HFD Unscheduled Leaves and Absences (I-22 (B))

Definitions and vocabulary terms from the Houston Fire Department Guideline I-22 (B) regarding Unscheduled Leaves and Absences.

Absence Without Leave (AWOL)

Absences or tardiness without proper notification shall be considered as an AWOL and the offender shall be disciplined accordingly.

Act (The Act)

The Texas Workers’ Compensation Act as it exists or may be amended hereafter and otherwise found in Title 5, Subtitle A, Chapter 401 et al, Texas Labor Code.

Assessment Meeting

A meeting to discuss an employee’s medical status, as it relates to his/her ability to perform essential job functions, based on the medical questionnaire and evaluation provided by the treating physician.

Benefit Year

The 12-month period beginning September 1st and ending August 31st.

Bona Fide Offer of Employment

A written offer of a transitional duty assignment that abides by requirements set by TDI that contains work restrictions given by the approved City of Houston and TDI medical provider.

Calendar Year

The period beginning on January 1st and ending December 31st of each year.

Continuing Treatment

A period of incapacity of more than three (3) consecutive full calendar days combined with at least two visits to a health-care provider or one visit and a regimen of continuing treatments, or incapacity due to pregnancy, or a chronic/long-term condition.

Covered Active Duty

The duty of a member of the regular or the reserve component of the Armed Forces of the United States (U.S. Armed Forces) during deployment to a foreign country or order to active duty.

Covered Servicemember Leave

Leave for eligible employees who are next of kin to a service member; allowing up to twenty-six (26) weeks of leave during a single 12-month benefit year.

Disabling Occupational Injury

An illness or injury occurring in the course and scope of employment which prevents the employee from returning to regularly assigned duties on the next scheduled workday following the date of the injury.

Eligible Employees (FMLA)

Any employee who has worked for the City for at least one year and who has been physically at work at least 1,250 hours during the previous twelve-month period.

Emergency Leave

Leave granted by the Fire Chief or designee at his/her discretion, to allow employees to attend personal matters of an emergency nature without the requisite advance notice.

Employee Relations

An employee assigned to HFD Human Resources General Relations responsible for administration of the Temporary Medical Condition (Non-Occupational Injury) section of the guidelines.

Family Member

Spouse, child or step-child, or parent or step-parent of the employee.

FMLA Coordinator

An employee assigned to HFD Human Resources Shared Services responsible for notifying employees of FMLA eligibility status, rights, and responsibilities.

Form 48

The HFD form used for health care provider verification of an employee’s bona fide non-occupational illness, disease, or injury or wellness care appointment.

Full Duty

The position with all essential functions required to be performed by an employee on a full-time basis.

Health Care Provider

A Doctor of Medicine or Osteopathy authorized to practice by the state, or any other person determined by the Secretary of Labor to be capable of providing health-care services.

Immediate Family

Includes the father or father-in-law, mother or mother-in-law, sister, brother, spouse, child or step-child, grandparent and grandchild.

Injured Leave

Leave authorized by Section 14-226 of the Code of Ordinances for a recovering employee who sustains an injury or illness in the course and scope of employment.

Injury

Damage or harm to the physical and/or neurological structure of the body, including occupational illness resulting from exposure to work area conditions.

Maximum Medical Improvement (MMI)

The earliest date after which further material recovery from an injury can no longer reasonably be anticipated; or the expiration of 104 weeks from the date income benefits begin to accrue.

Medical Advisor

A qualified, licensed physician retained by the City to perform medical reviews, assessments, and evaluations of recovering employees for transitional duty assignments.

Medical Separation

Non-punitive, non-disciplinary process of removing a recovering employee from employment with the City pursuant to Section 14-185 of the Code of Ordinances or Section 143.1115 of the Texas Local Government Code.

Military Family Leave

Leave for eligible employees with a family member on active duty; allowing up to 12 weeks of leave to address qualifying exigencies.

Non-Disabling Occupational Injury

An illness or injury in the course and scope of employment from which the employee is not prevented from returning to full performance on the next scheduled workday.

Non-Occupational Injury

An illness or injury not occurring in the course and scope of employment which prevents an employee from returning to full duty on his/her next scheduled workday.

Occurrence

An unscheduled absence, excluding VACU and AWOL, of one duty shift or any portion thereof during a 12-month period beginning with the date of the initial unscheduled absence.

Overpayment

Payment of salary continuation or benefits which results in the employee being paid more than the established salary continuation percent of the regularly paid wage.

Parent

A biological mother or father, or an individual who stood in loco parentis to an employee when the employee was a child; does not include parent-in-law.

Personal Leave

Hours of leave with pay granted to eligible employees based on sick leave usage (SICK, SFAM, FMLS) during the previous benefit year.

Place of Recovery

One of specific locations (departmental address on file, hospital, or approved temporary address) where an employee shall reside and be available for contact while on sick or injured leave.

Qualifying Exigencies

Activities such as attending military events, arranging alternative childcare, or addressing financial and legal arrangements arising from a family member's active duty.

Recovering Employee

An employee who suffered an on-the-job injury in the course and scope of his/her employment while furthering the affairs of the City of Houston.

Return-to-Work Drug Test

An HFD requirement where an employee in a safety impact position must receive a negative result before assuming duties if they have not worked in more than thirty (30) consecutive calendar days.

Risk Management Office

An office within HFD Human Resources Department responsible for administration of the Work Ability (Occupational Injury) section of the guidelines.

Salary Continuation

Sum of money, before withholdings/deductions, paid by City funds in conjunction with indemnity benefits to recovering employees meeting program requirements.

Serious Health Condition

An illness, injury, impairment, or physical or mental condition that involves an overnight stay in a medical care facility or continuing treatment by a health-care provider.

Sick Leave

Time off authorized at discretion for an employee’s own bona fide illness (SICK) or to care for a family member's bona fide illness (SFAM).

Sick Leave Coordinator

An HR employee who maintains submitted Form 48s and manages the department’s sick dock program.

Sick/Injured Liaison

An Emergency Response Division employee who coordinates the placement of sick/injured employees released to restricted duty into available transitional duty or temporary medical assignments.

Temporary Medical Assignment

A temporary duty location for employees with non-occupational conditions who are released to work with medical restrictions.

Temporary Medical Condition (TMC)

A non-occupational bona fide illness, injury, disease, or other medical condition.

Texas Workers’ Compensation Work Status Report (DWC073 Form)

A medical report summary completed by a treating physician describing injury, treatment, work status, and restrictions.

Transitional Duty Assignment

A work assignment allowing a recovering employee with restrictions from an occupational injury to return to gainful employment.

Unscheduled Absence

Any leave requested without advance notice as required by the department, including SICK, SFAM, VACU, VLIEU, or HLIEU.

Workability Referral Program (WRP)

A program coordinating and referring recovering employees for interviews for vacant City positions for permanent placement based on restrictions.

Tier I Employees

Classified employees assigned to Emergency Response whose presence at assigned posts is mandatory during severe weather or emergencies.