Policy 1101: Policy and Procedure System
YAKIMA COUNTY FIRE DISTRICT 12
10000 ZIER ROAD
YAKIMA, WA 98908
POLICY # 1101
COMMISSION CHAIR SIGNATURE s/b Ken Eakin, Chair
EFFECTIVE DATE: 10/05/93
REVISED: 4/8/08
POLICY TITLE: POLICY AND PROCEDURE SYSTEM
REFERENCES: How to Write Policy, Procedure and Task Outlines. By Larry Peabody;
Writing Effective Policies and Procedures. By Nancy J. Campbell;
Developing Effective Standard Operating Procedures. FA-197 Dec. 1997 FEMA
1.0 PURPOSE
This policy shall be used for the development, authorization, and implementation of standards, policy, procedures, tasks, guidelines and rules.
2.0 DEFINITIONS
Standards: A detailed description of the criterion of a specific subject area established by a consensus process, i.e. Firefighter Standards for Level I, II, and III.
Policy: A written document that describes a management decision guiding the activities of a governmental body and defines what should be done.
Procedure: A series of established steps followed in a specified order by two or more people defining who does what and when.
Task: A specific series of steps followed by one person on how to do a specific task.
Guideline: Describes operational procedures and tasks for various emergency service calls, safety, special operations, training and maintenance. Standard Operating Guidelines (SOG) are just that, guidelines that may be deviated from depending on the situation, staffing level or other emergency variables. Individuals deviating from an SOG may be required at the discretion of the Officer in charge to submit an explanation for such deviation.
Rules: An authoritative direction for conduct and personal behavior.
3.0 POLICY AUTHORIZATION
The Board of Commissioners shall authorize policies for the administration of Yakima County Fire District #12. The District staff shall propose policy to the Board and administer the policy system.
4.0 EMERGENCY INTERIM POLICY
The Board of Commissioners authorizes the Fire Chief to develop and implement emergency interim policies during emergency conditions. Emergency conditions are defined as actions necessary to fulfill a safety requirement, contractual obligation or enacted legislation. The interim policy shall have a 60 day expiration date.
5.0 POLICY AND PROCEDURE DEVELOPMENT PROCESS
The policy development process shall include the affected personnel, the expert personnel and the responsible personnel. Proposed policy shall be reviewed with the Department Officers at a District Officer Meeting or special meeting and to be provided to the Officers prior to the meeting.
6.0 POLICY AND PROCEDURE MANUAL
The Department shall maintain sufficient copies of the Policy and Procedure manual to be readily available for review by personnel. Rescinded and or modified policies may be filed as a record for future reference.
7.0 POLICY AND PROCEDURE FORMAT
How to Write Policies, Procedures, and Task Outlines, authored by Larry Peabody shall be the standard format to be used by the Fire Department.
Exception: The Fire Department shall not follow the numbering format identified in the above referenced text.
8.0 KNOWLEDGE OF POLICIES
Department personnel are responsible for reviewing policy on regular basis to maintain a working knowledge of Fire Department requirements. All new or updated policies must be reviewed with personnel by the District Officers.
9.0 POLICY TO INCLUDE CONTROL MECHANISMS
Policy shall identify specific control mechanisms to insure policy is adhered to in a consistent manner. The control mechanisms may include; report forms, minutes of meetings, records, inspection reports, and/or log registers.
10.0 MATRIX TO BE MAINTAINED
A policy matrix shall be maintained by the District. The matrix shall include the following elements:
a. Title of Policy
b. Implementation Date
c. Policy Number
d. Legal Reference if Applicable
e. Control Mechanisms
f. Review Date
11.0 NUMBERING SYSTEM TO BE MAINTAINED
The following standard numbering system for policy and procedures shall be established:
Management Functions:
1100 Administrative Services
1200 Planning
1300 Public Relations
Resource Functions:
2100 Personnel Management
2200 Financial Management
2300 Facility Management
2400 Equipment Management
2500 Information Management
Service Functions:
3100 Community Services
3200 Code Management
3300 Emergency Readiness & Response
3400 Investigation Services
12.0 AUTHORIZING PROCEDURE
The Fire Chief shall be responsible for authorizing procedures for the District. All procedure shall be referenced to the appropriate policy.