Communications Policy Flashcards
Documents written to formally communicate the administrative expectations of all fire department employees. This defines the way in which employees are expected to conduct themselves, are permanent in nature and MAY be updated therefore, are considered living documents.
Policies
These are documents written to clearly communicate tactical expectations and serve as guidelines for executing tactical operations.
Standard Operating Procedures
Communications that are temporary in nature and describe short term changes in the day to day operations of the fire department.
Directives
This is a form of electronic communication to, from, between, or among any City Employee by use of an electronic communication system for the purpose of or to facilitate any business of the City but where it is NOT necessary NOR intended that the information content of such communication be preserved for future City use or reference.
An interactive computerized telephone system for answering and routing telephone calls, for recording, saving, and relaying messages and sometimes for paging the user.
Voicemail
An internal network of networks that all use the TCP/IP communications protocol and share a common address space. This is only accessible to those who are registered in the City network and thus, it is not viewed by the public.
Intranet
A daily communication medium that is utilized to disseminate information that may be of interest to all employees via the intranet.
Daily Notes
Policies issued by the City Managers Office.
Administrative Regulations
The electronic medium where all department manuals, policies, and procedures are located. It is found on the Fremont Fire Department intranet website, Fireweb.
Ma.P.P.
What does Ma.P.P. stand for?
Manuals, policies and procedures
The fire chief, division chiefs and battalion chiefs.
Command Staff
It ____ be the policy of the Fremont Fire Department that all employees be required to communicate within the organization according to the terms outlined in this policy.
Shall
Official documents written and implemented to describe how employees are expected to conduct themselves relative to their individual responsibilities within the organization.
Policies
It ____ be the responsibility of all employees to check the Ma.P.P. on Fireweb for any new or revised policies regularly during each workday.
Shall
Policies developed by any employee other than the Manager of the division to which the policy pertains ____ distribute the policy how?
Shall
Electronic draft to the command staff for a period of 14 days for comment and review.
During the draft period, comment and questions ____ be directed to the author of the policy.
Can
Incorporation of changes ___ be made at the direction of who?
Can
Manager responsible for supervisory responsibility.
Revised policies ___ be posted on the Ma.P.P. for a period of ___ days in what type for omitted language and what type for new language under what section of the website?
Shall 30 days Strike through form Italics Revised
Who makes certain that every employee they are responsible for has read the new policy and signed the sign off sheet?
Every Captain
In fire admin, where is the new policy and sign sheet located?
In front of the department mailboxes
True or false, SOP’s rules and regulations are the same as Policies?
True
Same time frames and rules
Directives will replace what?
Numbered memos
What do typical directives include information about?
Shift transfers
Open bids
Promotions
Declarations
How long are directives posted on the Ma.P.P.?
One calendar year
What are the five divisions of fire admin?
Personnel Operations EMS Fire prevention Training
How are directives numbered?
The first number will be the division the directive pertains to, followed by the current year and the actual directive number in sequential order.
E.g. The first directive from Operations for calendar year 2001 is 201-1
Any questions pertaining to voicemail use the verbiage?
Shall
Email is a tool for what and not for?
Tool for business communication not for use as a records keeping device
Employees ___ be aware that there is no expectation of privacy with email.
Must
Email ___ be ___ to any user ___ the senders knowledge.
Can
Forwarded
Without
Email shall not be used to send any information regarding?
Employee medical info
Info that may lead to discipline
Personal gain
Other info that exposes the City or Department to any liability
When pertaining to email, employees should refrain from what?
Archiving emails
Information systems will purge all email after?
15 days
Examples of info found in the daily notes include?
Announcements about new forms Updates on new equipment Job advertisements Media articles Letters from the public Other miscellaneous info
How are daily notes entries submitted?
Electronic form or in a form easily scanned
What categories do the daily notes fall under?
A. Chiefs office B. admin/personnel C. Operations D. EMS E. fire prevention F. Training G. Public info/education H. Apparatus I. Misc. info
All daily notes shall have what?
An author
Date entry is to appear
Date entry is to be deleted
Who issues administrative regulations?
City Managers office
Who is responsible to adhere to A.R.’s?
All employees citywide
Who ensures that all of their assigned employees have read and initialed new and/or revised A.R.’s?
Company officers
Who ensures that all new and/or revised A.R.’s and indices are inserted into the station A.R. Binder?
Station Captain
Who is responsible to enforce all policies, SOP’s, directives, A.R.’s, and daily notes?
Company officers
