Personnel 9 Relief and Exchange Time

Objective and Procedural Overview

• The primary objective of Baltimore County Fire Department Standard Operational Procedure (S.O.P.) PERSONNEL 09 is to provide comprehensive guidelines for the proper relief of fire and EMS crews.

• The procedure outlines protocols for early or individual member relief to ensure:

  • Maintenance of adequate staffing levels.

  • Preservation of essential skill requirements.

  • The company's ability to respond to any incident without delay.

• These guidelines apply to all career personnel within the department.

Section 1: Shift Relief Schedules and Protocols

• Official Hours of Shift Relief:

  • Shift Work Field Operations (Shifts A, B, C, D): Relief occurs at $0700$ and $1700$ hours.

  • E Shift Field Operations: Relief occurs at $1700$ hours.

  • M1 Shift Field Operations: Relief occurs at $1500$ hours.

  • M2 Shift Field Operations: Relief occurs at $2300$ hours.

• Relief Meeting Requirements: Once the on-coming shift reports for duty, the officer-in-charge is responsible for convening the shift to pass on all orders and information received from the off-going shift.

• EMS Crew Relief Priorities:

  • Relief for EMS crews is designated as a high priority for all officers and must be addressed as soon as a shift ends.

  • Station officers and EMS District Officers work with the Assistant District Officer (ADO) to identify crews needing relief.

  • Station officers must utilize all available resources to relieve off-going members once on-coming members are present.

  • Relief for EMS crews may occur at the hospital or on-scene, regardless of the geographical distance from the station.

• EMS Relief Strategies:

  • Scene Relief: Crews may be relieved on-scene if patient care, safety, and transport are not hindered. This requires mutual agreement between the provider on-scene and the relieving provider.

  • Resource Utilization: Officers are empowered to use various resources for relief, including but not limited to Bush Units, Reserve Cars, Reserve Medics, Engines, Trucks, and the on-duty EMS District Officer.

  • Staffing Continuity: Suppression personnel may be utilized to keep a transport unit in-service.

  • First Responder Designation: Units with off-going providers may operate as first responder units if it does not hinder patient care. In these cases, crews may call for another transport unit or the closest career engine company to swap suppression and EMS crews for relief.

Section 2: Person-for-Person and Early Relief

• Authorization: Early and "person-for-person" relief is allowed only with the permission of the on-duty officer-in-charge.

• Restrictions on Departure: The on-duty officer-in-charge must not allow any member to go off duty until:

  1. The member is properly relieved by an oncoming member; or

  2. The anticipated number of on-coming shift members have reported for duty; or

  3. Alternative arrangements have been approved by the Battalion Chief (BC) or Division Chief (DC).

• Time Constraints: Members may relieve "person-for-person" no earlier than two ($2$) hours before the official shift change at $0700$ or $1700$ hours without written permission. Relief earlier than this $2$-hour window requires a formal "Exchange Time Request."

• Defining "Proper Relief": Relief is only considered proper when:

  1. The relief occurs between members qualified to perform the same duties.

  2. The relieving member is wearing the proper work uniform.

  3. The relieving member has placed their Personnel Accountability Tag (PAT) on their assigned apparatus.

  4. All relevant information has been exchanged between officers, drivers, and EMS personnel.

Section 3: Lateness and Disciplinary Actions

• Standby for Late Members: Members going off-duty may voluntarily standby for late colleagues if the late member notified the station before reporting times. Time repayment is handled privately between the involved members.

• Mandatory Standby: If no volunteer is found, an off-going member will be selected to remain on duty until arrangements are made with the Battalion Chief or Division Chief.

• Pay Docking Policies:

  • Employees arriving late will have their pay docked in fifteen ($15$) minute increments.

  • Employees are not permitted to work during the period for which they are being docked and must be informed of this upon arrival.

• Disciplinary Recommendations:

  • First Occurrence: Usually involves no punishment beyond the docked pay. A Form #22 (Verbal Counseling) is filed through appropriate channels.

  • Subsequent Occurrences (within a $12$-month period): Pay is docked as usual, and the matter is referred to a Hearing Officer.

• Reporting Change: The use of Form #75 (Late Report) has been discontinued. All lateness is now documented via Form #22 or through the Hearing Officer referral.

Section 4: Exchange Time Regulations

• General Rules: Unlimited exchange time is permitted provided the member working meets the minimum specification requirements for the classification. Financial remuneration (payment) for exchange time is strictly prohibited.

• Procedure (Form #58):

  1. The requesting member fills out Form #58.

  2. The member agreeing to work signs the form.

  3. The completed form is given to the requesting member's Officer-in-Charge, who notifies the Battalion Chief/Division Chief.

• Obligations and Penalties:

  • The member agreeing to work has the obligation to perform the function of the employee they are replacing.

  • If unable to work, the member should try to find a replacement.

  • Failure to Fulfill Obligation: If an individual fails to report for the agreed exchange, they are charged with twenty-four ($24$) hours of annual leave.

  • Late or Partial Shift Failure: If an individual is late or leaves early and cannot find a replacement, they are charged two times ($2 \times$) the amount of annual leave for the missed time.

  • Repeated Failure: Failure to report at the specified hour on two ($2$) or more occasions within a $12$-month period leads to disciplinary action.

  • The Fire Department reserves the exclusive right to determine if extenuating circumstances warrant exceptions.

Section 5: Rank Compatibility and Working Limits

• Officer Exchanges: Captains and Lieutenants on opposite shifts may exchange time. Relieving members can be Capatain-for-Lieutenant, Lieutenant-for-Captain, or same rank relief. The BC/DC assigns the officer in charge.

• Firefighter/Paramedic and Officer Exchanges:

  1. A Firefighter may work for an Officer if a minimum number of officers are on duty to cover field positions.

  2. An Officer may work for a Firefighter or Paramedic if they are qualified for the specific duties (e.g., Drivers, Tiller, CRT, EMT).

  3. Deviations require BC/DC approval.

• Vacation Status: Members on vacation or special days may work exchange time for any shift following standard guidelines.

• Maximum Working Hours: No member may work in excess of twenty-four ($24$) consecutive hours when exchanging time, unless an exception is granted by the BC/DC.

Section 6: Pay Differential in Reference to Exchange Time

• Entire Shift Exchanges: If a member requests another to work an entire shift, neither member receives differential pay.

• Criteria for Receiving Differential Pay: Differential pay is only granted if BOTH of the following conditions are met:

  1. The member is normally scheduled to work.

  2. The member who is scheduled to work actually performs the work.