OVERTIME A-250 FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: OVERTIME NO: A-250
FILE: OVERTIME
EFFECTIVE DATE: 12-25-94 REVISED: 09-01-99, 01-01-00, 06-01-00, 08-28-00,
01-01-01,03-01-01,09-15-08,05-28-09,
02-01-12
AUTHORITY: Sheriff M. Mims APPROVED BY: Assistant Sheriff T. Gattie
REFERENCE: Fresno County Sheriff's Office Policies and Procedures Manual
Section No. 604; and MOU between Unit 2 and the County of
Fresno, Articles 59, 697 74 and Addendum — Jail Work Redesign
Plan (#6 — Overtime Payment; #7 — Scheduling of Overtime).
PURPOSE:
The purpose of this policy is to establish and maintain the timely and accurate
completion of overtime double-time waivers and overtime entries into the scheduling
system.
POLICY:
It is the policy of the Fresno County Sheriff's Office Jail Division that employees are to
be paid for all overtime worked, either in cash or compensatory time pursuant to
applicable MOU and Salary Resolution sections.
It is the policy of the Fresno County Sheriff's Office Jail Division that employees will
work overtime only when it is reasonably necessary as determined by management.
It is the policy of the Fresno County Sheriff's Office Jail Division that should employees
be scheduled by management to work more than seven (7) consecutive work days,
commencing on the eighth (8t") day, the employee will be compensated at two (2) times
their regular hourly rate for each hour worked until such time as two (2) consecutive
days off are received. This payment shall only apply when the employee has been
scheduled by management and ordered to work more than seven (7) consecutive work
days and does not apply when the work is as a result of the employee volunteering to
work. Double-time pay may not be applicable as determined by management in cases
of a local or state of emergency as specified in Chapter 2.44 of the Fresno County
Ordinance Code.
It is the policy of the Fresno County Sheriff's Office Jail Division that except in the event
of an emergency, overtime is not authorized for Phase I trainees.
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: OVERTIME NO: A-250
FILE: OVERTIME
It is the policy of the Fresno County Sheriff's Office Jail Division that volunteers may
sign up for overtime on a first come, first serve basis. Available overtime shifts may be
viewed on the computer by all staff via the TeleStaff/WebStaff program.
It is the policy of the Fresno County Sheriff's Office Jail Division that involuntary
overtime will be assigned in the inverse order of seniority.
PROCEDURES:
I. DEFINITIONS
OVERTIME: Working time in excess of a regularly scheduled day or week.
REASONABLY NECESSARY: A situation wherein the overall mission of the
Sheriff's Office will be significantly and adversely affected if the overtime is
not utilized.
II. OVERTIME UTILIZATION
Overtime will be utilized only in the following situations and circumstances:
A. To fulfill minimum staffing levels, as determined by management.
B. Special Assignments
1. As security for Parole Hearing Officers.
2. Special off-site booking operations (e.g., GoldStar, Avoid the 17,
etc.).
3. Honor Guard details.
4. Other previously authorized assignments.
C. Emergency Situations
1. Riots, disaster and similar situations.
2. Other situations where immediate action is necessary and obtaining
approval is impractical.
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: OVERTIME NO: A-250
FILE: OVERTIME
D. Casual Overtime
1. Late relief from duty by on-coming shift.
2. Report writing — to complete reports which, in order to ensure
adequate follow-up and proper disposition, must be completed
before the employee goes off duty.
3. Chain of evidence — to maintain the integrity of the chain while
awaiting an officer's arrival to accept the evidence.
4. Any other situation in which the appropriate supervisor can justify
utilization of overtime.
E. Administrative Overtime
1. Range and other training which cannot be scheduled during regular
hours.
2. Hospital guard duty—while waiting for relief.
3. Court appearances outside of regular working hours.
4. Training, vacation and S-1, S-2, S-3 replacement.
5. Other necessary activities not possible during regular working
hours.
III. MANDATORY OVERTIME ROSTERS
A. Each shift shall maintain a Mandatory Overtime Roster. The roster will
begin anew with shift rotation each year, and will list all officers
assigned to the shift in reverse seniority order.
B. Whenever an officer is assigned to work overtime (whether ordered or
volunteered), their name will be removed and placed at the bottom of
the list. It shall be the responsibility of the Central Control Sergeant on
each shift to maintain and update the list accordingly.
C. If it is necessary to order an officer to work overtime on an involuntary
basis, the scheduling Sergeant shall utilize the Mandatory Overtime
Roster and assign the (on-duty) officer(s) at the top of the list to
overtime.
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: OVERTIME NO: A-250
FILE: OVERTIME
D. The Mandatory Overtime Rosters shall be available for review by all
staff via the computer at G:\JAIL\CUSTODY\OVERTIME\(Watch). Staff
is encouraged to review the list in order to anticipate and make
arrangements for their pending mandatory overtime assignment.
IV. VOLUNTARY OVERTIME ROSTERS
A. Officers who wish to volunteer for overtime shall utilize the
TeleStaff/WebStaff system to submit their name onto the voluntary
Picklist roster. Officers can input their name on the list up to sixty (60)
days into the future. Officers should be certain they are able to actually
work the shift, prior to signing up. The officer shall:
1. Locate the desired date that they are willing to work and click on
the date (i.e., on the actual number).
2. Click on ADD.
3. From the WORK CODE drop-down menu, select "Detention Vol
OT". Specify the hours available to work and click on APPLY.
4. When the "ADD..." screen returns, click on ADD. The Calendar will
return with the code DVO (followed by the number of hours
volunteered to work in parentheses) in the date box.
B. Once the employee's name is added to the volunteer list, they are
considered to be available and willing to work as assigned. The actual
assignment designation will be scheduled by the assigning Sergeant.
Assignments may be subject to change, based on operational needs.
C. The Sergeant shall be responsible to notify the officer of their
assignment. However, the officer can retrieve their assignment
information by reviewing their calendar (officers assigned to work
Watch I and B-Platoon shifts should be mindful of the date variance).
D. If an officer places their name on the volunteer list and later determines
that they are unable to work prior to being assigned the overtime
position, the officer shall remove their name from the volunteer list, as
soon as possible.
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: OVERTIME NO: A-250
FILE: OVERTIME
1. Retrieve the WebStaff calendar, click on the DVO code on the
appropriate date, then click on REMOVE.
2. If the officer has already been assigned a position on the schedule,
they shall immediately notify the Central Control Sergeant and
inform them of their unavailability.
3. Officers who sign up and volunteer to work, but then refuse or
rescind their offer on a repeated basis (i.e., four or more times
within one year) without a verifiable reason, may have their ability
to sign up for voluntary overtime restricted based upon the
determination of the Watch Commander. (They will, however, still
be required to work mandatory overtime.)
V. NOTIFICATION OF OVERTIME AVAILABILITY
A. All previously determined and known vacancies (e.g., due to S-2,
vacation, scheduled training, etc.) shall be input into the
TeleStaff/WebStaff system by a designated Sergeant as far in advance
as possible.
B. The schedules (and vacancies) are available for viewing by accessing
WebStaff. Click on the date and select VIEW ROSTER.
VI. ASSIGNMENT OF OVERTIME
A. Officers will be selected for the shift based on availability, schedule
compatibility and position on the volunteer WebStaff list. The following
overtime scheduling order shall be in effect:
1. Volunteers, including employees on volunteer sign-up sheet and
current "buddy system" (solicited prior to any employee being
ordered over).
a. When filling future known vacancies (e.g., S-2, vacations,
training, etc.), the Central Control Sergeant shall utilize the
volunteer list in TeleStaff/WebStaff to fill needed vacancies until
the list is exhausted. Once the voluntary overtime list is
depleted, the Central Control Sergeant shall email a notification
to all staff and request volunteers to fill the vacancy. (Unless the
position requires immediate filling, officers will still utilize the
WebStaff system to volunteer.)
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: OVERTIME NO: A-250
FILE: OVERTIME
b. When filling unforeseen and unscheduled vacancies (e.g., S-
1, unanticipated hospital guard duty, etc.), the Central Control
Sergeant may request both immediate volunteers, as well as
utilize any remaining volunteers listed on TeleStaff. However, if
notice of the vacancy occurs during "normal" sleeping hours
(i.e., between 2300 — 0400 hours), the Central Control Sergeant
may request volunteers to fill the position from on-duty staff (and
if necessary, order mandatory overtime), rather than disrupt the
households of off-duty officers.
c. Staff who sign-up or otherwise volunteer for overtime might not
be assigned to a position if consideration is necessary to fill a
skilled or required qualified position.
2. If there are no volunteers (or not enough), the Mandatory Overtime
Roster shall be utilized to fill the remaining vacancy(ies) in the
following order:
a. Employees in the middle of their respective work week (i.e., not
on their last work day, prior to their Regular Days Off).
b. Employees on their last work day prior to their Regular Days Off
(RDO).
c. Only under extraordinary circumstances, employees on their
last work day prior to the start of their vacation.
d. Only under extraordinary circumstances, employees off on
RDO.
B. When ordering overtime, the scheduling Sergeant shall exhaust the list
of employees who are in the middle of their work week (specifically,
any employee who is not on their last work day prior to their Regular
Days Off) prior to ordering over employees who are on their last work
day prior to their Regular Days Off.
1. When an officer is contacted and notified that their name appears
next on the Mandatory Overtime Roster, they shall be allowed to
invoke one "pass" in order to postpone their overtime assignment.
When a "pass" is invoked, the officer will not be moved to the
bottom of the list, but will be temporarily bypassed.
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: OVERTIME NO: A-250
FILE: OVERTIME
2. While each employee has the right to "pass" once on ordered
overtime, the next time they are contacted, they shall be required to
work. If the scheduling Sergeant reaches the end of the list (of
employees in the middle of their work week) without filling the
vacancies, the Sergeant shall return to the top of the list (of
employees in the middle of their work week) and begin ordering
over employees. This could mean that an employee may use their
pass, and then later the same day be ordered over.
3. Employees who are scheduled to begin vacation shall not
knowingly be ordered to work overtime on their last scheduled shift
before their vacation begins. This shall not preclude an employee
from "volunteering" to work overtime prior to the onset of their
vacation.
4. Special circumstances may only be accommodated with the
Watch/Unit Commander's approval.
C. When filling vacant positions, there will be no "bumping" of staff from
assigned teams, with the following exceptions-
1. Using "Flex" officers to fill for a skilled or legally required qualified
staff position.
2. If there are no "Flex" officers available who fit the need to fill a
skilled or required qualified position, it may be necessary to
reassign a non-flex officer from one team to another team (i.e., if
there are "unassigned" staff on one team and vacant positions on a
different team).
VI I. MANDATORY OVERTIME ROSTER ROTATION — QUALIFIED OVERTIME
A. Overtime that qualifies an officer to be moved to the bottom of the
Mandatory Overtime Roster shall be limited to the following:
1. Replacement of S-1, S-2, S-3, Training, Annual Leave, Military
Leave, Leave of Absence or other authorized assignment vacancy.
a. If the officer is ordered over (and works) — any amount of time
qualifies.
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: OVERTIME NO: A-250
FILE: OVERTIME
b. If voluntary— must be for a minimum of three (3) hours to qualify
for an employee who has previously worked a 12-hour shift, and
two (2) hours for an employee who has previously worked an 8-
hour shift (unless sent home early by the Central Control
Sergeant).
2. Special authorized assignments (e.g., Parole Hearing Officer,
Honor Guard).
3. Scheduled training on a regular day off.
B. Overtime that does NOT qualify an officer to be moved to the bottom of
the Mandatory Overtime Roster shall include, but not be limited to the
following (unless any of the below result in working the minimum two
(2) or three (3) hours described in Section VII(A)(1)(b#
1. To finish duties or assignments that need to be completed prior to
going off duty (e.g., processing bookings and/or releases, report
writing, maintaining chain of evidence).
2. Late relief from on-coming staff (including waiting for relief at the
hospital).
3. Court appearances and range qualifications.
Vill. OVERTIME DOUBLE-TIME WAIVER
A. Employees who are assigned to work more than seven (7) consecutive
work days are to be compensated at two (2) times their regular hourly
rate for each hour worked until such time as two (2) consecutive days
off are received.
B. Double-time payment shall only apply when the employee has been
ordered to work more than seven (7) consecutive work days and does
not apply when the work is as a result of the employee volunteering to
work.
C. Based upon a number of possible situations beyond the control or
knowledge of the affected supervisor on duty, the responsibility to
inform management through a supervisor of the eight-day situation
shall rest with the affected employee (whether volunteered or
scheduled).
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FRESNO COUNTY SHERIFF'S OFFICE
JAIL DIVISION POLICIES AND PROCEDURES
TITLE: OVERTIME NO: A-250
FILE: OVERTIME
1. The employee volunteering for overtime, or the employee
scheduled by management to work overtime that will result in eight
(8) consecutive work days, shall immediately advise their
supervisor of the impending eight (8) day situation.
2. Upon being advised of an impending eight (8) day situation, the
supervisor shall provide to the affected employee an Eighth
Consecutive Day Overtime Double-Time Waiver (J-159) form for
the eight (8) consecutive day work schedule, prior to working the
affected overtime.
a. The waiver form shall be completed and returned to the
supervisor PRIOR to the actual working of the eighth (gtn)
consecutive workday.
b. If the employee chooses not to waive the eight (8) day double-
time compensation prior to beginning the overtime work shift,
the employee shall immediately notify the supervisor in charge
of the affected shift assignment. The employee will then be
removed from working the double-time overtime, unless
specifically approved by a Lieutenant or the Bureau
Commander in advance of the double-time overtime being
worked.
C.
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