County Fire/Emergency Medical Services
(EMS) Department, and any of its
organizations, sections, divisions, and
affiliations including volunteer corporations.
All managers and supervisors have a
responsibility to provide and ensure a
workplace committed to fairness and equity.
2.
•
•
Prohibited Conduct
Examples of prohibited conduct include, but
are not limited to:
•
•
•
Deliberate and/or repeated jokes,
remarks stories, gestures, slurs or
conversations which are offensive or
derogatory with respect to race,
color, creed, national origin, age,
sex, marital status, disability,
political affiliation, and volunteer or
union affiliation.
The display or circulation of graphic,
electronic, or written materials that is
offensive or derogatory with respect
to race, color, religion, creed,
national origin, age, sex, marital
status, disability, political affiliation,
and volunteer or union affiliation;
and
Acts of retaliation against a member
for reporting, participating in an
investigation, or complaining of
discriminatory behavior or acts.
As used herein, the terms “less serious” or
“minor” incident of sexual harassment or
retaliation include, but are not limited to:
•
•
•
•
Repeated jokes, comments or
remarks, whether verbal, written,
drawn, or disseminated
electronically, that are of a sexual
nature or are offensive or
disparaging on the basis of gender.
•
Repeated displays of sexually
explicit materials.
Examples of retaliation may include, but are
not limited to:
Taking any adverse action, including
disciplining a member or
An isolated joke, comment or
remark, whether verbal, written,
drawn, or disseminated
electronically, that is of a sexual
nature or is offensive or disparaging
on the basis of gender.
An isolated incident involving a
display of sexually explicit materials.
An isolated negative or derogatory
comment based on an individual's
past complaint of sexual harassment
or discrimination.
As used herein, the terms “more serious” or
“major” incident of sexual harassment or
retaliation may include, but are not limited
to:
3.
Retaliation and Sexual
Harassment
•
operationally suspending a member
as a result of filing a lawful
complaint and/or participating in an
investigation.
Transfer of an employee to an
assignment that would adversely
affect the conditions of their
employment.
Loss of pay or overtime work
opportunities to an employee
because the employee has opposed
any practice he or she reasonably
believes violates Title VII.
2
•
•
•
•
•
•
Unwelcome physical conduct of a
sexual nature, including physical
assaults or threats of physical assault.
Request for sexual favors and other
verbal or physical conduct of a
sexual nature when:
Submission to such conduct is made
explicitly or implicitly a term or
condition of an individual's
employment.
Submission to or rejection of such
conduct by an individual is used as
the basis for an employment decision
affecting the individual.
Repeated incidents of negative or
derogatory comments based on an
individual's past complaint of sexual
harassment or discrimination.
Any denial of a tangible job benefit,
or any act or omission with respect
to the complaint that puts or could
put the safety of the complainant or
others at risk, based on his or her
past complaints of sexual harassment
or discrimination.
•
•
Examples of sexual harassment may include,
but are not limited to:
•
•
•
•
•
•
•
•
The Department shall have discretion to
determine whether an incident (or allegation
thereof) is more serious or major based on a
reasonable complaint standard and the
parameters established by law.
•
•
•
Sexual harassment can occur in a variety of
circumstances, including but not limited to
the following:
•
•
•
The victim as well as the harasser
may be a woman or a man.
The victim does not have to be of the
opposite sex.
A harasser can be a victim's
supervisor, a supervisor in another
area, a co-worker, non-employee, or
anyone with whom the member
interacts with on the job.
A victim may include others affected
by the offensive conduct.
A harasser's conduct (offensive,
threatening or humiliating) must be
unwelcome.
•
•
•
4.
Harassing conduct can include not
only conduct that is sexual in nature,
but also conduct that is directed
towards someone because of his or
her gender.
Foul, obscene language or gestures.
Sexual propositioning.
Sexual innuendo.
Deliberate or repeated sexually
suggestive comments.
Sexually oriented “kidding” or
“hazing/teasing,” or “hazing/teasing”
directed at a member because of their
sex.
Jokes referring to gender specific
traits.
Displays of obscene printed visual
material.
Physical contact such as patting,
pinching, brushing against another's
body.
Blocking the path of another.
Accessing and/or displaying
pornographic Internet sites
Sexually explicit electronic mail,
telephone calls, or facsimiles
Sexually suggestive screen savers
Subtle or overt pressure for sexual
favors.
Complaints
In the event that a member believes that he
or she has been a victim of discrimination,
the individual shall contact the EEO Officer
, EEO Investigator, or the EEO Counselor
3
within twenty-four (24) hours of the alleged
incident, or as soon as practical under the
circumstances.
When supervisors, acting supervisors, or
officers witness, recognize, or are otherwise
notified of an alleged incident, they shall
immediately make contact and speak with
the EEO Officer, EEO Investigator, or EEO
Counselor (not to exceed twenty-four (24)
hours) to receive direction.
Until contact is made with the EEO Officer
EEO Investigator, or EEO Counselor and
directions are received regarding further
procedures to be followed, supervisors or
acting supervisors shall only take those
actions necessary to ensure the immediate
safety of those involved in the incident or to
prevent the destruction of relevant evidence.
Complaints may be submitted internally or
externally using the following process:
•
•
•
•
•
Members may file an internal
complaint with the Prince George's
County Fire/EMS Department:
The complainant should contact the
Office of Professional Standards and
make notification to the EEO
Officer, EEO Investigator, or EEO
Counselor.
Upon receipt of the formal complaint
or notification of an alleged incident,
an investigation shall be conducted
by the EEO Officer, EEO
Investigator or EEO Counselor.
Upon completion of the
investigation, the EEO Officer shall
forward the findings to the County
Fire Chief.
The County Fire Chief shall review
the EEO Officer's facts and make a
determination.
Career and civilian members may also file
an internal complaint with:
PRINCE GEORGE'S COUNTY
HUMAN RELATIONS COMMISSION
1400 McCormick Drive, Suite 245
Largo, MD 20774
Dr. William A. Welch, Sr., Executive
Director
Tel: (301) 883-6170
Fax: (301) 883-6262
TDD: (301) 925-5167
The Commission investigates complaints of
discrimination based on race, religion, color,
sex, national origin, age, occupation, marital
status, political opinion, personal
appearance, sexual orientation, physical or
mental handicap, or familial status in
employment, education, financial lending,
commercial real estate, housing, law
enforcement, and public accommodations.
An external complaint may be filed with:
MARYLAND COMMISSION ON
HUMAN RELATIONS
6 St. Paul Street, 9th Floor, Suite 900
Baltimore, MD 21202-2274
Henry B. Ford, Acting Executive Director
Tel: (410) 767-8600
Fax: (410) 333-1841
TDD: None
The Commission enforces a State law that
forbids discrimination in housing, public
accommodations, and employment. In
addition to the federally protected classes,
discrimination on the basis of marital status
is illegal. The Commission accepts
complaints of discrimination, conducts
investigations, and issues determinations of
probable cause. If conciliation fails, a public
hearing is held.
4
An external complaint may also be filed
with the Equal Employment Opportunity
Commission:
Step Two
•
United States Equal Employment
Opportunity Commission Baltimore District
Office
10 South Howard Street, 1st Floor
Baltimore, MD 21201
410-962-3932
Complaint Notification, Investigation and
Resolution Process may be investigated and
resolved using the following three step
informal process.
•
Step One
•
•
•
•
•
Efforts should be made to resolve the
complaint with or through the
complainant's immediate supervisor,
unless the immediate supervisor is
the alleged respondent.
The complainant has the option of
approaching his/her supervisor
and/or notifying an EEO
representative of his/her choice
within the Department.
The complainant is not required to
notify the supervisor, but shall notify
the EEO Officer, EEO Investigator,
or EEO Counselor within twentyfour (24) hours of the alleged
incident.
If the complainant approaches
his/her supervisor, the supervisor or
member shall make contact and
speak with the EEO Officer, EEO
Investigator or EEO Counselor
within twenty-four (24) hours.
When notified, the EEO Officer,
EEO Investigator or EEO Counselor
shall contact the complainant, and
will determine whether contact with
the immediate supervisor is
appropriate at this step.
•
•
•
•
A meeting (s) shall be held with the
complainant, the alleged respondent,
the E EO Officer, EEO Investigator
or EEO Counselor, and a supervisor,
individually or together if
appropriate. If the EEO Counseling
process cannot resolve the
complaint, or if it would otherwise
be inappropriate to handle the
compliant informally, the
complainant has the option to
proceed with the formal complaint
process.
Testimonial and documentary
evidence shall be gathered
confidentially and held in confidence
to the extent possible.
The EEO Officer, EEO Investigator
or EEO Counselor shall review all
available documents associated with
the position of each party.
The EEO Officer, EEO Investigator
or EEO Counselor shall take steps to
ensure that each party is aware of the
facts established.
In this informal stage, the EEO
Officer, EEO Investigator or EEO
Counselor is to inquire informally
and attempt to resolve the matter
through mutual agreement.
If the informal resolution fails or is
deemed inappropriate, the EEO
Officer or EEO Investigator will
proceed with the formal
investigation.
Step Three
•
If an EEO Counselor has been
handling the process, the EEO
Counselor shall provide a completed
intake form and resolution agreement
to the EEO Officer as soon as
possible.
5
•
•
•
•
•
A formal process will be used for
investigating complaints that cannot
be resolved informally.
A member may choose to file a
complaint with the Prince George's
County Fire/EMS Department or
with the Office of Human Relations
Commission, which will be
considered as internal complaints
and investigated by those entities.
A member may choose to file an
external complaint with the Human
Relations Commission ("HRC") or
Equal Employment Opportunity
Commission ("EEOC"), a Federal
agency.
A member need not file an internal
complaint before filing a charge with
HRC or EEOC because these
complaints are filed with
independent agencies and are
considered to be external complaints
of discrimination and will be
investigated by those entities.
Upon receipt of an internal
complaint, the EEO Officer, EEO
Investigator or EEO Counselor shall
advise the complainant of his/her
rights to file an external complaint
with HRC or EEOC.
request for a meeting, a member will have
forty-eight (48) hours to contact and
schedule an interview with the EEO Officer,
EEO Investigator, or EEO Counselor. In
dealing with complaints of sexual
harassment, due process will be observed
and the rights of all parties, including the
accused as well as the accuser, will be
protected.
The following procedures shall be followed
pending the outcome of a complaint
investigation:
•
•
•
Procedural Guarantees
While addressing complaints of alleged
discrimination, every effort shall be made to
ensure confidentiality and due process to
protect the rights of all parties involved.
EEO complaint investigations will be done
in compliance with all Federal, State, and
County Laws. Any notification to a member
to meet with an EEO Officer EEO
Investigator, or EEO Counselor is a direct
order from the County Fire Chief. A
member who disobeys a direct order to
cooperate with the investigation may result
in disciplinary action. Upon notification of a
•
A member who makes an informal or
formal complaint of either sexual
harassment or retaliation will not be
transferred to another station or work
site because of that complaint unless
the employee voluntarily requests a
transfer.
The Department will first explain to
the complainant the steps that the
Department is willing and able to
take that would alleviate the need for
a transfer.
If, after the investigation is
conducted, the complainant
nevertheless insists upon a transfer to
another station or work site as a
means of resolving the complaint,
the Department shall transfer the
complainant to the same type of
work, i.e., shift work or day work
that the complainant has at the time
of the complaint, to the closest
station or work site practicable under
the circumstances, unless no such
assignment is available.
The Department has discretion to
transfer employees unrelated to a
complaint based on the Department's
operational need.
during the investigation of a complaint of
6
alleged harassment or retaliation by a
career/civilian member:
•
•
•
If the complaint of a career/civilian
member relates to alleged physical
contact, or involves conduct of a
serious nature (including retaliatory
harassment), and the alleged harasser
is a career/civilian member, the
complainant and the alleged harasser
shall be separated through their
assignment to different shifts within
the same fire station pending the
resolution of the complaint.
The complainant may only be
transferred to the same type of work
or shift, i.e., day work or shift work
that he or she had at the time of the
complaint. To the maximum extent
possible, the alleged harasser also
should be maintained in the same
type of work that he or she had at the
time of the complaint.
If, after an investigation is
conducted, a career/civilian member
is determined to have engaged in
sexual harassment or retaliation, in
addition to any other appropriate
disciplinary measures imposed, that
career/civilian member will be
maintained on a separate shift or
transferred if it is determined that
permanent separation of the
career/civilian member and victim is
necessary.
during the investigation of a complaint when
the complainant is a career/civilian member
but the person alleged to have engaged in
sexual harassment or retaliation is a
volunteer member. These steps shall apply
to volunteer members accused of sexual
harassment and/or retaliation in the
Department during the investigation of a
complaint:
•
•
•
•
If the complaint against a volunteer
member concerns physical contact or
harassment of a serious nature
(including retaliatory harassment),
the County shall limit the volunteer
member accused of harassment to
providing volunteer services only
during hours other than the
scheduled working hours or shift of
the complainant pending the
investigation and resolution of the
complaint.
The alleged harasser shall not be
permitted to be present at the fire
station during the scheduled working
hours or shift of the complainant.
The alleged harasser shall not be
permitted to be present at any
Fire/EMS Departmental events and
activities, calls, or any reasonably
considered being occupied by
Fire/EMS Department
personnel/member during the
the complainant.
When an investigation of a
complaint (as described above) is
pending, and that volunteer member
can demonstrate that the volunteer
company to which he or she belongs
is the sole residence, and that
exclusion from the station during the
the complainant would present an
undue hardship, the Department may
temporarily effectuate a separation of
the volunteer member and the
complainant, as long as the change
does not result in any loss of pay or
overtime work opportunities for the
complainant.
If a volunteer member, whose
service and presence at the fire
station is limited, refuses to absent
himself/herself from the station
7
•
•
•
during the complainant's scheduled
shift or hours, or if it is determined
that the volunteer member was
present at the station during the
scheduled hours of the complainant,
the County Fire Chief, or his/her
designee, shall request in writing that
the Volunteer Chief of that station
immediately enforce the ban of the
alleged harasser from the premises
during the complainant's scheduled
hours.
If, following a request to the
Volunteer Chief (noted above), the
volunteer member nevertheless
remains present at the station during
the scheduled shift of the
complainant, the County Fire Chief,
or his/her designee, shall remove the
operational authority of both the
alleged harasser and the Volunteer
Chief for a thirty-day period.
If the alleged harasser violates the
terms of his/her removal of
operational authority, or if the
alleged harasser is found to be
present at the station during the
thirty-day period, the County shall
impose a permanent removal of
operational authority on him/her and
will suspend dispersal of any
discretionary funds allocated by the
County to the volunteer fire
company of which the alleged
harasser is a volunteer member for a
six- month period.
If the Volunteer Chief violates the
terms of an operational removal, that
Volunteer Chief shall remain in a
non-operational status for an
additional six (6) months, and the
County shall suspend dispersal of
any discretionary funds allocated by
the County to the volunteer fire
company of which the Volunteer
•
•
•
Chief is a member for a six-month
period,
If, after all of the previous steps
outlined have been undertaken, the
volunteer member nevertheless
remains present at the station during
the scheduled shift of the
complainant, the Department must
consider the removal of all career
members from the station as a first
option.
If removal of all career members
from the station cannot be achieved
due to a good faith determination
that such removal would create a
substantial risk to public safety, then
the Department will offer the
complainant the option of either
remaining in the station at issue or, if
he/she does not prefer this option,
the Department shall offer him/her a
minimum of three (3) alternative
choices of stations to which he/she
may transfer.
Each of the alternative transfers
offered to the complainant shall be to
the same type of work, i.e., shift
work or day work that the
complainant has at the time of the
complaint, and shall be to the closest
station practicable under the
circumstances.
Reporting
Upon completion of the investigation, a final
report shall be prepared that includes the
items shown below:
•
•
Summary of events.
Disposition of the investigation, i.e.,
resolution, discipline administered.
•
Recommendations, where
appropriate, as to modification of
Department rules, directives,
8
•
policies, established practices, and
training.
Classification of the findings into
one of the following:
¾ Unfounded
¾ The alleged act did not occur.
¾ Exonerated
¾ The act occurred but was
justified, lawful and proper.
¾ Not Sustained
¾ The investigation produced
information insufficient to
prove or disprove the
allegation.
¾ Sustained
All or part of the act occurred as alleged. (A
finding of "Sustained" must be based on the
existence of substantial fact in support of
reasonable proof.)
Each allegation of sexual harassment,
discrimination, or other misconduct that is
investigated pursuant to this General Order
shall be classified. Upon classification as
"sustained," appropriate disciplinary action
shall be taken. The results of the
investigation shall be released only to the
County Fire Chief, or to persons designated
by the County Fire Chief as identified
below:
•
EEO Officer or the EEO Officer's
designated representative as
authorized by the County Fire Chief
•
Department of Justice, in accordance
with this Department's reporting
obligations.
Other investigating authorities such
as, the OHRM, HRC, or the EEOC.
•
5.
Department Disciplinary
Coordinator (DDC)
All disciplinary actions which constitutes an
adverse action as defined in the Prince
George's County Code, Personnel Law,
Section 16-102(a)(1) will be forwarded to
the DDC for final disposition to ensure
compliance with the Prince George's County
16-197, and the current Labor Agreement
with the IAFF Local 1619, If applicable.
The complainant and the respondent shall be
provided with a copy of the findings in the
investigation, in writing, as they pertain to
the individuals. A “Letter of Determination”
will be used for this purpose.
6.
Disciplinary Action Upon
Determination of a Violation
All members are subject to discipline as
stipulated in County guidelines or any other
Departmental rules and regulations career
and volunteer management may collectively
agree on the appropriate disciplinary action
to be taken if a volunteer member is found
to be in violation.
As part of the disciplinary measures
imposed by the Department on
career/civilian members who are determined
to have engaged in violation of this General
order, or other applicable sexual harassment
and retaliation polices or procedures, after
such a determination of a violation is made,
those career/civilian members shall not be
eligible for promotion to a higher rank for a
six-month period if a minor violation has
occurred, and a one-year period if a more
serious violation has occurred, and shall not
be eligible to receive any type of
performance award for the one-year period,
including annual leave awards or incentive
awards.
Where the Department has determined that a
volunteer member has engaged in sexual
9
complaint of sexual harassment
and/or retaliation shall not constitute
an operational need that would
justify transfer of a complainant.
harassment or retaliation after having
conducted an investigation, the Department
shall take the following steps:
•
•
•
•
•
Imposition of appropriate
disciplinary measures, including
removal of operational authority of
the volunteer member, of the type
and duration commensurate with the
disciplinary actions that would be
imposed on a career/civilian member
under similar circumstances.
If the volunteer member does not
comply with the operational removal
or other disciplinary measures, the
Department shall follow the steps
delineated above.
If permanent separation of the
complainant and the volunteer
member is deemed necessary by the
Department or is requested by the
complainant, the Department also
shall provide the options outlined
above to the complainant.
If there are more than three (3)
violations of this General Order by
one or more volunteer members of
the same volunteer company or
station during a one-year period, the
Department shall remove the
operational authority of the
Volunteer Chief of that volunteer
company from his or her position as
Volunteer Chief for at least a one
year period, and shall suspend the
dispersal of discretionary funds to
that volunteer company or station for
a six-month period.
Without superseding any provisions
noted above, herein regarding
transfers of complainants and/or
volunteer members, the Department
generally reserves the right to engage
in transfers of Fire/EMS Department
personnel required by demonstrated
operational needs. However, a
7.
Follow Up on the Complaint
After a complaint has been settled, whether
formally or informally, it is the Department's
responsibility to ensure that corrective
action is promptly taken to eliminate future
complaints. If the complaint was found to be
“not sustained,” steps shall be taken to
clarify the applicable EEO rules, policies
and procedures to the complainant and to the
alleged respondent. EEO investigative
information, including mandatory training,
referrals, and counseling, will be maintained
in a confidential EEO file in accordance
with all Federal, State, and local laws.
8.
Responsibilities
All Members
All members shall be responsible for:
•
•
Ensuring that a non-discriminatory
work environment exists. An
individual's responsibilities include
appropriate personal conduct and
reporting inappropriate behavior to
supervisory personnel and/or the
EEO Officer, EEO Investigator, or
EEO Counselor.
Making it clear to the offending
person that inappropriate and/or
discriminating behavior is offensive
and upon its occurrence or repetition
shall bring the matter to the attention
of appropriate officials. (Do not send
"mixed signals" that could be
misinterpreted as accepting the
offensive conduct. Direct action in
some cases can stop the conduct. )
10
•
•
•
•
•
Reporting alleged harassment to the
EEO Officer, EEO Investigator, EEO
Counselor, or the superior of an
immediate supervisor when that
individual is carrying out the alleged
harassment.
Reporting alleged sexual harassment
or discrimination by contacting the
Office of Professional Standards and
speaking with a EEO Officer, EEO
Investigator, or EEO Counselor that
the County may designate.
Fully cooperating with the EEO
Officer or EEO Investigator assigned
to conduct an investigation,
including any EEO Counselors.
Answering all questions asked by the
investigating authority pertaining to
the investigation or subsequent
violation fully and truthfully.
Providing a written statement during
the course of an investigation
concerning his or her conduct,
adherence to Departmental rules and
regulations, or suspected
misconduct. If a member refuses to
answer questions relating to an
investigation, or is untruthful in
answering questions, the person shall
be subject to charges of
insubordination and/or falsification
of documents which could result in
disciplinary action up to and
including dismissal.
Supervisors
•
•
•
•
•
EEO Officer
•
•
•
•
•
Supervisors shall be responsible for:
•
Immediately responding to any
allegation or act of sexual
harassment or discrimination of
which they become aware, and shall
immediately notify the EEO Officer.
Taking corrective actions to ensure
that discriminatory behavior or acts
do not occur and/or are not repeated.
Providing each member with a copy
of this General Order and training, in
addition to any other policies
prohibiting sexual harassment and
retaliation
Ensuring that all members sign an
acknowledgement receipt, which will
be forwarded to the EEO Officer.
Posting copies of this General Order
in conspicuous places, i.e., employee
bulletin boards, administrative
offices, etc.
Posting copies of this General Order
in conspicuous places, i.e., employee
bulletin boards, administrative
offices, etc.
EEO Officer shall be responsible for:
Oversight of the Department's
compliance with Federal, State, and
County regulations prohibiting
discrimination.
Analyzing discrimination
complaints, planning and conducting
investigations, collecting and
analyzing evidence and statistical
data, and preparing investigative
reports.
Coordinating the EEO Counselor
Program.
Providing training in areas of
discrimination and harassment.
EEO Investigator
•
•
•
Assists the EEO Officer with the
Department’s EEO Program
Assists with EEO Counseling
Establishes a process that is impartial
and consistent for ensuring
documents related to EEO are in
11
•
•
•
compliance with established laws,
rules, and regulations.
Maintains a database for the
handling of all EEO actions and
mediation sessions.
Conducts interviews and
investigations in relation to EEO
complaints or as deemed necessary
by the EEO Officer.
Acts as the EEO Officer in his/her
absence.
N/A
EEO Counselor
EEO Counselor shall be responsible for:
•
•
•
•
•
•
Serving as a role model and that of a
mediator and fact-finder during the
processing of a complaint. The EEO
counselor is not a representative for
the complainant, supervisor, or
management.
EEO Counselor shall be responsible
for:
Serving as a role model and that of a
mediator and fact-finder during the
processing of a complaint. The EEO
counselor is not a representative for
the complainant, supervisor, or
management.
Responding to and addressing
informal complaints and the
proceedings to defuse and resolve
complaints.
Assisting in the implementation of
the EEO action plan.
Educating supervisors and
employees on the EEO program's
goals and objectives.
REFERENCES
N/A
FORMS/ATTACHMENTS
12
Division 11
Chapter 07 – Employee Identification/Identification Cards and
PATs
January 2010
POLICY
This General Order shall set forth the policy
that all Prince George’s County Fire/EMS
Department personnel shall wear and display
the proper identification when in any County
building. This General Order shall also
outline procedures pertaining to employee
identification cards and Personnel
Accountability Tags (PAT) tags.
DEFINITIONS
N/A
the individual with the utilization of a chain
or clip.
An employee that is in need of a Prince
George's County identification card is to
contact Human Resources at 301-883-7644.
Employees/volunteer members that are in
need of a PAT tag are to contact Nancy
Roberts of the Volunteer Fire Commission at
301-583-1914.
In cases where the PAT tag has been lost, a
Loss Damage Report, PGC Form #556, must
be given to Nancy Roberts in order for a new
PAT tag to be issued.
PROCEDURES
All personnel of the Prince George's County
Department, (sworn, civilian, or volunteer),
conducting official duties of the Department,
are to be identified at all times in any County
building.
REFERENCES
Administrative Procedure 211
FORMS/ATTACHMENTS
N/A
All uniformed personnel are to abide by
General Order 10-02, Career Uniforms.
Sworn employees and volunteer members
wearing civilian clothes are to have a PAT tag
or a Prince George's County Fire/EMS flat
badge prominently displayed.
Identification for non-uniform personnel shall
consist of a Prince George's County
Government Official identification card.
Employees must visibly wear employee I.D.
card while in a County-operated facility and
while conducting County business. This
identification card is to be clearly visible on
Chapter 07 – Employee Identification/Identification Cards and PATs
1
Division 11
Chapter 08 – Essential Employees
January 2010
•
POLICY
This General Order shall define the
responsibilities of all members of the Prince
George’s County Fire/Emergency Medical
Services (EMS) Department to ensure
delivery of services to the citizens of this
County. All Fire/EMS personnel are
considered essential employees.
•
•
In accordance with Administrative Procedure
284, 13, d, 2, a, the Appointing Authority
may determine that certain positions or
classes of work within a specific agency are
necessary to maintain essential public
services, including protecting and
maintaining life, health, and property. All
Department employees must report to or
remain at work on days for which
administrative leave has been granted by the
County Executive or designee, unless
otherwise specifically instructed by the
Appointing Authority.
•
2.
Compensation
•
DEFINITIONS
N/A
PROCEDURES
1.
Employee Responsibilities
•
•
Essential employees are required to
report for duty, on time, during all
periods of inclement weather.
Employees assigned to shift work are
required to work holidays that fall on
their shift, if a replacement cannot be
found.
Employees assigned to shift work can
be held over once their shift is
completed, if the required station/unit
minimum staffing has not been
achieved.
Employees assigned to either shift or
day work may be ordered to work to
provide minimum staffing at any time,
including holidays.
Employees who place themselves in a
position of being unfit or unavailable
to work, after being informed of
required standby due to alert status,
may be subject to disciplinary action.
Civilian employees must contact their
immediate supervisor to determine
operational status of their position
assignment.
•
Personnel who work in excess of
required hours, for any reason, will be
compensated in accordance with
policies and procedures governing the
General Order on Overtime
Compensation, and the current Labor
Agreement with the International
Association of Fire Fighters,
Paramedics and Fire Fighter/Medics,
Local 1619.
Personnel that work during periods of
inclement weather when
Administrative Leave has been
granted for non-essential employees
will receive compensatory time in
accordance with the current Labor
Agreement with the International
Association of Fire Fighters,
1
Paramedics and Fire Fighter/Medics,
Local 1619.
REFERENCES
Collective Bargaining Agreement for
International Association of Fire Fighters,
Paramedics and Fire Fighter/Medics, Local
1619
FORMS/ATTACHMENTS
N/A
2
Division 11
Chapter 09 – Follow-up Performance Appraisals
January 2010
POLICY
This General Order shall ensure that each
employee’s performance is evaluated on a
regular basis during the employee’s course of
employment. Supervisors shall train,
evaluate, and recommend actions necessary to
improve the employee’s performance. An
employee who receives a rating of less than
Satisfactory in any of the major task areas of
their performance appraisal will receive a 90day follow-up appraisal for each category that
is so rated. Ninety-day follow-up appraisals
will also be prepared for employees who have
been promoted to a higher level position to
ensure that they are performing their newly
assigned duties in a satisfactory manner.
DEFINITIONS
offered to the employee in improving their
performance.
Upon completion of the 90-day follow-up
appraisal, if the employee’s performance has
improved sufficiently to meet the applicable
standards, a Performance Appraisal form
shall be completed stating that the employee
now meets Departmental standards
(Attachment #1). On the other hand, if upon
completion of the 90-day follow-up appraisal,
the employee’s performance still does not
meet the applicable standards, a Performance
Appraisal form shall be completed stating
improvements made, if any, and that another
follow-up appraisal will be conducted at the
next 90-day interval (Attachment #2).
Follow-up assessments will continue at 90day intervals until the employee’s
performance meets established standards.
N/A
PROCEDURES
1.
General Provisions
At the time of an employee’s annual
performance appraisal, or 90 days following
an employee’s promotion to a higher level
position, supervisors shall rate employees on
each task area of their position description.
Any task area of the employee’s performance
that receives a rating below Satisfactory is to
be noted, and a 90-day follow-up appraisal
for re-assessment of the employee for those
areas will be required. Periodically during the
90-day period prior to the re-assessment, the
supervisor shall confer with the employee to
assess the employee’s progress in meeting the
performance standards. Assistance and
recommendations for improvement may be
Chapter 09 – Follow-up Performance Appraisals
Each Performance Appraisal form completed
shall be forwarded through the chain-ofcommand for appropriate signatures and to be
placed in the employee’s personnel file.
REFERENCES
N/A
FORMS/ATTACHMENTS
Attachment #1 - Performance Appraisal form
Attachment #2 - Follow-up appraisal
1
Attachment #1
PERFORMANCE ASSESSMENT FORM
Probationary Midpoint (Mandatory)
6 Periodic Performance Assessment (Optional) 90-day Follow-up
Rating Justification (Mandatory for Above or Below Satisfactory Appraisals)
A.
B.
C.
NAME
ASSESSMENT PERIOD
DEPT.
Fire/EMS Department
CLASS TITLE/GRADE
PERFORMANCE ASSESSMENT: (Supervisor must refer to appropriate duties/tasks described in employee’s position description
which constitute the basis for this assessment.)
SAMPLE
SAMPLE
SAMPLE
SAMPLE
SAMPLE
Fire Fighter Smith was given a needs improvement for “Fulfills Employment Requirements” for being above the County standard for
height in proportion to weight. Fire Fighter Smith has been engaged in a regular physical fitness program and now meets the required
standards. .
(Use Additional Sheets If Necessary)
SUPERVISOR’S RECOMMENDATIONS:
1.
2.
Continue to maintain or increase the levels of participation in physical fitness related activities.
Continue to adhere to a dietary guideline to maintain weight.
NOTE: An employee may submit written comments to be attached to this form if received within five working days of its issuance.
Supervisor’s Signature
PG.C. Form #2247 (6/93)
Date
Employee’s Signature
Date
Distribution:
White – Personnel
Yellow – Department
Pink – Employee
Attachment #2
PERFORMANCE ASSESSMENT FORM
Probationary Midpoint (Mandatory)
6 Periodic Performance Assessment (Optional) 90-day Follow-up
Rating Justification (Mandatory for Above or Below Satisfactory Appraisals)
A.
B.
C.
NAME
ASSESSMENT PERIOD
DEPT.
Fire/EMS Department
CLASS TITLE/GRADE
PERFORMANCE ASSESSMENT: (Supervisor must refer to appropriate duties/tasks described in employee’s position description
which constitute the basis for this assessment.)
SAMPLE
SAMPLE
SAMPLE
SAMPLE
SAMPLE
Fire Fighter Smith was given a needs improvement for “Fulfills Employment Requirements” for being above the County standard for
height in proportion to weight. Fire Fighter Smith has been engaged in a regular physical fitness program and is making progress.
Although this progress is slow, I feel that he will overcome this obstacle.
A 90-day follow-up appraisal will be conducted for this employee to ensure continued progress.
(Use Additional Sheets If Necessary)
SUPERVISOR’S RECOMMENDATIONS:
1.
2.
Maintain or increase the levels of participation in physical fitness related activities.
Adhere to a dietary guideline for continued weight loss.
NOTE: An employee may submit written comments to be attached to this form if received within five working days of its issuance.
Supervisor’s Signature
PG.C. Form #2247 (6/93)
Date
Employee’s Signature
Date
Distribution:
White – Personnel
Yellow – Department
Pink – Employee
Division 11
Chapter 10 – Incentive Awards Program
January 2010
POLICY
This General Order shall establish the policies
and guidelines of the Incentive Awards
Program, including types of awards available,
eligibility requirements, and procedures for
submission of nominations for incentive
awards.
Through the granting of cash or annual leave
awards, the Incentive Awards Program is
designed to recognize employees whose
performance or ideas have served the public
or contributed to the efficiency or economy of
Prince George's County Government.
Pursuant to the Personnel Law, Sections 16209, 16-220, Administrative Procedure #216,
and Administrative Procedure #217, the
following guidelines are hereby promulgated.
DEFINITIONS
N/A
PROCEDURES
1.
Employee Eligibility
All permanent, classified, Prince George's
County Government employees are eligible
for participation and recognition under the
provisions of the Incentive Awards Program.
2.
Dedicated Attendance Awards
This type of award may be granted to an
employee who has demonstrated dedicated
attendance by using no sick leave during any
consecutive twelve (12) month period. Upon
the application of an employee to the
employee’s Appointing Authority within
thirty (30) days of the twelve (12) month
period of no sick leave use, a certificate and
the conversion of three sick leave days to 3
days annual leave will be granted.
3.
Agency Awards
Honorary Awards
employee who has performed some portion of
his or her duties in a noteworthy manner. A
certificate or letter of commendation is the
appropriate recognition for an employee who
receives an Agency Honorary Award.
Creativity Awards
employee who has contributed an idea or
suggestion which results in measurable
monetary savings to the County or
measurable improvement to operational
efficiency. A certificate and a non-base
salary payment of up to one thousand
dollars($1000), to reflect the impact of the
suggestion, is the appropriate recognition for
an employee who receives an Agency
Creativity Award.
NOTE: Due to the current financial
situation, agency awards authorized by
Administrative Procedure 216 may still be
approved by Appointing Authorities;
however, agency awards will, until further
notice, be limited to grants of annual leave,
to limits as specified in the Procedure.
Exemplary Performance Awards
1
This type of award may be granted, at the sole
discretion of the Appointing Authority, to an
employee who consistently receives
performance appraisals which exceed
satisfactory.
An employee receiving an overall
performance appraisal of “Outstanding” may
be granted the following:
•
Three (3) days of annual leave if the
employee has received two or more
consecutive overall performance
appraisals of “Outstanding”.
Employee(s) of the Month
In addition to any award granted an employee
by the agency in any one of the award
categories listed above in the current year, an
employee who is named “Employee of the
Month” by an agency may, at the sole
discretion of the Appointing Authority and
consistent with agency policy, be awarded
with an additional grant of annual leave or
some other appropriate award (e.g.,
certificate, plaque, special parking privileges,
etc.).
Employee(s) of the Year
An employee receiving an overall
performance appraisal of “Exceeds
Satisfactory” may be granted the following:
•
Two (2) days of annual leave if the
employee has received two or more
consecutive overall performance
appraisals of “Exceeds Satisfactory”.
The incentive award form (see attached),
should be filled out and sent in with a copy of
the Past Performance Appraisal to the Fire
Chief through the chain-of-command
recommending the appropriate award. These
awards will be rendered on the anniversary
date only.
Special Achievement Awards
employee who has contributed an
extraordinary effort to an agency’s mission,
either by the special achievement of a specific
task beyond any employee’s performance
expectations or by sustained performance at a
level determined by the Appointing Authority
to be “beyond the call of duty.” This is the
highest agency award which is authorized, the
appropriate recognition for which is a grant of
up to five (5) days annual leave.
To be awarded an employee or employees
who have been recognized by the agency in
one of the award categories listed above in
the current year. Normally, the Employee of
the Year award should be reserved for the one
employee in the agency who has
demonstrated the most noteworthy
performance during the calendar year;
however, it is recognized that several
employees may be cited for their combined
efforts in the performance of a single
exemplary task. Employee(s) of the Year
may, at the Appointing Authority’s
discretion, be awarded an additional grant of
appreciation (e.g., gift or non-base salary
payment) not to exceed the value of five
hundred dollars ($500.00) in total.
NOTE: No employee may receive an agency
grant of more than five (5) days annual leave
in any one calendar year, excluding grants
from the Dedicated Attendance Award
program.
Awards under this procedure are at the sole
discretion of the Appointing Authority.
REFERENCES
2
Personnel Law, Section 16-209
Personnel Law, Section 16-220
FORMS/ATTACHMENTS
Attachment #1 – Employee Incentive Awards
Program Agency Award Nomination Form
3
Prince George's County Government
Employee Incentive Awards Program
Nomination Award Form
Agency
Name of Employee Receiving Award
Social Security #
Employee Class Title
I. Type of Award Recommended:
Dedicated Attendance Award
Honorary Award
Creativity Award
Exemplary Performance Award for evaluation period
(Mo/Yr thru Mo/Yr)
Special Achievement Award
Employee of the Month (if applicable) - Month
Employee of the Year (if applicable) - Year
Consider for a County Executive Award
II. Type of Recognition Recommended:
Letter of Commendation
Certificate
Conversion of
Days of Sick Leave
Grant of
Days of Annual Leave
Non-Base Salary bonus of
Day(s) Pay
$
Indicate Amount
Other Non-Base Salary Bonus (Employee of the Year Only)
$
Indicate Amount
Other Recognition (Specify)
III. Concise Statement of Justification for Award:
(Complete documentation should be attached to this form)
Signature of Employee
Recommending Award
(Date)
IV. Authorization:
Agency Appointing Authority
(Date)
Distribution: Original to Personnel Officer
(Rev. Form 4009 2/95
C:\Documents and Settings\kdblake\Desktop\General Orders for Final Review\Division 11\Division 11\[GO 11-13 Incentive Awa
Division 11
Chapter 11 – Internal Transfer to Specialty Teams and/or
Specialized Assignments
January 2010
POLICY
procedure for internal transfers to specialty
teams and/or specialized assignments within
the Fire/EMS Department. The following
process will be used to select all personnel for
specialty teams and/or specialized
assignments. The Fire Chief, or his/her
designee, shall have the discretion to
determine the method used to identify
personnel for administrative assignments.
DEFINITIONS
N/A
PROCEDURES
It shall be the responsibility of the team/unit
commander to submit a written request to the
Fire Chief, through the chain-of-command,
requesting that the Management Services
Commander announce an internal transfer
opportunity to a specialty team and/or
specialized assignment position. A written
request (Team/Unit Transfer Opportunity Attachment) shall be submitted to
Management Services Command, through the
chain-of-command, (with appropriate
approvals) that justifies the need for the
internal transfer, outlines the minimum
qualifications for the position, as noted in the
Professional Development/Promotional
Procedures Manual, and lists recommended
members of the interview panel. A Position
Description (544) for the transfer position
must be attached. Upon approval of the
Management Services Commander, the
Human Resources Manager will meet with
the team/unit commander to review the
announcement format and determine a
timeframe for the selection process. Human
Resources will internally notify all personnel,
or the appropriate class of employees, of the
transfer opportunity that will include a
description of the job, selection criteria,
minimum qualifications, and deadline for
receipt of all applications.
Applicants must submit a letter of intent,
resume, and all additional information
requested in the transfer opportunity
announcement. All requested material must
be submitted to the Human Resources office
by the established deadline. Human
Resources and the team/unit commander (or
appointed subject matter expert) will review
all applications to determine applicants’
eligibility. The interview process will be
coordinated and monitored by the Human
Resources office. Human Resources will
notify the Fire Chief, the Management
Services Commander, and the team/unit
commander of the interview results. The Fire
Chief, via Human Resources, will notify the
candidate of his/her selection to the specialty
unit and/or specialized assignment. Human
Resources will notify non-selected
candidates.
REFERENCES
Professional Development/Promotional
Procedures Manual
FORMS/ATTACHMENTS
Chapter 11 – Internal Transfer to Specialty Teams and/or Specialized Assignments
1
Attachment #1 –Team/Unit Transfer
Opportunity
Chapter 11 – Internal Transfer to Specialty Teams and/or Specialized Assignments
2
Attachment
SPECIALTY TEAMIUNIT TRANSFER OPPORTUNITY
TO:.
Human Resources Manager
Date:
From:
Specialty Unit:
Justification for Request:
Minimum Qualifications:
Names of Recommended Interview Panel Participants:
(List position and qualifications)
Attach a Position Description (544) for transfer position.
Attach additional pages if necessary.
APPROVED:
Lieutenant Colonel
Date
Fire Chief
Date
Division 11
Chapter 12 – Special Duty (Certification Pay) Process
January 2010
POLICY
procedure for requesting and the terminating
of special duty (certification pay) to include:
Hazardous Materials Technician, Rope
Rescue Technician, Swift Water Technician,
Dive Rescue (Public Safety Diver), Structural
Collapse Technician, Confined Space
Technician, Trench Rescue Technician, Fire
Investigator pay, and Peer Fitness Trainer
pay, in accordance with the sworn collective
bargaining agreement, International
Association of Fire Fighters, IAFF, Local
1619, Section 7.21 Special Duty Pay and
Section 12.7 Wellness/Fitness.
DEFINITIONS
N/A
PROCEDURES
Once the Special Operations Major verifies
certification and confirms that employee has
met all requirements to be part of the
technical rescue team, he/she will prepare the
application for special duty pay and attach
documentation as proof of certification and
forward to Human Resources to process. The
effective date will be the beginning of the pay
period following notification to the Human
Resources office. Under no circumstances
will retroactive payment be made.
If an employee loses his/her certification in
any of the above outlined disciplines, it is the
employee’s responsibility to notify the
Special Operations Major of the loss of
certification. The Special Operations Major
will immediately prepare a termination of
special duty pay form, obtain all necessary
signatures, and forward to Human Resources
to process the deduction of special duty pay.
2.
1.
Special Duty Pay within the Special
Operations Division
It shall be the responsibility of the employee
to notify the Special Operations Major of the
addition or loss of any of the following
certifications: Hazardous Materials, Rope
Rescue, Swift Water Rescue, Dive Rescue
(Public Safety Diver), Structural Collapse,
Confined Space Rescue, or Trench Rescue.
No employee shall receive more than four
and one half percent (4 ½%) of special duty
pay and each employee must successfully
complete an annual skills competency
evaluation administered by the Department.
This compensation is not considered part of
the employee’s base pay.
Fire Investigator Pay
It shall be the responsibility of the Major (or
ranking officer) in Fire Investigations to
notify the Human Resources office when an
employee is assigned as a Fire Investigator
and has full law enforcement powers;
therefore, is entitled to Fire Investigators
special duty pay.
Once the Major (or ranking officer) verifies
certification and confirms that employee has
met all requirements to be entitled to Fire
Investigators Pay, he/she will prepare the
application for special duty pay and attach
documentation as proof of certification and
forward to Human Resources to process. The
effective date will be the beginning of the pay
period following notification to the Human
1
Resources office. This compensation is not
considered part of the employee’s base pay.
Under no circumstances will retroactive
payment be made.
If an employee is transferred out of Fire
Investigations and is no longer entitled to Fire
Investigator special duty pay, it is the
responsibility of the Major (or ranking
officer) to immediately prepare a termination
of special duty pay form, obtain all necessary
signatures, and forward to Human Resources
to process the deduction of special duty pay.
termination of special duty pay form, obtain
all necessary signatures, and forward to
Human Resources to process the deduction of
Peer Fitness Trainer pay.
REFERENCES
Collective Bargaining Agreement International Association of Fire Fighters
(IAFF, Local 1619) Section 7.21 Special
Duty Pay and Section 12.7 Wellness/Fitness
FORMS/ATTACHMENTS
3.
Peer Fitness Trainer Pay
It shall be the responsibility of the
Wellness/Fitness Coordinator of the Risk
Management office to notify the Human
Resources office when an employee is
certified as a Peer Fitness Trainer and is
entitled to Peer Fitness Trainer pay.
Once the Wellness/Fitness Coordinator
verifies certification and confirms that
employee has met all requirements to be
entitled to Peer Fitness Trainer Pay, he/she
will prepare the application for special duty
pay and attach documentation as proof of
certification and forward to Human
Resources to process. The effective date will
be the beginning of the pay period following
notification to the Human Resources office.
This pay is inclusive of compensation for
maintaining certification and shall be
considered part of the employee’s base rate of
pay (for the purposes of overtime). Under no
circumstances will retroactive payment be
made.
Attachment #1 – Application for Special
Duty Pay Form
Attachment #2 – Termination of Special Duty
Pay Form
If an employee loses his/her certification, or
is no longer entitled to the Peer Fitness
Trainer pay, it is the employee’s
responsibility to notify the Wellness/Fitness
Coordinator of Risk Management of the loss
of certification. The Wellness/Fitness
Coordinator will immediately prepare a
2
FIRE/EMS DEPARTMENT
APPLICATION FOR SPECIAL DUTY PAY
DATE:
TO:
______________________________, Lieutenant Colonel
_____________________ Command
FROM:
____________________, Major, ________________ Division
RE:
Application for Special Duty Pay
Employee:
Station Assignment:
Current Rank:
Employee Number:
ID#
Date employee was certified in and/or started in Special Duty position:
. This memo
confirms that the employee is currently certified in the discipline(s) listed below and serves as a
(circle all that apply): member of the Special Operations Division/assigned as a Fire Investigator/
serves as a Peer Fitness Trainer. All appropriate documentation is attached to this memo.
The employee is certified in the following Special Duty disciplines: (check all that apply)
New Certification
Additional Certification
Hazardous Materials Technician
Rope Rescue Technician
Swift Water Technician
Dive Rescue (Public Safety Diver)
Structural Collapse Technician
Confined Space Technician
Trench Rescue Technician
Fire Investigator
Peer Fitness Trainer
Approved: Yes
No
Signature:
Approved: Yes
Date: _________
No
Signature:
Major
Date: _________
Signature:
Approved: Yes
Battalion Chief or Wellness/Fitness Coordinator
No
Lt. Colonel
Date: _________
FIRE/EMS DEPARTMENT
TERMINATION OF SPECIAL DUTY PAY
DATE:
TO:
__________________________, Lieutenant Colonel
____________________ Command
FROM:
_________________________, Major, __________________ Division
RE:
Special Duty Pay Termination
Employee:
Station Assignment:
Current Rank:
Employee #
Date person started receiving Special Duty Pay:
disciplines for Special Duty Pay:
ID#
. Number of disciplines for Special Duty Pay: . List the
The date you stopped performing these duties:
Termination of Special Duty Pay
Approved: Yes
No ______; Battalion Chief/Division Commander/Wellness/Fitness Coordinator
Signature:
Approved: Yes
Date:
No
; Major
Date:
Signature:
Approved: Yes
No
; Lt. Colonel
Signature:
Notification of termination of Special Duty pay: Yes ________ No
Date:
Date:
Comments: ______________________________________________________________
_________________________________________________________________________
Division 11
Chapter 13 – Leave policy
January 2010
POLICY
procedure for requesting leave, swap
exchange, parameters, conditions and
guidelines needed to ensure minimum
staffing while at the same time provide for the
usage of leave i.e. annual, sick and
emergency leave.
DEFINITIONS
this General Order. Personnel will be granted
leave based on their years of service and in
accordance with the existing Labor contract
with Local 1619. In cases of the same
seniority based on hire date, leave will be
assigned using a predetermined random order
within each class. A new random number will
be assigned each year to ensure equity.
Vacation Leave will be distributed based on
the following criteria:
Annual leave - a benefit provide to
employees for enjoyment time away from the
job
•
Sick leave - a benefit provided to employees
to provide for themselves and their immediate
families in case of illness
•
Shift exchange - an allowance to an
employee to exchange (swap) time with
another employee in those cases where no
leave is available, or in lieu of utilizing leave
•
•
“Emergency” Annual Leave – annual leave
that is requested outside the normal
procedures and is limited to situations in
which an employee has a legitimate need to
address the affairs of an urgent or personal
nature
PROCEDURES
1.
Annual Leave
•
•
Employees with less than 4 Years of
Service will receive Three (3)
weeks/Four (4) shifts of prescheduled
vacation leave.
Employees with 4 to 16 Years of
Service will receive Four (4)
weeks/Six (6) shifts of prescheduled
vacation leave.
Employees with 16 Years of Service
and greater will receive Five (5)
weeks/Eight (8) shifts of prescheduled
vacation leave.
Employees will not receive more than
two (2) weeks of vacation leave for
each trimester
Employees can only request annual
leave based on his or her leave
balance available.
Employees who utilize annual leave
for Family Medical Leave Act
(FMLA) will have their leave charged
against their total annual leave hours
allowed for the leave year.
General Provisions
Leave Bid Rules
All personnel working within the Emergency
Operations Command (EOC) will be required
to adhere to the provisions set forth within
An EOC leave process coordinator will be
designated by the Lieutenant Colonel. The
Chapter 13– Leave Policy
1
coordinator will have one (1) representative
from Suppression and one (1) representative
from AEMS to assist in the process. Bid
sheets will be distributed to all personnel
within the EOC prior to the 21st of October,
each year. Personnel will have until the first
week of November to return the completed
forms to the EOC leave coordinator, via their
supervisor. The EOC leave coordinator will
develop the leave calendar for review by
December 1. After approval, leave will be
entered into telestaff and bid sheets will be
returned to the employees and a copy
forwarded to the Emergency Operations
Command office.
Employees, who insufficiently bid for
vacation leave, will forfeit his or her
remaining bid opportunities and will be
required to request leave through the
established day-to-day process. Vacation
leave will be scheduled from Sunday to
Saturday; vacation leave cannot be split
between weeks. If an employee's shift
changes, their vacation will be adjusted
within that prescheduled vacation leave week.
A maximum of two (2) personnel may be
granted annual leave per station for any time
period. A fixed number of day workers and
shift workers will be scheduled for leave for
each day. Only two (2) Battalion Chiefs shall
be scheduled on leave unless approved by the
EOC Lieutenant Colonel. No more than one
(1) shift officer assigned to AEMS shall be
scheduled on leave unless approved by the
EOC Lieutenant Colonel. Annual Leave will
be granted based on years of service as of
January 1st of each year. The hours
considered will include the vacation leave
period and will not exceed the total hours of
annual leave earned during that leave year.
Yearly-earned annual leave hours not used for
vacation can be utilized for day-to-day leave.
This leave should not exceed the total amount
earned annually.
Day-to-Day leave shall be requested through
the Battalion Officer and forwarded to the
Department Staffing Officer following the
procedures outlined in this General Order.
Pre-approved annual leave shall be requested
and confirmed through the Department
Staffing Officer, thirty days prior to the start
of the employee's vacation leave date. Both
day work and shift work personnel can
request leave within 30 days of the requested
date(s).
The Staffing Officer located in the EOC will
be designated as the “Departmental leave
coordinator” for all annual leave requests
both scheduled (bid) and unscheduled day to
day. He/she will approve/disapprove all
requests for unscheduled annual leave.
•
•
•
•
2.
Unscheduled annual leave requests
shall be made through the station
officer to the battalion chief.
The battalion officer shall be the only
authorized person to request leave to
the staffing officer. At no time will
anyone other than the effected
battalion officer shall request leave.
Once unscheduled leave has been
approved the staffing officer will enter
the name of the employee into
telestaff. This is to allow sufficient
notice to the effective battalions.
Day work employees shall only be
allowed the maximum of three (3) day
to-day leave positions per pay period.
Shift work employees shall only be
allowed one (1) shift of day-to-day
leave per pay period.
Emergency Annual Leave
Employees recognizing the need in advance
for “emergency” annual leave shall make this
request to their Fire Battalion Chief/AEMS
2
Battalion Chief through their immediate
supervisor. If the immediate supervisor is not
available, the Battalion Chief or AEMS
Battalion Chief shall be contacted. On the
other hand, employees recognizing the need
for “emergency” annual leave on short notice
shall make this request to their immediate
supervisor or Fire Battalion Chief/AEMS
shift supervisor, if possible. If neither is
available, the Duty Chief shall be notified by
the Operations Center prior to the start of the
employee’s normal shift.
3.
Sick leave is available to all employees who
are eligible to earn annual leave. All fulltime employees earn 4.5 hours per pay period
with periodic adjustments to assure that the
employee earns 15 days per leave year.
Allowable Uses of Sick Leave
Allowable uses of sick leave are as follows:
•
Approval
The Fire Battalion Chief/AEMS Battalion
Chief is authorized to approve “emergency”
annual leave, not to exceed 24 hours. The
Fire Battalion Chief/AEMS Battalion Chief is
to ensure coverage of the affected shift.
In the absence of the Fire Battalion
Chief/AEMS Battalion Chief, the Duty Chief
Major is authorized to approve “emergency”
annual leave for all Emergency Operations
Command (EOC) personnel, not to exceed 24
hours. The Duty Chief will then be
responsible to ensure shift coverage and to
notify the Operations Center to include on the
unscheduled leave report.
Emergency Annual Leave in Excess of 24
Hours
Requests for “emergency” annual leave in
excess of 24 hours shall be subject to the
approval of the Fire chief or his/her designee.
Supervisors with the authority to approve or
deny “emergency” annual leave must exercise
proper judgment in evaluation of requests on
a case-by-case basis. Employees are to submit
a completed leave slip to their immediate
supervisor, upon returning to duty, reflecting
the use of “emergency” annual leave.
Sick Leave
•
•
•
•
•
•
•
•
Sickness or disability which incapacitates
an employee;
Medical or dental appointments;
Confinement at home because of
quarantine;
Illness of member of the employee’s
household;
Birth of a child in accordance with
Personnel Law, Section 16-225.02
(Family Medical Leave Act);
Illness of member of the employee’s
household;
Birth of a child in accordance with
Personnel Law, Section 16-225.02
(Family Medical Leave Act);
Adoption accordance with Personnel
Law, Section 16-225.02 (Family Medical
Leave Act);
Death of anyone in an employee’s family,
not to exceed five (5) working days.
Family shall include employee’s
spouse/partner, child, parent, grandparent,
brother, sister, brother/sister-in-law, or
son or daughter-in-law.
Employee Responsibilities
Uniformed employees of the Emergency
Operations Command shall provide sick leave
requests to the Fire/EMS Operations Center
no less than one (1) hour prior to the start of
their duty tour. The employee shall also
contact their immediate supervisor prior to
the start of their duty tour. It is the
3
responsibility of the employee to assure that
the proper notification is made.
Uniformed or administrative personnel in
support or administrative positions shall
contact their supervisor to request sick leave
prior to the start of their normal work hours.
When employees know in advance that they
need to use sick leave (doctor, dental,
scheduled surgery, etc.) these employees
must notify their station supervisor no less
than 24 hours in advance so that adequate
staffing can be maintained. Shift personnel
shall, if possible, make all necessary
appointments on their scheduled days off.
Supervisors may deny requests which impact
daily staffing.
Employees must call in for sick leave each
day unless they are under a physician’s care
for an extended period (greater than three
workdays) or in the event of a medical
emergency or death in the family. In the
event of a death in the family or a medical
emergency, the employee is responsible to
make notification to their supervisor as soon
as reasonably possible.
ability to report for duty with the Prince
George’s County Fire/EMS Department.
Employees shall provide written certification
of illness from a licensed physician for all
sick leave usage when and wherever the
station supervisor deems it appropriate. The
Departmental Staffing Officer shall monitor
sick leave usage on a daily basis. In those
cases where a pattern of sick leave abuse is
identified he/she shall provide this
information to the battalion and station
officers. Employees who violate this policy or
fail to obtain and provide written verification
shall be subject to disciplinary action.
4.
Shift Exchange
Shift exchanges are a privilege permitted
under the Labor Agreement between Prince
George’s County and the International
Association of Fire Fighters, Local 1619.
General Provisions
•
•
Employees who are on sick leave would not
be expected to leave their residence during
hours they normally work. Exceptions would
be to obtain medication or necessary medical
services. The employee may be required to
notify their supervisor of the Fire/EMS
Operations Center when doing so, and may be
required to provide verification of their
whereabouts. Employees who are on
approved sick leave are prohibited from
performing employment outside of the Prince
George’s County Fire/EMS Department.
As essential employees, personnel have the
responsibility to ensure that their outside
conduct, membership and/or part-time
employment does not interfere with their
•
All requested shift exchanges must be
approved by the appropriate
supervisor(s) (station officer or shift
commander).
The individuals exchanging shifts
must be of equal capabilities as noted
in General Order 01-12 as well as
“driving status,” County certifications,
and officer status. Firefighters and
Fire Technicians may exchange shifts,
with the appropriate approval,
provided that the provisions of
General Order 01-12 are met. EMTI’s may exchange shifts with an EMTP, but only if the other partner is an
EMT-P. Personnel in Intern status
shall not work together as part of a
two (2) person crew.
Shift exchanges are to be documented
on a “shift exchange form”; noting
who is working for whom and the date
of the exchange. Both employees
4
•
•
•
•
•
agreeing to the exchange should sign
the same leave slip. If this cannot be
done, then each one must submit a
separate leave slip indicating that they
agree to the exchange. It should be
submitted to the appropriate
supervisor no less than four (4) days
prior to the date of the exchange.
Failure to do so may result in the
request being denied.
Once the shift exchange has been
approved, the individual who agreed
to work is ultimately responsible to
assure the shift is covered.
If the individual agreeing to cover the
shift is unable to do so, they must
make every effort to contact the
individual who they agreed to work
for and cancel the shift exchange.
Additionally, they must contact the
appropriate supervisor prior to the
scheduled reporting time and advise
him/her that they are unable to work
as agreed.
If the individual who agreed to work
fails to report, fails to notify the
appropriate supervisor, or is unable to
be contacted, the individual may be
subject to disciplinary action and/or
charged with Absent Without Leave.
The individual who failed to report
may also have his/her shift exchange
privileges suspended.
If the individual who agrees to work
fails to show due to sick leave, that
individual shall provide written
certification of illness from a licensed
physician. Failure to produce the
required documentation may result in
disciplinary action and shift exchange
privileges suspended.
If the individual who agreed to work
is unable to do so and cancels the shift
exchange, as outlined above, and the
normally scheduled individual fails to
show, the normally scheduled
•
individual will be charged with annual
leave for the time off and disciplinary
action may be taken.
Frequent instances when a shift
exchange is not handled as agreed,
¾ First Violation- written
warning, no exchanges for
30 days
¾ Second Violation-written
warning, no exchanges for 6
months
¾ Third Violation-no further
exchanges allowed unless
approved by the appropriate
Battalion Chief or AEMS
Operations Commander.
Supervisors are to keep their
respective Battalion Chief or
AEMS Operations Commander
informed of all failed shift
exchange incidents.
NOTE: Nothing above prevents supervisors
from initiating actions consistent with the
Department’s disciplinary process, as
appropriate.
5.
Leave for Voting
All sworn personnel are encouraged to
participate in their right to vote before or after
their regularly scheduled work hours.
All shift work personnel who are unable to
participate in their right to vote before or after
their regularly scheduled work hours, will be
allowed two (2) hours of Administrative
Leave (Civil Leave code 031 on the
timesheet) for the purpose of voting not to
exceed two (2) hours following the opening
of the polls or two (2) hours prior to the
closing of the polls. All individuals who
require more than the allotted time for voting
should request an absentee ballot through
their county’s election board. Information for
each Maryland County Election office can be
5
obtained by going to
http://www.elections.state.md.us.
All Administrative Leave requests must be
submitted, via leave slip, through the Chain
of Command five (5) days prior to the
scheduled election date.
REFERENCES
Personnel Law 16-222
All Fire/EMS Personnel Memo #04-33, dated
October 15, 2004
All Fire/EMS Personnel Memo (Revised)
#08-28, dated October 17, 2008
International Association of Fire Fighters
Local 1619 Civilian Bargaining Unit 20052007 Handbook
FORMS/ATTACHMENTS
Shift Exchange Form
6
Division 11
Chapter 14 – Military Leave
January 2010
POLICY
This General Order shall provide instructions
and guidance for career personnel and
supervisors regarding the proper application
of the provisions of Section 16-223 of the
Personnel Law, and Administrative Procedure
284, regarding the use and reporting of
Military Leave. This Directive applies to all
salaried employees of the Department who
are members of the active Military Reserve,
National Guard, Coast Guard, or Civil Air
Patrol, and to their supervisors.
DEFINITIONS
N/A
2.
Responsibilities
Employees who receive written orders to
report for a military obligation (whether
voluntary or involuntary duty) shall submit a
copy of the orders along with the request for
Military Leave. A copy of the orders is to be
sent, via the appropriate Lt. Colonel, to
Administrative Services immediately upon
receipt by the employee's supervisor.
Employees who do not receive advance
written orders (e.g. emergency call-up,
weekend drills, or other circumstances) must
provide documentation of attendance upon
return to duty following the military
obligation. Employees must return for work
on the first workday immediately following
the last day of military obligation.
PROCEDURES
1.
General Provisions
Up to fifteen (15) working days (120 hours)
of paid Military Leave per annual leave year
is authorized for each employee described in
Section I for the purpose of participation in
active duty for training, weekend drills, callup for natural disaster, domestic emergency,
or other military obligation. Shift workers
whose military obligation (e.g. weekend drill)
coincides with a duty day shall be granted
sufficient military leave to accommodate the
military duty and travel time "to and from."
They are to report to work at the end of that
period if their shift is still on duty. Military
Leave in excess of 15 paid days (120 hours)
per year, or unpaid Military Leave, shall be
handled as provided in Administrative
Procedure 284, or appropriate Executive
Order.
Should a designated holiday occur while an
employee is on paid Military Leave, the
employee will not receive Holiday Premium
pay (overtime) for that day. An employee
who would have been scheduled for duty on
the holiday will be given 8 hours Holiday
Leave in lieu of Military Leave. A shift work
employee scheduled for a day off on the
holiday will be granted Compensatory Time
as provided in the current Labor Agreement.
Military Leave is to be reported on the
employee's timesheet using the EA number
defined for the purpose. A copy of the orders
or notification document and/or certification
of attendance are to be attached to the
timesheet. The employee's immediate
supervisor is responsible to monitor the
amount of Military Leave used by each
subordinate employee during each annual
leave year. Administrative Services will
review the Military Leave used by each
1
employee. Employees who have used more
than the allowed number of days of Military
Leave will be charged Annual Leave for the
excess hours each applicable pay period.
Council Bill-l-2002 became law July 1,2002,
establishing a Military Leave Bank for
County employees who are activated for
military duty and are in a current Leave With
Out Pay (LWOP) status. The Prince George's
County Office of Personnel and Labor
Relations will administer the Military Leave
Bank.
REFERENCES
N/A
FORMS/ATTACHMENTS
Attachment #1 – Council Bill 1-2002 Military
Leave Bank, Memorandum
Attachment #2 – Military Leave Bank
Donation form
2
(1;16:0':'~i21
iZ
l~
•
THE PRINCE GEORGE'S COUNTY GOVERNMENT
~I
·fI-·
OFFICE OF PERSONNEL AND lABOR RElATIONS
\~r~~~~/
Wayne K. CurrJ'
County Executive
June 14, 2002
MEMORANDUM
To:
All County Employees
From:
Joseph Ad
Director
Re:
Council Bill-
02 Military Leave Bank
The Office of Personnel and Labor Relations is pleased to announce that a Military Leave
Bank has been established for County employees who are currently serving in the Armed Forces
Reserves and have been called to active duty. On July 1,2002, Council Bill-1-2002 will become
law and will provide County employees the opportunity to donate their accrued annual, personal,
discretionary or compensatory leave to our fellow employees. All donations will be retroactive
to February 24,2002 and will fund a salary supplement to those employees activated and
currently in a Leave Without Pay (LWOP) status. Your contribution ofleave wm provide the
difference between the employees base rate of pay with the County and the base rate of pay with
the military.
As you know, the United States is still in a state of emergency and many of our
employees are courageously protecting our Country. We have all been affected by the violent
and cowardly acts of September 11 tho Fortunately, we have a cadre of County employees ready,
willing, and able to protect our Nation, our freedom. By donating a portion of your accrued
annual, personal, discretionary or compensatory leave, you will be providing assistance directly
to help our own.
To contribute to the Military Leave Bank, please complete the donation form which
appears on the back of this memorandum and forward it to the attention of Joanne Bonacci,
Assistant Manager, Employee Services Division, Office of Personnel and Labor Relations, 1400
McCormick Drive, Largo, Maryland 20774. Please be advised that leave donation~ are
irreversible and hours will be automatically deducted from your leave balance upon receipt of the
donation leave form. If you have any questions, you may call Ms. Bonacci at (301) 883-6396.
Your donation is greatly appreciated. Thank you.
1400 McCorlTlick Drive, Largo, Maryland 20774
MAIN (301) 883-6330 FAX (301) 883-6325 TOO (301) 883-6329
CSD #3 (Revised) Attachment #1
DONATION TO CB-1-2002 MILITARY LEAVE BANK
For the Benefit of Indi\ iduals Who
HUH
Been Ordered to Acth c
Dut~
in a 1\ational
Emcrgcnc~'
COlVIPLETE THIS FORM AND RETURN TO: Joanne Bonacci, Assistant Manager,
Employee Services Division, Office of Personnel and Labor Relations, Suite 125, 1400
McConnick Drive, Largo, MD 20774, or call (301) 883-6396 with any questions.
Name:
-----------------
Print or Type
Agency:
_
SSN#
- - I
Phone No.
I---
-------
CB-I-2002 authorizes creation ofa Military Leave Bank to fund salary supplements for individuals in the National
Guard ofthe United States or the Reserves who have been ordered to active duty in a national emergency. These
supplemental payments cover one yearfrom February 24, 2002 to February 24, 2003.
This is to authorize the Office ofFinance to reduce my leave balances as indicated below. 1
understand that all rights to the donated hours are relinquished and that these leave hours
cannot be recovered in the future.
Donating Employee:
_
Signature
Description of Leave
Hours/Minutes
New Annual - Full-time (009)
New Annual- Part-time (070)
Old Annual- Full-time (009)
Old Annual- Part-time (070)
County Compensatory (056)
FLSA Compensatory (058)
Personal (026)
Discretionary [restricted by pay plan] (045)
TOTAL DONATED HOURS
CSD #3 (Revised) Attachment #2
,l
Division 11
Chapter 15 – Notification Forms/Personal Information
January 2010
POLICY
This General Order establishes a procedure to
ensure that the Department has accurate, upto-date personal and contact information on
all employees.
REFERENCES
N/A
FORMS/ATTACHMENTS
DEFINITIONS
Department Personnel Record/Risk
Management, PGC Form #673 (Rev. 10/04)
PROCEDURES
Department Emergency Contact Information
N/A
1.
General Provision
It shall be the responsibility of every member
of this Department to ensure that personal
information on file is accurate and up-to-date.
This includes basic information such as name,
address, phone number, etc., in addition to
health, next of kin, and emergency contacts.
Personal information can be updated by
completing a PGC Form #673, a change of
address form, or by written memo. The
information is to be sent to the Human
Resources office for entry into Departmental
records. The Human Resources office shall
be responsible to ensure that changes are
forwarded to the appropriate County
agencies.
Each supervisor is to ensure that a Prince
George’s County Fire/EMS Department
Personnel Record/Risk Management Form
(PGC Form #673) and an Emergency Contact
Information form are to be completed with
each Past Performance Appraisal (PPA). All
forms should be completely filled out and
attached to the PPA prior to returning them
via the chain-of-command.
Chapter 15 – Notification Forms/Personal Information
1
PRINCE GEORGE’S COUNTY FIRE/EMS DEPARTMENT
PERSONNEL RECORD/RISK MANAGEMENT
ID NUMBER
NAME: LAST
FIRST
STREET ADDRESS
CITY
ZIP CODE
BIRTH DATE
SEX
HEIGHT
DATE
MIDDLE
TITLE
APT.
STATE
MD
HOME TELEPHONE
RELIGION
RACE
COLOR EYES
WEIGHT
FAMILY DOCTOR
DOCTOR’S TELEPHONE
MEDICAL ALLERGIES
CHURCH OR MINISTER
CHURCH TELEPHONE
EMERGENCY CONTACT NAME
ADDRESS
TELEPHONE – WORK
HOME
RELATIONSHIP
INITIAL CONTACT DATE
ASSIGNMENT DATE
RANK/TITLE
FIRE/EMS DEPARTMENT STATUS:
VOL.
AUX.
CAREER
CIVILIAN
DRIVER’S LICENSE NUMBER
DRIVER’S LICENSE CLASS
DRIVER’S LICENSE EXPIRATION DATE (MM/DD/YYYY)
DRIVER’S LICENSE RESTRICTIONS
PGC FORM #673 (Rev. 10/04)
White: PPA
Green: Supervisor
Yellow: Operations Center
Pink: Originator
BLOOD TYPE
PERSONNEL RECORD/RISK MANAGEMENT
EMERGENCY CONTACT/CALL BACK INFORMATION SUPPLEMENTAL FORM
♦ Please use this supplemental form to provide information on additional contact persons
should you become involved in a personal emergency while on duty that requires
notification. This form will also be used in case of a County emergency and personnel
call back is required.
EMPLOYEE’S NAME
ID
Last
First
MI
EMPLOYEE’S CALL BACK INFORMATION
HOME PHONE
WORK PHONE
PAGER
CELL PHONE
PERSONAL EMERGENCY CONTACT INFORMATION
ADDITIONAL CONTACT NAME
RELATIONSHIP
ADDRESS
HOME PHONE
WORK PHONE
PAGER
CELL PHONE
RELATIONSHIP
ADDRESS
HOME PHONE
WORK PHONE
PAGER
CELL PHONE
RELATIONSHIP
ADDRESS
HOME PHONE
WORK PHONE
PAGER
CELL PHONE
RELATIONSHIP
ADDRESS
HOME PHONE
WORK PHONE
PAGER
CELL PHONE
Division 11
Chapter 16 – Notification of Arrest/License Revocation
January 2010
POLICY
This General Order outlines the notification
procedure in the event a volunteer or career
member of this Department should be
arrested, or have his/her driver’s license
suspended/revoked, or receive a notice to
appear in court. This Order also establishes
guidelines for proper intake, documentation,
and handling of incidents that involve arrest
and/or incarceration of career, civilian, or
volunteer members.
DEFINITIONS
The member shall be directed to make contact
with the Departmental Disciplinary
Coordinator (DDC) to schedule an interview,
in which they are required to bring the
following documents:
•
•
•
•
•
N/A
PROCEDURES
1.
Emergency Operations Command (EOC) and
Office of Professional Standards.
General Provisions
In the event a volunteer or career member of
this Department should be arrested, or have
his/her driver’s license suspended/revoked, or
receive a notice to appear in court, such
member shall notify the Office of the Fire
Chief within 24 hours via the chain-of
command.
During normal business hours, notification
shall be made directly to the Office of the
Fire Chief at 301-883-5200. After normal
business hours, including nights, weekends,
and holidays, the notification shall be made
directly to the Departmental Duty Chief. It
shall be their responsibility to ensure that the
information is immediately forwarded to the
Office of the Fire Chief.
This notification process shall include the
respective Lieutenant Colonel in charge of
Any documents related to the arrest
Any documents related to charges
Any documents relating to tickets
received
Any documents relating to upcoming
court dates
Any other related document(s)
All information relating to the arrest will be
forwarded to the EOC.
Absent Without Leave
(Section 16-226 of the Personnel Law)
Any employee who has been arrested and
cannot report for their tour of duty will be
charged Absent Without Leave (AWOL) for
all time missed. This is a non-pay status
wherein the employee is absent from work
without a specified grant of approved leave.
Conversion to Other Leave
AWOL may be converted to annual leave,
sick leave, or leave without pay with the
approval of an employee’s appointing
authority upon presentation of acceptable
proof by the employee that the unauthorized
absence of the employee from the employee’s
position was due to extenuating
circumstances beyond the employee’s
1
control.
2.
Disciplinary Actions
full duty status, EOC will send a letter of reinstatement to the employee/member and a
copy sent to the Office of Professional
Standards.
Suspension
Issuance of Disciplinary Actions
If the alleged charges placed against the
employee/member are serious in nature (i.e.
felony) which brings into question the
employee/member’s trustworthiness or
violates public’s trust, the following actions
are authorized:
Disciplinary Actions will be taken against any
employee or member who receives a
sentencing other that “Nolle Prose” or “Not
Guilty”.
• Suspension from operations
• Suspension and placed on Leave
without pay
Disciplinary Actions placed against
employees will follow the established
General Orders and Union Contract. Adverse
actions shall follow the guidelines found in
the Disciplinary Matrix.
** The Fire Chief is the only appointing
authority that can authorize suspensions.
A copy of the suspension letter shall be sent
to the employee/member and a copy forward
to the Office of Professional.
It is the responsibility of the member to keep
the DDC informed of any new information,
actions taken, and provide copies of any
documents directly or indirectly pertaining to
the alleged charges. Failure to comply may
result in additional disciplinary actions.
Disciplinary actions placed against Volunteer
Members will follow established applicable
General Order Division 11 Chapter 23.
REFERENCES
N/A
FORMS/ATTACHMENTS
Flowchart outlining the process
Limited Public Contact (LPC)
If the alleged charge(s) placed against a
career member is less serious in nature than a
felony, and a question of public trust exists,
the career member may be considered for a
LPC position.
A copy of the document placing the career
member on LPC will be sent to the employee
and a copy forwarded to the Office of
Professional Standards.
When an employee or member is removed
from Suspension or LPC and returned to a
2
Arrest
Arrest
of
Employee/Member
Notifications
Office of the Fire Chief
EOC
Professional Standards
Obtain Documents
Schedule Interview
w/ OPS
Make Copies & Scan
Send to EOC
Electronic File
Operational
Status
LPC
Full Duty
Suspension
Letter to employee
CC Letter to OPS
Maintain documents
and close file
Administrative Leave
LPC Assignment
LWOP
Letter to employee
CC Letter to OPS
Court issued a
determination
(begins 180 day rule)
Nolle Prose or
Not Guilty
verdict
Guilty
Probation
Step III Charges
are issued
File is saved and
closed.
Career/Civilian
Volunteer
Refer to
General Orderr
Div11 Chapter 3
Refer to
General Orderr
Div 11 Chapter 24
No Charges
1
Division 11
Chapter 17 – Peer Mediation Program
January 2010
POLICY
The Department shall provide a voluntary
process for employees and members to
resolve workplace conflict that violates the
Departments Code of Ethics and the Equal
Employment Opportunity policy.
Resolution of conflict by a face-to-face
meeting is more likely to result in long-term
agreements that are adhered to by both parties
because the participants take an active part in
developing their solutions and open
communication between both parties to avoid
future disputes.
The program strives to help employees:
DEFINITIONS
Peer Mediation - a process for employees to
resolve disputes and conflicts in which a
neutral third party acts as a moderator for the
process. In peer mediation, trained mediator’s
help employees open up communications in
order identify underlying causes of the
conflicts in which they are engaged and find
mutually agreed upon solutions. The goal is
to work out differences constructively.
Mediators help disputing parties to clarify
their individual goals, resources, and options;
to consider and better understand each other's
perspectives; and, to make clear decisions for
themselves that will result in a resolution of
the conflict.
PROCEDURES
1.
General Concept
This program has been created to further
enable us to have a harmonious workplace.
Talking about anger, conflict and differences
is educational and creates healing in personal
workplace relationships. Stress from conflict
can escalate to the point where we work in
quiet fear and anxiety, possibly becoming
physically ill. Some individuals resort to
violence because they have not learned to
express themselves appropriately in conflict.
Division 11 – Personnel Management
Chapter 17- Peer Mediation Program
•
•
•
•
•
2.
Recognize the effectiveness of
mediation
Teach resolution communications
skills
Teach anger management
Seek resolution with internal
resources
Encourage personal responsibility for
ensuring a safe work environment
Resolution Process
Process Guidelines
Prior to filing a formal complaint, an
employee may wish to explore the possibility
of participating in peer mediation for
workplace conflicts to include violations of
the EEO policy. Peer mediation shall, involve
a desire and willingness on behalf of
participants to reach a reasonable conciliation
that is acceptable to all parties involved.
Mediation can be used, with the approval of
the EEO Counselor, as an alternative method
for resolving conflicts relating to EEO
violations.
Peer mediation can be requested by making a
formal request thru the Office of Professional
1
Standards. The Peer Mediation Team
Coordinator will contact the participant(s)
and/or respondent(s) to explain the process,
answer questions, and ascertain their
willingness to participate in mediation. When
a mediation request is received, the Peer
Mediation Team Coordinator shall contact the
complainant(s) and/or respondent(s) to
ascertain their willingness to participate in
mediation.
Mediation Session
If all parties agree to mediation, the Peer
Mediation Team Coordinator shall arrange
for the mediation session within ten (10)
working days upon receipt of request. The
mediation shall a take place at a private,
confidential forum normally during off duty
hours, unless prior arrangements are made
and approved.
Regardless of the success of mediation, the
parties shall sign a form indicating mediation
took place. This form shall be forwarded by
the Peer Mediation Coordinator to the Office
of Professional Standards for filing. The
mediation form shall not include any factual
background information regarding the
dispute, but shall state whether conciliation
was reached, as well as the substance of any
resolution(s). The process is used to
encourage cooperation and shared
responsibility in the solution. Voluntary
agreements represent the interests of both
parties and are more likely to be honored over
time. A mutual resolutions means both parties
win.
The Peer Mediation Program is the
responsibility of the Department's EEO
Officer.
Mediators
The Department shall train interested
personnel to serve as peer mediators.
Interested participants shall complete a Peer
Mediator Application Form (attachment #2)
and forward to the Office of Professional
Standards for consideration. The Peer
Mediation Team Coordinator shall review the
applications and recommend personnel to fill
vacancies to Fire Chief or the Fire Chief's
designee.
4.
Responsibilities
Peer Mediation Team Coordinator
Responsible for the day to day operations to
including:
•
•
•
Maintaining a current list of Peer
Mediation Team Members
(attachment #1)
Coordinating training activities
Recommending personnel to fill
vacancies to the Fire Chief or their
designee
Department EEO Officer
The Department EEO Officer shall be
responsible for program oversight.
5.
Location
Limitations
Mediation is not a court hearing, witnesses
are not necessary and it is not a process to
determine guilt or innocence.
The Office of Professional Standards is
located at 9201 Basil Court, Suite 356, the
telephone number is (301) 883-5253.
6.
3.
Confidentiality
Mediation Personnel
2
The parties, in agreeing to mediation, also
agree to maintain the confidentiality of the
proceedings. Furthermore, by agreeing to
mediation, the parties agree not to introduce
statements or assertions made during
mediation, in a subsequent proceeding,
whether administrative or judicial.
REFERENCES
Equal Employment Opportunity Act, Title
VII of the Civil Rights Act of 1964 and 1991,
Article 49B of the Annotated Code of
Maryland, and the Human Relations Act for
Prince George's County, Maryland.
FORMS/ATTACHMENTS
Attachment #1- Mediation Notice Form
3
Mediation Notice
To:
Office of Professional Standard
For:
Filing
From: Confidental EEO Mediation
Date:
On
,
20
, an Equal Employment Meidation was held to mediate a dispute between
and
.
Complaintant
Respondent
and was presided over
The mediation took place
Location
As a result of the mediation process, conciliation
Mediation Leader
was
was not reached by participants.
The foloowing is the substance of any resolution(s) reached by the participants
Signature of Complaintant
Signature of Respondent
Signature of Mediator
Division 11
Chapter 18 – Family and Medical Leave Act (FMLA) Leave
January 2010
POLICY
The purpose of this General Order is to advise
employees of the Departmental procedures
regarding FMLA leave and to outline the
process for authorization and compliance.
The Department grants such leave in
accordance with the County Administrative
Procedure and Federal regulations. The
Director of the Office of Human Resources
Management will render final approval of all
requests based on compliance with the most
recent policy. Employees, when requesting
said leave, must comply with the established
requirements for consideration, and all
supervisors’ approval must be in accordance
with these requirements.
DEFINITIONS
child, to any employee eligible to earn
annual leave, regardless of the
employee’s length of service with the
County.
FMLA Request and Approval Guidelines
FMLA leave shall not exceed 15 workweeks
(600 hours) of any combination of paid leave
and LWOP (leave without pay) during any
12-month period. Compensatory leave is
NOT allowed to be used for paid family
and medical leave. Parental leave of 40
hours, granted by the County, is included in
the maximum 15 workweeks (600 hours).
With the exception of the birth of a child,
leave will be granted for the time indicated by
the Health Care Provider on the Certification
of Health Care Provider Form (attachment
#2).
N/A
PROCEDURES
1.
FMLA Leave
Eligibility
•
•
FMLA leave for purposes not related
to birth or adoption of a child (see
below) shall be granted to employees
who are eligible to earn annual leave,
who have been employed by the
County for at least 12 months, and
who have been in a pay status for at
least 1,040 hours during the previous
12 months.
FMLA leave shall be granted for
purposes of parental responsibilities
associated with the birth, adoption, or
foster care placement of a dependent
DIVISION 11– Personnel Management
Chapter 18 – Family and Medical Leave Act (FMLA ) Leave
To be eligible to receive FMLA leave without
pay, the employee must first exhaust all paid
leave balances as part of his/her 15
workweeks (600 hours) of leave. Use of
leave donations, in lieu of leave without pay,
must be authorized by the Fire Chief or
appointed designee; the intent to use donated
leave should be noted on the request form.
Eligibility for leave donations is limited to
sickness of employee only.
Employees who request FMLA LWOP
should contact Pension and Benefits prior to
submitting their request to determine the
effects upon their pension and health
insurance benefits. Leave donation usage is
further restricted in accordance with
Personnel Law and Administrative Procedure
284. Also refer to applicable policies for
correct processing of leave donations. For
1
computing purposes, the employee’s 12month period of eligibility shall commence
on the first day of approved FMLA leave. If
so designated by the Department, FMLA
leave will run concurrent with disability leave
and workers’ compensation.
FMLA leave will be granted to an employee
for only one or more of the following reasons:
•
•
•
•
Birth of a child of the employee and in
order to care for such child;
The placement of a minor child with
the employee for adoption or foster
care;
To care for the spouse, child, parent,
or parent-in-law of the employee, if
such family member has a serious
health condition; or
A serious health condition that makes
the employee unable to perform the
function of the position of such
employee. NOTE: “Serious Health
Condition” (regardless of job or nonjob related) means any illness, injury,
impairment, or physical or mental
condition that involves:
¾ Any incapacity or treatment in
connection with inpatient care;
¾ An incapacity requiring
absence of more than three (3)
calendar days and continuing
treatment by a health care
provider; or
¾ Continuing treatment by a
health care provider of a
chronic or long-term condition
that is incurable or will likely
result in incapacity of more
than three (3) days if not
treated.
The request for FMLA leave must be
submitted on the appropriate FMLA leave
request form at least 30 days prior to
expected use, if the need for leave is
foreseeable (see Attachment #1). The
employee must indicate the specific dates
desired on the request (estimated birth date
for the birth of a child).
There must be a medical need for intermittent
leave or leave on a reduced leave schedule.
Intermittent leave or reduced leave schedule
after a birth or placement of a child for
adoption or foster care will be approved on a
case-by-case basis.
For administrative purposes, employees on
FMLA for any continuous block of time
should record it as day work hours using the
FMLA Code. The exception would be if they
requested intermittent leave. The employee
must indicate what type of leave is to be used
to cover the period requested. Open-ended
requests are not permitted.
The following documents are to be submitted
to the employee’s immediate supervisor:
•
•
•
•
Request for Parental Leave, Family
and Medical Leave (FMLA), Leave
Without Pay (LWOP) (Attachment
#1) (PGC Form #4471)
Leave Request, PGC Form #305
Letter of Intent to the Fire Chief
stating the dates of intended use; and
the justification for usage
Certification of Health Care Provider
(Attachment #2). The employee shall
be required to submit certification by
the appropriate primary health care
provider to support his/her leave
request. NOTE: “Health Care
Provider” includes: licensed MDs and
ODs, podiatrists, dentists, clinical
psychologists, optometrists, and
chiropractors authorized to practice in
the State, nurse practitioners and
nurse-midwives authorized under
State law, and Christian Science
practitioners. For HIPPA compliance,
2
•
the Certification of Health Care
Provider may be submitted in a sealed
envelope only to be opened by the
Fire Chief or designee.
Parental Leave and FMLA Request
Checklist (Attachment #3).
The supervisor will review/sign and forward
the FMLA package to Risk Management
within 48 hours of receipt.
Risk Management will examine each request
and determine whether the employee’s
request meets eligibility requirements. Note:
Risk Management may designate FMLA to
run concurrently with Disability Leave. After
Risk Management has obtained the approval
signature of the Fire Chief or appointed
designee, Risk Management will then forward
the FMLA package to the Human Resources
Division. The Human Resources Division
will then forward the completed package to
the Office of Human Resources Management
(OHRM) for final approval.
verification, authorization, and submission to
Fiscal Affairs.
In cases where spouses are determined to be
entitled to family and medical leave in the
instance of the birth or adoption of a child,
and both are employed by this Department,
both employees will receive 40 hours of
parental leave, but will have to split 14
workweeks (560 hours) within a 12 month
period. In instances of the illness of a child, a
total of 15 workweeks (600 hours) will have
to be split between the two parents.
Where conditions exist that qualify an
employee for FMLA leave, the Department
may place the employee on FMLA leave
status, requiring the employee to submit the
appropriate forms and charge their leave
under the FMLA leave status.
2.
Parental Leave
Eligibility
If the need for leave is not foreseeable, the
employee must submit the above paperwork
as soon as reasonably practical. Requests for
family and medical leave for parenting
responsibilities must be used within 12
months of the birth of the child or placement
of the child with the employee for adoption or
foster care. The Office of Human Resources
Management (OHRM) will issue an approval
form letter covering one (1) year; however,
the actual dates utilized must be in
accordance with those specified on the
request. Any modifications must be processed
through Risk Management to obtain
authorization from the Fire Chief for
approval. A copy of any modifications will
be maintained in Risk Management as well as
forwarded to Human Resources Division for
payroll verification.
All timesheets coded with FMLA leave
should be turned in to Risk Management for
Parental leave shall be granted by the County
to employees who are eligible to earn annual
leave for the responsibilities associated with
the birth of his/her natural dependent child or
the adoption of a child.
Request and Approval Process
An employee will be granted up to 40 hours
of paid parental leave after submission of an
approved FMLA package.
3.
Responsibilities
Employees
Each employee of the Department should
review this process. It is the individual
employee’s responsibility to understand and
follow all procedures related to this General
Order. Failure of the employee to comply
3
with this General Order may result in
disciplinary action up to and including
separation. Employees are also responsible
for accurately completing all forms associated
with the FMLA package. Each employee
must comply with all time frames and the
submission process, as outlined in this
General Order.
Supervisors
Supervisors shall ensure that employees
understand the FMLA procedure and process.
Supervisors must comply with all time frames
and the submission process, as outlined in this
General Order. Supervisors shall monitor
their employees leave usage and notify Risk
Management if the Department may need to
place an employee on FMLA leave.
•
Maintain an adequate supply of
FMLA forms available for
Departmental use.
REFERENCES
N/A
FORMS/ATTACHMENTS
Attachment #1 - Request for Parental Leave,
Family and Medical Leave (FMLA), Leave
Without Pay (LWOP) (PGC Form #4471)
Attachment #2 - Certification of Health Care
Provider form
Attachment #3 - Parental Leave and FMLA
Request Checklist
Risk Management
Risk Management shall:
•
•
•
•
•
Attachment #4 - Leave Request, PGC Form
#305
Review all FMLA packages.
Forward all approved FMLA
packages to the Human Resources
Division.
Notify the appropriate Command of
approved FMLA.
Verify and approve all timesheets
coded with FMLA.
Maintain an adequate supply of
FMLA forms available for
Departmental use.
Human Resources Division
The Human Resources Division shall:
•
•
Forward all FMLA packages to the
OHRM for final approval.
Notify Risk Management of FMLA
approvals/disapprovals.
4
PRINCE GEORGE'S COUNTY GOVERNMENT
..
REQUEST FOR
PAREJIII"'TAL
LEA VE, FAMILY AND MEDICAL LEAVE (FMLA),
LEAVE WITBOUTPAY (LWOP)
SS#
Dept.
Part-Time
Home Phone
Work Phone
Full-Time
Date of Hire
Current Home Address
NameIRelationship if request for family member
Type of Leave Requested: (I understand under the County's Family and Medical Leave provisions, I am
entitled to a total of15 weeks of paid and unpaid leave, including 5 days (maximum of 40 hours) paid
Parental Leave.)
o
Parental
Begin Date
End Date
o PersonalDays
BeginDate
End Date
R
o
FMLA Sick
Begin Date
End Date
o
o
o
FMLA Annual
Begin Date
End Date
FMLALWOP
Begin Date
End Date
County LWOP
Begin Date
End Date
n for Leave (Explain)
NOTE: A leave request based on an employee's serious health condition or the serious health condition of an
employee's spouse, child, parent or parent-in-law must be accompanied by a verifying medical certification
from a physician (see Administrative Procedure 284, Attachment 11).
I hereby authorize Prince George's County Government, Office of Personnel & Labor Relations, to contact my
physician to verify the reason for my requested leave or for any other information concerning my family and medical
leave.
Tunderstand that faJure to return to work at the end of my leave period may be treated as a resignation unless an
extension has been ( '~eed upon and approved in writing by the Prince George's County Government.
Date
Signature
APPROVED BY:
A..pr...ntingAuthority
)istribution:
Date
Employee Services - White
Payroll - Green
Personnel Officer
Appointing Authority - Pink
Employee - Goldenrod
-
---
Date
Pensions and Benefits
---
- Canary
-
--
(Family and Medical Leave Act of 1993)
1. Employee’s Name:
2. Patient’s Name (if different from employee):
3. The attached sheet describes what is meant by a “serious health condition” under the Family and Medical Leave Act. Does the
patient’s condition1 qualify under any of the categories described? If so, please check the applicable category.
(1) _____ (2) _____ (3) _____ (4) _____ (5) _____ (6) _____, or None of the above _____
4. Describe the medical facts which support your certification, including a brief statement as to how the medical facts meet the criteria
of one of these categories:
5a. State the approximate date the condition commenced, and the probable duration of the condition (and also the probable duration of
the patient’s present incapacity2 if different):
b. Will it be necessary for the employee to take work only intermittently or to work on a less than full schedule as a result of the
condition (including for treatment described in Item 6 below)? _____
If yes, give the probable duration:
c. If the condition is a chronic condition (condition #4) or pregnancy, state whether the patient is presently incapacitated2 and the
likely duration and frequency of episodes of incapacity2:
6a. If additional treatments will be required for the condition, provide an estimate of the probable number of such treatments.
If the patient will be absent from work or other daily activities because of treatment on an intermittent or part-time basis, also
provide an estimate of the probable number and interval between such treatments actual or estimated dates of treatment if known,
and period required for recovery if any.
b. If any of these treatments will be provided by another provider of health services (e.g., physical therapist), please state the nature of
the treatments.
____________________________________
1
2
Here and elsewhere on this form, the information sought relates only to the condition for which the employee is taking FMLA leave.
"Incapacity," for purposes of FMLA, is defined to mean inability to work, attend school or perform other regular daily activities due to the serious health
condition,
treatment therefore, or recovery therefrom.
c. If a regimen of continuing treatment by the patient is required under your supervision, provide a general description of such
regimen (e.g., prescription drugs, physical therapy requiring special equipment):
7a. If medical leave is required for the employee's absence from work because of the employee's own condition (including absences
due to pregnancy or a chronic condition), is the employee unable to perform work of any kind? _____
b. If able to perform some work, is the employee unable to perform any one or more of the essential functions of the employee's job
(the employee or the employer should supply you with information about the essential job functions)? _____ If yes, please list the
essential functions the employee is unable to perform:
c. If neither a. nor b. applies, is it necessary for the employee to be absent from work for treatment? _____
8a. If leave is required to care for a family member of the employee with a serious health condition, does the patient require assistance
for basic medical or personal needs or safety, or for transportation? _____
b. If no, would the employee's presence to provide psychological comfort be beneficial to the patient or assist in the patient's
recovery?
_____
c. If the patient will need care only intermittently or on a part-time basis, please indicate the probable duration of this need:
_______________________________________
(Signature of Health Care Provider)
________________________________________________
(Type of Practice)
_______________________________________
(Address)
_________________________________________________
(Telephone Number)
To be completed by the employee needing family leave to care for a family member:
State the care you will provide an estimate of the period during which care will be provided, including a schedule of leave is to be
taken intermittently or if it will be necessary for you to work less than a full schedule.
________________________________________
(Employee Signature)
_________________________________________________
(Date)
A "Serious Health Condition" means an illness, injury, impairment, or physical or mental condition that involves one of the following:
1. Hospital Care
Inpatient care (i.e., an overnight stay) in a hospital, hospice, or residential medical facility, including any period of incapacity2 or
subsequent treatment in connection with or consequent to such inpatient care.
2. Absence Plus Treatment
(a) A period of incapacity2 of more than three consecutive calendar days (including any subsequent treatment or period of
incapacity2 relating to the same condition), that also involves:
(1) Treatment3 two or more times by a health care provider, by a nurse or physician's assistant under direct supervision of a
health care provider, or by a provider of health care services (e.g., physical therapist) under orders of, or on referral by, a
health care provider; or
(2) Treatment by a health care provider on at least one occasion which results in a regimen of continuing treatment under the
supervision of the health care provider.
3. Pregnancy
Any period of incapacity due to pregnancy, or for prenatal care
4. Chronic Conditions Requiring Treatments
A chronic condition which
(a) Requires periodic visits for treatment by a health care provider, or by a nurse or physician's assistant under direct supervision of
a health care provider;
(b) Continues over an extended period of time (including recurring episodes of a single underlying condition); and
(c) May cause episodic rather than a continuing period of incapacity2 (e.g., asthma, diabetes, epilepsy, etc.)
5. Permanent/Long-term Conditions Requiring Supervision
A period of incapacity2 which is permanent or long-term due to a condition for which treatment may not be effective. The
employee or family member must be under the continuing supervision of, but need not be receiving active treatment by, a health
care provider. Examples include Alzheimer's, a severe stroke, or the terminal stages of a disease.
6. Multiple Treatments (Non-Chronic Conditions)
Any period of absence to receive multiple treatments (including any period of recovery therefrom) by a health care provider or by a
provider of health care services under orders of, or on referral by, a health care provider, either for restorative surgery after an
accident or other injury, or for a condition that would likely result in a period of incapacity2 or more than three consecutive
calendar days in the absence of medical intervention or treatment such as cancer (chemotherapy, radiation, etc.), severe arthritis
(physical therapy), kidney disease (dialysis).
___________________________________
3
Treatment includes examinations to determine if a serious health condition exists and evaluations of the condition. Treatment does
not include routine physical examinations, eye examinations, or dental examinations.
Parental Leave & FMLA Request Checklist
The following documents are to be submitted to the employee’s immediate supervisor, and forwarded
within 48 hours to the Occupational Safety and Health Office (OSH). The request must be submitted at
least 30 days prior to the expected use, if the need for leave is foreseeable.
Request for Parental Leave, Family and Medical Leave (FMLA), Leave Without Pay (LWOP), 5part form
o Completed & signed by employee
o Ensure dates, types, and amount of leave requested match Leave Request Form and Letter of
Request to Fire Chief or appointed designee.
o Reviewed and signed by Immediate Supervisor.
Leave Request, PGC Form #305
o Completed & signed by employee
o At least one leave slip for each type of leave (Parental, FMLA Sick, FMLA Annual, FMLA
LWOP) to be used. Depending upon the amount and types of leave to be used, two or more
leave slips may be needed for one particular type of leave.
o Ensure dates, types, and amount of leave requested match the Request for Parental Leave,
Family and Medical Leave (FMLA), Leave Without Pay (LWOP) Form and Letter of Request
to Fire Chief or appointed designee.
o Signed by immediate supervisor and/or Battalion Chief.
Letter of Intent to the Fire Chief or appointed designee
o Prepared and initialed by employee.
o Letter must state the dates of intended use and the justification for usage.
o Ensure dates, types, and amount of leave requested match the Request for Parental Leave,
Family and Medical Leave (FMLA), Leave Without Pay (LWOP) Form and Leave Request
Forms.
o Reviewed and initialed by immediate supervisor.
o Completed and signed by health care provider.
Application for Acting Pay
o If the FMLA leave request will result in the need for Acting Pay, the Battalion Chief should
submit an Application for Acting Pay.
Immediate Supervisor ________________________________________ Date _______________
Fire Chief or Appointed Designee ______________________________
Date _______________
Human Resources Division ___________________________________
Date _______________
Office of Human Resources Management ________________________ Date _______________
LEAVE REQUEST
<j
NAME:
SOC. SEC.'
TYPE
DATE:
nME a DATE LEAVE
15 TO BEGIN,
OF LEAVE
_
a DATE LEAVE
nME
NO. OF
HOURS
15 TO END
'\
D
ADMIN.
D
LWOP'
D
ANNUAL
D
PERSONAL
COMPo
o
SICK
o
o
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specify
REMARKS:
EMPLOYEE'S SIGNATURE:
_
-=
APPROVED BY:
APPROVED BY:
_
DATE:
_
DATE:
NAMEITITLE
• LWOP IS APPROVED LEAVE WITHOUT PAY.
P.G.C. FORM 1305 (Flev. 5184)
"
I
't
c
Division 11
Chapter 19 – Recruit Driving Standards
January 2010
POLICY
To ensure that all Fire/EMS Department
personnel receive sufficient preparation to
handle emergency and non-emergency
driving duties in a safe and efficient manner,
and to ensure that Emergency Response
Technicians are trained and certified by the
Station/Unit Supervisor according to the
attached equitable and conscientious
standard.
DEFINITIONS
EVOC class and were previously a driver in
the Prince George’s County Fire/EMS
Department as a Volunteer member are
eligible to participate in the driver training
process.
The assessment process shall include career
development counseling sessions during
which the Recruit will be informed of their
driving status and of the basic course of
training that they will receive. In addition,
the Supervisor shall discuss the plan and
explain measures that the employee can use
to reach various levels of certification.
N/A
2.
Recruit Driving Status
PROCEDURES
1.
Initial Assessment
Within 30 days after being assigned to the
Emergency Operations Command, each
Recruit Fire Fighter shall be assessed by the
Station/Unit Supervisor regarding driving
status. It shall be the responsibility of the
Supervisor to research and evaluate the
qualifications of the Recruit in order to
determine the driving status level at which
they are certified to perform. NOTE:
Occasionally it is necessary to assign Recruit
Fire Fighters to station duty for a limited time
prior to completion of career recruit school.
During those periods of station duty, Recruit
Fire Fighters with no Prince George’s County
Fire/EMS Department experience shall not
drive or tiller any Fire/EMS Department
vehicle under any circumstances. Only those
personnel who have successfully completed
recruit school or who have completed the
Recruit Fire Fighters shall be certified
according to the following criteria:
Level I Trainee (Student)
•
•
Authorized Driving Duties
¾ May not drive Fire/EMS
Department vehicles under any
circumstances. Emergency
Response Technicians with
previous Prince George’s
County Fire/EMS Department
volunteer experience as a
driver may proceed to Level II
Trainee upon demonstration of
meeting requirements outlined
below.
Required Training (Station/Unit
Supervisor to ensure compliance)
¾ Provide assistance so that the
individual will meet the
qualifications of the Driving
1
•
•
Regulations General Order and
completion of the Emergency
Vehicle Operators Course
(arrange outside classes, if
needed, through the Battalion
Commander/EMS Supervisor
to meet these requirements).
¾ Ensure thorough knowledge of
driving courtesy, basic fire and
EMS radio procedures, and
responsibilities regarding
motor vehicle operation as
outlined in the Personnel Law
and General Orders.
¾ Ensure that the individual is
familiar with General Orders
regarding Driving Regulations
and Emergency Operations.
Evaluation via verbal examination.
Time frame – Level I training shall be
completed within six months of
assignment to the Emergency Operations
Command.
Level II Trainee
Training should begin within 30 days after
the individual meets the Driving Regulation
qualifications and has been certified by the
Station/Unit Supervisor to have completed
Level I requirements.
•
•
•
•
Level III Trainee (Non-Emergency Driver)
Training should begin within 30 days from
the time the employee has been certified by
their Station/Unit Supervisor to have
completed Level II requirements.
•
•
¾ May participate in behind the
wheel training under nonemergency conditions under
the supervision of the
Station/Unit Supervisor or an
authorized emergency driver.
¾ Vehicle specifications and
mechanics, including
knowledge of operating
systems and gauges.
¾ Vehicle and equipment checks,
including daily, weekly, and
monthly checks.
¾ Supervised behind-the-wheel
driving.
¾ Basic functions and duties of
various vehicles (ambulance,
engine, truck, and squad).
¾ Response area.
¾ Location and basic operation
of tools/equipment carried on
apparatus, including
familiarity with fire and EMS
communications equipment
Evaluation via verbal/written/practical
exam.
Time frame – Level II training should
be completed within six months of the
starting date of this phase.
¾ May drive vehicles under nonemergency conditions without
supervision.
Training Required (Station/Unit
¾ Medical Communication
procedures
¾ Response area.
¾ Hospital locations and
permissible destinations
¾ Basic pump operations and
hydraulics
¾ Operation of aerial ladder
and/or functions of specific
vehicles
¾ Practical driving and backing
(including backing into
quarters)
2
•
¾ Proper positioning of various
vehicles on emergency
incidents
¾ Accident reporting procedures
¾ Location and use of equipment
carried
¾ Vehicle check and
maintenance procedures
¾ Standpipe and sprinkler
procedures
Time frame – Level III training should
be completed within six months of the
starting of this phase.
Level IV Trainee (Emergency
Driver/Operator)
Training should begin within 30 days form
the time the employee is certified by the
Station/Unit Supervisor to have completed
Level III requirements.
•
•
¾ Personnel may respond with
and operate vehicles under
emergency conditions while
under the supervision of the
Station/Unit Supervisor or an
authorized emergency driver.
¾ Response area including target
hazards and locations of
buildings that have protection
systems.
¾ Specialty Referral Center
locations.
¾ Hydrant locations.
¾ Advanced pump operations
and hydraulic formulas.
¾ Master stream operations.
¾ Location and operation of
tools and equipment carried on
apparatus.
¾ Apparatus Maintenance
Instructions and procedures for
•
•
completing apparatus check
sheets.
¾ Emergency scene procedures
including fire and EMS radio
operations, incident command
system, triage procedures, etc.
¾ Safe driving techniques.
¾ Accident review board
procedures.
Evaluation via verbal/written/practical
exam.
Time frame – Level IV training
should be completed within six
months of the starting date of this
phase.
Certified Emergency Vehicle
Driver/Operator
Upon successful completion of Level IV
training, the employee should receive
certification in writing by the Station/Unit
Supervisor.
Should an employee of this level be
transferred, they shall retain this status at the
new duty station but will not drive until
authorized to do so by the receiving
Station/Unit Supervisor. It shall be the
responsibility of the Supervisor to being
training of the reassigned employee on the
specifics of the new area and apparatus. This
training shall be done in a timely manner in
order to ensure that the employee is turned
over properly.
The nine months required by the Driving
Regulations General Order refers to time in
Department as a volunteer, career, or civilian
member.
Classroom instruction required refers to the
completion of the Emergency Vehicle
Operator’s Course and annual refreshers.
3
The 10 hours or 100 miles behind the wheel
driver training refers to hours/mileage on
each type of vehicle, i.e., utility vehicle,
ambulance/medic unit, brush unit, engine,
ladder truck, tiller truck, squad, tanker, etc.,
and not on each individual vehicle.
The driving status and progress of each
Recruit shall be documented by Station/Unit
and Battalion Supervisors on the required
monthly probationary hearing forms and on
semiannual and annual Past Performance
Appraisals (PPAs). Problems and/or poor
performance shall be listed along with a brief
synopsis or corrective measures that are or
have been utilized to correct the deficiencies.
3.
REFERENCES
N/A
FORMS/ATTACHMENTS
N/A
Certification Authority
Station/Unit Supervisor shall be responsible
for providing and/or arranging required
training and shall have authority to certify
Recruit drivers. Their decision shall be based
on their knowledge of the employee’s ability
and the examination results received during
training phases.
Station/Unit Supervisors are to inform the
Recruits of their status on a monthly basis and
shall notify them verbally at the time
certification is achieved for each level. In
addition, Level IV certification shall be
documented in a written memo to the
employee.
The Battalion Chief shall monitor progress of
Recruit drivers and evaluate the training
provided by the Station/Unit Supervisors.
Questions and/or complaints pertaining to any
aspect of the Recruit driver training that
cannot be resolved at the station level shall be
addressed and rectified by the appropriate
Battalion Chief who will present necessary
documentation to those involved and submit a
copy to the appropriate Major.
4
Division 11
Chapter 20 – Request for Transfer of Duty Station
January 2010
POLICY
This General order shall ensure a uniform
policy for the timely submission and
processing of requests for transfer of duty
station.
DEFINITIONS
N/A
PROCEDURES
1.
General Provisions
Employees assigned to Emergency
Operations Command are subject to transfers,
as deemed necessary. The final decision for
transfer will be based on Departmental needs
and may require written justification to
support the individual selected for the
position. Seniority and demonstrated ability
will also be considered in the final decision.
maintained in the Emergency Operations
Command by the EOC Captain. A seniority
number will be assigned to the “Request for
Transfer” form for future consideration.
Prior to any decisions regarding transfers or
promotions, the supervisor responsible for the
transfer will contact the Emergency
Operations Command to obtain a current list
of transfer requests on file. Any employee
who submits a “Request for Transfer” form
will be given a copy of the original form
containing signatures and remarks of the
supervisors in the chain-of-command from
the Emergency Operations Command within
30 days.
The Emergency Operations Command will be
notified prior to any transfers taking place,
excluding details of less than 30 days.
REFERENCES
N/A
A “Request for Transfer” form (see
attachment) may be submitted by the
employee at any time. However, only one
request per calendar quarter will be accepted
for consideration, except when there is a
general announcement for a specific position
opening. A “Request for Transfer” form is to
accompany the application for the specific
position. A written “Request for Transfer”
form will be submitted through the
appropriate chain-of-command stating the
reason(s) for the request. Supervisors
endorsing or disapproving such requests must
state their reason(s) and forward it up through
the chain-of-command. All “Request for
Transfer” forms, regardless of
approval/disapproval, will be forwarded and
Chapter 20 –Request for Transfer of Duty Station
FORMS/ATTACHMENTS
Request for Transfer
1
REQUEST FOR TRANSFER
NAME
DATE
RANK
SENIORITY #
PRESENT ASSIGNMENT
REQUESTED ASSIGNMENT
REASON(S)
SIGNATURE
EMERGENCY OPERATIONS COMMAND
SIGNATURE
COMMENTS
Battalion or EMS Officer
Major
Lieutenant Colonel
APPROVED
Yes
No
Yes
No
Yes
No
Yes
Yes
CONSULTATION WITH AND/OR NOTIFICATION OF VOLUNTEER CHIEF
DATE
REMARKS
FINAL DISPOSITION
APPROVED
DENIED
DATE
Division 11
Chapter 21 – Volunteer Leadership Information Form
January 2010
POLICY
This General Order shall ensure that a
current, accurate list of the volunteer
leadership for each volunteer organization is
maintained and provided to the Emergency
Operations Command Lieutenant Colonel.
It is the responsibility of the Battalion Chief
to maintain an accurate record of the
volunteer leadership in his/her respective
Battalion.
REFERENCES
N/A
DEFINITIONS
FORMS/ATTACHMENTS
N/A
PROCEDURES
1.
Attachment #1 – Volunteer Leadership
Information Form
General Provisions
The station supervisor shall immediately
notify the Battalion Chief of any changes due
to special appointment and/or yearly
elections. The supervisor may be required to
gather the requested information.
The Battalion Chief shall immediately
forward the names and ranks of the newly
elected president and chief officers to
Fire/Rescue Operations and the Emergency
Operations Command (EOC) office via the
Chain-of-Command. Fire/Rescue Operations
shall forward the standard correspondence
related to the change of officers to the EOC
office within 24 hours.
The Division Commander shall ensure that
the completed Volunteer Leadership
Information Form (Attachment 1) is
submitted to Fire/Rescue Operations and the
EOC office within 72 hours.
2.
Responsibility
Chapter 21 – Volunteer Leadership Information Form
1
--
--
-
EMERGENCY OPERATIONS COMMMD
FIJ
VOLUNTEERLEADERSHIP INFORMATION FORM
StationDuration of Office
Date:
MonthlYear to
MonthlYear
Volunteer Chief:
Home Address:
Home Phone:
Work Phone:
PagerNumber:
Cell Phone:
Volunteer President:
"
Home Address:
Home Phone:
Work Phone:
PagerNumber:
Cell Phone:
Volunteer Deputy Chief (A):
Home Address:
Home Phone:
Work Phone:
Pager Number:
Cell Phone:
Volunteer Assistant Chief (B):
.
Home Address:
Home Phone:
Work Phone:
Pager Number:
Cell Phone:
J
Division 11
Chapter 22 – Volunteer Separation
January 2010
POLICY
Attachment #3 – Volunteer Membership
Process chart
This General Order shall facilitate the timely
transfer of information regarding Volunteer
Separations.
DEFINITIONS
N/A
PROCEDURES
It shall be the responsibility of the Volunteer
Chief/President to submit Volunteer
Separation Form (PGC #4590) to the Fire
Commission if member is dismissed or
voluntarily leaves the corporation. The form
is submitted at the time of dismissal to
ensure:
• Retrieval of gear. (Property of the
Department)
• Change of status of insurance
• LOSAP recording
The Fire Commission will forward a copy of
Volunteer Separation Form to the Emergency
Operations Command
REFERENCES
N/A
FORMS/ATTACHMENTS
Attachment #1 – PGC Form #4590,
Volunteer Separation Form
Attachment #2 – Employment Separation
Clearance Form
Chapter 22 - Volunteer Separation
1
VOLUNTEER SEPARATION FORM
'"
NAME:
_
ADDRESS:
_
VOLUNTEER CORPORATION AFFIUAnON:
FIRE/EMS DEPARTMENT 10 NUMBER:
REASON FOR LEAVING CORPORATION:
_
_
VOLUNTARY
DISCIPLINAIlY
}
(IF ADDmONAL INFORMATION IS REQUESTED, NAME AND PHONE NUMBER OF CONTACT PER50N)
SIGNATURE OF VOLUNTEER CHIEF/PRESIDENT OR AUTHORIZED CORPORATE: OFFICER
SUBMITT.[NG SEPARATION FORM:
CHIEF: _ _ _ _ _ _ _ _ _ _ _ _ _ _ DATE:
_
PRESIDENT: _ _ _ _ _ _ _ _ _ _ _ _ _ _ DATE:
_
CORPORATE OFFICER:
DATE:._ _
··f
DISTRIBUTION:
',----"
WHITE: Fire Commission
YELLOW: Investigator
PINK: Local Company
FGC Form J4590 (11/01)
EMPLOYMENT SEPARATION CLEARANCE FORM
________________________
Employee's Name/Title
_
_
_________________
Date
____________ _______________ _____________________
Hire Date
Separation Date
Employee ID #
___________________
Fire Dept. ID #
______________________________________________________
Mailing Address for final check and any correspondence
__________
Completion of this clearance form is part of the Exit Process for employees separating from the Department.
Departmental managers, or their designee in the functional areas listed below, shall sign this form on or about
the employee’s last working day. It is the responsibility of the employee to obtain clearance from the areas listed
below. Clearance from the Lieutenant Colonel of the respective Command must be obtained first and
clearance through the Human Resources office should be last. The employee’s final payroll check will not
be released without the Human Resources office having a completed clearance form.
1. ___________________________________________
Lieutenant Colonel
__________________
Date
2. ___________________________________________
__________________
Date
3. ___________________________________________
Risk Management
_______________ ___
Date
4. ___________________________________________
Apparatus Maintenance
___________________
Date
5. ___________________________________________
Logistics and Supply
_________ _________
Date
6. ________________________________________________________________
Information Management
Date
7. ___________________________________________ _ ________________ _
Fire/EMS Training Academy
Date
a.)____ _____________________EMT-I Program
(amount to be remitted)
8. ___________________________________________
Fiscal Affairs
9. _________________________________________
Human Resources
a.) _________________________
__________________
Date
_
________________
Date
(amount of unearned uniform allowance)
Employee to sign after all signatures are obtained:
____________________________________________________________
Employee’s signature
Date
Manager’s Note: A departing employee shall turn in any Departmental property or equipment to the appropriate
office and/or resolve any outstanding issues.
This shall include, but is not limited to: Portable Radios, Cell Phones, Pagers, Laptops, Computer Peripherals,
Assigned Vehicle, Tools, Breathing Apparatus and/or Components, Outstanding Financial Transactions,
Injury/Accident Reports, Keys, Petty Cash, Credit Cards, Security Access Cards, Firearms, Investigatory
Equipment, Certain Badges, I.D. cards, PAT tags, PPE, face piece and regulator.
Division 11
Chapter 23 - Volunteer Application Process
January 2010
POLICY
To establish a procedure for all persons who
apply to become a new volunteer member or
a volunteer member who is seeking
reinstatement. A volunteer member
requesting a transfer from one volunteer
company to another volunteer company
within the Prince George’s County
Department, will not have to complete
Volunteer Recruit School or a physical,
unless requested by the Prince George’s
County Fire Commission as stipulated in
Subtitle 11, Section 11-335.
DEFINITIONS
Background Investigation – Includes the
Initial Background Investigation, Medical
Physical Examination, and Full Background
Investigation.
Initial Background Investigation – The
volunteer member applicant is checked
through Prince George’s County, the Motor
Vehicle Administration (MVA), and the
Maryland criminal computer data base for
disqualifying information.
Full Background Investigation – The
volunteer member applicant’s fingerprints are
submitted to the Maryland Criminal Justice
Information System and the Federal Bureau
of Investigations (FBI) for further inquiries
about criminal history in all other states.
Provisional – The volunteer member
applicant does not have any local
disqualifying criminal history that would
preclude them from volunteering and is
Chapter 23 – Volunteer Application Process
allowed to progress through the rest of the
application process.
Not Cleared – Disqualifying information was
obtained during the initial/full investigation
preventing the volunteer member applicant
from volunteering.
Cleared – The volunteer member applicant’s
submitted fingerprint cards were accepted by
the FBI and Maryland and no disqualifying
criminal information was obtained. The
volunteer member applicant successfully
completed all phases of the background
investigation.
Expired File – The volunteer member
applicant did not complete the process within
the allotted time.
Appeal Process – The volunteer member
applicant’s right to have the Fire
Investigations office reconsider a denial of
the volunteer to proceed. The volunteer
member applicant, if denied by the Major,
may then appeal to the Fire Chief.
PROCEDURES
1.
General Provisions
This procedure is designed to provide a
concise description and breakdown of the
steps required when applying for volunteer
membership. All necessary forms, to allow
for the most efficient means of processing a
volunteer member applicant, are described
herein. This procedure covers all aspects of
the process.
1
The Fire/EMS Department’s Fire
Investigations office is responsible for
ensuring a comprehensive background
investigation for all Volunteer Member
Applications (new and reinstatement).
•
Falsifying information on the application will
result in immediate disapproval. Volunteer
member applicants with criminal, civil, or
traffic offenses may not be eligible for
participation.
Completed applications will be forwarded to
the Prince George’s County Fire
Commission.
During the application process, it is the
responsibility of the volunteer member
applicant to provide the supporting
documentation needed to conduct a thorough
background investigation.
Rejected fingerprint cards will be resubmitted
within 10 business days, no exceptions.
3.
Forms and Applications for All
Applicants
Volunteer member applicants must submit
two (2) current photographs. Each
application and form is to be completed in its
entirety. Please print or type all information.
•
•
•
•
•
•
Application for Membership in the
Volunteer Fire/EMS Department - PGC
Form #1475 (Revised 11/01).
Department Personnel Record - PGC
Form #673 (Revised 11/01).
Volunteer Firemen’s Insurance Services,
Inc., Beneficiary Form - PGC Form
#3710 (Revised 11/01). Original copy
must be processed with the application
folder.
A 3x5 information card for Department
background. PGC Form #4005 (Revised
11/01).
Authorization for Release of Personal
Information. PGC Form #4564 (12/99)
must be notarized.
FBI Department of Justice finger print
card (Blue).
Minor Volunteer Member
Applicants
Volunteer member applicants under 18 years
of age must also submit the forms listed
below.
•
2.
State finger print card Form #CJIS-011
(Orange).
•
A completed Petition for Leave to Inspect
Records of the Juvenile Court – PGC
Form #4341 (Revised 6/92), obtained
from the Juvenile Court, indicating the
applicant has no criminal record.
State of Maryland, Department of Labor,
Licensing and Regulation, Division of
Labor and Industry – Work Permit for
Minor.
The Petition for Leave to Inspect Records of
the Juvenile Court form must be signed by a
parent or legal guardian. Upon completion,
the volunteer member applicant must hand
deliver the form to the Clerk of the Juvenile
Court, located in the Courthouse in Upper
Marlboro.
The Clerk of the Juvenile Court will have this
form signed by a judge, authorizing the
release of information. Typically, the process
is completed while the volunteer member
applicant waits. It is advisable to contact the
Clerk of the Juvenile Court, 301-952-4330, to
ensure availability of a judge to sign the
necessary release.
2
After the Clerk of the Juvenile Court has
signed the form, it is to be forwarded with the
application package.
The volunteer member applicant shall provide
a certified copy of his/her juvenile criminal
history from his/her last place of residency.
If no record exists, this is to be documented.
There will be no exceptions to this policy.
Forward all completed applications, forms
and cards to the Volunteer Chief or President.
4.
Physical Standards and Scheduling
Volunteer member applicants must
successfully complete and pass a medical
physical examination, based on Departmental
policy.
The Fire Commission will, in writing, notify
the Volunteer Chief, President, or designee of
volunteer member applicants who
successfully complete the initial background
investigation and are eligible to schedule a
physical.
applicant or volunteer company will be
required to notify the Fire Commission of the
volunteer member applicant’s intent to
continue in the process. The volunteer
member applicant must again contact the Fire
Commission for permission to schedule a
physical.
5.
Physical Examination Results
The contracted health care provider shall
forward results from the physical examination
process to the Fire Commission. If a
volunteer member applicant successfully
completes the physical examination, the
station and volunteer member applicant will
be notified by the Fire Commission.
The Risk Management office will be notified
and will enter the volunteer member
applicant’s information into the Medical
Questionnaire Database.
6.
Issuing Personnel Identification
Numbers
Once the volunteer member applicant has
officially been notified, the Fire Commission
will notify the contracted health care
provider, in writing, that permission to
perform a physical is granted.
A personnel identification number and a
personal accountability tag will be issued to
the volunteer member applicant after the
background investigation is complete and a
“cleared” status is submitted by the Applicant
Investigator to the Fire Commission.
Scheduling an appropriate date and time for
the physical is the responsibility of the
volunteer member applicant.
The Fire Commission maintains the
permanent records in the volunteer member
applicant’s personnel folder.
The volunteer member applicant has no more
than 60 days from the date of the notification
letter to schedule and complete the physical.
If the volunteer member applicant fails to
complete the physical exam within that time
period, his/her name will be placed in the
“expired file.” If the volunteer member
applicant’s name has been placed in the
“expired file,” the volunteer member
7.
Issuance of Personal Protective
Equipment (PPE)
Issuance of appropriate PPE will be done in
the following manner:
The volunteer member applicant will
complete an application to attend Volunteer
Recruit School (VRS) and submit it to the
3
Fire Commission. The Fire Commission will
approve the volunteer member applicant’s
application to attend VRS only if the
applicant has successfully completed the
initial investigation and the physical
examination.
The volunteer member applicant will contact
the Fire/EMS Training Academy (FETA) to
enroll in VRS.
After enrolling in VRS, the volunteer member
applicant will report to Apparatus
Maintenance and Logistics to be fit tested and
sized for gear.
Once the volunteer member applicant has
successfully completed VRS and the
background investigation, he/she will be
issued the appropriate PPE.
8.
Background, File Review, and
Appeal
Once an “initial” background investigation is
completed by the Applicant Investigator,
provided there is no information obtained that
precludes the volunteer member applicant
from proceeding with a physical and
volunteer recruit school training, only then a
volunteer member applicant will be given a
“provisional” status. This information will be
forwarded from the Applicant Investigator to
the Fire Commission.
When the “full” background investigation and
medical physical examination is completed,
provided there is no disqualifying information
obtained that precludes the volunteer member
applicant from membership, the volunteer
member applicant will be given a “cleared”
status.
The disposition of the volunteer member
applicant’s completed background
investigation will be communicated to the
Fire Commission and the Fire/EMS Training
Academy.
In the event a Volunteer member applicant is
“not cleared,” he or she may contact the
Applicant Investigator to schedule a file
review. This will give the volunteer member
applicant an opportunity to obtain any
appropriate documentation, should the
Volunteer Chief or President wish to appeal
the decision.
Only the Volunteer Chief or President is
authorized to schedule an appeal. The
Volunteer Chief or President shall contact the
Major in the Fire Investigations office to
schedule an appeal hearing.
The outcome of any appeal hearing will be
based on Departmental Standards and
information provided by the volunteer
member applicant and/or the Applicant
Investigator. The Major in the Fire
Investigations office shall preside at the
appeal hearing. The Fire Chief will be
notified of the outcome of the hearing and
will render the final decision. The Fire
Commission, volunteer corporation, volunteer
member applicant, and the Fire/EMS Training
Academy will be notified, in writing, of the
results of the appeal hearing.
9.
Responsibilities
The Volunteer Member Application process
identifies responsibilities for application
preparation, background investigation,
scheduling of physical, issuance of a
personnel identification number, personal
accountability tag, and personal protective
equipment (PPE). Each volunteer member
applicant shall establish compliance with the
minimum qualifications in accordance with
the Prince George’s County Code, Fire Safety
Law, Subtitle 11, Sec. 11-335. Volunteer
4
Fire Fighters and Volunteer EMS Care
Providers.
Completed Volunteer Member Application
folders shall be promptly submitted to the
Fire Commission at the Cranford/Graves Fire
Services Building, 6820 Webster Street,
Landover Hills, Maryland 20784. The Fire
Commission’s telephone number is 301-5831914.
The Fire Commission will review the
Volunteer Member Application folder for
completeness and accuracy. The folder will
be returned to the appropriate volunteer
member applicant for corrections, if
necessary. Once the Volunteer Member
Application folder is complete and accurate, a
legible copy of the application, finger print
cards, and two (2) photographs will be
forwarded to the Applicant Investigator in the
Fire Investigations office.
10.
Suspension
It shall be the responsibility of the initiating
authority (i.e., the Office of Professional
Standards, Volunteer Chief, etc.) to make
immediate notification on any operational
change in status of a volunteer member (i.e.,
suspension/termination) to the Office of the
Fire Chief, Emergency Operations Command,
Prince George’s County Fire Commission,
Office of Professional Standards, Fire
Investigations, Volunteer Fire Chief, and
Volunteer President. This notification will be
followed by a letter within five (5) business
days.
11.
Termination/Dismissal
As an operational member of the
Department, termination/dismissal shall be
taken only when the act or acts of the
volunteer member which constitute the
grounds for disciplinary action, are, in the
judgment of the County Fire Chief, serious
in nature. In deciding whether any act or
acts of the volunteer member are sufficiently
serious in nature to warrant a dismissal as an
operational member of the Department, the
County Fire Chief shall rely upon any one
(1) of the following criteria as justification
for the taking of this action against the
volunteer member.
Where the volunteer member commits one of
the following acts:
•
•
•
•
•
•
•
•
Commission of a crime;
Theft of County property;
Falsification of County reports or
documents;
Intoxication while performing in
operations;
Using, possessing or selling narcotic
drugs;
Possessing unauthorized weapons or
explosives; or
Failure to report a crime.
Violation of any Departmental
General Order(s), Directive(s) and/or
regulations.
It shall be the responsibility of the initiating
authority to make immediate notification on
any dismissals of a volunteer member to the
Office of the Fire Chief, Emergency
Operations Command, Prince George's
County Fire Commission, Office of
Professional Standards, Fire Investigations,
Volunteer Fire Chief, and Volunteer
President. This notification will be followed
by a letter within five (5) business days.
REFERENCES
Subtitle 11, Section 11-335. (2, 4) of the
Prince George’s County Code.
FORMS/ATTACHMENTS
5
PGC Form #1475 (Revised 11/01) –
Application for Membership in the Volunteer
Fire/EMS Department.
PGC Form #4341 (Revised 6/92) – Petition
for Leave to Inspect Records of the Juvenile
Court.
PGC Form #673 (Revised 11/01) – Prince
George’s County Fire/EMS Department
Personnel Record.
PGC Form #4564 (12/99) Authorization for
Release of Personal Information must be
notarized.
PGC Form #3710 - (Revised 11/01),
Volunteer Firemen’s Insurance Services, Inc.,
Beneficiary Form “original copy” must be
processed with the application folder.
FBI Department of Justice Finger Print Card
(Blue).
PGC Form #4005 (Revised 11/01) – A 3x5
information card for Department background.
The volunteer member applicant must
provide two (2) current photographs.
State Finger Print Card Form #CJIS-011
(Orange).
State of Maryland, Department of Labor
Licensing and Regulation, Division of Labor
and Industry – Work Permit for Minor.
6
7
Division 11
Chapter 24 – Volunteer Disciplinary Process
January 2010
POLICY
This General Order shall ensure a fair,
reasonable and equitable method for
resolving conduct and performance related
infractions of established rules and
regulations of the Prince George’s County
Department which may have a detrimental
impact on the emergency service provided to
the citizens of Prince George’s County. In
that regard, it shall be the general policy of
Department to follow a pattern of progressive
discipline that provides volunteer members
with notice of deficiencies and an opportunity
to improve conduct and performance
problems.
The performance and conduct of each
volunteer member impacts directly on the
public’s trust in government and on the
County’s ability to achieve its mission of
service to the public. All volunteer members
are, therefore, responsible for adhering to the
standards of performance and conduct.
DEFINITIONS
County Fire Chief - head of the Prince
George's County Fire/EMS Department or
any person so designated by the County Fire
Chief to carry out responsibilities on behalf of
the County Fire Chief.
Days - calendar days.
Departmental Disciplinary Coordinator the person appointed by the County Fire
Chief who ensures that a uniform
administrative review of all Department
disciplinary actions and hearings are
conducted.
Disciplinary Review Board - a departmental
hearing board convened, as necessary, to hear
alleged charges placed against a volunteer
member. This board shall be comprised of at
least three (3) departmental chief officers, one
of which shall be a volunteer division chief.
Discrimination - an action, practice, or
policy, however neutral in intent and
impartial in administration, which has a
disparate impact or results in disparate
treatment because of race, sex, sexual
orientation, color, religion, creed, country of
national origin, age, disability, retaliation,
marital status, physical appearance, or
political opinion.
Dismissal as an operational member of the
Department - means that a volunteer
member is prohibited from engaging in any
emergency and non emergency fire and
rescue operations, including training
activities, and from driving, operating and/or
being a passenger in or on any vehicle owned,
maintained, fueled or insured by any Prince
George's County funds.
Sexual Harassment – an unwelcome or
unsolicited sexual advances, requests for
sexual favors, and other verbal or physical
conduct of a sexual nature when (1)
submission to such conduct is made either
explicitly or implicitly a term or condition of
an individual’s employment; (2) submission
to or rejection of such conduct by an
individual is used as the basis for
employment decisions affecting the
individual; or (3) such conduct has the
1
purpose or effect of unreasonably interfering
with an individual’s performance or creating
an intimidating, hostile, or offensive working
environment. Sexual harassment also violates
Prince George's County Government’s policy
and will not be tolerated. Sexual harassment
can arise when unwelcome and offensive
comments or conduct are directed at an
individual, as well as when such comments or
conduct are made in the workplace generally
such that they create a hostile or offensive
working environment for an individual.
Supervisor - any person in the volunteer
member's chain of command as authorized by
Suspension from operations - means that a
volunteer member is prohibited from
engaging in any emergency and non
emergency fire and rescue operations,
including training activities, and from
driving, operating and/or being a passenger in
or on any vehicle owned, maintained, fueled
or insured by any Prince George's County
funds for the period of the suspension.
Reduction or removal of operational
authority - means that a volunteer member,
who is an operational officer, may be
demoted in the Department's operational
chain-of-command.
Retaliation - an illegal employment action
which adversely affects the terms and
conditions of employment of an individual
because that individual has opposed any
practice he or she reasonably believes violates
Title VII of the Civil Rights Act or made a
formal or informal complaint or charge,
testified, assisted, or participated in any
manner in a formal or informal investigation,
proceeding or hearing relating to a practice
alleged to violate Title VII. Retaliation is
specifically prohibited by Federal, State, and
County law and will not be tolerated.
Volunteer member - any person who is a
member of any designated organization,
according to Subtitle 11, Division 6, and/or to
any member who actively engages in
firefighting, rescue operations or the
provision of emergency medical services in
connection with any such organization,
whether or not paid in part or in whole with
County funds, within Prince George's County.
Workplace - an establishment, facility or
location in which personnel conduct business
related to fire/Emergency Medical services.
This can include but is not limited to a fire
station, Fire/EMS Department offices, County
offices, training facilities, or locations of
training opportunities (acquired structures,
parking garage’s etc. or the location(s) of
incidents.
PROCEDURES
1.
Conduct Related Disciplinary
Actions
Grounds
The County Fire Chief, his/her designee, or
may initiate and take any of the disciplinary
actions set forth below, against any volunteer
member when any such volunteer member
has committed an act, or acts, which
constitutes a violation(s) or failure(s) to
comply with any duty, obligation, or
requirement imposing a standard of conduct
or behavior on such volunteer member by
virtue of the provisions of any criminal or
civil law or statute or any rule or regulation
authorized and promulgated pursuant thereto,
provided any such violation(s) or act(s) of
noncompliance:
•
Bears a demonstrable relationship to the
nature of the duties and responsibilities of
the volunteer member’s position; and,
2
•
Constitutes a willful, indifferent, or
negligent act or commission by such
volunteer member. Such acts for which
disciplinary action may be taken include,
but are not limited to: theft of County
property; knowingly giving or making
false statements of a material nature in
matters relative to the volunteer member’s
position; failure to report a crime; being
insubordinate; violating any general
order, procedure or regulation of the
Department; and/or violating standards of
ethics as established under the County’s
Code of Ethics.
Authorized Actions
Whenever the volunteer member commits an
act or acts which constitute a violation(s) or
act(s) of noncompliance of the nature
described above, the County Fire Chief,
his/her designee, or Supervisor may initiate
and take any of the following disciplinary
actions against the volunteer member:
•
•
•
The County Fire Chief, his/her designee,
or Supervisor may issue a written
reprimand to the volunteer member,
provided that any such written reprimand
shall state:
¾ The specific violation or acts of
noncompliance causing the issuance
of the reprimand; and
¾ The fact that any subsequent
violations or acts of noncompliance
by the volunteer member may warrant
action against the volunteer member.
The County Fire Chief may cause the
volunteer member to be suspended from
operations.
volunteer member’s operational authority
to be reduced or eliminated.
•
volunteer member to be dismissed as an
operational member of the Department.
General Criteria
Whenever a volunteer member commits an
act or acts which constitute grounds for
disciplinary action, as provided above, the
County Fire Chief shall adhere to the general
criteria set forth below in deciding what type
of disciplinary action, if any, should be
initiated and taken against such volunteer
member.
Department shall be taken only when the act
or acts of the volunteer member which
constitute the grounds for disciplinary action,
are, in the judgment of the County Fire Chief,
serious in nature. In deciding whether any act
or acts of the volunteer member are
sufficiently serious in nature to warrant a
dismissal as an operational member of the
Department, the County Fire Chief shall rely
upon any one (1) of the following criteria as
justification for the taking of this action
against the volunteer member:
•
Where the volunteer member commits
one of the following acts:
¾ Commission of a crime
¾ Theft of County property
¾ Falsification of County reports or
documents
¾ Intoxication while performing in
operations
¾ Using, possessing or selling narcotic
drugs
¾ Possessing unauthorized weapons or
explosives
¾ Failure to report a crime
¾ Violation of any Departmental
General Order(s), Directive(s) and/or
regulations.
3
•
•
•
•
•
Where the volunteer member commits a
series of acts which constitute a course of
conduct characterized by a continued
inability or unwillingness on the part of
the volunteer member to conform to the
applicable standards of conduct or
behavior.
Where the volunteer member commits a
series of acts, which have clearly caused a
continuing, disruptive effect on the
efficient and/or safe operations of the
Department and/or the Prince George’s
County government as a whole.
Where the volunteer member commits an
act or a series of acts which call into
serious question the volunteer member’s
trustworthiness and/or integrity in the
continued performance of the volunteer
member’s assigned duties and
responsibilities.
act or a series of acts which have had or
may be reasonably expected to have, a
harmful or injurious effect on the
volunteer member, other employees
and/or members of the Department and/or
general public.
act or a series of acts which have had, or
may be reasonably demonstrated to have,
an appreciable effect on the general
public’s confidence and/or trust in the
operation of the Department and/or the
Prince George’s County government as a
whole.
Reduction or removal of a volunteer
member’s operational authority shall
constitute an action less severe in nature than
the dismissal as an operational member of the
Department. Where the volunteer member
commits an act or acts which constitutes
justification for dismissing the volunteer
member as an operational member of the
Department under the provisions noted above,
the volunteer member may have his/her
operational authority reduced or removed
rather than being dismissed as an operational
member of the Department where the County
Fire Chief determines that the volunteer
member’s past conduct record and/or
extenuating circumstances mitigate against
taking of the dismissal action against the
volunteer member.
Suspension from operations shall constitute
the type of disciplinary action which shall
generally be less severe in nature than a
reduction or removal of operational authority,
yet more severe than a written reprimand. In
deciding whether the act or acts of the
volunteer member constitute the grounds for
disciplinary action are of such a nature as to
warrant suspension from operations, the
County Fire Chief shall rely upon any one (1)
of the following criteria as justification for
the taking of a suspension action against a
volunteer member:
•
•
Where the volunteer member has been
charged with the commission of a serious
crime such that a subsequent conviction
thereof or a finding of wrongful conduct
by the County Fire Chief in connection
therewith, would constitute grounds for
the dismissal as an operational member of
the Department under the provisions
noted above, provided that any such
suspension shall remain in effect until the
volunteer member's guilt or innocence
with respect to such alleged crime has
been determined by a trial court and, on
the basis of such court determination, the
County Fire Chief shall either revoke the
suspension and return the volunteer
member to an operational status or
proceed to dismiss the volunteer member
from operations altogether, whichever is
warranted
act or acts which constitute justification
for the volunteer member to be dismissed
4
•
•
as an operational member of the
Department under the provisions noted
above, the volunteer member may be
suspended from operations rather than
dismissed where the County Fire Chief
determines that the volunteer member’s
past conduct record and/or other
extenuating circumstances mitigate
against the taking of a dismissal action
against the volunteer member
Where the County Fire Chief or
supervisor has issued two (2) or more
related written reprimands to the
volunteer member and where the issuance
of such reprimands has not resulted in the
cessation of the act or acts of the
volunteer member which constituted the
grounds for the issuance of the written
reprimands in the first instance, the
volunteer member may be suspended
from operations, provided that the
foregoing shall not be construed to
prevent the County Fire Chief from
suspending the volunteer member from
operations following the issuance of one
(1) written reprimand to the volunteer
member where:
¾ The volunteer member commits the
same act or acts which resulted in the
issuance of the written reprimand
within a period of six (6) months
following the issuance of the
reprimand; and
¾ The act or acts committed by the
volunteer member have clearly caused
a disruptive effect on the efficient
and/or safe operations of the
Department and/or the government as
a whole
Where the volunteer member is
intoxicated or commits a breach of peace
while participating in operations, the
volunteer member may be immediately
suspended from operations for the
commission of any such act, provided
that:
¾ The facts and circumstances
surrounding the commission of the act
are not in dispute such that an
investigation or inquiry of the act for
evidentiary purposes would not be
necessary in the judgment of the
County Fire Chief;
¾ Any such suspension is made
effective as of the same day that
the volunteer member committed
the act; and
¾ Any such suspension from
operations shall not require the
presentation of an advanced,
written statement of charges to the
volunteer member by the County
Fire Chief as would otherwise be
required.
2.
Performance Related Disciplinary
Action
Grounds
The County Fire Chief, his/her designee, or
Supervisor may initiate and take any of the
disciplinary actions set forth below, against
any volunteer member under their respective
jurisdictions where the County Fire Chief,
his/her designee, or Supervisor makes a
determination that any such volunteer
member’s performance has become less than
satisfactory with respect to the execution of
any or all of the duties, tasks, and/or
responsibilities set forth in the volunteer
member’s position. In determining whether a
volunteer member has become less than
satisfactory to a degree which warrants
disciplinary action, the County Fire Chief,
his/her designee, or Supervisor shall rely
justification for the taking of any of the
disciplinary actions set forth below:
•
Where the volunteer member’s actions,
inactions, and/or attitudes constitute a
5
•
•
incapability, and/or unwillingness on the
part of the volunteer member to maintain
a minimum standard of performance with
respect to the quality and/or quantity of
any or all of the duties, tasks, and/or
responsibilities properly assigned to the
volunteer member
Where the volunteer member unjustifiably
assignment which was within the scope of
the duties, tasks, and/or responsibilities
properly assigned to the volunteer
member
Where the volunteer member loses or fails
to maintain any of the requirements or
standards set forth in the qualification
requirements, as defined in Subtitle 11,
Division 7, applicable to the volunteer
member’s position.
Authorized Actions
Whenever the County Fire Chief, his/her
designee, or Supervisor makes a
determination in accordance with grounds set
forth above, that a volunteer member’s
performance has become less than
satisfactory, the County Fire Chief , his/her
designee, or Supervisor shall be authorized to
initiate and take any of the following
disciplinary actions against the volunteer
member:
•
or Supervisor may issue a written
reprimand to the volunteer member,
provided that any such written reprimand
shall state:
¾ The specific violation or act of
nonperformance causing the issuance
of the reprimand; and
¾ The fact that any subsequent
violations or acts of nonperformance
by the volunteer member may warrant
•
•
•
action against the volunteer member
volunteer member to be suspended from
operations.
volunteer members operational authority
to be reduced or eliminated
operational member of the Department.
General Criteria
designee, or Supervisor makes a
determination, in accordance with the
grounds set above, that a volunteer member’s
performance has become less than
satisfactory the County Fire Chief, his/her
designee, or Supervisor shall adhere to the
general criteria set forth below in deciding
what type of authorized disciplinary action, if
any, should be initiated and taken against
such volunteer member.
Department shall constitute the most severe
of the four (4) types of performance-related,
disciplinary actions authorized and noted
above. After the County Fire Chief, his/her
designee, or Supervisor has determined that
the volunteer member’s performance
constitutes grounds for disciplinary action, as
set forth in the sections above, the County
Fire Chief shall be justified in causing the
operational member of the Department,
provided that:
•
or Supervisor, as the case may be, has
made a reasonable effort to counsel the
volunteer member with respect to the
volunteer member’s performance and has
afforded the volunteer member a
6
•
reasonable opportunity to take remedial
actions with respect thereto; and,
The County Fire Chief has made a
reasonable determination that the
volunteer member will be unable,
incapable and/or unwilling to perform
satisfactorily. The County Fire Chief
should not be in the position of finding
“another” position for a volunteer
member.
Reduction or removal of operational authority
of a volunteer member shall constitute a
performance-related disciplinary action less
severe in nature than dismissal as an
operational member of the Department. After
the County Fire Chief has determined that the
volunteer member’s performance constitutes
grounds for disciplinary action, as set forth
above, the County Fire Chief shall be justified
in causing the volunteer member's operational
authority to be reduced or removed, provided
that:
•
•
The County Fire Chief or supervisor, as
the case may be, has made a reasonable
effort to counsel the volunteer member
with respect to the volunteer member’s
performance and has afforded the
volunteer member a reasonable
opportunity to take remedial actions with
respect thereto; and,
The County Fire Chief, or supervisor as
the case may be, has made a reasonable
determination that the volunteer member
will be capable and able to perform
satisfactorily. The Fire Chief should not
be in the position of determining this
capability. It is a function of the
volunteer leadership of the particular
department
Suspension from operations shall constitute
the type of authorized disciplinary action
which shall generally be considered to be less
severe in nature than a reduction or removal
of operational authority, yet more severe in
nature than the issuance of a written
reprimand to a volunteer member. In
deciding whether the act or acts of the
volunteer member which constitute the
grounds for disciplinary action are of such a
nature as to warrant a suspension from
operations, the County Fire Chief shall rely
justification for the taking of a suspension
action against a volunteer member:
•
•
act or acts which constitute justification
for being dismissed as an operational
member of the Department under the
provisions noted above, the volunteer
member may be suspended from
operations rather than dismissed where
the County Fire Chief determines that the
volunteer member’s past conduct and/or
performance record and/or other
extenuating circumstances mitigate
against the taking of a dismissal action
against the employee
Where the County Fire Chief, his/her
designee, or Supervisor has issued two (2)
or more related written reprimands to the
volunteer member and where the issuance
of such reprimands has not resulted in the
cessation of the act or acts of the
volunteer member which constituted the
grounds for the issuance of the written
reprimands in the first instance, the
volunteer member may be suspended
from operations provided that the
foregoing shall not be construed to
suspending the volunteer member from
operations following the issuance of one
(1) written reprimand to the volunteer
member where:
¾ The volunteer member commits the
same act or acts which resulted in the
issuance of the written reprimand
within a period of six (6) months
7
following the issuance of the
reprimand; and
¾ The act or acts committed by the
volunteer member have clearly caused
a disruptive effect on the efficient
and/or safe operations of the
Department or the government as a
whole.
The issuance of a written reprimand to a
volunteer member shall constitute the least
severe type of all authorized disciplinary
actions. The County Fire Chief, his/her
designee, or Supervisor shall be justified in
issuing a written reprimand to the volunteer
member if the act or acts of the volunteer
member which constitute the grounds for
disciplinary action are minor in nature.
Any volunteer member to whom a written
reprimand is issued shall be entitled to
respond in writing to any such reprimand
within five (5) days after the date of the
issuance thereof by the County Fire Chief,
his/her designee, or Supervisor, as the case
may be.
designee, or Supervisor, as the case may be,
files or causes to be filed a written reprimand
or a copy thereof in a volunteer member’s
official departmental personnel file, any such
written reprimand or copy thereof:
•
•
Shall have appended thereto a copy of the
volunteer member’s written comments in
response thereto if such comments are
provided in accordance with the above;
or, in the alternative,
Shall be signed by the volunteer member
so as to indicate that the volunteer
member received and reviewed the
reprimand, provided that such signature
by the volunteer member shall not be
construed as an indication that the
volunteer member concurs with the
•
contents of the reprimand; or, in the
alternative,
Shall be accompanied by a signed
certification by the County Fire Chief,
his/her designee, or Supervisor, as the
case may be, to the effect that the County
Fire Chief, his/her designee, or Supervisor
issued the written reprimand to the
volunteer member and that the volunteer
member did not elect to respond in
writing to the reprimand or to sign the
reprimand.
designee, or Supervisor intends to take an
adverse action against any volunteer member,
the County Fire Chief, his/her designee, or
Supervisor shall first serve the volunteer
member with a written statement of charges.
Any such written statement of charges shall
state the specific grounds or other reasons for
the charges and the fact that the volunteer
member shall be entitled to appeal such
action to the Disciplinary Review Board.
Any volunteer member to whom a statement
of charges is issued shall be entitled to
respond in writing to any such charge within
five (5) days after the date of the issuance
thereof by the County Fire Chief, his/her
designee, or Supervisor, as the case may be.
3.
Disciplinary Hearing Board
The Department shall establish a disciplinary
hearing board to hear and review disciplinary
charges against any volunteer member. The
findings rendered by any such hearing board
so appointed, shall be advisory in nature and
the final determination as to the taking of any
authorized disciplinary action in relation
thereto shall rest exclusively with the County
Fire Chief and may be rejected or modified
provided that the County Fire Chief has
reviewed the complete disciplinary case file
and has entered into the volunteer member's
8
disciplinary file a written synopsis of, in the
judgment of the County Fire Chief, why the
recommendation was either rejected or
modified.
The Disciplinary Review Board shall be
convened within sixty (60) days of the
volunteer member's response to the written
statement of charges or within sixty (60) days
of when a response to the written statement of
charges should have been received or delayed
only:
•
•
4.
Upon written request from the volunteer
member, provided that the written request
state the reason for the requested delay
and when, in the judgment of the
volunteer member, the volunteer member
will be prepared to appear before the
Disciplinary Review Board.
By written order from the County Fire
Chief.
•
•
•
Procedure for Taking Adverse
Action
The following procedures shall apply to the
taking of adverse actions concerning a
dismissal as an operational member of the
Department, suspension from operations, or
reduction or removal of operational authority
against a volunteer member by the County
Fire Chief and to the taking of volunteer
member appeals there from:
•
•
Any such volunteer member shall be
entitled to respond, in writing, to any
Proposed written notice served upon the
volunteer member, provided such written
response is filed with the County Fire
Chief no later than ten (10) days after the
date of receipt of the notice by the
volunteer member.
Prior to serving any final written notice of
adverse action on any volunteer member,
the County Fire Chief shall consider any
advisory comments rendered by the
Disciplinary Review Board with respect
to the statement of charges, and any
written response filed by the volunteer
member with respect to the statement of
charges, as may have been provided in the
above.
The County Fire Chief will provide the
volunteer member with a Final Notice of
Discipline no more than sixty (60) days
after the Disciplinary Review Board
concludes a hearing concerning the
statement of charges.
Any such volunteer member shall be
entitled to forgo the Disciplinary Review
Board and admit a guilty plea to the
written statement of charges and accept a
final determination of adverse action by
Failure to respond or cooperate with the
Disciplinary Review Board process will
constitute a waiver of the volunteer
member's right to a hearing.
Note: Nothing in this Section shall
ordering the immediate suspension
from operations of a volunteer
member who meets the criteria for
such action.
5.
Arbitration Procedure
Any such volunteer member shall be entitled
to request arbitration, giving written notice to
the County Fire Chief within ten (10) days
after receipt of a Final Notice of Discipline.
The arbitration proceedings shall be
conducted by an arbitrator to be selected by
the County and the Volunteer Fire
Commission from a list supplied by the
American Arbitration Association. The
parties shall use an alternate strike procedure
to select an acceptable name. Normally, such
list shall be jointly requested within seven (7)
days from the date the County is officially
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notified by the Volunteer Fire Commission of
its intent to arbitrate. The decision of the
arbitrator shall be final and binding on both
parties. Expenses for the arbitrator’s service
and the proceedings shall be borne equally by
the County and the Volunteer Fire
Commission.
6.
•
Responsibilities
•
Supervisors
It shall be the responsibility of all supervisors
to contact the Department’s Office of
Professional Standards when the supervisor
believes a violation(s) or failure(s) to comply
with any duty, obligation, or requirement
imposing a standard of conduct or behavior
on such volunteer member by virtue of the
provisions of any criminal or civil law or
statute or any rule or regulation has occurred;
and, participate in any investigation to the
extent that they are directed to by the County
Fire Chief; as well as the Disciplinary Review
Board hearing to provide testimony.
Office of Professional Standards
The Office of Professional Standards shall be
responsible for the following:
•
•
•
•
Assisting the supervisor with the
preparation of any written reprimand
and/or statement of charges
Determining if the criteria exist for taking
adverse action and, in the judgment of the
Office of Professional Standards, if no
adverse action is warranted, providing a
written explanation to the supervisor as to
this determination
Coordinating and notifying all parties as
to the date, time and place of the
Disciplinary Review Board
Establishing the procedures for the
Disciplinary Review Board and ensuring
such procedures are communicated, in
•
•
7.
writing, to all participants of a
Disciplinary Review Board
Ensuring a fair, reasonable and equitable
method for resolving conduct related
infractions of established rules and
regulations and that any and all
disciplinary action taken is fair,
reasonable and equitable for all similar
violations
Coordinating all Departmental
disciplinary actions on behalf of the
County Fire Chief
Maintaining all disciplinary records
Preparing an annual report for the County
Fire Chief on all disciplinary action taken
Department wide
Equal Employment Opportunity
(EEO) Violations
Refer to: Division 11, Chapter 06 – Equal
Employment Opportunity Policy
As part of the disciplinary measures imposed
by the Department on volunteer members
who are determined to have engaged in a
violation of the Department's Equal
Employment Opportunity Policy, or other
applicable sexual harassment and retaliation
policies or procedures, after such a
determination of a violation is made, those
volunteer members shall not be eligible for
promotion to a higher rank for a six-month
period if a minor violation has occurred and
at least a one (1) year period if a more serious
violation has occurred.
Members must provide a written statement
during the course of an EEO investigation
concerning his or her conduct, adherence to
Departmental rules and regulations or
suspected misconduct. If a member refuses to
answer questions relating to an investigation
or is untruthful in answering questions, the
person shall be subject to charges of
insubordination and/or falsification of
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documents, which could result in disciplinary
action up to, and including dismissal. The
member’s operational authority shall also be
removed until the disciplinary process is
complete.
As a result of a violation, the County Fire
Chief may suspend the volunteer member
from operations and direct that volunteer
member's chief to remove the member from
the station, all Fire/EMS Department events
and related activities, and any area reasonably
considered to be occupied by Departmental
personnel/members. Failure of the volunteer
chief to comply with this order may result in
the volunteer chief being suspended from
operations.
REFERENCES
N/A
FORMS/ATTACHMENTS
N/A
11
Division 11
Chapter 25 – Volunteer Interdepartmental Transfers
January 2010
POLICY
This General Order shall facilitate the timely
transfer of Departmental volunteer members
from one corporation to another corporation.
DEFINITIONS
Break in Service – Any member who
remains in-active for a period of time of 12months or more shall be considered to have a
break in service.
•
•
•
PROCEDURES
The following procedures will be strictly
adhered to:
•
•
•
•
•
The member requesting transfer must
be in "Good Standing."
A new Prince George's County
Fire/EMS Department Personnel
Record Form (PGC Form #673 Revised 11/01) MUST be submitted
to the Fire Commissioner for
processing. The box "Transfer" must
be checked.
A background check may be
performed at the time of transfer if
requested by the Chief of the
receiving corporation.
Any member who has had a break in
service will have a background
investigation completed as outlined in
General Order 11-23.
The transfer application form should
contain the signature of a Volunteer
Chief, President or authorized
Chapter 25 – Volunteer Interdepartmental Transfers
•
•
corporate officer from the applicant's
former corporation.
LOSAP Form must be submitted to
Corporation receiving transfer
member. PGC Form # 1023 (Revised
7/00)
If current corporation officer(s) refuse
to sign transfer request, the member
can appeal to the Fire Commission.
Copies of the transferee's personnel
records and training records shall be
forwarded to the receiving
corporation. It is the transferee's
responsibility, with the cooperation of
the Volunteer Chief/President, to
ensure that the records are forwarded.
It is incumbent upon the receiving
corporation to ensure the proper
documentation and paperwork
authorizing the transferee to
participate in emergency operations is
on file at the station.
Option to Volunteer Chief/President retrieval of gear from member to be
held by officer of corporation vacating
until verification of membership
approval in another volunteer
corporation in Prince George' County.
The gear is the property of the Prince
George' County Fire/Emergency
Medical Services Department.
REFERENCES
N/A
FORMS/ATTACHMENTS
N/A
1
Division 11
Chapter 26 - Acting Pay Requests
POLICY
An assignment, which qualifies for acting pay
must be approved prior to commencement.
An Acting Pay form shall normally be
submitted for approval in advance of the start
date to ensure timely processing. Acting Pay
forms must follow the procedure herein to
receive approval.
DEFINITIONS
N/A
PROCEDURES
1.
General
Employees who assume an acting position are
in effect temporarily promoted into that
position which must be approved by the Chief
Administrative Officer prior to taking effect.
Applications for acting pay must be
submitted through the chain-of-command and
approved by the Deputy Chief Administrative
Officer prior to the date on which the acting
pay is to begin.
Acting pay will only be approved for funded
positions that are vacant due to leave such as
IOJ, FMLA, military leave, extended sick
leave, or for promotions, retirements, or light
duty assignments.
It is the responsibility of each supervisor to
submit acting pay requests in a timely
manner.
At no time will acting pay be approved with a
start date prior to the date that the request is
received by the Command office. Acting
pay will not be paid retroactively for any
reason.
2.
Requests for acting pay created by preapproved leave should be submitted to the
appropriate Command office 30 days prior to
the start date.
Requests for acting pay created by IOJ, light
duty, or extended sick leave should be
submitted to the appropriate Command
office on or before the start date
E-mail must be sent from the Battalion
Chief/Supervisor to the Major outlining the
reason which includes the name and rank of
the incumbent, the name of the actor, the
acting position, a detailed explanation, the
date the acting pay is scheduled to begin, and
the ID numbers of both employees.
The Major will forward the e-mail to the
Command office for approval. Upon
approval by the Lieutenant Colonel, the email will be forwarded to the Human
Resources office.
The Human Resources office will verify that
there is a position available for acting pay.
They will then prepare an Application for
Acting Pay form and e-mail it to the Battalion
Chief indicating that acting pay has been
approved by the Command.
3.
Chapter 26 – Acting Pay Requests
Acting Pay Request Procedure
Timesheet Procedure
1
The Battalion Chief will print the form, sign,
and forward it through the chain-of-command
for signatures.
Battalion Chiefs
•
Upon signature by the Lieutenant Colonel for
the Command, the form will be forwarded to
the Human Resources office to be attached to
the employee’s timesheet.
Any request received without required
signatures will be returned to the Command
for correction, therefore causing a delay in
payment.
All acting pay timesheets must be submitted
to the Human Resources office on the
Monday prior to payday. Acting pay forms
must be attached to timesheets each pay
period for the duration of the acting pay.
“Acting Pay” or “Termination of Acting Pay”
should be indicated in the upper left hand
corner of the timesheet.
The timesheets must be coded with acting pay
(037) each pay period. Acting pay is earned
“hour-for-hour.” Employees may not earn
acting pay for hours that are not worked
performing in the position they are acting in,
i.e., an Acting Battalion Chief who works
overtime as a Medic cannot code those hours
as acting pay.
4. Termination of Acting Pay
A Termination of Acting Pay form must be
attached to timesheets upon completion of the
acting pay period.
Only the current Acting Pay and Termination
of Acting Pay forms will be accepted. The
appropriate Lieutenant Colonel’s name
should appear at the top of the form.
5.
Responsibilities
•
•
•
Ensuring that acting pay requests are
submitted in a timely manner via email through the chain-of-command.
Signing “Application for Acting Pay”
forms and forwarding through the
Major for signature.
Reviewing timesheets with acting pay
to ensure that the appropriate coding
has been provided, and that the
necessary forms are attached for
requests for and termination of acting
pay.
Ensuring that “Termination of Acting
Pay” forms are attached to timesheets
upon completion of the acting pay
period.
Majors
•
•
Signing “Application for Acting Pay”
forms and forwarding them to the
appropriate Lieutenant Colonel for
signature.
Ensuring that acting pay requests
made via e-mail are forwarded to the
appropriate Command in a timely
manner.
Human Resources
•
•
•
•
Verifying that a position exists for an
acting pay request to be processed.
The Human Resources office will
maintain a current list of employees
acting in positions.
A list of the individuals who are in
acting positions is to be submitted to
the respective Command each payday.
Forwarding the required
documentation to the Office of
Human Resources via the Office of
the Fire Chief for approval.
2
•
Providing notification to the Battalion
Chief that acting pay has been
approved, and forwarding
“Application for Acting Pay” forms to
the Battalion Chief for signature and
processing through the chain-ofcommand.
Maintaining an accurate list of employees
who are acting in positions. Copies of the list
will be provided to the appropriate Command
each pay period.
REFERENCES
Fire/EMS Department Timesheet Manual
Labor Agreements
FORMS
Application for Acting Pay
Termination of Acting Pay
3