NEW MILFORD POLICE DEPARTMENT
GENERAL ORDER NO.: / SPECIAL ORDER NO.: / PERSONNEL MEMO.97-055
INSTRUCTIONAL INFO. / MEMORANDUM
SUBJECT: Overtime Assignment Policy and Procedure
REFERENCE: / SPECIAL INSTRUCTIONS:
EFFECTIVE DATE: / APPLICABILITY:
November 1, 1997 / All
REEVALUATION DATE
DATE / OFFICER / DATE / OFFICER / DATE / OFFICER
7/2005 / Littlefield / 12/2011 / Littlefield
REVISIONS
DATE / SECTION & PAGE / APPROVED BY / DATE / SECTION & PAGE / APPROVED BY
06/01/2008 / ENTIRE POLICY / CHIEF / 07/27/2009 / 1.2 “g” page 2 / Chief
08/04/08 / 1.2.11 page 5 / Chief
Accountability
The policy and procedure set forth herein supersedes all conflicting policies and procedures previously issued and/or practiced by this department effective immediately.
This policy & procedure is proprietary and may not be reproduced without submitting a written request for authorization of use. The written request must be approved in writing by the Chief of Police.
Supervisors shall be held accountable for the enforcement and application of this policy and procedure. All members of the New Milford Police Department are required to follow this order.
Violations of this order shall subject members of the Department to disciplinary action.
NEW MILFORD POLICE DEPARTMENT
OVERTIME ASSIGNMENT POLICY AND PROCEDURE
1.1 Policy
It shall be the policy of the New Milford Police Department to ensure that all tours are covered with adequate personnel, along with outside traffic details and court security. In the event a particular tour is reduced below minimum, the following procedure will take effect to replace the individual to ensure that the tour is adequately covered.
Definitions:
· Overtime offered log: A chart used to maintain the number of overtime assignments an officer is offered.
· Accepts the overtime: officer agrees to work on a tour or assignment for four hours or more.
· Refuses the overtime:
1. Officer advises the supervisor or his/her designee that they will not work the overtime assignment.
2. Supervisor or his/her designee made all reasonable steps to contact the officer as outline below and received no response. No response will count as a refusal. Ref: 1.2.c
· Non-consecutive tour: Six or more hours in between tours.
· Officer: Pertaining to this policy, officer shall mean any sworn member of
this department: supervisors and non-supervisors.
1.2 Procedure
The following steps will be used when the need for an overtime tour or assignment of four (4) hours or more arises:
Note: Officers unable to report for duty shall notify the desk officer as soon as possible with a minimum of two hours prior to the beginning of the tour/assignment.
a) Senior officers with the least amount of shifts will be called first.
b) No officer will be allowed to increase his number of overtime shifts until all other officers, with less overtime offered, refuse to accept the overtime.
c) When calling an officer, they will be given a reasonable amount of time to return the call. Messages will be left on answering machines (home and cell) and all available numbers they listed on the department roster will be utilized. Follow section 1.2.8
d) If time is a factor (less then two hours needed to fill the overtime), and section 1.2.8 can not be followed, overtime will not be charged as a refusal. In this case, only the officer who accepts the overtime will be charged on the overtime offered log. For example; emergency call out by utility companies, last minute sick day or personal day, etc
e) When an officer refuses to accept a double or a split tour assignment, he/she will not be charged as a refusal.
f) When an officer accepts the overtime or refuses the overtime, mark “A” for accepts or “R” for refusal in the officer block on the overtime offered log, along with the date. For example; A 4/23/08 or R 4/23/08
g) If any officer scheduled for a vacation/ holiday/ comp/ personal/ schedule adjustment day refuses an offer for overtime that officer will not be charged with a refusal. If the same officer accepts an offer of overtime he/ she will be charged with an acceptance.
1.2.1 When the above mentioned overtime assignment becomes necessary for an officer the supervisor/OIC, or his/her designee, will:
a) first determine if that tour has a supervisor working. If "yes", follow the
procedure in (b) below. If "no", follow the procedure in (c) below.
b) if a supervisor is working that tour, then the non-supervisor’s section of the overtime roster in the schedule book will be used, following Section 1.2.2. In the event no patrol officer is available, then a supervisor shall be contacted.
c) if no supervisor is working that tour, then the supervisor's section of the
overtime offered log in the schedule book will be used, following Sections 1.2.3. In the event no supervisor is available, then a non-supervisor shall be contacted.
1.2.2 Non-Supervisors:
a) The officer making the assignment will first call only those non-supervisors who are on their regular day off. Senior officers with the least amount of overtime offered on the overtime offered log will be called first.
b) If no one is available, the assigning officer will then call only those supervisors who are on their regular day off. Senior officers with the least amount of overtime offered on the overtime offered log will be called first.
c) If no one is available, the assigning officer will then offer the overtime to
non-supervisors who are on holidays off, personal days, comp days off or vacation. Senior officers with the least amount of overtime offered on the overtime offered log will be called first.
d) If no one is available, the assigning officer will then offer the overtime to
supervisors who are on holidays off, personal days, comp days off or vacation. Senior officers with the least amount of overtime offered on the overtime offered log will be called first.
e) If no one is available after the above steps, follow section 1.2.4 below.
1.2.3 Supervisors:
a) The officer making the assignment will first call only those supervisors who are on their regular day off. Senior officers with the least amount of overtime offered on the overtime offered log will be called first.
b) If no one is available, the assigning officer will then call only those non-supervisors who are on their regular day off. Senior officers with the least amount of overtime offered on the overtime offered log will be called first.
c) If no one is available, the assigning officer will then offer the overtime to
supervisors who are on holidays off, personal days, comp days off or vacation. Senior officers with the least amount of overtime offered on the overtime offered log will be called first.
d) If no one is available, the assigning officer will then offer the overtime to
non-supervisors who are on holidays off, personal days, comp days off or vacation. Senior officers with the least amount of overtime offered on the overtime offered log will be called first.
e) If no one is available after the above steps, follow section 1.2.4 below.
1.2.4 If no one is available after the above steps, the assigning officer will offer the
overtime to officers who would not be working consecutive tours as a result of the overtime. For example; an officer working his/her last 6 a.m. – 2 p.m. tour could be offered the 10 p.m. - 6 a.m. tour. An officer who worked a traffic detail which ended no later than 4 p.m. could be offered the 10 p.m. –
6 a.m. tour. Senior officers with the least amount of overtime offered on the overtime offered log will be called first.
1.2.5 If still no one is available, the overtime shall be offered to officers on the current tour, based on seniority with the least amount of overtime offered on the overtime offered log. The officer can work either a full second tour (a double) or split the tour by working the first part of the tour being filled. If the tour is split (4 hours or more) the overtime offered log will be filled out. In the event that the tour is split other than 4 / 4 (for example: 5/3, 6/2, 7/1) the officer accepting the split of 4 hours or more will be charged on the offered log while the officer accepting less than 4 hours will not be charged on the offered log.
In the event multiple officers are willing to work additional hours, the hours will be given to the officer willing to work a double, regardless. Senior officers with the least amount of overtime offered on the overtime offered log will be offered the double first. Note: this may not always be the senior officer on the tour.
When splitting a tour, the remaining hour(s) shall be offered to officers scheduled to work on the tour subsequent to the tour being filled, based on seniority. If the tour is split (4 hours or more) the overtime offered log will be filled out. In the event that the tour is split other than 4 / 4 (for example: 5/3, 6/2, 7/1) the officer accepting the split of 4 hours or more will be charged on the offered log while the officer accepting less than 4 hours will not be charged on the offered log.
.
The assigning officer shall keep in mind the need for a supervisor, as described in Section 1.2.1.
1.2.6. Minimum tour requirements are:
MinimumTour / No. of officers
6-2 / four (4)
2-10 / four (4)
10-6 / four (4)
1.2.7 When an officer is required for less than four hours of overtime (incident
dependent), the officer will not be charged on the overtime offered log. The officer making the assignment shall utilize the following options:
a. nearest available Supervisor / Non-supervisor
b. recall officer from preceding tour
c. recall officer from succeeding tour
1.2.8 Officer making notification shall allow twenty minutes (situation dependent) for officer to respond to call.
1.2.9 Outside overtime details (ie:construction): The officer(s) working the detail will not be charged on the overtime offered log if the detail falls less then four hours.
1.2.10 Court Security overtime: The officer(s) working the detail will not be charged on the overtime offered log if the detail falls less then four hours.
1.2.11 Detectives on stand-by:
Detectives on stand-by will be called for regular patrol overtime i.e.: whole tours or parts of tours.
Detectives on stand-by will not be called for traffic details, carnivals or any other detail that would prevent or delay them from standby duties.
*Stand-by will be highlighted in yellow in the schedule.
1.2.12 Overtime assignments requiring officers with specialty training/skills will be offered to those officers with the specified training/skills required on a seniority basis and will not recorded on the overtime offered log. Examples of specialty training/skills are: Accident Investigation, Bicycle, Breathalyzer, Dare, Detectives, D.R.E., Firearms, Photographers, R.D.F., R.D.T., S.R.O., etc.
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