forms Flashcards
____________________ shall be kept available for all members?
forms
no addition or elimination of forms, record books or files without permission of the ________________
administrative office
Who shall coordinate preparation of reports in order to not duplicate reports submitted?
Officers
Which kinds of reports shall always be submitted in duplicate?
investigation
Authors name, assignment, and where report will be filled is helpful to find original reports, preferably where should this be written?
end of last page
When forwarding a report or form what format should be used?
the one provided
If no other report is provided or form, then what shall be used?
f-225
F225 with RED letterhead with BOXES is used for what?
INTRAdepartmental correspondence routed through channels
F223 red letterhead without boxes
for intradepartmental correspondences including the board, NOT ROUTING THRU channels or not required
F-228 black letterhead is for?
correspondences directed to elected officials, outside agencies and the public
Reports shall always be typewritten unless?
exempted by bureau policy(letter of resignation)
Exception to typewritten reports can be given by?
Division, battalion, section or unit
Forms a limited to ________ subject(s)?
1
Typewritten or any reports shall be ________ spaced and ____________ spaced between paragraphs?
single, double
For names on a report they shall be arranged ___________ and Last name, first name initial?
alphabetically
Members below the rank of _______ shall use full civil service name for signature?
B/C
____________________ indicates approval unless otherwise indicated?
signature
The use of rubber stamps as a signature requires the approval of ______________?
fire chief
Only mail for official _____________business will be forwarded by the city?
Union mailing cannot use ______________ to conduct union business?
city,
city mail service
Form with an “F” prefix means it is a ______________ department form?
permanent
Permanent “F” forms may be reproduced by
department equipment, city printing bureau or commercial supplier
Form with “temp” prefix has a life of?
6 months or less
If form is not continued after allotted time who will make a notice to discard the form?
forms control officer
Who is the forms control officer?
Senior admin assistant in manuals and orders section through channels
What do you send to forms control officer for a form revision?
rough sketch of proposed form revision
What does forms control officer do when wanting a form to be permanent?
submit thru channels
once forms are approved through channels what is assigned to the form?
a form number
How should PRB’s to be documented?
typewritten or neatly printed with ink
How and who should subordinates notify changes that need to be made in PRB?
Verbally and to commanding officer
New pages are filed in _____________ of old pages?
front
Where are PRB’s kept?
place of assignment
When shall members hand carry PRB and documents?
at time of transfer to new assignment
Where does PRB go when member separated from Department?
Personnel services
At what retirement what is presented as a permanent job record?
PRB
how long are fire station fire prevention files kept?
3 years
can citizens ask for fire prevention files?
no they are confidential refer them to arson
who can see fire prevention files without approval?
mayor, city council, the board and gov agency
F-173 ________________ occupancy
F-173A _________________ occupancy
general
bureau
Pending fire prevention files divided into how many platoon files and what’s inside?
A.B. and C
fire complaints
fire prevention activities
investigations
and notices to comply
what stations maintain brush clearance forms/files?
stations that are in the scope of the brush clearance program
Where is the hazardous vegetation/refuse file to be maintained?
cardboard box
Non compliance F-1308 golden rod is filed how?
by map book and page number in numerical order
How are map block numbers identified?
numerically starting with number 1
when block numbers are used for identification on records or folders, it shall be followed by ____________
station number 10-FS2
Where is master recall files stored?
All members:
headquarters in master recall files and OCDS
battalion members recall info?
division? and battalion commanders?
Fire prevention bureau?
EMS?
Battalion office
Division
bureau office
kept at district office and bureau office
Recall printout updates are done ?
each quarter
Who shall update current recall printout when a member is transferred or f-8 info changes?
battalion commander
EMS commanders adhere to same procedure
How long do you retain CAL OSHA forms ?
5 years from end of calendar year
Forms-notice to comply form smoke detector
4 copies
retain 3 years
Building and Safety/LAFD enforces
occupancies containing 2 or more units
F-HMIF, PB-8 hazardous materials form directions
1 copy
retain 3 years
Station commander reviews it for completeness and forwards to data management unit, technical section
F-2 journal red ink? blue/black? green ink? felt pens?
record of daily history
retain for one year after last entry
FORWARD to manuals and orders
RED INK-date, moveup result of alarm, alarm info,emergency/non emergency incidents
BLUE BLACK INK- all other entries
GREEN INK-Payroll symbols FOR YOUR STATION MEMBERS
no felt pens allowed
How do you identify f-2?
inside front cover, station number and start date
how do you journalize members not assigned to your station in F-2?
BLUE OR BLACK INK ONLY
Hazardous substance exposure report is a F-?
F-3
2 copies (1) member (1) MLU
forward to MLU right after exposure
Roster change is what form?
F-8, used to notify personnel services
How many copies of F-8?
1 for civilians
2 for uniformed members
3 for chief officers
F-8 is forwarded?
24 hours after changes, throught channels to personnel services
exception to forwarding?
notify verbally on duty station commander
Changes in f-8 underline in ___________- ink?
what qualifies as changes?
red
phone number, address, marital status, legal name change
what is the transfer of personnel form? What is it used for?
copies
routed
retained
f-18 notify city controller of change of work location/payroll
copies (1)
retained by personnel services indefinitely
routing through channels to members bureau commander
what is an F-18A?
copies
routed
retained
request for transfer
used for member to declare a desire for assignment
2 copies
retained till end of calendar year
original to bureau duplicate back to member
what is an F-18B?
copies
retained
routing
request for transfer primary vacancies
used for member to declare a desire for assignment
2 copies
retained till end of calendar year
original to bureau, duplicate back to member
What is an f-20A? and how many copies?
evacuation notice ENGLISH
1 copy per household
what is an f-20B?
evacuation notice SPANISH
1 copy per household
What form is fire prevention summary? copies forward retain San Fernando?
F-63
2 copies by each shift commander
forward last working shift of quarter no later than 5th day following quarter
retain 5 years in station files
San Fernando forwards separate f-63 for fire prevention done in san fernando
what is the fire prevention activity sheet?
copies
retain
F-63A
1 copy
retain 3 years book 55
What is the DAILY TRAINING AND FIRE PREVENTION activity sheets?
Copies
Retain
Record
F-63B
1 copy
retain in book 55
record hours to nearest 1/4 hour
Hydrant test record form?
used for?
retain
copies
F-70
used by companies to record hydrant testing, used to cover 5 tests
retain in book 55
1 copy
What is store requisition form? copies? retain at assignment? retain for medical supplies forward maintain for members
F-80 3 copies retain 3 months at assignment 3 years for medical supplies forward 2 copies to concerned department maintain 1 copy in members/stations folder
What is a witness card and what form number?
copies
retain
forward with ?
F84B COMPLETED BY NON CITY EMPLOYEES ON SCENE OF ACCIDENT 1 copy retain it permanently forward with FG88
What form is the request for legal ownership?
copies?
retain?
forward
F-85
Used to determine owner of property when siting FP violations
2 copies
retained for 5 years
forward to legal liason(duplicate in station file)
what form is an accident report?
copies?
retain
forward
form general 88
prepared when accident causes damage to property or bodily injury
5 copies
retain permanently
forward within 24 hours to bureau through channels then to personnel services
F-95 is what?
hydrant test record
how many hydrants per line for f-95?
1
F-95
copies?
retain
forward
2 copies
retain permanently
forward when new pages are required
What form is suggestion form?
copies
retain
F-100
to suggest new methods and procedures
1 copy
retain 5 years in planning
What form is an accident form ? copies? forward routing retain
f-150 1 copy forward after obtaining all reports(f-225, form gen88, form gen 84) route to bureau then personnel services retain one year at personnel services
What form is accident report procedures?
retain where
what is it used for?
f-151
retain in f-620 packet
used as a procedural guide
What is a duty certificate?
F-165
used to return to duty status on all leaves when member was scheduled to be at work on duty
What is niod report?
f-166B
any NIOD illness/injury includes sod shift which is working responsibility
F-173 is what?
occupancy record
used to indicate general occupancies
what is f-173A
occupancy record FPB
used to indicate FPB occupancies
What is an F-211?
Citation,
act of a misdemeanor must be witnessed by the person issuing the citation
list specific code violated and print short description off the offense
F223
intradepartmental correspondence without boxes
used when a formal report is needed and no other form is provided
AERIAL 12 MAY USE 11 FOR SPACE
1 INCH MARGINS
f-223 FORMAT
date to:ALL CAPITALS from subject"all capitals with ATRS# Summary, recommendations, findings, conclusions
F-225
intradepartmental correspondence
used when a formal report is needed an no other form is provided
F-226A
informal grievance discussion
initiated by immediate supervisor, to document formal discussion
F-226B
formal grievance
initiated by grievant to request review of a grievance at all formal levels
F-226C
reply to statement of grievance
initiated by grievance reviewer to reply to f-226B
FIRE COMMISSION REVIEW 21 DAYS
f-228
fire department black letterhead
correspondences to government agencies, organizations,businesses, and the general public for letters of appreciation
sincerely is used
F-280
division 5 permit
F-290
request for legal action used to summarize information needed for prosecution of a case
F-295 hazard
hazardous material shipping paper
remains with apparatus
F-315
special permit issued for outdoor fires
no longer than 1 year or usefulness
f-334
complaint of hazard
retain as long as value
F-335
notice to abate public nuisance and fire hazard
USED TO NOTIFY PROPERTY OWNERS OF VIOLATIONS
f-336
CONDEMNATION(RED TAG)
used in condenming appliances or equipment pursuant to the authority of the fire chief
F-337
notice of re-inspection
used by fire companies left at scene to notify
F-338 PINK
interdepartmental referral
used to direct violations of la municipal code to responsible department
LOT CLEANING PINK F-338 SEND TO WHERE
nuisance abatement
MAIL STOP 550
mail 115 building and safety
F-340 A, B, C, E, FW
f-340 A/B 3 copies F-340C/E 2 copies
F-340D
fire protection performance certfication
used to inform owner of required testing, maintenance and repair
