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Policy 434Santa Ana Police Department Santa Ana PD Policy Manual Copyright Lexipol, LLC 2020/07/21, All Rights Reserved. Published with permission by Santa Ana Police DepartmentShort Term and Long Term Time Off Scheduling for Patrol - 1Short Term and Long Term Time Off Scheduling for Patrol 434.1 PURPOSE This policy establishes guidelines and procedures for the scheduling of both short-term and long- term time off scheduling for patrol personnel. 434.2 DEFINITIONS Vacation: For this policy, vacation is defined as any time patrol officers and supervisors have accrued, including longevity vacation, holidays, and time off. It does not include compensatory time. Seniority: The number of years of service with the department as a sworn officer or sergeant, as of January 1st, in the calendar year for which the vacation selection is projected. For time off approval, personnel designated as corporals are considered officers, and their seniority is based on their time as a sworn member and not their time-in-grade as a corporal. Vacation Blocks: (a)A "one-week" block is defined as up to three (3) (four (4) if a payback day is included) consecutive 12.5- hour workdays off. (b)A "two-week" block is defined as up to six (6) (seven (7) if a payback day is included) consecutive 12.5-hour workdays off. (c)A "three-week" block is defined as up to nine (9) (ten (10) if a payback day is included) consecutive 12.5-hour workdays off. (d)A "four-week" block is defined as up to twelve (12) (thirteen (13) if a payback day is included) consecutive 12.5-hour workdays off. City Holiday: A designated City holiday is the actual day of the holiday and not the day on which the City recognizes the holiday. (Example: If July 4th falls on a Saturday, Saturday is considered the holiday regardless of the City recognizing the holiday on Friday, July 3rd) Minimum Staffing: The minimum number of officers required for adequate patrol staffing.Minimum staffing levels are determined based on workload studies and other factors relative to field activity. Minimum staffing levels are subject to change based on updated workload data and/or needs assessments conducted by Watch Commanders. 434.3 SHORT TERM MONTHLY TIME-OFF REQUESTS Short-term scheduled time-off is handled though monthly requests, managed by the Watch Commander's Office. Santa Ana Police Department Santa Ana PD Policy Manual Short Term and Long Term Time Off Scheduling for Patrol Copyright Lexipol, LLC 2020/07/21, All Rights Reserved. Published with permission by Santa Ana Police DepartmentShort Term and Long Term Time Off Scheduling for Patrol - 2434.3.1 SUPERVISOR'S RESPONSIBILITIES The requesting member's immediate supervisor is responsible for entering the time-off requests into the Department's electronic scheduling system and ensuring all necessary paperwork (CHITS) is completed and submitted to the Watch Commander's Office by the specified deadline. 434.3.2 PATROL MEMBER'S RESPONSIBILITIES Patrol members shall submit all requests for short-term scheduled time-off or changes, no later than fifteen (15) days prior to the beginning of the deployment period. (a)Consideration for short-term time-off requests will be made based on minimum staffing levels and seniority of the requesting member. (b)For short-term time-off requests, officer and corporal seniority shall be based on tenure as a sworn police officer, regardless of rank. (c)For short-term time-off requests, sergeant seniority shall be based on tenure as a Police Sergeant. 434.3.3 CITY DESIGNATED HOLIDAYS (a)Except for holidays scheduled during the Long-Term Vacation Scheduling (LTVS), time-off requests for all designated City holidays will be reviewed during monthly scheduling. (b)Time-off requests on City holidays will be granted by seniority, subject to minimum staffing requirements. (c)The Watch Commander must approve time-off requests for designated City holidays that are submitted after the monthly scheduling is complete. These requests will be considered on a first-come, first-served basis, subject to minimum staffing levels and in compliance with the POA MOU. 434.3.4 SHIFT TRADES Trading of a day off or workday between officers will be allowed within the 28-day FLSA period. The Watch Commander must approve all trades. Trades must be between similarly qualified officers of the same rank (i.e., corporal for corporal, officer for officer, etc.) so as not to affect team performance. 434.3.5 COMPENSATORY TIME-OFF For the purpose of considering time-off requests during monthly scheduling only, compensatory time-off requests will be handled in the same manner as any other time-off requests. This policy was adopted pursuant to the meet and confer process with the POA. 434.3.6 UN-SCHEDULED TIME-OFF All time-off and schedule adjustments submitted after the monthly schedule deadline are considered un-scheduled time-off. Such requests shall be submitted, via the chain of command, to the Watch Commander for approval. Un-scheduled time-off will be approved on a first-come, first-served basis, subject to minimum staffing. Santa Ana Police Department Santa Ana PD Policy Manual Short Term and Long Term Time Off Scheduling for Patrol Copyright Lexipol, LLC 2020/07/21, All Rights Reserved. Published with permission by