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HomeMy WebLinkAboutUpdated SOP BPW Approved 1/29/25 • Policy Jeffersonville Fire Department 200 Jeffersonville Fire Department Policy Manual Organizational Structure 200.1 PURPOSE AND SCOPE The purpose of this policy is to establish the organizational structure of the Jeffersonville Fire Department. This policy also provides guidance regarding the department's reporting process through the chain of command. 200.2 POLICY It is the policy of the Jeffersonville Fire Department to organize its resources in a manner that allows for effective and efficient service delivery to the public. To ensure effective organizational communication, members should generally adhere to the established chain of command unless there is a good faith and reasonable basis for utilizing an alternate channel of communication. 200.3 DIVISIONS The Fire Chief is responsible for managing the Jeffersonville Fire Department. The following Divisions make up the Jeffersonville Fire Department: • Administration Division • Fire Suppression Division • Fire Prevention Division 200.3.1 ADMINISTRATION DIVISION The Administration Division is directed by a Division Chief and provides administrative support to the Fire Chief; prepares and coordinates the department budget; acts as liaison with the Department of Human Resources regarding recruitment, promotion, and performance appraisals; manages information technology systems and payroll functions; and reviews, prepares, and presents staff reports to the Department, the City staff, and City officials. It is the responsibility of the Administration Division Chief to prepare and maintain a current organizational chart. 200.3.2 FIRE SUPPRESSION DIVISION The Fire Suppression Division is directed by a Division Chief. The Fire Suppression Division responds to all fire, rescue, and medical aid calls for service; manages major disaster responses; and staffs various emergency response apparatus and support units. The Fire Suppression Division Chief may also oversee the management of Central Alarm. 200.3.3 FIRE PREVENTION DIVISION The Fire Prevention Division is directed by a Fire Marshal. The Fire Prevention Division's mission is to engage in investigation, education, prevention, and mitigation of fire incidents or accidents. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Organizational Structure- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Organizational Structure The Fire Prevention Division performs inspections of businesses and occupancies as mandated by applicable law. In addition, the Division may be the lead agency or act as a support service in the investigation of all major fires occurring within the jurisdiction of the Jeffersonville Fire Department. 200.4 UNITY OF COMMAND The principles of unity of command ensure efficient supervision and control within the Department. Generally, each member is accountable to a single supervisor at any time for a given assignment or responsibility. Any supervisor may temporarily direct the subordinate of another supervisor where specifically delegated or if an operational need exists. 200.5 CHAIN OF COMMAND Respect for rank is essential for administrative and operational efficiency. All members of the Jeffersonville Fire Department shall adhere to the chain of command. All members shall be thoroughly familiar with the National Incident Management System (NIMS) and the Incident Command System (ICS) and operate within their parameters throughout the duration of all emergency incidents. A supervising or commanding officer will be identified for each department member. This supervisor/commanding officer is the first step in the organizational chain of command, followed by the next level of commanding officer as set forth in the department's organizational structure. In the event that no supervisory officer is available, rank will be determined by seniority in rank. Members of the Jeffersonville Fire Department shall generally conduct department business through the established chain of command. Members shall consult with and report to their commanding officer/supervisor when making recommendations for changes, alterations, or improvements concerning department matters. Members shall forward all reports and recommendations through the chain of command. The submission should include written comments from the member's immediate supervisor to indicate whether the supervisor approves of the recommendation. No memo or recommendation should be stopped in the chain of command before it reaches its intended destination/officer. Other than the exceptions set forth below, no member of the Jeffersonville Fire Department shall initiate contact with any member of the governing board or with any other local, regional, state, or federal official regarding any matter affecting the Jeffersonville Fire Department without having first informed the Fire Chief through the chain of command. 200.6 DIRECTIVES AND ORDERS Members shall comply with lawful directives and orders from any department supervisor or person in a position of authority, absent a reasonable and bona fide justification. A member who believes any written or verbal order to be unlawful or in conflict with another order shall: (a) Immediately inform the supervisor issuing the order, and also the member's immediate supervisor or the Fire Chief, of the conflict or error of the order. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Organizational Structure-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Organizational Structure (b) Provide details explaining the grounds for believing there is a conflict or error. (c) Request clarification, guidance, and direction regarding following the order. (d) Request the order in writing, absent exigent circumstances, should the conflict or perceived error be unresolved. (e) Respectfully inform the supervisor of the intention to disobey what is reasonably believed to be a conflicting or unlawful order. A member's decision to disobey an order that is believed to be unlawful is not a bar to discipline should the order be determined as lawful. 200.7 ALTERNATE CHANNELS OF COMMUNICATION All members shall endeavor to keep their supervisors informed of any matters that may affect the safety, welfare, or operations of the Department. As a general matter, any concern about a workplace situation should first be raised with the member's immediate supervisor. It is recognized, however, that there may be occasions where the use of the established chain of command may not be appropriate. If an issue is of a personal nature, involves a sensitive matter, is of significant importance to the Department, or involves other members or supervisors, the member may consult directly with the Division Chief, the Fire Chief, or a representative of the Department of Human Resources. All members are free to make or prepare to make, in good faith, any complaint that identifies ethical or legal violations, including fraud, waste, abuse of authority, gross mismanagement, violations of the law, or practices that may pose a threat to the health, safety, and security of the public or members without fear of actual or threatened discrimination, retaliation, or reprisal. Such complaints are not subject to the chain of command and may be made to any supervisor or directly to the Department of Human Resources. Nothing in this policy shall diminish the rights or remedies of a member pursuant to any applicable federal law, provision of the U.S. Constitution, applicable state law, ordinance, or collective bargaining agreement. Any form of reprisal or retaliation against any member for making or filing a complaint in good faith or for participating in the investigation of a complaint is prohibited. Any member engaging in any form or type of reprisal or retaliation is subject to discipline (see the Anti-Retaliation Policy). Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Organizational Structure- 3 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 305 Jeffersonville Fire Department Policy Manual Tactical Withdrawal 305.1 PURPOSE AND SCOPE The purpose of this policy is to establish guidelines for tactical withdrawals from any scene or location when confronted by violent individuals or threatening situations, circumstances or events. The violence or threat need not be specifically directed at department members to justify the application of this policy. 305.2 POLICY The Jeffersonville Fire Department is committed to the safety of its members. It is the policy of the Jeffersonville Fire Department to allow members to withdraw from the scene or general location of an emergency call for service when they are confronted by violent individuals, violent or potentially violent situations or any other circumstance presenting a real or perceived imminent threat to member safety. 305.3 THREAT ASSESSMENT All members of the Department are expected to continually evaluate their surroundings while responding to incidents or participating in the mitigation of emergency or non-emergency events. The actions and conduct of persons at an event should be a primary element of the ongoing scene- safety evaluation. Certain types of events, certain actions taken by individuals involved in events and a variety of other circumstances should trigger a heightened awareness and consideration of personnel safety. Situations or circumstances that should initiate such consideration include: (a) Gang-related activity, particularly any event involving violent encounters, confrontations or conflicts between members of rival gangs. (b) Any situation involving shots fired, or on any scene where shooting occurs or is heard in the immediate vicinity. (c) Any time a subject challenges or threatens members of the Department with violence or harm. (d) Any scene where members of the Department are attacked in any way. Examples include rocks, bottles or other projectiles thrown or launched at members or department vehicles or apparatus; individuals attempting to gain access to department vehicles or apparatus; or any direct act of violence committed against members of this department. (e) Any event involving civil disturbance, large-scale demonstrations or protests. This includes any event involving a large gathering of people where the nature of the activity appears to include violent confrontation or the perceived threat of violent confrontation between opposing groups, or between the protesters and law enforcement personnel or other government representatives. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Tactical Withdrawal - 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Tactical Withdrawal Any member who believes that there is a threat of violence to personnel at any incident should promptly relay that information to the appropriate supervisor as quickly as possible. The Incident Commander (IC), scene supervisor or senior ranking member has the authority to initiate a tactical withdrawal and the responsibility for ensuring that all members on-scene or at risk due to the threat are notified of the action. Authority for the decision resides primarily with on- scene personnel and should not be delayed while seeking approval or confirmation from a higher authority, who may not be at the incident scene. In the event that a credible threat to personnel is discovered at a level of the incident command structure above an on-scene supervisor, a tactical withdrawal may be ordered and relayed down the chain of command to the on-scene supervisor. In that event, the supervisor has the responsibility for ensuring that all members on-scene or at risk due to the threat are notified of the initiation of a tactical withdrawal. 305.4 CONDUCTING TACTICAL WITHDRAWALS 305.4.1 WITHDRAWAL OPTIONS The following guidelines should be applied when the decision has been made to initiate a tactical withdrawal: (a) During the response to an incident: 1. If a tactical withdrawal occurs during the response phase of an incident, the department member responsible for initiating the withdrawal is responsible for notifying all responding units and Central Alarm of the withdrawal action. The relay of the withdrawal decision to individual units may be conducted by the member, or he/she may choose to have Central Alarm notify all responding units to cancel their response or to respond to a defined staging area. (b) After arrival at an incident: 1. When units are on-scene at an incident and a decision is made to initiate a tactical withdrawal, the IC or ranking supervisor is responsible for notifying all involved units (including those assigned to the incident but that have not yet arrived) of the withdrawal action. The IC should also notify Central Alarm of the tactical withdrawal, and if time and circumstances allow, the situation and reason for the withdrawal. Individual unit supervisors are responsible for notifying all of their assigned personnel of the withdrawal. 305.4.2 WITHDRAWAL GUIDELINES The following guidelines should be applied when the decision has been made to initiate a tactical withdrawal: (a) Whenever a tactical withdrawal is initiated, a defined staging area will be established at a safe location away from the incident scene and all involved units and personnel Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Tactical Withdrawal -2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Tactical Withdrawal should withdraw to that staging area. Whenever practicable, all involved units should withdraw from the incident scene as a single group. If that is not practicable, individual units should attempt to congregate together, forming the fewest and largest groups practicable, and withdraw in those groups. (b) After all units have been initially notified of a tactical withdrawal, individual unit supervisors are responsible for personnel accountability, ensuring all members of their crew are accounted for and withdrawing as directed. The on-scene supervisor is responsible for accounting for all units assigned to the call and ensuring that all units are withdrawing as directed. (c) Whenever a tactical withdrawal is initiated, Central Alarm should immediately notify and request an immediate response by the appropriate law enforcement agency to provide security for the withdrawing units. (d) Once the IC or scene supervisor believes that all units and personnel have withdrawn from an incident, he/she should conduct a Personnel Accountability Report (PAR) of all units assigned to the incident to confirm they have safely withdrawn. Individual unit supervisors shall confirm that all members of their crew are accounted for and safe. (e) Once all involved units have gathered at the staging area, the IC or scene supervisor should again conduct a PAR to confirm that all personnel are safe. If any person involved in the operation is unaccounted for, emergency procedures should be initiated. 305.5 PATIENT CARE CONSIDERATIONS Special consideration should be taken when a tactical withdrawal is initiated after members have begun providing medical assessment or medical care at an incident scene. If a tactical withdrawal is initiated at a time that members are providing medical services to sick or injured patients, those members should, whenever practicable, attempt to maintain their care of medical patients and evacuate those patients as part of the withdrawal process. In the event that violence or the threat of violence forces members to abandon any patient under their care,the involved member should immediately notify the appropriate law enforcement agency of the location of the patient and request immediate assistance in securing the scene to allow for safe and timely medical treatment and evacuation of the patient. The members should remain on the call and wait for law enforcement clearance or other information indicating that it is safe to enter the incident scene. Once it is safe to do so, the members should attempt to locate the patient and resume medical evaluation, treatment and transport per protocol. In the event that law enforcement personnel and department members are unable to relocate the patient, the patient may be deemed to have self-extracted and the appropriate documentation should be prepared. 305.6 NOTIFICATIONS Whenever a tactical withdrawal is initiated,the circumstances of the incident, including the incident location, will be relayed up the chain of command to the on-duty Battalion Chief. The Battalion Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Tactical Withdrawal -3 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Tactical Withdrawal Chief should ensure that all Fire Suppression Division personnel are immediately notified of the location and circumstances of the incident. The Battalion Chief should coordinate with Central Alarm and law enforcement to ensure additional calls for service to the affected area are screened and determined safe for entry. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Tactical Withdrawal -4 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 315 Jeffersonville Fire Department Policy Manual Wildland Firefighting 315.1 PURPOSE AND SCOPE The purpose of this policy is to provide guidance for wildland firefighting incidents. 315.1.1 DEFINITIONS Definitions related to this policy include: Wildland fire - An uncontrolled fire spreading through natural or unnatural vegetation that often has the potential to threaten lives and property if not contained. 315.2 POLICY It is the policy of the Jeffersonville Fire Department to provide wildland fire suppression services consistent with the availability of staffing resources and in compliance with state regulations. The Department will utilize the Incident Command System (ICS) methods and procedures for managing wildland firefighting operations. 315.3 INCIDENTS INVOLVING STATE OR FEDERAL RESPONSIBILITY AREA Whenever a wildland fire event occurs in the jurisdiction of the Jeffersonville Fire Department, it is the responsibility of the Incident Commander (IC) to assess the potential for the fire to extend into either a State Responsibility Area (SRA) or Federal Responsibility Area (FRA). If the incident either involves or threatens to involve an SRA or FRA, the IC shall immediately notify the Indiana Department of Natural Resources, Division of Forestry (IDFS) or the U.S. Forest Service (USFS) of the incident. The IC shall also send notification up the chain of command to the on-duty Battalion Chief, the Fire Suppression Division Chief and the Fire Chief. Whenever a wildland fire event occurs in the jurisdiction of the Jeffersonville Fire Department it is also the responsibility of the IC to assess the potential for the fire to involve areas in bordering jurisdictions. If the IC determines there is any potential for the incident to involve bordering jurisdictions, he/she should immediately direct Central Alarm to notify the appropriate jurisdictions. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Wildland Firefighting- 1 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 331 Jeffersonville Fire Department Policy Manual Active Shooter and Other Violent Incidents 331.1 PURPOSE AND SCOPE Violence committed in schools, workplaces, and other locations by any individual or group of individuals who are determined to target or kill persons or to create mass casualties presents a difficult situation for fire/Emergency Medical Services (EMS). The purpose of this policy is to identify guidelines and factors that will assist members in making decisions in these rapidly unfolding and tense situations. 331.2 POLICY The Jeffersonville Fire Department will endeavor to plan for a rapid response to violent incidents involving an active shooter or other violent situations. The Jeffersonville Fire Department is committed to preparing and planning for rapid responses to these incidents by coordinating with law enforcement and other EMS personnel, as well as with those responsible for operating sites that may be the potential target of a violent incident. 331.3 ACTIVE SHOOTERNIOLENT INCIDENT PLAN The Fire Chief should designate a member who is responsible for developing and managing an active shooter/violent incident (AS/VI) plan to assist in the Jeffersonville Fire Department's response to an ASNI. The ASNI plan should address: (a) Any applicable EMS Mass Casualty Incident (MCI) protocols. (b) Identification of state, local, and regional agencies that are likely to respond to an AS/ VI. (c) Procedures to facilitate interagency sharing of information related to ASNIs. (d) The joint development of protocols for responding to ASNIs with fire, EMS, and law enforcement personnel, including but not limited to: 1. Identification of likely critical incident target sites and the availability of plans or schematics of such locations and associated outcomes. 2. Effects and outcomes of cascading or complex coordinated incidents. 3. Rapid entry and evacuation routes. 4. Equipment needs. 5. Communication interoperability. 6. Tactical EMS (TEMS) personnel or Rescue Task Forces (RTFs) deployment. (e) Any mutual aid agreements that may exist. (f) Integrated use of the National Incident Management System and Incident Command System approach by personnel likely to respond to an AS/VI. Emphasis should be placed on the establishment of a Unified Command. Copyright Lexipol,LLC 2025/01/09,AD Rights Reserved. ***DRAFT*** Active Shooter and Other Violent Incidents- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Active Shooter and Other Violent Incidents (g) Any guidelines for an ASNI that are established by the Federal Emergency Management Agency, the Interagency Board, or the National Fire Protection Association. (h) Common communications and terminology to be utilized by responding personnel. (i) Use of readily identifiable and visible identification by responding personnel to make them easily discernible. (j) Procedures and agreements governing self-deployment of emergency response personnel. (k) Identification of which personnel will need additional personal protective equipment (PPE), including ballistic gear (e.g., vests, helmets) and what training will be needed for the use of such gear. (I) Coordination and planning with local hospitals regarding communication and patient distribution. (m) Procedures for dissemination of information to the public during and after an AS/VI. (n) Procedures for continuity of department operations during and after an AS/VI. (o) Establishing areas designated for victim reunification and recovery. (p) Procedures for completion of post-incident reviews of ASNIs. The ASNI plan manager should, in conjunction with appropriate law enforcement and other EMS personnel, review the Jeffersonville Fire Department's plan annually and make any necessary updates. 331.4 FIRST RESPONDERS When responding to AS/Vls, members must decide, often during difficult and rapidly evolving circumstances, whether to enter the scene or to stage at a safe area. When deciding on a course of action members should: (a) Determine whether law enforcement has secured the scene or developed a plan for entry. If the scene has not been secured, members should work in teams with law enforcement and other EMS personnel on-scene to develop a plan for entry and contact with victims with life-threatening injuries. 1. Members tasked with entry should wear PPE appropriate for the circumstances. (b) Coordinate with available law enforcement personnel to create a staging area for additional member resources. (c) Identify and prepare members for operations in areas of higher risk, if appropriate. (d) Decide whether individuals who are under imminent threat can be moved out of danger with reasonable safety. (e) Plan for rapid triage, treatment, and extraction of any individuals with life-threatening injuries (e.g., in a warm zone). (f) Utilize TEMS support personnel or RTFs, if available. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Active Shooter and Other Violent Incidents-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Active Shooter and Other Violent Incidents (g) In areas where there is a known hazard or direct and immediate threat to life (i.e., a hot zone), members should await arrival of TEMS support personnel or RTFs. 1. Members who find themselves unexpectedly in a hot zone should limit treatment to the control of life-threatening external hemorrhage by use of tourniquets or hemostatic gauze and the repositioning of airways. 2. Rapid extraction to safety is paramount. (h) Coordinate full triage and transport of patients to definitive care outside the area of imminent threat. 331.5 TRAINING The AS/VI plan manager should coordinate with the Training Coordinator so that members are provided with annual AS/VI training. The training should include: (a) Review of the AS/VI plan. (b) Review of any applicable EMS MCI protocols. (c) Review of trauma care guidelines in high-threat pre-hospital situations and the various treatment methods available during an AS/VI. (d) Interagency training with law enforcement and other EMS personnel. (e) Reality-based training at locations that may be a potential target of a critical incident. The AS/VI plan manager should ensure that all training sessions and exercises are documented and that all training records are kept in accordance with the department Records Management Policy. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Active Shooter and Other Violent Incidents-3 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 334 Jeffersonville Fire Department Policy Manual Canines 334.1 PURPOSE & SCOPE This policy established the use of canines for the Jeffersonville Fire Department. Jeffersonville Fire Department canines are only used to help increase morale and to aid in stress management for on-duty fire personnel. 334.2 POLICY It is the policy of the Jeffersonville Fire Department canines and canine handlers meet and maintain appropriate proficiency levels. 334.3 CANINE HANDLER The canine handler shall ultimately be responsible for the health and welfare of the canine and shall ensure that the canine receives proper nutrition, grooming, training, medical care, affection and living conditions. The canine handler shall be responsible for the following: (a) The handler shall not expose the canine to any foreseeable harm or risk. (b) The handler shall maintain all department equipment under his/her control in a clean and serviceable condition. (c) Any changes in the living status of the handler that may affect the lodging or environment of the canine shall be reported to the chief as soon as possible. (d) THe department shall provide a kennel at the handlers home, and when out of the kennel shall be under the direct control of the handler or his/her designee when not on-duty. (e) Canines shall be permitted to socialize in the home of the handler with the handlers family. (f) Under no circumstances will the canine be lodged at any other location unless approved by the chief. 334.4 CANINE INJURY AND MEDICAL CARE In the event that a canine is injured, or there is an indication that the canine is not in good physical condition, the injury or condition will be reported to the chief as soon as practicable and appropriately documented. All medical attention shall be rendered by the designated veterinarian, except during an emergency where treatment should be obtained from the nearest available veterinarian. All records of medical treatment shall be maintained in the handlers personnel file. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Canines- 1 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 328 Jeffersonville Fire Department Policy Manual Ride-Along Program 328.1 PURPOSE AND SCOPE The Ride-Along Program provides an opportunity for citizens to experience fire service functions first hand. This policy provides the requirements, approval process and hours of operation for the Ride-Along Program. 328.2 POLICY It is the policy of the Jeffersonville Fire Department to provide an opportunity for citizens to experience fire service functions when specific criteria are met. 328.3 PROCEDURE TO REQUEST A RIDE-ALONG Generally, ride-along requests will be reviewed and scheduled by the Fire Suppression Division Chief or the authorized designee. The Fire Suppression Division Chief or the authorized designee will schedule a date, based on availability, generally at least one week after the date of application. If approved, a copy will be forwarded to the respective Battalion Chief as soon as possible for his/her scheduling considerations. If the ride-along is denied, a representative of the Department will contact the applicant and advise him/her of the denial. Once approved, civilian ride-alongs will be allowed to ride no more than once every six months. An exception may be made for the following: students, Explorers, chaplains, reserves, applicants, and others with approval of the Fire Suppression Division Chief. An effort will be made to ensure that no more than one citizen will participate in a ride-along during any given time period. Normally, no more than one ride-along will be allowed in the fire apparatus at a given time. 328.3.1 ELIGIBILITY The Jeffersonville Fire Department ride-along program is offered to residents, students and those employed within the City. Every attempt will be made to accommodate interested persons; however, any applicant may be disqualified without cause. Factors that may be considered in disqualifying an applicant include, but are not limited to: • Being under 14 years of age. • Prior criminal history. • Pending criminal action. • Pending lawsuit against the Department. • Denial by any supervisor. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Ride-Along Program- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Ride-Along Program • Poor health or other condition that cannot be reasonably accommodated. 328.3.2 AVAILABILITY The ride-along program is available on most days of the week, with certain exceptions. The ride- along times are established by the Fire Suppression Division Chief. Exceptions to this schedule may be made as approved by the Fire Chief, Fire Marshal, or the Fire Suppression Division Chief. 328.3.3 SUITABLE ATTIRE Any person approved to ride-along is required to be suitably dressed in a collared shirt, blouse or jacket, slacks, and shoes. Sandals, t-shirts, tank tops, shorts, and ripped or torn blue jeans are not permitted. Hats and ball caps will not be worn in the fire apparatus. Jewelry and tattoos should comply with the Personal Appearance Standards Policy. The Fire Suppression Division Chief or Company Officer may refuse a ride-along to anyone not properly dressed. 328.4 FIREFIGHTER RIDE-ALONGS Off-duty members of this department or any other fire service agency will not be permitted to ride- along with on-duty firefighters without the express consent of the Fire Suppression Division Chief or the authorized designee. In the event that such a ride-along is permitted, the off-duty member shall not be considered on-duty and shall not represent him/herself as a firefighter or participate in any fire service activity except as emergency circumstances may require. 328.5 COMPANY OFFICER RESPONSIBILITIES The Company Officer shall advise the on-duty Battalion Chief that a ride-along is present in the fire apparatus before going into service. Company Officers shall consider the safety of the ride-along at all times. Company Officers should use discretion when encountering a potentially dangerous situation and, if feasible, require the participant to remain in the fire apparatus. 328.6 CONTROL OF RIDE-ALONG The Company Officer shall maintain control over the ride-along at all times and instruct him/her in the conditions that necessarily limit participation. These instructions should include: (a) The ride-along will follow the lawful directions of any department member. (b) The ride-along will not become involved in any investigation, discussions with victims or handling any fire equipment. (c) Either the ride-along or the Company Officer may terminate the ride at any time. Reasonable effort will be made to return the observer to his/her home or to the fire station if the ride is terminated. (d) Company Officers will not allow ride-alongs to be present in any residence or situation that would jeopardize their safety or cause undue stress or embarrassment to a victim or any other citizen. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Ride-Along Program-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Ride-Along Program (e) Under no circumstance shall a civilian ride-along be permitted to enter a private residence with the fire crew without the express consent of the resident or other authorized person. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Ride-Along Program -3 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 400 Jeffersonville Fire Department Policy Manual Fire Inspections 400.1 PURPOSE AND SCOPE This policy provides guidance for the enforcement of fire codes through periodic inspection within Jeffersonville Fire Department's jurisdiction. 400.2 POLICY The Jeffersonville Fire Department is committed to improving public safety through the enforcement of building standards relating to fire and public safety as adopted by the Indiana Fire Prevention and Building Safety Commission and published in the Indiana Fire Code, and any other regulations or ordinances that have been formally adopted by the Indiana State Fire Marshal's Office or the City for the prevention of fire or the protection of life and property against fire. 400.3 RESPONSIBILITIES The Fire Chief or the authorized designee shall develop a periodic inspection program based on the risks to life and property for occupancies within the Jeffersonville Fire Department's jurisdictional boundaries. The inspection program will comply with the International Code Council (ICC), Indiana Fire Code (Amendments to ICC), and any local amendments or ordinances specific to the City. The department fire inspection program will be administered by the Fire Prevention Division under the responsibility of the Fire Marshal. 400.4 INSPECTION PROGRAM GUIDELINES The Division Chief should develop an inspection program based on community risk reduction through education and enforcement. Inspections should be identified by risk, hazard, occupancy, frequency, and required state law and local code or ordinance. 400.5 HAZARDOUS OCCUPANCIES Facilities that handle, store, or use hazardous materials should be inspected for compliance with applicable provisions of the Fire Code or local codes or ordinances. See the Hazardous Materials Disclosures Policy regarding hazardous materials submittal and inspections. 400.6 RIGHT OF ENTRY If a building or premise to be inspected is occupied, the inspector shall present credentials to the occupant and request entry. If the building or premise is unoccupied, the inspector shall first make a reasonable effort to locate the owner or other person having charge or control of the building or premise and request entry (I.C. § 36-8-17-8). If no permission to enter is granted, the inspector should work with legal counsel to secure entry in a manner provided by law, such as obtaining an administrative search warrant. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Inspections- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Fire Inspections 400.7 INSPECTION FEES The Department may charge any fire inspection fees adopted by the City. The fee assessed shall not exceed the estimated reasonable cost of providing the service for which the fee is charged (I.C. § 36-1-3-8). 400.7.1 RE-INSPECTION FEES If a violation is discovered during an inspection, the follow-up inspection to ensure the corrections have been made should be conducted at no cost to the owner or occupant. Should the owner or occupant fail to comply with inspection requirements on the follow-up visit and an additional visit is required, a fee as adopted by the City may be assessed. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Inspections-2 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 401 Jeffersonville Fire Department Policy Manual Fire Investigations 401.1 PURPOSE AND SCOPE The purpose of this policy is to ensure that all fires and explosions responded to by the Jeffersonville Fire Department and occurring within this jurisdiction are investigated and properly documented in accordance with state and federal laws as well as national standards. 401.2 POLICY It is the policy of the Jeffersonville Fire Department to promptly investigate the cause, origin, and circumstances of fires and explosions occurring in this jurisdiction that involve the loss of life or injury to a person, or the destruction of or damage to property. 401.3 RESPONSIBILITIES The Fire Chief has overall responsibility for fire investigations. The Fire Marshal is responsible for management of the fire investigations program. The Incident Commander (IC) of each incident is responsible for ensuring that each fire is investigated for origin and cause. 401.4 PRELIMINARY INVESTIGATION The first-in Company Officer should conduct a preliminary investigation of each fire or explosion to identify the origin, cause, and circumstances. The Company Officer will notify the IC of the results of the preliminary investigation. If the origin of a fire or explosion appears to be suspicious, the IC should take immediate charge of all physical evidence relating to the fire or explosion, coordinate with investigators, and contact local law enforcement. The IC is responsible for determining when fire investigators, fire investigators with arrest authority, or sworn law enforcement investigators, from this or another agency, are appropriate to investigate an incident. The immediate response of an appropriate investigator should be requested when any of the following circumstances exist: (a) Major or unusual fires that exceed the investigative abilities of a Company Officer (b) Any fire resulting in a major injury or death (c) Incidents involving special circumstances, such as an especially high dollar loss, extensive damage, political sensitivity, or any other circumstance deemed appropriate by the Battalion Chief (d) Arson and/or incendiary devices are involved, or the origin of the fire is otherwise suspicious (e) There has been an explosion (f) There is evidence or suspicion that a crime has occurred in connection with a fire or explosion Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Investigations- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Fire Investigations (g) A fire has been started by a juvenile (h) Any illegal activity that potentially could cause a fire and/or explosion has occurred 401.5 FIRE INVESTIGATORS Fire investigators assigned to an incident are responsible for pursuing the investigation through its completion and providing complete written documentation. In cases where a fire investigator reasonably believes that arson or an unlawful act may be involved in a fire, the investigator should consult with the Fire Marshal and request the assistance of an investigator with arrest authority, if appropriate. 401.5.1 FIRE INVESTIGATOR QUALIFICATIONS Fire Investigators shall: (a) Meet the job performance requirements of the National Fire Protection Association's (NFPA) standards for fire investigators. (b) Complete the certification requirements of the Indiana Department of Homeland Security, Board of Firefighting Personnel Standards and Education (655 I.A.C.4-3-40). (c) Comply with all federal and state statutory and constitutional investigatory requirements, including limitations on searches and seizures. 401.6 FIRE INVESTIGATORS WITH ARREST AUTHORITY Fire investigators with arrest authority assigned to an incident are responsible for conducting a thorough investigation and providing complete written documentation. Fire investigators who reasonably anticipate an arrest in connection with an investigation should arrange to have a law enforcement officer from a law enforcement agency with jurisdiction present. If a law enforcement officer is unavailable to assist with an arrest, investigators should consider delaying the arrest until such time that law enforcement can be present. In situations where a fire investigator finds it necessary to arrest a suspect without the assistance of local law enforcement, the investigator should notify the local law enforcement agency that an arrest is being made and, if possible, arrange to have another investigator from this department present on the scene at the time of arrest. Fire Investigators with arrest authority should limit their scope of duty to those related to a fire investigation, or in the course of protecting Jeffersonville Fire Department personnel and property. Fire Investigators can be requested by Jeffersonville Police to assist with any investigation as long as it does not interfere with their primary responsibilities at Jeffersonville Fire Department. 401.6.1 FIRE INVESTIGATORS WITH ARREST AUTHORITY In addition to the general qualifications for fire investigators required by this policy, fire investigators with arrest authority shall (I.C. § 36-8-17-7.5): (a) Be authorized to exercise police powers by the Fire Chief and by the chief of police of the City. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Investigations-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Fire Investigations (b) Complete the pre-basic training course for law enforcement officers required by I.C. § 5-2-1-9(f). (c) Complete the minimum basic training and educational requirements for law enforcement officers as provided in I.C. § 5-2-1-9. Flre Investigators with Arrest Authority must adhere to the following Jeffersonville Police Polices: Policy 100 Law Enforcement Authority Policy 203 Training Policy 300 Use of Force Policy 302 Handcuffing and Restraints Policy 306 Firearms Policy 312 Search and Seizure Policy 325 Subpoenas and Court Appearances Policy 600 Investigation and Prosecution 401.7 DUTY FIREARMS Fire investigators with arrest authority who are authorized to carry firearms shall also comply with the Duty Firearms and Use of Force Policy and Jeffersonville Police Firearms Policy. A Duty Firearm not being worn by the Fire Investigator, must be placed into a department authorized lock box while on duty. 401.8 EQUIPMENT The fire investigator's vehicle should be stocked with the following equipment to help investigate fire cause, origin, and circumstance: • Digital camera • Spare batteries • Voice recording device and spare media • Fire investigator toolbox • Shovels, rake, broom, and sifter • Disposable latex evidence collection gloves • Evidence collection markers and labels for canisters 401.8.1 USE OF PROTECTIVE GEAR Fire investigators are responsible for using personal protective equipment (PPE) and respiratory protection appropriate for the conditions present at an investigation scene. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Investigations-3 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Fire Investigations When entering any fire scene during the fire, before or during overhaul, or when there is a chance of reignition,fire investigators shall wear full structural PPE and self-contained breathing apparatus (SCBA). See the Respiratory Protection Program Policy and the Personal Protective Equipment Policy for additional guidance. 401.8.2 LOGBOOK Each investigator should iutilize the current department training records software to document continued professional training hours, and investigative experience. The purpose of this log is to assist in establishing the member as an expert witness in court appearances. 401.9 INCIDENT REPORTS To ensure department incidents are documented in the National Fire Incident Reporting System (NFIRS), investigators should complete and submit a report to the Division Chief for each investigation conducted. All areas of the report are to be filled out, and when an item is not applicable, N/A is to be placed in the box. For additional information, see the National Fire Incident Reporting System (NFIRS) Policy. The Division Chief is responsible for reviewing and approving the investigative reports. 401.9.1 REPORTS TO THE STATE FIRE MARSHAL If the cause of a fire is determined to be suspicious or criminal in nature, the Fire Marshal shall immediately notify the Indiana State Fire Marshal's Office (ISFMO) (I.C. § 36-8-17-7). The Division Chief shall provide the ISFMO with a written or electronic report regarding all ongoing fire investigations at the end of each month. Each report shall be on the form created by the ISFMO and shall include a statement of facts regarding the fire, the extent of damages caused by the fire, the amount of insurance on the affected property, and any other information required by the ISFMO (I.C. § 36-8-17-7). Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Investigations-4 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 600 Jeffersonville Fire Department Policy Manual Fire Apparatus Driver/Operator Training 600.1 PURPOSE AND SCOPE The purpose of this policy is to enhance the safety of members and the public by ensuring that all Jeffersonville Fire Department members who operate firefighting apparatus as part of their duties receive appropriate training. 600.1.1 DEFINITIONS Definitions related to this policy include: Firefighting apparatus - Vehicle designed to be used under emergency conditions to transport equipment and firefighters or support the mitigation of fires and emergencies. 600.2 POLICY It is the policy of the Jeffersonville Fire Department that all members who operate firefighting apparatus, including tiller operators, shall successfully complete driver training that meets or exceeds the requirements of the National Fire Protection Association (NFPA) 1002 or the Indiana Department of Homeland Security, Board of Firefighting Personnel Standards and Education. Training should include written, oral, and practical evaluations to demonstrate proficiency. The Training Coordinator shall annually audit and update driver/operator training materials to ensure compliance with local, state, and federal requirements. 600.3 PROCEDURES All members who operate firefighting apparatus, including tiller operators, shall have certification and training validating competent operational and driving skills consistent with NFPA 1002 (I.C. § 36-8-10.5-7; 655 I.A.C. 4-3-3; 655 I.A.C. 4-3-4; 655 I.A.C. 4-3-5; 655 I.A.C. 4-3-6). 600.4 TRAINING COORDINATOR RESPONSIBILITIES It shall be the responsibility of the Training Coordinator to ensure that any member required to drive fire apparatus as a part of their normal duties has received all training required for competent, safe operation of the apparatus.The Training Coordinator shall coordinate with the department member appointed to monitor driver's license status to ensure members have valid driver's licenses, in accordance with the Driver's License Requirements Policy. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Apparatus Driver/Operator Training - 1 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 604 Jeffersonville Fire Department Policy Manual Hazardous Materials (HAZMAT) Training 604.1 PURPOSE AND SCOPE The purpose of this policy is to establish training that will meet state requirements regarding the Jeffersonville Fire Department Hazardous Materials (HAZMAT) response program. This policy identifies the level of training members must receive, when additional or supplemental training is required, and the training records required to meet the requirements of the Indiana Occupational Safety and Health Act. 604.2 POLICY It is the policy of the Jeffersonville Fire Department that any member whose duties include a role in the HAZMAT response program shall receive training to the level at which they are expected to operate in a HAZMAT environment or at an incident involving hazardous materials. 604.3 TRAINING REQUIREMENTS HAZMAT training shall be based on the duties and functions to be performed by each member. This includes training specific to the Incident Commander(IC), awareness or operations level, and HAZMAT technician or specialist (29 CFR 1910.120(q)(6); 620 I.A.C. 1-1-30). Competencies required for all new members shall be conveyed to them through training before participating on an incident. Any member who participates or is expected to participate in an emergency response involving HAZMAT shall objectively demonstrate competency in the following areas. 604.3.1 FIRST RESPONDER AWARENESS First responder awareness level training should be provided to all individuals who are likely to witness or discover a hazardous substance release and who have been trained to initiate an emergency response sequence by notifying the proper authorities of the release. A member with this level of training should demonstrate competency in the understanding and recognition of a hazardous substance release (29 CFR 1910.120(q)(6); 620 I.A.C. 1-1-30; 655 I.A.C. 4-3-46). 604.3.2 HAZMAT FIRST RESPONDER OPERATIONS (FRO) First responder operations (FRO) level training should be provided for individuals who respond to releases or potential releases of hazardous substances as part of the initial response to the site for the purpose of protecting nearby persons, property, or the environment from the effects of the release. A member with this level of training is trained to respond in a defensive fashion without actually trying to stop the release. This member's function is to contain the release from a safe distance, keep it from spreading, and prevent exposures (29 CFR 1910.120(q)(6); 620 I.A.C. 1-1-30; 655 I.A.C. 4-3-47). 604.3.3 HAZMAT TECHNICIAN HAZMAT technician level training should be provided to all individuals who respond to releases or potential releases of hazardous substances for the purpose of stopping the release. A member Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Hazardous Materials (HAZMAT)Training- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Hazardous Materials (HAZMAT) Training with this level of training would assume a more aggressive role by approaching the point of release in order to plug, patch, or otherwise stop the release of a hazardous substance (29 CFR 1910.120(q)(6); 620 I.A.C. 1-1-30; 655 I.A.C. 4-3-48). 604.3.4 HAZMAT SPECIALIST HAZMAT specialist level training should be provided to all individuals who respond with, and provide support to, HAZMAT technicians. A member with this level of training has a more direct or specific knowledge of the various hazardous substances requiring containment. A HAZMAT specialist may also act as a site liaison to government authorities regarding site activities (29 CFR 1910.120(q)(6); 620 I.A.C. 1-1-30). 604.3.5 HAZMAT INCIDENT COMMANDER HAZMAT IC level training should be provided to all individuals who could be responsible for all decisions relating to the management of a HAZMAT incident (29 CFR 1910.120(q)(6); 620 I.A.C. 1-1-30; 655 I.A.C. 4-3-49). 604.3.6 HAZMAT EMERGENCY RESPONSE PLAN An emergency response plan shall be developed and implemented to address pre-emergency planning and coordination with additional responders prior to the commencement of emergency response operations. The plan will identify members' roles, lines of authority, and communications for all members. The plan shall be in writing and available for inspection and copying by employees, their representatives, and Indiana Department of Labor Occupational Safety and Health Administration personnel. 604.3.7 HAZMAT ANNUAL REFRESHER TRAINING Members who receive an initial level of training in accordance with this policy shall receive annual refresher training of sufficient and necessary content and duration to maintain their competencies, or shall demonstrate competency in those areas at least yearly (29 CFR 1910.120(q)(8); 620 I.A.C. 1-1-30). 604.4 BASELINE PHYSICAL FOR HAZMAT TEAM MEMBERS Members of an organized, designated HAZMAT team and HAZMAT specialists shall receive a baseline physical examination. The federal Occupational Safety and Health Administration (OSHA) requires that medical examinations and consultations be made available to members of HAZMAT teams within prescribed time periods. All members of a designated HAZMAT team shall receive medical examinations and consultations on the following schedules (29 CFR 1910.120(q) (9); 620 I.A.C. 1-1-30): (a) Prior to assignment (b) At least once every 12 months (c) At termination of employment or reassignment to duties not covered by this policy Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Hazardous Materials (HAZMAT)Training-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Hazardous Materials (HAZMAT) Training (d) As soon as possible upon notification that the employee has developed signs or symptoms indicating possible overexposure to hazardous substances or health hazards (e) As soon as possible upon notification that the employee has been injured or exposed above the permissible exposure limits or published exposure levels in an emergency situation The frequency of a member's examinations may be increased if the examining physician determines that it is medically necessary. Medical examinations should include medical and work history. Emphasis should be placed on any symptoms related to the handling of, or exposure to, hazardous substances or health hazards. Medical examinations should address fitness for duty, especially as it pertains to wearing personal protective equipment under conditions that may be encountered on-duty. The content of medical examinations should be made available to the member as determined by the attending physician. 604.4.1 HAZMAT MEDICAL SURVEILLANCE Members of an organized and designated HAZMAT team and HAZMAT specialists shall receive a baseline physical examination and be provided with medical surveillance (29 CFR 1910.120(q) (9); 620 I.A.C. 1-1-30). Any emergency response member who exhibits signs or symptoms which may have resulted from exposure to hazardous substances during the course of an emergency incident, either immediately or subsequently, shall be provided with medical consultation. Accurate records of the medical surveillance required by this policy shall be retained for the duration of the member's employment plus 30 years. This record shall contain at a minimum the following information: (a) The name of the member (b) The physician's written opinions, recommended limitations, and results of examinations and tests (c) Any member medical complaints related to exposure to hazardous substances (d) A copy of the information provided to the physician by the Department, with the exception of department policies and OSHA standards 604.5 TRAINING RECORDS The Training Coordinator shall be responsible for maintaining records of all HAZMAT training provided to members. Records should include but are not limited to: (a) Dates of the training sessions. (b) A list of the topics or a summary of the content of the training sessions. 1. Specific content required by regulation covered 2. Manufacturer's recommendations (as applicable) 3. Manufacturer's operations/service/maintenance manuals (as applicable) Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Hazardous Materials (HAZMAT)Training -3 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Hazardous Materials (HAZMAT) Training (c) The names or other identifiers and job titles of all members who received the training. (d) The names, certificate numbers, and qualifications of persons conducting the training. (e) Demonstration that learning took place (e.g., evaluation, quiz, test). The Training Coordinator should maintain the training records in accordance with established records retention schedules. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Hazardous Materials(HAZMAT)Training-4 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 701 Jeffersonville Fire Department Policy Manual Personal Communication Devices 701.1 PURPOSE AND SCOPE The purpose of this policy is to establish guidelines for the use of mobile telephones and communication devices, whether issued or funded by the Department or personally owned, while on-duty or when used for authorized work-related purposes. This policy generically refers to all such devices as Personal Communication Devices (PCDs) but is intended to include all mobile telephones, personal digital assistants (PDAs), and similar wireless two-way communications and/or portable internet access devices. PCD use includes but is not limited to placing and receiving calls, text messaging, blogging and microblogging, emailing, using video or camera features, playing games, and accessing sites or services on the internet. 701.2 POLICY The Jeffersonville Fire Department allows members to utilize department-issued or funded PCDs and to possess personally owned PCDs in the workplace, subject to certain limitations. Any PCD used while on- or off-duty for business-related purposes, or reasonably associated with work- related misconduct, will be subject to monitoring and inspection consistent with applicable law and this policy. Additionally, the use of a PCD either on-duty or off-duty for business-related purposes, or reasonably associated with work-related misconduct, may subject the member and the member's PCD records to civil or criminal discovery or disclosure under applicable public records laws. Members who have questions regarding the application of this policy or the guidelines contained herein are encouraged to seek clarification from supervisory staff. 701.3 PRIVACY EXPECTATION Members forfeit any expectation of privacy with regard to emails, texts, or anything published, shared, transmitted, or maintained through file-sharing software or any internet site that is accessed, transmitted, received, or reviewed on any PCD issued by the Department and shall have no expectation of privacy in their location should the device be equipped with location- detection capabilities.This includes records of all keystrokes or web-browsing history made on the PCD. The fact that access to a database, service, or website requires a username or password will not create an expectation of privacy if it is accessed through department PCDs or networks. The Department reserves the right to access, audit, and disclose, for whatever reason, any message, including attachments, and any information accessed, transmitted, received, or reviewed over any technology that is issued or maintained by the Department. Members have no expectation of privacy regarding any communications while using a personally owned PCD for department-related business or when the use reasonably implicates work-related misconduct. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Personal Communication Devices- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Personal Communication Devices 701.4 DEPARTMENT-ISSUED PCD Depending on a member's assignment and the needs of the position, the Department may, at its discretion, issue or fund a PCD for the member's use to facilitate on-duty performance. Department-issued or funded PCDs may not be used for personal business either on- or off-duty unless authorized by the Fire Chief or the authorized designee. Such devices and the associated telephone number, if any, shall remain the sole property of the Department and shall be subject to inspection or monitoring (including all related records and content) at any time without notice and without cause. Unless a member is expressly authorized by the Fire Chief or the authorized designee for off-duty use of the PCD, the PCD will either be secured in the workplace at the completion of duty or will be turned off when leaving the workplace. 701.5 PERSONALLY OWNED PCD Members may carry a personally owned PCD while on-duty, subject to the following conditions and limitations: (a) Permission to carry a personally owned PCD may be revoked if it is used contrary to provisions of this policy. (b) The Department accepts no responsibility for loss of or damage to a personally owned PCD. (c) The PCD and any associated services shall be purchased, used, and maintained solely at the member's expense. (d) The device should not be used for work-related purposes except in exigent circumstances (e.g., unavailability of radio communications) or as otherwise authorized by department procedures. 1. Use of a personally owned PCD for work-related business constitutes consent for the Department to access the PCD to inspect and copy the work-related data (e.g., for litigation purposes, public records retention and release obligations, internal investigations). 2. Use of and data within a personally owned PCD may be discoverable in cases when there is reason to believe it is associated with work-related misconduct. 3. Searches of a personally owned PCD by the Department should be limited to those matters reasonably associated with the work-related business or work- related misconduct. (e) The device shall not be utilized to record or disclose any department business- related information, including photographs, video, or the recording or transmittal of any information or material obtained or made accessible as a result of employment or appointment with the Department, without the express authorization of the Fire Chief or the authorized designee. (f) If the PCD is carried on-duty, members will provide the Department with the telephone number of the device. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Personal Communication Devices-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Personal Communication Devices (g) All work-related documents, emails, photographs, recordings, and other public records created or received on a member's personally owned PCD should be transferred to the Jeffersonville Fire Department no later than the end of the member's shift and deleted from the member's PCD as soon as reasonably practicable. Except with prior express authorization from their supervisors, members are not obligated or required to carry, access, monitor, or respond to electronic communications using a personally owned PCD while off-duty. If a member is in an authorized status that allows for appropriate compensation consistent with policy or existing collective bargaining agreements, or if the member has prior express authorization from their supervisor, the member may engage in department business-related communications. Should members engage in such approved off- duty communications or work, members entitled to compensation shall promptly document the time worked and communicate the information to their supervisors to ensure appropriate compensation. Members who independently document off-duty department-related business activities in any manner shall promptly provide the Department with a copy of such records to ensure accurate recordkeeping. 701.6 USE OF PCD The following protocols shall apply to all PCDs that are carried while on-duty or used to conduct department business: (a) A PCD shall not be carried in a manner that allows it to be visible while in uniform unless it is in an approved carrier. (b) All PCDs in the workplace shall be set to silent or vibrate mode. (c) A PCD may not be used to conduct personal business while on-duty except for brief personal communications (e.g., informing family of extended hours). Members shall endeavor to limit their use of PCDs to authorized break times unless an emergency exists. (d) Members may use a PCD to communicate with other personnel in situations where the use of radio communications is either impracticable or not feasible. PCDs should not be used as a substitute for, as a way to avoid, or in lieu of regular radio communications. (e) Members are prohibited from taking pictures, audio or video recordings, or making copies of any such picture or recording media unless it is directly related to official department business. Disclosure of any such information to any third party through any means requires express authorization of the Fire Chief or the authorized designee. (f) Members will not access social networking sites for any purpose that is not official department business. This restriction does not apply to a personally owned PCD used during authorized break times. (g) Using PCDs to harass,threaten, coerce, or otherwise engage in inappropriate conduct with any third party is prohibited. Any member having knowledge of such conduct shall promptly notify a supervisor. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Personal Communication Devices-3 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Personal Communication Devices 701.7 SUPERVISOR RESPONSIBILITIES The responsibilities of supervisors include but are not limited to: (a) Ensuring that members under their command are provided appropriate training on the use of PCDs consistent with this policy. (b) Monitoring, to the extent practicable, PCD use in the workplace and taking prompt corrective action if a member is observed or reported to be improperly using a PCD. 1. An investigation into improper conduct should be promptly initiated when circumstances warrant. 2. Before conducting any administrative search of a member's personally owned device, supervisors should consult with the Fire Chief or the authorized designee. 701.8 OFFICIAL USE Members are reminded that PCDs are not secure devices and conversations may be intercepted or overheard. Caution should be exercised while utilizing PCDs to ensure that sensitive information is not inadvertently transmitted. As soon as reasonably possible, members shall conduct sensitive or private communications on a land-based or other department communications network. 701.9 USE WHILE DRIVING The use of a PCD while driving can adversely affect safety, cause unnecessary distractions, and present a negative image to the public. Firefighters operating emergency vehicles should restrict the use of these devices to matters of an urgent nature and should, where practicable, stop the vehicle at an appropriate location to use the PCD (I.C. § 9-21-8-59). Except in an emergency, members who are operating vehicles that are not equipped with lights and siren shall not use a PCD while driving unless the device is specifically designed and configured to allow hands-free use (I.C. § 9-21-8-59). Hands-free use should be restricted to business-related calls or calls of an urgent nature. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Personal Communication Devices-4 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 708 Jeffersonville Fire Department Policy Manual Photography and Electronic Imaging 708.1 PURPOSE AND SCOPE The purpose of this policy is to authorize department members to utilize photography and electronic imaging to document non-incidents and incidents while also protecting the privacy of citizens and ensuring department compliance with the mandates of the Health Insurance Portability and Accountability Act (HIPAA). Records management and HIPAA restrictions are covered in detail under separate sections in this Policy Manual. This policy establishes legal ownership of all photographs and electronic images collected by department members; establishes the parameters for the types of incidents, subjects, and activities that may be photographed or electronically imaged; and establishes restrictions on the use of such photographs and electronic images. This policy does not apply to media captured through the use of body-worn cameras (see the Body-Worn Cameras Policy). 708.2 POLICY It is the policy of the Jeffersonville Fire Department to authorize members to utilize photography and electronic imaging to document incidents and department activities that are subject to compliance with specific regulations, conditions, restrictions, and guidelines. The use of photography or electronic imaging of medical patients, injured victims, or other people who are medically evaluated or treated by department members must also comply with the requirements of HIPAA. The Jeffersonville Fire Department shall respect the privacy rights established in the state and federal constitutions. 708.3 OWNERSHIP AND COMMERCIAL USE OF PHOTOGRAPHS AND ELECTRONIC IMAGES All photographs and electronic images taken by department members while on-duty or acting in an official capacity are the sole property of the Department and may not be sold, transferred for commercial use, bartered, or otherwise distributed for profit by any member of the Department without the express prior approval of the Fire Chief (17 USC § 201). 708.4 AUTHORIZED USE OF PHOTOGRAPHY AND ELECTRONIC IMAGING 708.4.1 NON-INCIDENT EVENTS Photography and electronic imaging may be utilized by department members for non-incident events, including: (a) Documentation of department training events, exercises, lectures, classes, or activities, and all fire academy-related activities. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Photography and Electronic Imaging - 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Photography and Electronic Imaging (b) Documentation of internal department events and activities, such as promotional ceremonies, member recognition or award presentations, meetings, seminars, workshops, and other activities involving department members. (c) Documentation of public events, such as safety seminars, fire station open house events, Fire Prevention education events and activities, school safety presentations, and club or service organization events. (d) Documentation of all department vehicles, apparatus, tools and equipment, facilities, and other department-owned property. (e) Creation and maintenance of a photo/image bank depicting all department members. (f) Documentation of all buildings, structures, facilities, infrastructure components, landmarks, and recreational areas within the department's jurisdiction for later use in disaster mitigation, recovery, and cost-recovery efforts. (g) Documentation of any condition, activity, or event related to the department's code enforcement responsibilities. (h) Documentation of inspections, code compliance activities, or any other activity of Fire Prevention. (i) Unless prohibited elsewhere in this policy, documentation of any department activity for future use in training. (j) For any other purpose authorized by the Fire Chief, Battalion Chief, or any Division Chief. 708.4.2 INCIDENT-RELATED EVENTS Photography and electronic imaging may be utilized by department members at incident scenes, including: (a) Documentation of the conditions on arrival and during suppression activities at any fire incident. (b) Documentation of fire, smoke, water, structural collapse, or any other damage or conditions resulting from any fire or fire-related event. (c) Documentation of people at the scene of a fire or a fire-related incident for the purpose of future investigation. (d) Documentation of anything of evidentiary value found at a fire or incident scene where any type of investigation may be initiated. (e) Documentation of the location, position, trauma, injuries, or any other factor of investigative interest related to deceased victims at a fire or fire-related incident or other incidents. (f) Documentation of the condition of vehicles, apparatus, bicycles, or other items involved in collisions, accidents, entrapments, or other rescue or medical events. (g) Documentation of the extrication of trapped individuals in any rescue situation. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Photography and Electronic Imaging-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Photography and Electronic Imaging (h) Documentation of the cause, location, extent, severity, and nature of traumatic injuries of patients at the scene. These images may be transferred to the receiving physician, nurse, or other authorized representative who assumes medical care for the patient. (i) Documentation of all aspects of any incident involving hazardous materials. (j) Documentation of severe weather events, including any damage, injuries, or fatalities caused by such events. (k) Documentation of any other event, situation, or activity as deemed appropriate and necessary by the Incident Commander of any event. 708.5 PROHIBITED USE OF PHOTOGRAPHY OR ELECTRONIC IMAGING Department members are prohibited from using photography or electronic imaging except as permitted in this policy. Prohibited use of photography or electronic imaging shall include but is not limited to: (a) Photographs and/or electronic images may not be taken, transmitted, or used in violation of any HIPAA regulation. (b) Photographs and/or electronic images may not be taken, transmitted, or used for personal purposes. (c) Unless requested by the receiving hospital or controlling medical authority or deemed necessary for the future treatment of the patient, no photographs or electronic images should be taken inside a private residence during a non-traumatic medical aid incident. (d) Unless requested by the receiving hospital or controlling medical authority or deemed necessary for the treatment of the patient, no photographs or electronic images should be taken of a patient under 18 years of age during a medical aid response. (e) Unless requested by the receiving hospital or controlling medical authority or deemed necessary for the future treatment of the patient, no photographs or electronic images depicting patient genitalia or the exposed breasts of female patients should be taken by department members. (f) Unless requested by the receiving hospital or controlling medical authority or deemed necessary for the future treatment of the patient, no photograph or electronic image should be taken of a patient being treated by department members if the person expresses or indicates that they do not wish to be photographed. In the event that the need arises to take a photograph or electronic image of a medical patient against the patient's wishes, the medical need for taking the image will be explained to the patient with a witness present. Details regarding the need for the photograph or electronic image, the explanation provided to the patient, and the identity of the witness present shall be included in a Patient Care Report and/or incident report for the response. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Photography and Electronic Imaging-3 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 710 Jeffersonville Fire Department Policy Manual Department Use of Social Media 710.1 PURPOSE AND SCOPE This policy provides guidelines to ensure that any use of social media on behalf of the Department is consistent with the department mission. This policy does not address all aspects of social media use. Specifically, it does not address: • Personal use of social media by department members (see the Member Speech, Expression, and Social Networking Policy). • Use of social media in personnel processes (see the Recruitment and Selection Policy). • Use of social media for issuance of fire hazard warnings, emergency evacuation instructions, and widespread emergencies (see the Public Alerts Policy). 710.1.1 DEFINITIONS Definitions related to this policy include: Social media -Any of a wide array of internet-based tools and platforms that allow for the sharing of information, such as the department website or social networking services. 710.2 POLICY The Jeffersonville Fire Department will use social media as a method of effectively informing the public about department services, issues, investigations, and other relevant events. Department members shall ensure that the use or access of social media is done in a manner that protects the constitutional rights of all people. 710.3 AUTHORIZED USERS Only members authorized by the Fire Chief or the authorized designee may utilize social media on behalf of the Department. Authorized members shall use only department-approved equipment during the normal course of duties to post and monitor department-related social media unless they are specifically authorized to do otherwise by their supervisors. The Fire Chief may develop specific guidelines identifying the type of content that may be posted. Any content that does not strictly conform to the guidelines should be approved by a supervisor prior to posting. Requests to post information over department social media by members who are not authorized to post should be made through the member's chain of command. 710.4 AUTHORIZED CONTENT Only content that is appropriate for public release, supports the department mission, and conforms to all department policies regarding the release of information may be posted. Examples of appropriate content include: Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Department Use of Social Media- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Department Use of Social Media (a) Announcements. (b) Tips and information related to fire prevention. (c) Investigative requests for information. (d) Requests that ask the community to engage in projects that are relevant to the department mission. (e) Real-time safety information that is related to in-progress fire incidents, geographical warnings, or disaster information. (f) Media releases. (g) Recruitment of personnel. 710.4.1 INCIDENT-SPECIFIC USE In instances of active incidents where speed, accuracy, and frequent updates are paramount(e.g., incident alerts, public safety information), the Public Information Officer or the authorized designee will be responsible for the compilation of information to be released, subject to the approval of the Incident Commander. 710.5 PROHIBITED CONTENT Content that is prohibited from posting includes but is not limited to: (a) Content that is abusive, discriminatory, inflammatory, or sexually explicit. (b) Any information that violates individual rights, including confidentiality and/or privacy rights and those provided under state, federal, or local laws. (c) Any information that could compromise an ongoing investigation. (d) Any information that could tend to compromise or damage the mission, function, reputation, or professionalism of the Jeffersonville Fire Department or its members. (e) Any information that could compromise the safety and security of department operations, members of the Department, victims, patients, or the public. (f) Any content posted for personal use. (g) Any content that has not been properly authorized by this policy or a supervisor. Any member who becomes aware of content on this department's social media site that they believe is unauthorized or inappropriate should promptly report such content to a supervisor. The supervisor will ensure its removal from public view and investigate the cause of the entry. 710.5.1 PUBLIC POSTING PROHIBITED Department social media sites shall be designed and maintained to prevent posting of content by the public. The Department may provide a method for members of the public to contact department members directly. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Department Use of Social Media -2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Department Use of Social Media 710.6 MONITORING CONTENT The Fire Chief will appoint a supervisor to review, at least annually, the use of department social media and report back on, at a minimum, the resources being used, the effectiveness of the content, any unauthorized or inappropriate content, and the resolution of any issues. 710.7 RETENTION OF RECORDS The Administration Division Chief should work with the Custodian of Records to establish a method of ensuring that public records generated through the use of social media are retained in accordance with established records retention schedules. 710.8 TRAINING Authorized members should receive training that, at a minimum, addresses legal issues concerning the appropriate use of social media sites, as well as privacy, civil rights, and the dissemination and retention of information posted on department sites. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Department Use of Social Media-3 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 711 Jeffersonville Fire Department Policy Manual Body-Worn Cameras 711.1 PURPOSE AND SCOPE The purpose of this policy is to provide guidelines for the use of a body-worn camera (BWC) by members of this department and for the access, use, and retention of department BWC media. 711.1.1 DEFINITIONS Definitions related to this policy include: Activate - To place a BWC in active mode (also called event mode). In active mode, the BWC records both video and audio. Body-worn camera (BWC) - A digital recording device designed to be worn on an individual's uniform or clothing to capture video, audio, or still photographs of an event from the wearer's point of view. BWC media - The video, audio, and images captured by department BWCs and the associated metadata. BWC media systems - Any software, including web-based programs and mobile applications, used by the Department to upload/download, store, view, transfer, and otherwise maintain BWC media. Deactivate-To place a BWC in buffering mode (also called ready or pre-event mode). In buffering mode, the BWC records video (without audio) in short, predetermined intervals that are retained only temporarily. However, when a BWC is activated, the interval recorded immediately prior to activation is then stored as part of the BWC media. Deactivate does not mean powering off the BWC. Event - A general term referring to a set of circumstances that may, but does not necessarily, correlate directly to a single public safety incident. 711.2 POLICY It is the policy of the Department to use BWCs and BWC media for quality assessment and improvement in a way that enhances member safety and benefits those served by the Department while also protecting the privacy of members of the public. 711.3 RESPONSIBILITIES 711.3.1 BWC COORDINATOR RESPONSIBILITIES The Fire Chief or the authorized designee should delegate certain responsibilities to a BWC coordinator. The responsibilities of the coordinator include: (a) Serving as a liaison between the Department and the BWC manufacturer/distributor and any third-party media storage vendor. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Body-Worn Cameras- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Body-Worn Cameras (b) Developing inventory procedures for issuing and tracking BWC equipment, including properly marking BWCs as property of the Department and recording the date each BWC is placed into or taken out of service. (c) Assisting with troubleshooting and maintenance of BWC equipment and media systems and, when necessary, coordinating the repair or replacement of BWCs. 1. All equipment and system malfunctions and their resolutions should be documented, and maintenance and repair records should be maintained for all BWCs. (d) Managing BWC media systems so that: 1. Access is limited to the minimum necessary authorized users and user privileges are restricted to those necessary for the member to conduct assigned department duties (45 CFR 164.514(d)). 2. Security requirements, such as two-factor authentication and appropriate password parameters, are in place for user credentials. (e) Configuring BWC media systems, or developing manual procedures, so that media is appropriately categorized and retained according to the event type tagged by members. (f) Retaining audit logs or records of all access,alteration, and deletion of BWC media and media systems, and conducting periodic audits to ensure compliance with applicable laws, regulations, and department policy. (g) Developing and updating BWC training for members who are assigned a BWC or given access to BWC media systems. (h) Coordinating with the department privacy officer to (see the Patient Medical Record Security and Privacy Policy): 1. Develop and maintain Health Insurance Portability and Accountability Act (HIPAA) compliant procedures for BWC media that contains protected health information. 2. Address BWC use in department privacy notices. (i) Coordinating with the Custodian of Records to (see the Records Management and Release of Records policies): 1. Determine and apply proper retention periods to BWC media. 2. Develop procedures for the appropriate release of BWC media. 711.3.2 MEMBER RESPONSIBILITIES Every member issued a BWC is responsible for its proper use, safekeeping, and maintenance. At the beginning of each shift or period of BWC use, the member should inspect their assigned BWC to confirm it is charged and in good working order. As part of the inspection, the member should perform a function test by activating the BWC and recording a brief video stating their name, identification number, assignment, and the date and time. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Body-Worn Cameras-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Body-Worn Cameras Members should wear their assigned BWC on their outermost garment positioned at or near chest level and as close to the center of their body as practicable. Members are responsible for ensuring there are no obstructions and that the BWC remains in a position suitable for recording. When a BWC is not in the physical possession of the member to which it is assigned, it should be placed on the charging dock and stored in a secure location. Members shall report any malfunction or damage to the BWC coordinator or on-duty supervisor as soon as practicable and, if possible, obtain a functioning BWC to use either temporarily while repairs are being made to the member's BWC or as a permanent replacement. 711.4 BWC USE The following guidelines apply to the use of BWCs: (a) Only department-issued BWCs should be used without the express consent of the Fire Chief or the authorized designee. (b) BWCs should only be used by the member or members to whom it was issued unless otherwise authorized by a supervisor. (c) The use of department-issued BWCs shall be strictly limited to department-related activities. (d) Members shall not use BWCs or BWC media systems for which they have not received prior authorization and appropriate training. (e) Members shall immediately report unauthorized access or use of BWCs or BWC media systems by another member to their supervisor or the Fire Chief. 711.4.1 PROHIBITIONS BWCs should not be used to record: (a) Routine administrative activities of the Department that do not involve interactions with the public. Care should be taken to avoid incidentally recording confidential documents that the Department has a duty to keep secure (i.e., protected health information). (b) Areas within the fire station where members have a reasonable expectation of privacy (e.g., locker rooms or dressing areas, breakrooms, sleeping quarters) unless responding to a call for service. (c) Conversations of other members without their knowledge. (d) When a member is taking an authorized break or otherwise engaged in personal activities. (e) In a courtroom unless responding to a call for service or emergency situation. BWCs shall not be used for the purpose of embarrassment, harassment, or ridicule of any individual or group. 711.5 ACTIVATION OF BWC BWCs should be worn for all emergency and non-emergency calls and should be activated upon arriving on-scene. For non-dispatched events, members should use their discretion to determine Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Body-Worn Cameras-3 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Body-Worn Cameras when BWCs should be activated. Examples of non-dispatched events for which members should activate their BWC include encounters with individuals in which the member feels threatened or when coming upon a scene requiring emergency assistance. Unless otherwise authorized by this policy or approved by a supervisor, for members not transporting a patient, BWCs should remain activated until the member leaves the scene at the conclusion of an incident. When transporting a patient, a member's BWC should remain activated until immediately before entering the hospital building to transfer patient care or as soon as reasonably possible thereafter. BWCs should not remain on or be activated while in a hospital unless the member feels that recording is warranted due to a possible security threat, combative or disagreeable patient, or other issue where the potential need for video/audio documentation outweighs privacy considerations. At no time is a member expected to jeopardize their safety to activate their BWC. However, the BWC should be activated as soon as reasonably practicable in required situations. If a member attempts to activate their BWC but the BWC fails to record an event, the member should notify their supervisor as soon as practicable. 711.5.1 NOTICE OF RECORDING Unless otherwise approved based on unique circumstances, a member should wear the BWC in a manner that is conspicuous and shall answer truthfully if asked whether they are equipped with a BWC or if their BWC is activated. 711.5.2 PRIVACY CONSIDERATIONS Members should remain sensitive to the dignity of individuals being recorded and should exercise sound discretion with respect to privacy concerns. When responding to a place where individuals have an expectation of privacy (e.g., private residences, medical or mental health facilities, restrooms) or to a sensitive situation (e.g., individuals partially or fully unclothed, crime victims), the Incident Commander should determine whether it reasonably appears that the privacy concern outweighs any legitimate department interest in recording and, if so, direct all members present to mute or deactivate their BWC. Members should choose to mute rather than deactivate BWCs when practicable. Deactivation should only be used when muting the BWC will not accomplish the level of privacy necessary for the situation. Before muting or deactivating their BWC, the member should verbally narrate the reason on the recording. As soon as possible once the privacy concern is no longer an issue, or when circumstances change so that the privacy concern no longer outweighs the department's interest in recording the event (e.g., the individual becomes combative, the conversation ends), the member should unmute or reactivate their BWC and verbally note that recording has resumed. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Body-Worn Cameras-4 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Body-Worn Cameras 711.5.3 LIVESTREAMING Livestreaming enables authorized individuals to remotely view the audio and video captured by a member's BWC in real time. Only supervisors approved by the Fire Chief or the authorized designee shall have access to livestreaming capabilities. Livestreaming should only be activated: (a) For purposes of member safety when the member is not responding to their radio or there is some other indication of distress. (b) When requested by the member. 711.5.4 DOCUMENTATION Members are encouraged to provide narration while using a BWC when it would be useful to provide context or clarification of the events being recorded. However, the use of a BWC is not a replacement for written reports and should not be referred to in a written report in place of detailing the event. 711.6 UPLOADING BWC MEDIA Members should upload and tag BWC media as soon as practicable following the conclusion of an event, but no later than the end of their shift unless otherwise authorized by a supervisor. 711.6.1 TAGGING BWC MEDIA Members should tag all media captured by their BWC with their name and/or identification number, the case or incident number, and the event type. BWC media should be tagged upon uploading or, if capabilities permit tagging in the field, as close to the time of the event as possible. If more than one event type applies to BWC media, it should be tagged with each event type. If BWC media can only be tagged with a single event type, the media should be tagged using the event type with the longest retention period. BWC media depicting sensitive circumstances or events should be tagged as restricted. BWC media should be flagged for supervisor review when it pertains to a significant event such as: (a) An incident that is the basis of a formal or informal complaint or is likely to result in a complaint. (b) When a member has sustained a serious injury or a line-of-duty death has occurred. (c) When a firearm discharge or use of force incident has occurred by a fire investigator. (d) An event that has attracted or is likely to attract significant media attention. Supervisors should conduct audits at regular intervals to confirm BWC media is being properly uploaded and tagged by their subordinates. 711.7 BWC MEDIA All BWC media is the sole property of the Department. Members shall have no expectation of privacy or ownership interest in the content of BWC media. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Body-Worn Cameras-5 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Body-Worn Cameras All BWC media shall be stored and transferred in a manner that is physically and digitally secure with appropriate safeguards to prevent unauthorized modification, use, release, or transfer in accordance with the HIPAA Security Rule (45 CFR 160 et seq.). Contracts with any third-party vendors for the storage of BWC media should include provisions specifying that all BWC media remains the property of the Department and shall not be used by the vendor for any purpose without explicit approval of the Fire Chief or the authorized designee. Members shall not alter, copy, delete, release, or permit access to BWC media other than as permitted in this policy without the express consent of the Fire Chief or the authorized designee. BWC media systems should not be accessed using personal devices unless authorized by the Fire Chief or the authorized designee. 711.7.1 ACCESS AND USE OF BWC MEDIA BWC media systems shall only be accessed by authorized members using the member's own login credentials and in accordance with the Information Technology Use Policy. BWC media shall only be accessed and viewed for legitimate department-related purposes in accordance with the following guidelines: (a) BWC media tagged as restricted should only be accessible by those designated by the Fire Chief or the authorized designee. (b) BWC media is not intended to be part of patient care records and should not be viewed by members for purposes of providing patient care or completing reports. (c) BWC media may be utilized for a company-level or formal post-incident analysis when approved by the Fire Chief or the authorized designee. (d) A member testifying regarding a department-related event may review the pertinent BWC media before testifying. (e) Supervisors are permitted to access and view BWC media of their subordinates. 1. Supervisors should review BWC media that is tagged as a significant event or that the supervisor is aware pertains to a significant event. 2. Supervisors should conduct periodic reviews of their subordinate's BWC media to evaluate the member's performance, verify compliance with department procedures, and determine the need for additional training. The review should include a variety of event types when possible. Supervisors should review BWC media with the recording member when it would be beneficial to provide guidance or to conduct one-on-one informal training for the member. 3. Supervisors should conduct periodic reviews of a sample of each subordinate's BWC media to evaluate BWC use and ensure compliance with this policy. (f) The Training Coordinator is permitted to access and view BWC media for training purposes. 1. The Training Coordinator should conduct a quarterly review of a random sampling of BWC media to evaluate department performance and effectiveness Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Body-Worn Cameras-6 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Body-Worn Cameras and to identify specific areas where additional training or changes to protocols would be beneficial. 2. The Training Coordinator may use BWC media for training purposes with the approval of the Fire Chief or the authorized designee and in accordance with HIPAA. The Training Coordinator should use caution to avoid embarrassing or singling out a member and, to the extent practicable, should seek consent from the members appearing in the BWC media before its use for training. When practicable, sensitive issues depicted in BWC media should be redacted before being used for training. (g) The Custodian of Records may access BWC media when necessary to conduct department-related duties. (h) The BWC coordinator may access BWC media and the BWC media system as needed to ensure the system is functioning properly, provide troubleshooting assistance, conduct audits, and fulfill other responsibilities related to their role. BWC media containing protected health information (PHI) is subject to the HIPAA Privacy Rule and shall only be used or disclosed for permitted purposes unless express written consent has been obtained from the patient (see the Patient Medical Record Security and Privacy Policy) (45 CFR § 164.506(c)). Members should take reasonable steps (e.g., redaction) to limit the amount of PHI in BWC media to the minimum amount necessary to accomplish the authorized purpose (45 CFR 164.502(b)). 711.7.2 PUBLIC ACCESS Unless disclosure is required by law or a court order, BWC media should not be released to the public if it unreasonably violates a person's privacy or sense of dignity or depicts the interior of: (a) A private residence. (b) A facility that offers health care, mental health or substance abuse treatment, or social services. (c) A school building. (d) Any other building in which public access is restricted or which implicates heightened security concerns. Requests for the release of BWC media shall be processed in accordance with the Release of Records and Patient Medical Record Security and Privacy policies. The Custodian of Records should review BWC media before public release. 711.8 RETENTION OF BWC MEDIA BWC media should be retained in accordance with state records retention laws. Unless circumstances justify continued retention, BWC media should be permanently deleted upon the expiration of the retention period in a way that it cannot be retrieved. BWC media shall not otherwise be deleted by any person without the authorization of the Fire Chief or the authorized designee. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Body-Worn Cameras-7 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Body-Worn Cameras 711.9 FIRE INVESTIGATORS Fire investigators are permitted to use BWCs for evidentiary or other investigatory purposes. The following guidelines apply to members serving as fire investigators: (a) BWCs should be activated during the performance of fire investigation or law enforcement-related functions. 1. A fire investigator may temporarily mute or deactivate their BWC to protect the privacy of a victim or witness, when an individual wishes to provide information anonymously, when discussing case tactics or strategy, or during private conversations with other members or emergency responders. The reason should be narrated while recording before muting or deactivating. Upon the conclusion of the discussion, the fire investigator should immediately reactivate or unmute the BWC and narrate that the BWC has returned to actively recording. (b) Each incident report should reflect either "BWC available" or "BWC unavailable" and should include: 1. The identity of each individual appearing in the BWC media to the extent practicable. 2. An explanation of why BWC media is unavailable for all or part of the event (e.g., malfunction, battery issue, privacy concern). 3. If livestreaming was activated during the event, the reason for livestreaming and the members who participated. (c) The fire investigator may review their BWC media for investigation-related purposes and should document in their report if they reviewed BWC media before completing the report. (d) BWC media relevant to a criminal prosecution should be exported from the BWC media system and securely transferred to digital evidence storage. Evidentiary BWC media is subject to the same laws, policies, and procedures as all other evidence, including chain of custody, accessibility, and retention periods. 711.10 TRAINING The BWC coordinator should ensure that each member issued a BWC receives initial training before use, and periodic refresher training thereafter. Training should include: (a) Proper use of the BWC device and accessories. (b) When BWC activation is required, permitted, and prohibited. (c) How to respond to an individual's request to stop recording. (d) Proper use of the BWC media systems, including uploading and tagging procedures. (e) Security procedures for BWC media, including appropriate access and use in accordance with HIPAA and other privacy laws. Members who are not issued a BWC but who have access to BWC media systems shall receive training on the BWC media system, including appropriate access, use, and security procedures. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Body-Worn Cameras-8 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 801 Jeffersonville Fire Department Policy Manual Release of Records 801.1 PURPOSE AND SCOPE This policy establishes guidelines for the public to inspect and obtain copies of public records. Inspection and release of records with protected health information is covered in the Patient Medical Record Security and Privacy Policy. 801.2 POLICY The Jeffersonville Fire Department is committed to providing public access to records consistent with the Indiana Access to Public Records Act (I.C. § 5-14-3-1). 801.3 PROCESSING REQUESTS FOR PUBLIC RECORDS Any member who receives a request for records shall route the request to the Custodian of Records or the authorized designee. 801.3.1 REQUESTS FOR RECORDS The processing of requests for records is subject to the following: (a) All requests for public records shall be in writing or on a form supplied by the Department and shall identify with reasonable particularity the record being requested (I.C. § 5-14-3-3). (b) If the requester is physically present in the Department at the time of the request to inspect or obtain a copy of a record, the Custodian of Records or the authorized designee shall respond to the request within 24 hours. (c) If a request is received by mail or facsimile, a written response shall be provided to the requester within seven days of receipt. (d) The Department is not required to create records that do not exist. (e) Within a reasonable time after the request is received by the Department, the Custodian of Records or the authorized designee shall make records or copies available to the requester as provided by I.C. § 5-14-3-3. (f) Copies of electronic data may be provided in the medium requested if it is compatible with the department's system (I.C. § 5-14-3-3). (g) When a record contains material with release restrictions and material that is not subject to release restrictions, the restricted material shall be redacted and the unrestricted material released (I.C. § 5-14-3-6). 1. A copy of the redacted release should be maintained as evidence of what was actually released and should document the reasons for the redactions. 801.3.2 DENIALS A denial of a written request for a public record shall (I.C. § 5-14-3-9): (a) Be denied in writing. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Release of Records- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Release of Records 1. Within 24 hours of receipt of a request made in person. 2. Within seven days of a receipt of a request made by mail or facsimile. (b) Include a statement of the specific exemption or exemptions authorizing the withholding of all or part of the record. (c) Include the name and the title or position of the person responsible for the denial. 801.4 RELEASE RESTRICTIONS Examples of records with release restrictions include (I.C. § 5-14-3-4): (a) Patient Care Reports (PCRs), except for certain information as provided in I.C. § 16-31-2-11(d)(45 CFR 164.502) (see the Patient Medical Record Security and Privacy Policy). (b) Personnel files, except for a member's compensation, job title, business address and telephone number,job description, education and training background, previous work experience, or dates of first and last employment of present or former officers or members of the Department. (c) Social Security numbers. (d) Member's home address, telephone number, and emergency contact information. (e) Work product of an attorney representing the Department. (f) Arson investigations. (g) Test questions, scoring keys, and other examination data used to administer an examination for employment. (h) Interagency or intra-agency advisory or deliberative material. (i) Computer programs, computer codes, computer filing systems, and other software owned by the Department or entrusted to the Department and portions of electronic maps entrusted to the Department by a utility. (j) Records where disclosure is exempt or prohibited pursuant to provisions of federal or state law, including but not limited to provisions of the Rules of Evidence relating to privilege. (k) Records that relate to archeological site information (I.C. § 14-21-1-32; I.C. § 5-14-3-6.5). (I) School safety plans and associated information as provided in I.C. § 10-21-1-10 and I.C. § 10-21-1-12. (m) Any other record made confidential by Indiana law, federal law, or rule adopted by a public agency under specific authority to classify public records as confidential granted to the public agency by statute. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. 'DRAFT*" Release of Records-2 Published with permission by Jeffersonville Fire Department DRAFT ** Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Release of Records 801.5 RELEASED RECORDS TO BE MARKED Each page of any record released pursuant to this policy should be stamped in a colored ink or otherwise electronically marked to indicate the department name and to whom the record was released. Copyright Lexipol,LLC 2025/01/09,AD Rights Reserved. ***DRAFT*** Release of Records-3 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 905 Jeffersonville Fire Department Policy Manual Body Armor 905.1 PURPOSE AND SCOPE The Jeffersonville Fire Department is committed to reducing or eliminating occupational risks and hazards whenever possible in an effort to improve member safety. The purpose of this policy is to identify body armor as a practical safety measure that should be used to reduce some of the occupational risks and hazards confronting members. 905.2 POLICY It is the policy of the Jeffersonville Fire Department to provide body armor to department members who may be exposed to any of the occupational risks and hazards the armor is designed to protect against.The Jeffersonville Fire Department authorizes members to utilize department-issued body armor whenever members believe it may be prudent or appropriate to do so. It is not the intent of the Department to have members utilize body armor on a routine basis, but rather to have body armor available to personnel for situations that may be violent, potentially violent, or otherwise pose a risk to safety that the use of body armor could reduce or eliminate. A supervisor may mandate the use of body armor in any situation or circumstance that may warrant the use of armor. 905.3 SUPERVISORY AUTHORITY AND USE CONSIDERATIONS (a) For the purposes of this policy, a supervisor may be defined as: 1. The Incident Commander (IC) directing any incident. 2. Any supervisor in the Incident Command System (ICS) chain of command directing or supervising the activities of assigned personnel. 3. The Company Officer in charge of any apparatus or crew. 4. The senior member of any crew or functional unit when no clear lines of rank or authority exist (e.g., the senior member of a two-person rescue unit crew). (b) In certain situations, supervisors and members of the Department should strongly consider utilizing body armor. These situations include: 1. Incidents involving mass civil disturbances, rioting, or looting. 2. Incidents involving large-scale protesting or organized civil disturbances. 3. Incidents involving confrontations between rival street gangs, motorcycle gangs, or other criminal enterprises. 4. Incidents involving gunshots fired when reports or personal observations indicate that shooting is ongoing. 5. Incidents involving groups or organizations with a known history of violent encounters or activities. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Body Armor- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Body Armor 6. Any incident when law enforcement representatives recommend the use of body armor. 905.4 CONCEALMENT OF BODY ARMOR Whenever practicable, members of the Department who utilize body armor should cover the armor with an overgarment that effectively conceals the armor from public view or recognition. In the event of an unanticipated violent encounter during an incident, members may don body armor without regard to concealment. 905.5 STORAGE OF BODY ARMOR All department-issued body armor should be stored in full compliance with the manufacturer's guidance. Generally, all body armor should be stored such that it is not subject to direct sunlight or extreme temperatures and is protected from moisture or high humidity. Body armor should be stored in a location that is reasonably accessible to members, as needed. During times of known or anticipated violent events, body armor may be temporarily moved to and stored in any location that makes it more readily and quickly accessible to members. 905.6 MAINTENANCE AND SERVICE LIFE OF BODY ARMOR All department-issued body armor shall be inspected and maintained in accordance with the manufacturer's instructions or in accordance with nationally recognized standards. All department body armor will be immediately removed from service at any time that it is obviously damaged, any time it fails the manufacturer's inspection criteria, or when it has exceeded its rated service life. 905.7 SELECTION AND PROCUREMENT OF BODY ARMOR Body armor provided by the Department shall comply with nationally recognized public safety standards for body armor. Body armor provided to personnel exposed to ballistic risks or other hostile threats should be consistent with expected duties. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Body Armor-2 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 910 Jeffersonville Fire Department Policy Manual Health and Safety Officer (HSO) 910.1 PURPOSE AND SCOPE The purpose of this policy is to establish the minimum qualifications for, and specify the duties and responsibilities of, the Health and Safety Officer (HSO). 910.2 POLICY It is the policy of the Jeffersonville Fire Department that the HSO will be appointed by the Fire Chief or the authorized designee and shall be responsible for the duties described in this policy and other duties as assigned. When the HSO is unavailable, the Fire Chief or the authorized designee shall identify a replacement. 910.3 QUALIFICATIONS The department's HSO should be a member with qualifications and training that include: (a) Knowledge of federal, state, and local laws regarding occupational health and safety applicable to the fire service. (b) Knowledge of the physical health and behavioral health and fitness factors unique to the fire service. (c) Knowledge of health and safety hazards involved in firefighting and related activities. (d) Experience in fire suppression, Emergency Medical Services (EMS), and instruction. (e) Familiarity with the operation of the department's apparatus and equipment, including emergency communications equipment. (f) Management skills appropriate to the operation of a health and safety program. (g) The physical capability to conduct operations at an incident scene. (h) The following certifications and courses (NFPA 1521; 655 I.A.C. 4-3-50): 1. Fire Instructor I (NFPA Instructor I) 2. NFPA Instructor II 3. NFPA Fire Officer I 4. Training program management 5. Incident Safety Officer 6. Health and Safety Officer 910.4 ADMINISTRATIVE RESPONSIBILITIES The HSO's administrative responsibilities shall include but are not limited to (29 CFR 1910.132; 620 I.A.C. 1-1-1): Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Health and Safety Officer(HSO)- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Health and Safety Officer (HSO) • Developing and maintaining the Illness and Injury Prevention Program (IIPP) and general department) safety standards, and serving as the chair of the Health and Safety Committee (see the Illness and Injury Prevention Program Policy. • Ensuring that health and safety regulations are followed and that any violations or deficiencies are immediately corrected and reported to the Fire Chief or the authorized designee. • Ensuring that information provided to the Fire Chief or the authorized designee involving safety issues is also provided to the Health and Safety Committee for review. • Conducting regular safety inspections. • Serving as a resource for department officers regarding health and safety matters. • Identifying, documenting, and notifying members of workplace safety hazards. • Researching, identifying, and recommending appropriate safety equipment and personal protective equipment (PPE). • Coordinating with the Training Coordinator for the development and implementation of behavioral and physical health and safety training topics (see the Wellness and Fitness Program POlicy). • Providing safety supervision at training activities when requested. • Developing and distributing safety information to members. • Ensuring that accidents, exposures, and injuries are thoroughly investigated. • Developing and maintaining accident, injury, and exposure statistics, reporting on trends, and making recommendations to prevent a reoccurrence. • Ensuring accidents are investigated and procedures are in place so that investigations will be handled appropriately. 910.5 RESPONSE DUTIES Whenever available, the HSO will respond to the following incidents and assume the position of Incident Safety Officer to monitor scene safety and enforce appropriate health and safety practices: • Working structure fires • Greater alarm assignments • Hazardous materials (HAZMAT) incidents • Rescue response incidents, including trench, confined space, high angle, structural collapse, and water rescues • Serious injury or death of an on-duty member • Injuries to third parties that may result in hospitalization • Upon the request of an Incident Commander due to special or unusual circumstances Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Health and Safety Officer(HSO)-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Health and Safety Officer (HSO) 910.6 HEALTH AND SAFETY INCIDENT REVIEW The HSO should review health and safety incident reports and ensure copies are forwarded to the Health and Safety Committee (see the Illness and Injury Prevention Program Policy). Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Health and Safety Officer(HSO)-3 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 912 Jeffersonville Fire Department Policy Manual Fire Station Safety 912.1 PURPOSE AND SCOPE The purpose of this policy is to establish safety procedures for the Jeffersonville Fire Department members to follow, with the intent of reducing or eliminating workplace injuries or illnesses to both members and the public. This policy does not repeat procedures already covered in the Communicable Diseases Policy that relate to fire station safety. 912.2 POLICY It is the policy of the Jeffersonville Fire Department that all members should be involved in daily activities that are designed to provide a safe and healthy workplace and reduce or eliminate injuries or illnesses, both in the field and in the fire station. This policy addresses safety activities in the fire station. All members are expected to follow the procedures outlined in the policy for the safety of themselves, other members, and any visitors to the fire station. Safety practices specific to incident type or task are addressed in other policies. 912.3 PROCEDURE For the safety of all occupants, the on-duty Company Officer at each fire station is responsible for ensuring the following procedures are applied to activities conducted in the fire station: (a) Personal protective equipment (PPE) 1. Use adequate eye and face protection when there is a risk of eye injuries such as punctures, abrasions, contusions, or burns as a result of contact with flying particles, hazardous substances, or projections. This includes but is not limited to working with grinders, drills, saws, welding equipment, mowers, and edgers, and while working under vehicles. 2. Use hand protection when the work involves exposure to materials that are likely to cause cuts, burns, or exposure to chemicals (e.g., working with trimmers, pruners, or other tools). 3. Wear hearing protection in compliance with the Hearing Conservation and Noise Control Training Policy. (b) Housekeeping and personal hygiene 1. Maintain all rooms, kitchens, offices, hallways, stairways, storage rooms, and apparatus rooms in a clean, orderly, and sanitary condition. 2. Clean and repair the source of water leaks quickly to avoid mold growth. 3. Smoking is prohibited in the building or within 20 feet of an entrance, exit, or operable window, as provided in the Smoking and Tobacco Use Policy. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Station Safety- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Fire Station Safety 4. Avoid using compressed air to blow dirt, chips, or dust from clothing while it is being worn. 5. Maintain cooking appliances and eating utensils in good working order. 6. Clean kitchen hoods and vents at least monthly. Ensure the hood light is installed and functioning. 7. Provide and clearly label first-aid supplies. 8. Post signs in all restrooms reminding employees/visitors to wash their hands. (c) Cooking 1. Use caution while cutting food with a kitchen knife. Be sure the item is secure on a flat surface before attempting to cut it. 2. Use potholders to avoid burns when removing hot items from the oven and/or stovetop. 3. Do not let pot handles extend over the counter. (d) Safe lifting 1. Store heavy or awkward objects at approximately waist level to prevent unnecessary lifting. 2. Use team lifting for heavy or awkward objects that need to be lifted above waist level. Do not attempt to lift or carry more than you can easily handle. Injuries frequently occur from lifting items such as out-of-county bags, drug boxes, and map boxes. 3. Practice safe-lifting techniques: Use the legs to lift; keep the back straight and do not twist while lifting; keep the body as close as possible to the object being lifted. (e) Walking surfaces and exits 1. Ensure all primary exit routes are obvious, marked with an "Exit" sign, and free of obstructions. 2. Remove any objects that block hallways and/or passageways. 3. Clean up or repair potential slip or trip hazards immediately on apparatus bay floors, kitchen floors, bathroom floors, hallways, and outdoor walkways. 4. Ensure stairways are in good condition with standard railings provided for every flight having four or more risers. 5. Ensure handrails are of sufficient strength and proper design for all stairways and floor openings. 6. Ensure all areas of the building are adequately illuminated. 7. Ensure beds are located to cause minimum interference during dressing. (f) Apparatus floor 1. Mark ladders, pike poles, and other items projecting from the apparatus clearly with brightly colored flags, stripes, or other identification. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Station Safety-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Fire Station Safety 2. Exercise caution and use handrails when exiting apparatus. 3. Maintain apparatus doors in a safe, operable condition. 4. Maintain adequate clearance for vehicles under apparatus doors. (g) Equipment, machinery, and tools 1. Observe safety precautions when operating all equipment, machinery, and tools. 2. Avoid using defective equipment, such as ladders with broken rungs or power equipment without proper safety protection. Repair or replace defective equipment before use. 3. Mount all equipment and machinery securely to the surface on which it sits. 4. Ensure grinders and grinding wheels are adequately guarded. Guarding must include work rests, tool rests, eye shields, and spindle/nut/flange coverage. 5. Work rests and tool rests on grinders shall be within 1/8 inch and 1/4 inch respectively to the grinding wheel. 6. Ensure all power tools are adequately grounded. 7. Store maintenance hand tools safely when not being used. They shall be maintained and periodically inspected to ensure they are in a safe and operable condition. 8. Portable ladders shall be adequate for their purpose, in good condition, and have secure footing. 9. Fixed ladders shall be equipped with side rails, cages, or special climbing devices. (h) Electrical wiring, fixtures, and controls 1. Maintain 36 inches of clear access around all electrical control panels. 2. Label electrical switches and circuit breakers with their purpose. 3. Ensure all electrical outlets have cover plates that are secured to the wall outlets. 4. Ensure all extension cords are properly grounded and approved. 5. Avoid using flexible cords and cables as a substitute for fixed wiring. 6. Avoid hanging electrical cords on pipes or nail hooks. 7. Check all electrical cords for fraying or exposed plug wiring. 8. Ensure all electrical tools do not have damaged power cords or plugs, worn switches, defective ground circuits, or other faults that could render them unsafe for use. (i) Fire extinguishers and fire prevention 1. Ensure fire extinguishers are of the proper type for the expected hazards. 2. Maintain portable fire extinguishers in a fully operable condition. Copyright Lexipol,LLC 2025/01/09,AD Rights Reserved. ***DRAFT*** Fire Station Safety-3 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Fire Station Safety 3. Ensure fire extinguishers have a durable tag securely attached to show the maintenance or recharge date. 4. Test the fire alarm system at least annually. 5. Ensure a qualified person services the sprinkler system at least annually. 6. Check smoke detectors periodically to ensure they are working properly. 7. Maintain at least 18 inches of clearance below all sprinkler heads. (j) Hazardous materials and exposure prevention 1. Label all hazardous materials containers with the name of the hazardous material, applicable hazard warning, and the name and address of the manufacturer, importer, or responsible party. 2. Evaluate compatibility of hazardous materials before they are stored. Incompatible hazardous materials shall be separated by distance, partitions, dikes, berms, or secondary containment. 3. Store hazardous materials separately from food, food preparation, and eating areas. 4. Store ignitable liquids in an approved, vented flammable and combustible liquids storage cabinet (675 I.A.C. 22-2.5-37). 5. Use safety containers with self-closing lids for the storage of flammable liquids and soiled oily rags. 6. Store cylinders of compressed gas in an upright position, away from combustible materials. 7. Avoid wearing or storing turnout gear in the living quarters or buildings. 8. Clean living quarters thoroughly on a regular basis, including vacuuming or frequently washing blankets, drapes, and upholstered furniture. 9. Wash clothing regularly, taking care not to spread contamination by taking clothing home. 10. Use vehicle exhaust collection systems effectively by following all guidelines and manufacturer's recommendations. 11. Perform regular vehicle inspection and maintenance to minimize diesel particulate and gas emissions. (k) Communicable diseases- If a member has been exposed to a hazardous material or a communicable disease, follow the reporting procedure in the Communicable Diseases Policy. (I) On-duty physical fitness activities - For safety guidelines during physical fitness, see the Physical Fitness and the Wellness Program policies. (m) Visitor safety - For visitor safety guidelines, see the Community Fire Station Visitation Program Policy. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Station Safety-4 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 912 Jeffersonville Fire Department Policy Manual Fire Station Safety 912.1 PURPOSE AND SCOPE The purpose of this policy is to establish safety procedures for the Jeffersonville Fire Department members to follow, with the intent of reducing or eliminating workplace injuries or illnesses to both members and the public. This policy does not repeat procedures already covered in the Communicable Diseases Policy that relate to fire station safety. 912.2 POLICY It is the policy of the Jeffersonville Fire Department that all members should be involved in daily activities that are designed to provide a safe and healthy workplace and reduce or eliminate injuries or illnesses, both in the field and in the fire station. This policy addresses safety activities in the fire station. All members are expected to follow the procedures outlined in the policy for the safety of themselves, other members, and any visitors to the fire station. Safety practices specific to incident type or task are addressed in other policies. 912.3 PROCEDURE For the safety of all occupants, the on-duty Company Officer at each fire station is responsible for ensuring the following procedures are applied to activities conducted in the fire station: (a) Personal protective equipment (PPE) 1. Use adequate eye and face protection when there is a risk of eye injuries such as punctures, abrasions, contusions, or burns as a result of contact with flying particles, hazardous substances, or projections. This includes but is not limited to working with grinders, drills, saws, welding equipment, mowers, and edgers, and while working under vehicles. 2. Use hand protection when the work involves exposure to materials that are likely to cause cuts, burns, or exposure to chemicals (e.g., working with trimmers, pruners, or other tools). 3. Wear hearing protection in compliance with the Hearing Conservation and Noise Control Training Policy. (b) Housekeeping and personal hygiene 1. Maintain all rooms, kitchens, offices, hallways, stairways, storage rooms, and apparatus rooms in a clean, orderly, and sanitary condition. 2. Clean and repair the source of water leaks quickly to avoid mold growth. 3. Smoking is prohibited in the building or within 20 feet of an entrance, exit, or operable window, as provided in the Smoking and Tobacco Use Policy. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Station Safety- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Fire Station Safety 4. Avoid using compressed air to blow dirt, chips, or dust from clothing while it is being worn. 5. Maintain cooking appliances and eating utensils in good working order. 6. Clean kitchen hoods and vents at least monthly. Ensure the hood light is installed and functioning. 7. Provide and clearly label first-aid supplies. 8. Post signs in all restrooms reminding employees/visitors to wash their hands. (c) Cooking 1. Use caution while cutting food with a kitchen knife. Be sure the item is secure on a flat surface before attempting to cut it. 2. Use potholders to avoid burns when removing hot items from the oven and/or stovetop. 3. Do not let pot handles extend over the counter. (d) Safe lifting 1. Store heavy or awkward objects at approximately waist level to prevent unnecessary lifting. 2. Use team lifting for heavy or awkward objects that need to be lifted above waist level. Do not attempt to lift or carry more than you can easily handle. Injuries frequently occur from lifting items such as out-of-county bags, drug boxes, and map boxes. 3. Practice safe-lifting techniques: Use the legs to lift; keep the back straight and do not twist while lifting; keep the body as close as possible to the object being lifted. (e) Walking surfaces and exits 1. Ensure all primary exit routes are obvious, marked with an "Exit' sign, and free of obstructions. 2. Remove any objects that block hallways and/or passageways. 3. Clean up or repair potential slip or trip hazards immediately on apparatus bay floors, kitchen floors, bathroom floors, hallways, and outdoor walkways. 4. Ensure stairways are in good condition with standard railings provided for every flight having four or more risers. 5. Ensure handrails are of sufficient strength and proper design for all stairways and floor openings. 6. Ensure all areas of the building are adequately illuminated. 7. Ensure beds are located to cause minimum interference during dressing. (f) Apparatus floor 1. Mark ladders, pike poles, and other items projecting from the apparatus clearly with brightly colored flags, stripes, or other identification. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Station Safety-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Fire Station Safety 2. Exercise caution and use handrails when exiting apparatus. 3. Maintain apparatus doors in a safe, operable condition. 4. Maintain adequate clearance for vehicles under apparatus doors. (g) Equipment, machinery, and tools 1. Observe safety precautions when operating all equipment, machinery, and tools. 2. Avoid using defective equipment, such as ladders with broken rungs or power equipment without proper safety protection. Repair or replace defective equipment before use. 3. Mount all equipment and machinery securely to the surface on which it sits. 4. Ensure grinders and grinding wheels are adequately guarded. Guarding must include work rests, tool rests, eye shields, and spindle/nut/flange coverage. 5. Work rests and tool rests on grinders shall be within 1/8 inch and 1/4 inch respectively to the grinding wheel. 6. Ensure all power tools are adequately grounded. 7. Store maintenance hand tools safely when not being used. They shall be maintained and periodically inspected to ensure they are in a safe and operable condition. 8. Portable ladders shall be adequate for their purpose, in good condition, and have secure footing. 9. Fixed ladders shall be equipped with side rails, cages, or special climbing devices. (h) Electrical wiring, fixtures, and controls 1. Maintain 36 inches of clear access around all electrical control panels. 2. Label electrical switches and circuit breakers with their purpose. 3. Ensure all electrical outlets have cover plates that are secured to the wall outlets. 4. Ensure all extension cords are properly grounded and approved. 5. Avoid using flexible cords and cables as a substitute for fixed wiring. 6. Avoid hanging electrical cords on pipes or nail hooks. 7. Check all electrical cords for fraying or exposed plug wiring. 8. Ensure all electrical tools do not have damaged power cords or plugs, worn switches, defective ground circuits, or other faults that could render them unsafe for use. (i) Fire extinguishers and fire prevention 1. Ensure fire extinguishers are of the proper type for the expected hazards. 2. Maintain portable fire extinguishers in a fully operable condition. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Station Safety-3 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Fire Station Safety 3. Ensure fire extinguishers have a durable tag securely attached to show the maintenance or recharge date. 4. Test the fire alarm system at least annually. 5. Ensure a qualified person services the sprinkler system at least annually. 6. Check smoke detectors periodically to ensure they are working properly. 7. Maintain at least 18 inches of clearance below all sprinkler heads. (j) Hazardous materials and exposure prevention 1. Label all hazardous materials containers with the name of the hazardous material, applicable hazard warning, and the name and address of the manufacturer, importer, or responsible party. 2. Evaluate compatibility of hazardous materials before they are stored. Incompatible hazardous materials shall be separated by distance, partitions, dikes, berms, or secondary containment. 3. Store hazardous materials separately from food, food preparation, and eating areas. 4. Store ignitable liquids in an approved, vented flammable and combustible liquids storage cabinet (675 I.A.C. 22-2.5-37). 5. Use safety containers with self-closing lids for the storage of flammable liquids and soiled oily rags. 6. Store cylinders of compressed gas in an upright position, away from combustible materials. 7. Avoid wearing or storing turnout gear in the living quarters or buildings. 8. Clean living quarters thoroughly on a regular basis, including vacuuming or frequently washing blankets, drapes, and upholstered furniture. 9. Wash clothing regularly, taking care not to spread contamination by taking clothing home. 10. Use vehicle exhaust collection systems effectively by following all guidelines and manufacturer's recommendations. 11. Perform regular vehicle inspection and maintenance to minimize diesel particulate and gas emissions. (k) Communicable diseases- If a member has been exposed to a hazardous material or a communicable disease, follow the reporting procedure in the Communicable Diseases Policy. (I) On-duty physical fitness activities - For safety guidelines during physical fitness, see the Physical Fitness and the Wellness Program policies. (m) Visitor safety - For visitor safety guidelines, see the Community Fire Station Visitation Program Policy. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Fire Station Safety-4 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 917 Jeffersonville Fire Department Policy Manual Personal Firearms 917.1 PURPOSE AND SCOPE The purpose of this policy is to promote the safety of all members by providing guidance on the possession of firearms in the workplace. 917.2 POLICY The Jeffersonville Fire Department will make reasonable efforts to reduce risk to members and the public by placing limitations on firearms being brought onto department property or carried by members while on-duty or while representing the Department in any capacity. 917.3 PROHIBITIONS Members are prohibited from possessing a firearm while on-duty or while on or in department property or vehicles except as provided in this policy and consistent with state law. 917.4 FIREARMS IN VEHICLES Members are permitted to store a firearm in their personal vehicle parked on department property, provided the firearm is locked in the trunk of the member's vehicle, kept in the glove compartment of the member's locked vehicle, or stored out of plain sight in the member's locked vehicle (I.C. § 35-47-2-1). Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Personal Firearms- 1 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 1001 Jeffersonville Fire Department Policy Manual Classification Specifications 1001.1 PURPOSE AND SCOPE The purpose of this policy is to establish the origin and maintenance processes of the job classifications applicable to the Jeffersonville Fire Department. 1001.2 POLICY It is the policy of the Jeffersonville Fire Department to coordinate with the Department of Human Resources for the development of job classifications unique to the Department. 1001.3 PROCEDURE The Fire Chief should appoint an officer from the Administration Division to work with the Department of Human Resources to develop, update and maintain the job classifications. These should include information from collective bargaining agreements with each employee group; should identify the duties and responsibilities, authority, reporting requirements and chain of command for the member; and should include expected working hours, attire and working location. 1001.3.1 POSITION DESCRIPTIONS Multiple position descriptions may be needed for each job specification (e.g., a Company Officer assigned to the Training Bureau will have the same job specification, but will have a considerably different position description than a Company Officer assigned to the Fire Suppression Division). Position descriptions may be addressed in the collective bargaining agreements with the various employee groups or in the Position Descriptions Policy. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Classification Specifications- 1 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 1 005 Jeffersonville Fire Department Policy Manual Reporting for Duty 1005.1 PURPOSE AND SCOPE This policy describes the department's expectations of its employees when reporting for duty, to ensure that all members are fully capable of functioning in their capacity. 1005.2 POLICY It is the policy of this department to identify the expectations required of its members when reporting for duty in order to provide efficient and quality services to the community and to provide for the safety of its members. 1005.3 PUNCTUALITY All members should be punctual and be ready to immediately perform their duties at 0700. Members that are not present at 0700, will be considered AWOL and subject to disciplinary action. That member will immediately be placed on leave for the entire shift. lose the first half of their shift (0700-1-900). Time will be deducted from the members sick time. 1005.4 RELIEF Members are required to remain on-duty until relieved. Upon entering the station, it is the member's responsibility to contact the member being relieved and receive a briefing. Members staying beyond their assigned shift for a tardy member, and whom wish to be compensated, shall notify the Battalion Chief. Company Officers shall remain on-duty until change-of-crew unless they are relieved or otherwise directed by a Battalion Chief. Company Officers may not be absent from their place of assignment without the specific permission of a Battalion Chief. 1005.5 READINESS FOR DUTY Upon reporting for duty, all members should prepare themselves and their gear to be immediately available to respond to calls for service. This should include, but is not limited to, placing personal protective equipment (PPE) on the member's assigned apparatus by 0700. 1005.6 PERSONAL APPEARANCE All members should don the appropriate uniform prior to the start of their work assignments and be properly attired at all times when representing the Department. Each member should wear the appropriate uniform or protective equipment that has been approved for the activity being performed. 1005.7 CLEANLINESS All members should keep their persons, uniforms, desks, cars, beds and lockers in a neat and clean condition. If a persistent problem is noticed, the member should be notified immediately. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Reporting for Duty- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Reporting for Duty 1005.8 INABILITY TO REPORT FOR DUTY Members should notify their Company Officer at his/her duty assignment location as soon as practicable of any inability to report for duty at the time required. If members are unable to make contact with the Company Officer at the duty station, members should notify the duty Battalion Chief. 1005.9 EMERGENCY RECALL Upon receipt of an emergency recall, without delay, members should secure and/or stabilize their home and family, and report for duty at the appropriate work location. Members shall recognize the potential for emergency recall and take measures in advance to properly prepare their families. Except when otherwise instructed, members should travel to their normal work assignment once they have received the notice of recall. Members shall not leave their duty assignments until properly relieved. Members shall follow the procedures detailed in the Emergency Recall Policy. 1005.10 RELIEVED FROM DUTY FOR VIOLATIONS Any Company Officer may relieve a member under his/her command from duty, when, in the Company Officer's judgment, an alleged offense committed is sufficiently serious to warrant immediate action. A report of such action shall be immediately made to the appropriate Battalion Chief, followed by written charges and documentation in accordance with department procedures. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Reporting for Duty-2 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 1 009 Jeffersonville Fire Department Policy Manual Conduct and Behavior 1009.1 PURPOSE AND SCOPE The purpose of this policy is to provide guidelines to prevent activities or behaviors that may lead to disciplinary actions or dismissal. 1009.2 POLICY It is the policy of this department that its members strive to attain the highest professional standard of conduct and discharge their duties in a courteous and professional manner. 1009.3 PROFESSIONAL CONDUCT All members should be governed by the ordinary and reasonable rules of behavior observed by law-abiding and self-respecting citizens, and should conduct themselves at all times in such manner as to reflect favorably on the Department. Conduct unbecoming of a member shall include that which discredits the Department or the person as a member of the Department or which impairs the operation or efficiency of the Department or its members. All members should conduct themselves in a manner that will not impair the good order and discipline of the Department. Members should not, while on-duty, indulge in hazing or bullying; offensive, obscene, or uncivil language; verbal or physical altercations or threats thereof; or conduct which might cause injury to another person. All members of the Department should be familiar with the expected standard of behavior, both on- and off-duty. 1009.4 INTERACTION WITH THE PUBLIC In the performance of their duties, members should be courteous to the public and tactful. They should control their tempers, should exercise reasonable patience and discretion, and should not engage in any argumentative discussions even when provoked. In the performance of their duties, members should not use coarse, violent, profane, or insolent language or gestures, and should not express prejudice or discrimination. 1009.5 COURTESY TO MEMBERS Members should be courteous and respectful in their relations with all members of the Department. Members shall not use coarse, violent, profane, or insolent language or gestures, and shall not express prejudice or discrimination. 1009.6 DISCRIMINATION, OPPRESSION, OR FAVORITISM Unless required by law or policy, discriminating against, oppressing, or providing favoritism to any person because of actual or perceived characteristics such as race, ethnicity, national origin, religion, sex, sexual orientation, gender identity or expression, age, disability, economic status, cultural group, veteran status, marital status, and any other classification or status protected Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Conduct and Behavior- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Conduct and Behavior by law, or intentionally denying or impeding another in the exercise or enjoyment of any right, privilege, power, or immunity, knowing the conduct is unlawful, is prohibited. 1009.7 CONFORMANCE TO LAWS Members shall obey all laws of the United States and of any state and local jurisdiction in which the member is present. 1009.7.1 REPORTING OF CONVICTIONS Certified members shall provide written notification to the Indiana Department of Homeland Security within 90 days of misdemeanor, felony, and operating while intoxicated convictions. The required notice shall be provided on the approved form and contain the information required by law (655 I.A.C. 2-2-6). 1009.8 DEROGATORY OR MALICIOUS STATEMENTS Members should not be a party to any malicious gossip, report, or activity that would tend to disrupt department morale or bring discredit to the Department or any member thereof. Member questions concerning department policy, activities, officers, and/or safety issues shall be submitted by official written communication to the member's immediate supervisor. 1009.9 POLITICAL ACTIVITY Members should not engage in political activities of any kind while on-duty. Members are also prohibited from engaging in any political activity off-duty while wearing any uniform items or equipment that could identify them as members of the Department (I.C. § 3-14-1-6). 1009.10 SEXUAL ACTIVITY Members should not engage in any sexual activity while on-duty. This includes use of any electronic device to communicate or receive messages, photos, or any other content of a sexual or provocative nature. 1009.11 ILLEGAL GAMBLING Members should not engage or participate in any form of illegal gambling at any time while on- duty. This includes accessing gaming websites from computers or any electronic device, whether department-issued or owned by the member. 1009.12 GIFTS AND GRATUITIES Members should not solicit or accept any gift, including money, tangible or intangible personal property, or any service, gratuity, favor, entertainment, hospitality, loan, promise, or any other thing of value from any person, business, or organization that is doing business with, or seeking to do business with, the Department or the City (I.C. § 35-44.1-1-1). Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Conduct and Behavior-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Conduct and Behavior If it may reasonably be inferred that the person, business, or organization seeks to influence the actions of a member or seeks to affect the performance of a member while on-duty, the incident should be immediately reported to the next level supervisor. 1009.13 OFFERS OF DONATIONS AND GIFTS OF THE HEART Members who are approached with monetary donations following major disasters shall direct the person or entity to the Administration Division for instruction on proper ways to donate. At no time should a member accept any monetary donation from the public. If a citizen offers a gift of a non-monetary nature, such as food or product, the gift shall be placed in an area of the station or office to be shared by all members. At no time shall a member consider a gift of the heart as a personal present. 1009.14 ABUSE OF POSITION Members should not use their official positions, official identification cards, or badges to avoid the consequences of illegal acts or for other non-work-related personal gain. Members shall not lend their identification cards or badges to another person or permit their identification cards or badges to be photographed or reproduced without the approval of the Fire Chief(I.C. § 35-44.1-1-1). Members should not authorize the use of their names, photographs, or official titles that identify them as department members (e.g., in connection with testimonials or advertisements of any commodity or commercial enterprise) without the approval of the Fire Chief. 1009.15 PUBLIC STATEMENTS AND APPEARANCES Members should not address public gatherings, appear on radio or television, prepare any articles for publication, act as correspondents to a newspaper or periodical, or release or divulge investigative information or information on any other matter of the Department while presenting themselves or in any way identifying themselves as representing the Department without the approval of the Fire Chief. Copyright Lexipol,LLC 2025/01/09,AD Rights Reserved. ***DRAFT*** Conduct and Behavior-3 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 1015 Jeffersonville Fire Department Policy Manual Wellness Program 1015.1 PURPOSE AND SCOPE The purpose of this policy is to provide guidance on establishing and maintaining a proactive wellness program for department members. The wellness program is intended to be a holistic approach to a member's well-being and encompasses aspects such as mental health and overall wellness. Additional information on member wellness is provided in the: • Critical Incident Stress Debriefing Policy. • Chaplains Policy. • Drug- and Alcohol-Free Workplace Policy. • Physical Fitness Policy. 1015.1.1 DEFINITIONS Definitions related to this policy include (I.C. § 36-8-2.5-1): Communications—Oral or written statements, notes, records, recordings, reports, or documents made during or arising from a member's receipt of critical incident stress management (CISM) services or peer support team services. Peer support services — Services provided by a member who works for the same agency as the recipient of such services acting as a peer support services team member within the agencies peer support guidelines. Services may include active listening, assessment, mentoring, crisis intervention, or other support services provided to a member experiencing personal or professional difficulties that may or may not result in their exposure to critical incidents. Peer support services team member — A member who successfully completed peer support training and is designated as a peer support team member by the agency or the members' bargaining unit president. 1015.2 POLICY It is the policy of the Jeffersonville Fire Department to prioritize member wellness to foster fitness for duty and support a healthy quality of life for department members. The Department will maintain a wellness program that supports its members with proactive wellness resources, critical incident response, and follow-up support. 1015.3 WELLNESS COORDINATOR The Health and Safety Officer (HSO) is the designated department wellness coordinator. The coordinator should report directly to the Fire Chief or the authorized designee and should collaborate with advisers (e.g., Department of Human Resources, legal counsel, licensed Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Wellness Program - 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Wellness Program psychotherapist, qualified health professional) as appropriate to fulfill the responsibilities of the position, including but not limited to: (a) Identifying wellness support providers (e.g., licensed psychotherapists, external peer support providers, physical therapists, dietitians, physical fitness trainers holding accredited certifications). 1. As appropriate, selected providers should be trained and experienced in providing mental wellness support and counseling to public safety personnel. 2. When practicable, the Department should not use the same licensed psychotherapist for both member wellness support and fitness-for-duty evaluations. (b) Developing management and operational procedures for department peer support team members, such as: 1. Peer support team member selection and retention. 2. Training and applicable certification requirements. 3. Deployment. 4. Managing potential conflicts between peer support members and those seeking service. 5. Monitoring and mitigating peer support team member emotional fatigue (i.e., compassion fatigue) associated with providing peer support services. 6. Using qualified peer support personnel from other public safety agencies or outside organizations for department peer support as appropriate. (c) Verifying members have reasonable access to peer support service or licensed psychotherapist support. (d) Facilitating the delivery of wellness information, training, and support through various methods appropriate for the situation (e.g., phone hotlines, electronic applications). (e) Verifying a confidential, appropriate, and timely Employee Assistance Program (EAP) is available for members. This also includes: 1. Obtaining a written description of the program services. 2. Providing for the methods to obtain program services. 3. Providing referrals to the EAP for appropriate diagnosis, treatment, and follow- up resources. 4. Obtaining written procedures and guidelines for referrals to, or mandatory participation in, the program. 5. Obtaining training for supervisors in their role and responsibilities, and identification of member behaviors that would indicate the existence of member concerns, problems, or issues that could impact member job performance. (f) Making annual medical examinations available to members. Medical examination specifics should be established by a qualified health professional. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Wellness Program-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Wellness Program (g) Coordinating with qualified health care professionals to develop a fitness assessment questionnaire to be administered to members annually. The questionnaire should evaluate both immunization and disease screening as well as physical fitness and conditioning. (h) Establishing an annual immunization and disease screening schedule for members. Specific vaccinations and diseases should be identified by a qualified health care professional. (i) Maintaining familiarity with the guidelines published by the following and incorporating procedures and practices, as appropriate, into the department wellness program: 1. International Association of Fire Fighters 2. International Association of Fire Chiefs 3. Fire Service Joint Labor Management Wellness-Fitness Initiative 4. NFPA 1500, Standard on Fire Department Occupational Safety, Health, and Wellness Program 5. National Fallen Firefighters Foundation Initiative 13 6. NFPA 1582, Standard on Comprehensive Occupational Medical Program for Fire Departments 1015.4 DEPARTMENT PEER SUPPORT 1015.4.1 PEER SUPPORT TEAM MEMBER SELECTION CRITERIA The selection of a department peer support team member will be at the discretion of the Fire Chief or the member's bargaining unit president (I.C. § 36-8-2.5-1). Selection should be based on the member's: • Desire to be a peer support team member. • Experience or tenure. • Demonstrated ability as a positive role model. • Ability to communicate and interact effectively. • Evaluation by supervisors and any current peer support team members. • Ability to maintain confidentiality. • Ability to learn about the psycho-social process. 1015.4.2 PEER SUPPORT TEAM MEMBER RESPONSIBILITIES The responsibilities of department peer support members include: (a) Providing pre- and post-critical incident support (see the Critical Incident Stress Debriefing Policy). (b) Presenting department members with periodic training on wellness topics including but not limited to: Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Wellness Program-3 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Wellness Program 1. Stress management. 2. Suicide prevention. 3. How to access support resources. (c) Providing referrals to licensed psychotherapists and other resources, where appropriate. 1. Referrals should be made to department-designated resources in situations that are beyond the scope of the peer support member's training. 1015.4.3 PEER SUPPORT MEMBER TRAINING A department_peer support team member should successfully complete department-approved peer support training prior to being assigned (I.C. § 36-8-2.5-1). Training should include initial training and continuing education in Critical Incident Stress Debriefing (CISD) principles and procedures. 1015.5 PEER SUPPORT COMMUNICATIONS Communications between a member and peer support team members while the member is receiving peer support services, and the records of those communications, are generally confidential and may not be disclosed to a third party or in a criminal, civil, or administrative proceeding unless authorized by I.C. § 36-8-2.5-2. Communications are confidential and not considered a public record subject to disclosure (I.C. § 36-8-2.5-2). For additional policy guidance regarding the confidentiality of communications with peer support team members during a CISD, see the Critical Incident Stress Debriefing Policy. 1015.6 WELLNESS PROGRAM AUDIT At least annually, the coordinator or the authorized designee should audit the effectiveness of the department's wellness program and prepare a report summarizing the findings. The report shall not contain the names of members participating in the wellness program, and should include the following information: • Data on the types of support services provided • Wait times for support services • Participant feedback, if available • Program improvement recommendations • Policy revision recommendations The coordinator should present the completed audit to the Fire Chief for review and consideration of updates to improve program effectiveness. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Wellness Program-4 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Wellness Program 1015.7 TRAINING The coordinator or the authorized designee should collaborate with the Training Coordinator to provide all members with regular education and training on topics related to member wellness, including but not limited to: • The availability and range of department wellness support systems. • Suicide prevention. • Recognizing and managing mental distress, emotional fatigue, post-traumatic stress, and other possible reactions to trauma. • Alcohol and substance use disorder awareness. • Countering sleep deprivation and physical fatigue. • Anger management. • Marriage and family wellness. • Benefits of exercise and proper nutrition. • Effective time and personal financial management skills. Training materials, curriculum, and attendance records should be forwarded to the Training Coordinator as appropriate for inclusion in training records. 1015.8 STATE-SPECIFIC TRAINING REQUIREMENTS Full-time firefighters and certified or licensed EMS personnel shall complete training on topics relating to the mental health and wellness of first responders as required by I.C. § 16-31-3-10, I.C. § 36-8-10.5-7, and I.C. 36-8-10.5-13, as applicable. The [trainingManager] shall submit an annual report to the Department of Homeland Security certifying completion of training (I.C. § 36-8-10.5-13). Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Wetness Program- 5 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 1016 Jeffersonville Fire Department Policy Manual Physical Fitness 1016.1 PURPOSE AND SCOPE The purpose of this policy is to provide firefighters with on-duty physical fitness guidelines. The Department provides on-duty time for firefighter physical fitness to assist personnel in achieving and maintaining optimal health and physical fitness. 1016.2 POLICY It is the policy of the Jeffersonville Fire Department to establish guidelines for physical fitness activities that are designed to prevent injuries while maintaining fitness. The ultimate goals of this policy are to: • Meet the physical demands required on emergency responses. • Reduce the risk of member injury or illness. • Enhance the overall health, fitness, and safety of members. Physical fitness activities should not interfere with primary job duties (e.g., emergency responses, public education, training activities, other legal responsibilities), nor should physical fitness activities delay an emergency response in any way. The Department retains the right to prohibit any physical fitness activity that, in its sole discretion, presents greater risks than benefits. 1016.3 PROCEDURE The time, location and duration of company physical fitness activities are at the discretion of the on-duty Battalion Chief and the Company Officer. In all cases, the location for physical fitness must be within the company's first-in response area or approved arrangements for coverage, be consistent with this policy and not result in a response delay. All DivisionFiteSuppression members should be allowed to participate in physical fitness activities during the course of their shift. Members who choose not to participate in physical fitness activities shall conduct duties as assigned by the Company Officer during the designated physical fitness period. Members who have provided the Department with written physical restrictions from a qualified health care provider shall not participate in any physical activity that conflicts with the restriction. At the discretion of the Department, one or more of the following may apply: (a) Station physical fitness equipment 1. Physical fitness equipment is available for the use of members at fire stations with adequate space. Members assigned to these stations should utilize the fitness equipment for their on-duty physical fitness activities 2. Firefighters are encouraged to go walk at schools within their jurisdiction, neighborhood, and parks. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Physical Fitness - 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Physical Fitness 1016.4 PHYSICAL FITNESS GUIDELINES Physical fitness and conditioning activities should be designed to maintain or improve flexibility, muscular strength, endurance, and anaerobic and aerobic capacity. They should also correspond to the physical movement patterns required in the performance of firefighter duties. The Health and Safety Officer (HSO) is the designated fitness coordinator and is responsible for establishing guidelines for any on-duty physical fitness program, including: (a) Voluntary participation by members. (b) Allowable physical fitness activities, including: 1. Stretching. 2. Running, jogging, walking, or rowing. 3. Weight training (with spotter present). 4. Stationary aerobic training (e.g., stair-climber, treadmill, stationary bicycle). 5. Core strengthening. 6. Firefighter-specific activities (e.g., hose drag, simulated ventilation, dummy drag). (c) Physical fitness activities as recommended by the Department peer fitness trainers (PFTs). (d) Acceptable use of department-approved physical fitness facilities and equipment. (e) Individual education (e.g., nutrition, sleep habits, proper exercise, injury prevention) and goal-setting. (f) Standards for fitness incentive programs. The fitness coordinator should collaborate with the appropriate entities (e.g., human resources, legal counsel) to verify that any standards are nondiscriminatory. (g) Maintenance of physical wellness logs (e.g., attendance, goals, standards, progress). (h) Ongoing support and evaluation. The physical fitness program should be developed in coordination with a certified fitness and conditioning trainer and the department HSO and be consistent with the department's overall wellness program. Member participation in competitive or contact sports is not recommended while on-duty. 1016.5 INJURY PREVENTION (a) When participating in approved on-duty physical fitness activities, reasonable precautions should be taken to avoid injury. Common reasons for injuries sustained during physical activity include but are not limited to: 1. Insufficient warm-up. 2. Poor core stabilization. Copyright Lexipol,LLC 2025/01/09,AD Rights Reserved. ***DRAFT*** Physical Fitness-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Physical Fitness 3. Exceeding physical capabilities. 4. Improper equipment use. 5. Defective equipment. 6. Lack of proper instruction. (b) Members who are participating in physical fitness activities are expected to: 1. Allow sufficient time to warm up muscles prior to engaging in exercise for optimum performance and to reduce the risk of injury. 2. Develop sufficient trunk muscle strength to keep the spine and body stable in order to remain strong and balanced. 3. Maintain realistic goals and limits for physical fitness routines. 4. Develop an understanding of how to use fitness equipment properly and safely. 5. Check equipment prior to use to ensure safe operation, report defective or broken equipment to the safety officer as soon as practicable, and disable equipment to prevent others from using it, if necessary. 6. Develop and maintain sufficient fitness training knowledge, accounting for fitness level, age, and previous injuries or limitations, to avoid fitness-related injuries. 1016.6 PEER FITNESS TRAINERS (PFTS) Volunteers should be solicited to serve as PFTs. Selected PFTs shall receive specialized fitness and conditioning training and education sufficient to pass certification requirements determined by the Department. PFTs will assist in the promotion of the physical fitness program and be capable of assisting firefighters on a one-to-one basis to increase fitness levels. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Physical Fitness-3 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 1017 Jeffersonville Fire Department Policy Manual Critical Incident Stress Debriefing 1017.1 PURPOSE AND SCOPE The purpose of this policy is to establish a Critical Incident Stress Debriefing (CISD) program. The Jeffersonville Fire Department recognizes that during the course of performing job duties, members may become involved in or be exposed to incidents that have the potential to cause various forms of short- or long-term emotional trauma. 1017.1.1 DEFINITIONS Definitions related to this policy include (I.C. § 36-8-2.5-1): Communications - Oral or written statements, notes, records, recordings, reports, or documents made during or arising from a member's receipt of critical incident stress management (CISM) services or peer support services. Critical incident -An actual or perceived event or situation that involves crisis, disaster, trauma, or emergency. Critical incident stress - The acute or cumulative psychological stress or trauma that a member may experience in providing emergency services in response to a critical incident. The stress or trauma is an unusually strong emotional, cognitive, behavioral, or physical reaction that may interfere with normal life function. The stress or trauma may cause physical and emotional injury or illness; failure of usual coping mechanisms; loss of interest in work or normal life activities; loss of ability to function; or psychological disruption of personal life including relationships with others. Critical Incident Stress Debriefing (CISD) - A standardized approach using a group format to provide education, an atmosphere and opportunity for emotional release through discussion, and support for members who are involved in emergency incidents under conditions of extreme stress. CISD is not a diagnostic or treatment process like that provided in counseling sessions by a mental health professional. Instead, it is a service that provides education and support. CISM services - Critical incident stress management services including programs and services related to education, prevention, and mitigation of the effects from exposure to highly stressful critical incidents. These include services provided by an individual certified to provide group or individual crisis intervention, peer support, or a related service. CISM services provider- An individual certified to provide CISM services who is acting as part of a CISM team or in another official capacity. CISM team - An organized community or local crisis response team trained and certified under standards substantially similar to the training and certification standards of the Indiana Emergency Medical Services Commission under I.C. § 16-31-2. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Critical Incident Stress Debriefing- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Critical Incident Stress Debriefing 1017.2 POLICY It is the policy of the Jeffersonville Fire Department to implement a CISD program to provide support and professional intervention to members of this department following exposure to situations that are likely to create unusually strong emotional reactions. 1017.3 CISD PROGRAM The Department should establish a committee responsible for implementing and managing the CISD program. The Fire Chief or the authorized designee is responsible for appointing members to the committee who represent all levels of department personnel. The department's Health and Safety Officer serves as the committee chairperson. Functions of the committee include but are not limited to: • Providing input and assistance to the development and implementation of the CISD program. • Recommending the type and content of critical incident-related programs, workshops, and seminars. • Distributing CISD-related information to members. • Providing the administrative and technical support needed to implement CISD activities. • Coordinating and following up on requests for CISD. • Identifying state and local peer CISD organizations and teams. 1017.4 CISD COMPONENTS The CISD program should include pre-incident, on-scene, and post-incident activities, including education, diffusion of emotional reactions, and debriefing. The purpose of the program is to minimize the impact of stress on members following major incidents. Ideally, CISD should incorporate the services of peer support team members, CISM services providers, and trained professionals, such as physicians, psychologists, or counselors (I.C. § 36-8-2.5-1). The program is intended to be consistent with the recommendations of the National Fire Protection Association (NFPA) and the Fire Service Joint Labor Management Wellness-Fitness Initiative developed by the International Association of Fire Fighters (IAFF) and the International Association of Fire Chiefs (IAFC). 1017.4.1 ACTIVATION The following are examples of incidents that may initiate a CISD response: • Major disaster or mass casualty incidents Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Critical Incident Stress Debriefing-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Critical Incident Stress Debriefing • Serious injury, death, or suicide of a firefighter, police officer, or other emergency service provider • Serious injury or death of a civilian resulting from emergency service operations • Death of a child or similar incident involving a profound emotional response • Any incident that attracts significant media attention • Loss of life following an unusual or extremely prolonged expenditure of emotional and physical energy by emergency services personnel • Any unusual incident that produces an extreme, immediate, or delayed emotional response • Cumulative trauma from multiple incidents Any time it has been determined that a critical incident has occurred and intervention may be needed, a CISD should be requested. The request may be made either directly to peer support members or through the CISD committee. Depending on the type and magnitude of the incident and services that may be needed, the CISD may be activated either during or after a critical incident. All members are responsible for recognizing incidents that may need a CISD. Once an incident has been identified as a critical incident, a CISD should be initiated as soon as practicable. Debriefing may be conducted anywhere there is ample space, privacy, and freedom from distractions. Consideration should be given to including responders from other agencies who were involved in the incident, including but not limited to communications personnel, law enforcement officers, and paramedics or ambulance personnel. For additional guidance on members requesting peer support or professional help on an individual basis, see the Wellness Program Policy. 1017.4.2 CISD PROVIDERS CISD providers should include mental health professionals, CISM services providers, and peer support team members. (a) The duties and responsibilities of mental health professionals include the following: 1. Supervise and advise on all clinical aspects of the program 2. Ensure the quality of CISD services 3. Offer clinical support and program guidance to the CISD committee. 4. Provide guidance to CISM service providers and peer support team members 5. Assist in training CISM service providers and peer support team members and with continuing education 6. Advise on the development of policy and written operational CISD protocols (b) Mental health professionals involved in the CISD program should have the following qualifications: Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Critical Incident Stress Debriefing-3 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Critical Incident Stress Debriefing 1. Be a licensed mental health professional 2. Be trained and experienced in a recognized CISD model 3. Demonstrate experience in counseling emergency services personnel (c) The duties and responsibilities of CISM service providers and peer team support members related to CISD services include the following: 1. Assist and support the CISD mental health professionals as necessary 2. Provide referrals to mental health professionals, where appropriate 3. Provide support and basic education to members and their families 4. Serve as a CISD provider with mental health professionals 1017.5 DEBRIEFING The CISD format used should depend on the nature of the incident and how early the intervention is activated. The use of one format does not preclude the use of others for the same critical incident. Common CISD formats include: (a) On-scene debriefing: Peer support members or mental health professionals respond to the scene as observers and advisers to watch for the development of acute reactions. They may offer encouragement and support, check on the well-being of personnel, and allow for individual discussion of feelings and reactions. (b) Initial defusing: This usually takes place within a few hours of the incident and is generally facilitated by peer support members. It is an informal process encouraging open and free expression of feelings without a critique of the incident. The purpose is to stabilize involved members so they can go home or return to service. (c) Formal debriefing: Debriefing led by a CISD program mental health professional and peer support members that usually takes place 24 to 48 hours after the conclusion of the incident. Members involved in the critical incident are given the opportunity for free expression of feelings. This expression should be met with acceptance, support, and understanding. (d) Follow-up debriefing: If deemed necessary, follow-up may be facilitated by the CISD mental health professional and peer support members several weeks or months after a critical incident. The main purpose is to resolve any issues or problems that were not initially resolved. The follow-up debriefing may include the entire group or a portion of those originally involved. Regardless of the type of debriefing, a CISD is not a critique of department operations at the incident. The CISD provides a setting in which members can discuss their feelings and reactions as a means to reduce the stress resulting from exposure to critical incidents. Performance issues should not be discussed during the debriefing. No one has rank during the debriefing process. Everyone is equal. Following any intervention, members who need additional assistance should contact peer support members or the wellness coordinator to obtain information. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Critical Incident Stress Debriefing-4 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Critical Incident Stress Debriefing 1017.6 ATTENDANCE Only those involved in the incident and CISD team members should be present. Members directly exposed to the traumatic aspects of an incident are strongly encouraged to participate in a CISD. Under special circumstances, the supervising officer may make attendance mandatory. Even if attendance is mandatory, members should not be obligated to speak or express their feelings during the CISD. During debriefings, involved members should be out of service with radios, personal communications devices, or other distractions turned off. 1017.7 ROTATION OF PERSONNEL Incident Commanders should minimize members' exposure at critical incidents by rotating or removing initial responding personnel from the immediate scene and reassigning them to less stressful operations as soon as possible. Members directly involved in critical incidents should be considered a high priority for immediate reassignment or removal from the scene. Relief from duty may also be considered. Peer support members may make a request to their Company Officer or Battalion Chief for relief or reassignment during a shift to participate in CISD activities. The peer support members should provide on-scene services, including on-site evaluation, encouragement, and consultation. They should also be considered an available resource for assignment to rehab, medical, or other areas as needed. Circumstances of a critical incident may result in a recommendation that individuals or companies be taken out of service. The Battalion Chief is responsible for making the appropriate arrangements. Under no circumstances is being taken out of service to be construed as critical or negative. Personnel taken out of service are to be viewed as deserving of the same consideration as an injured firefighter. 1017.8 CONFIDENTIALITY The Department considers all CISD, regardless of type, as strictly confidential. Notes, other than those specifically identified in this policy, are prohibited. No audio or video recording may be made without the express consent of all participants (I.C. § 36-8-2.5-2). Exceptions to confidentiality include when: (a) There is reasonable evidence to assume a risk of harm to the member or to others. If the risk is to another person, that person is identifiable and there are means to contact the person. (b) Participants divulge information that falls under any applicable state mandatory reporting duties. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Critical Incident Stress Debriefing -5 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Critical Incident Stress Debriefing 1017.9 RECORD-KEEPING Following a CISD, the committee chairperson should prepare a summary report and forward it to the CISD program committee for statistical record-keeping. The report should be limited to the following information: (a) Incident date and time (b) Brief description of incident facts (c) Intervention date and location (d) Names of CISD team members conducting the intervention (e) Numbers of participants from each agency involved Names of participants should not be recorded. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Critical Incident Stress Debriefing-6 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 1019 Jeffersonville Fire Department Policy Manual Lactation Breaks 1019.1 PURPOSE AND SCOPE The purpose of this policy is to provide guidance regarding reasonable accommodations for lactating members. 1019.2 POLICY It is the policy of the Jeffersonville Fire Department to provide, in compliance with federal and state law, reasonable accommodations for lactating members. This includes break time and appropriate facilities to accommodate any member desiring to express breast milk for a nursing child for up to one year after the child's birth (29 USC§218d; 42 USC §2000gg-1; 29 CFR 1636.3; I.C. § 5-10-6-2). 1019.3 LACTATION BREAK TIME A rest period should be permitted each time the member requires a lactation break (29 USC § 218d; 42 USC § 2000gg-1; 29 CFR 1636.3; I.C. § 5-10-6-2). In general, lactation breaks that cumulatively total 30 minutes or less during any four-hour work period or major portion of a four-hour work period would be considered reasonable. However, individual circumstances may require more or less time. Lactation breaks, if feasible, should be taken at the same time as the member's regularly scheduled rest or meal periods. While a reasonable effort will be made to provide additional time beyond authorized breaks, any such time exceeding regularly scheduled and paid break time will be unpaid. Members desiring to take a lactation break shall notify Central Alarm or a supervisor prior to taking such a break. Such breaks may be reasonably delayed if they would seriously disrupt department operations. Once a lactation break has been approved, the break should not be interrupted except for emergency or exigent circumstances. 1019.4 PRIVATE LOCATION The Department will make reasonable efforts to accommodate members with the use of an appropriate room or other location to express milk in private. Such room or place should be in close proximity to the member's work area and shall be other than a bathroom or toilet stall. The location must be shielded from view, free from intrusion from coworkers and the public, and otherwise satisfy the requirements of federal and state law (29 USC § 218d; 42 USC § 2000gg-1; 29 CFR 1636.3; I.C. § 5-10-6-2). Members occupying such private areas shall either secure the door or otherwise make it clear to others that the area is occupied with a need for privacy. All other members should avoid Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Lactation Breaks- 1 Published with permission by Jeffersonville Fire Department DRAFT Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Lactation Breaks interrupting a member during an authorized break, except to announce an emergency or other urgent circumstance. Authorized lactation breaks for members assigned to the field may be taken at the nearest appropriate private area. 1019.5 STORAGE OF EXPRESSED MILK The Department should provide access to a refrigerator, or other suitable cold storage space for the temporary storage of breast milk (I.C. § 5-10-6-2). Any member storing expressed milk in any authorized refrigerated area within the Department shall clearly label it as such and shall remove it at the end of their shift. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Lactation Breaks-2 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 1 026 Jeffersonville Fire Department Policy Manual Temporary Modified-Duty Assignments 1026.1 PURPOSE AND SCOPE This policy establishes procedures for providing temporary modified-duty assignments.This policy is not intended to affect the rights or benefits of employees under federal or state law, City rules, or current collective bargaining agreements. For example, nothing in this policy affects the obligation of the Department to engage in a good faith, interactive process to consider reasonable accommodations for any employee with a temporary or permanent disability or limitation that is protected under federal or state law. 1026.2 POLICY Subject to operational considerations, the Jeffersonville Fire Department may identify temporary modified-duty assignments for employees who have an injury or medical condition resulting in temporary work limitations or restrictions. A temporary assignment allows the employee to work, while providing the Department with a productive employee during the temporary period. 1026.3 GENERAL CONSIDERATIONS Priority consideration for temporary modified-duty assignments will be given to employees with work-related injuries or illnesses that are temporary in nature. Employees having disabilities covered under the Americans with Disabilities Act (ADA) or Indiana Civil Rights Law shall be treated equally, without regard to any preference for a work-related injury. No position in the Jeffersonville Fire Department shall be created or maintained as a temporary modified-duty assignment. Temporary modified-duty assignments are a management prerogative and not an employee right. The availability of temporary modified-duty assignments will be determined on a case-by- case basis, consistent with the operational needs of the Department. Temporary modified-duty assignments are subject to continuous reassessment, with consideration given to operational needs and the employee's ability to perform in a modified-duty assignment. Temporary modified-duty assignments shall generally not exceed a cumulative total of 1,040 hours in any one-year period. 1026.4 PROCEDURE Employees may request a temporary modified-duty assignment for short-term injuries or illnesses. Employees seeking a temporary modified-duty assignment should submit a written request to their Division Chief or the authorized designee.The request should, as applicable, include a certification from the treating medical professional containing: (a) An assessment of the nature and probable duration of the illness or injury. (b) The prognosis for recovery. (c) The nature and scope of limitations and/or work restrictions. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Temporary Modified-Duty Assignments- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Temporary Modified-Duty Assignments (d) A statement regarding any required workplace accommodations, mobility aids, or medical devices. (e) A statement that the employee can safely perform the duties of the temporary modified-duty assignment. The Division Chief will make a recommendation through the chain of command to the Fire Chief regarding temporary modified-duty assignments that may be available based on the needs of the Department and the limitations of the employee. The Fire Chief or the authorized designee shall confer with the Department of Human Resources or the City Attorney as appropriate. 1026.5 ACCOUNTABILITY Written notification of assignments, work schedules, and any restrictions should be provided to employees assigned to temporary modified-duty assignments and their supervisors. Those assignments and schedules may be adjusted to accommodate department operations and the employee's medical appointments, as mutually agreed upon with the Division Chief. 1026.5.1 EMPLOYEE RESPONSIBILITIES The responsibilities of employees assigned to temporary modified duty shall include but are not limited to: (a) Communicating and coordinating any required medical and physical therapy appointments in advance with their supervisors. (b) Promptly notifying their supervisors of any change in restrictions or limitations after each appointment with their treating medical professionals. (c) Communicating a status update to their supervisors no less than once every 30 days while assigned to temporary modified duty. (d) Submitting a written status report to the Division Chief that contains a status update and anticipated date of return to full duty when a temporary modified-duty assignment extends beyond 60 days. 1026.5.2 SUPERVISOR RESPONSIBILITIES The employee's immediate supervisor shall monitor and manage the work schedule of an employee assigned to temporary modified duty. The responsibilities of supervisors shall include but are not limited to: (a) Periodically apprising the Division Chief of the status and performance of employees assigned to temporary modified duty. (b) Notifying the Division Chief and ensuring that the required documentation facilitating a return to full duty is received from the employee. (c) Ensuring that employees returning to full duty have completed any required training and certification. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Temporary Modified-Duty Assignments-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Temporary Modified-Duty Assignments 1026.6 MEDICAL EXAMINATIONS Prior to returning to full-duty status, employees shall be required to provide certification from their treating medical professionals stating that they are medically cleared to perform the essential functions of their jobs without restrictions or limitations. The Department may require a fitness-for-duty examination prior to returning an employee to full- duty status. 1026.7 PREGNANCY If an employee is temporarily unable to perform regular duties due to a pregnancy, childbirth, or a related medical condition, the employee will be treated the same as any other temporarily disabled employee (42 USC § 2000e(k)). A pregnant employee shall not be involuntarily transferred to a temporary modified-duty assignment. If notified by an employee or the employee's representative regarding limitations related to pregnancy, childbirth, or related medical conditions, the Department should make reasonable efforts to provide an accommodation for the employee in accordance with federal law. The accommodation should be provided without unnecessary delay, as appropriate (42 USC § 2000gg-1; 29 CFR 1636.3; 29 CFR 1636.4). 1026.7.1 NOTIFICATION Pregnant employees should notify their immediate supervisors as soon as practicable and provide a statement from their medical providers identifying any pregnancy-related job restrictions or limitations. If at any point during the pregnancy it becomes necessary for the employee to take a leave of absence, such leave shall be granted in accordance with the City's personnel rules and regulations regarding family and medical care leave. 1026.8 MAINTENANCE OF CERTIFICATION AND TRAINING Employees assigned to temporary modified duty shall maintain all certification, training, and qualifications appropriate to both their regular and temporary duties, provided that the certification, training, or qualifications are not in conflict with any medical limitations or restrictions. Employees who are assigned to temporary modified duty shall inform their supervisors of any inability to maintain any certification, training, or qualifications. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Temporary Modified-Duty Assignments-3 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 1 034 Jeffersonville Fire Department Policy Manual Military Leave 1034.1 PURPOSE AND SCOPE This policy provides general guidance regarding leave to perform military service as a member of the Reserves or National Guard, or for active duty in the U.S. Armed Forces in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA) (38 USC § 4301 et seq.). This policy does not address every situation or circumstance that may arise when an employee is performing military service or ordered to active duty. As military leave situations arise, supervisors should consult with the Department of Human Resources or legal counsel to obtain specific guidance regarding military leave rights. 1034.2 POLICY The Jeffersonville Fire Department supports employees who may be called or who volunteer to serve in the military. The Department will comply with USERRA and state laws relating to military leave. 1034.3 MILITARY LEAVE Generally, employees on military leave are entitled to the same rights and benefits that are provided to employees having similar seniority, status, and pay who are on furlough or leave of absence (38 USC § 4316). 1034.3.1 LENGTH OF LEAVE Employees are entitled to military leave of absence for up to a maximum of five years. Military leave is available for both voluntary and mandatory service (38 USC § 4303; 38 USC § 4312). There are exceptions to the five-year cumulative total, including inactive duty training (drills), annual training, involuntary recall or retention in support of war, national emergency, certain operational missions, or training or retraining requirements (38 USC § 4312). 1034.3.2 TEMPORARY MILITARY DUTY LEAVE OF ABSENCE An eligible employee who is a member of the Indiana National Guard, a reserve component of the armed forces of the United States military or a member of the retired personnel of the U.S. Armed Forces is entitled to temporary military leave not to exceed 15 days per year for training or reserve duties without loss of time or pay as provided in I.C. § 10-16-7-5. 1034.4 PROCEDURES AND RESPONSIBILITIES Employees who require military leave shall provide as much advance written or verbal notice of the pending service as reasonably possible (38 USC § 4312). Additionally, the employee should: (a) Provide copies of official orders or other official documentation, if available. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Military Leave- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Military Leave (b) Select the benefit options desired during absence, if applicable. (c) Retain copies of all submitted documents. 1034.5 COORDINATION WITH CONTRACTS, PRACTICES, AND OTHER RULES Wherever USERRA has more generous protections and benefits than state or local law, any applicable collective bargaining agreement, or local policy or practice, the Department will apply the more beneficial right or benefit (38 USC § 4302). 1034.6 LEAVE ACCRUALS Employees are not required to use accrued leave while on military leave. However, employees may choose to use accrued annual leave or earned compensatory time at their discretion (38 USC § 4316). Employees will not accrue sick days or paid time-off days during any period of military leave without pay. However, upon return, military leave time will be included in determining leave accruals. For example, if vacation accrual increases from two weeks to three weeks upon completion of five years of service, then a person who works for two years, serves two years on active duty, and then returns would be entitled to three weeks of vacation one year after reemployment. 1034.7 HEALTH CARE BENEFITS Employees on military leave may elect to purchase continuing health care coverage for a period of time that is the lesser of: (a) The 24-month period beginning on the first day of the employee's absence for military leave. (b) The period beginning on the first day of the employee's absence for military leave and ending on the date that they fail to return from service or apply for reemployment. If the duration of an employee's approved military service is less than 31 days, the employee may purchase continuing health care coverage under the department's health plan for no more than the regular employee share. If the approved military service is 31 days or more, the Department will charge the employee for no more than 102 percent of the full premium of the health care plan (38 USC § 4317). 1034.8 RETURN FROM DUTY Employees returning from approved military leave of absence must report to work as follows (38 USC § 4312; 20 CFR 1002.118): (a) For periods of service less than 31 days, employees must report back to work no later than the beginning of the first shift that begins on the first full day that follows the end of the employee's service period, plus a reasonable time to travel to the employee's residence, plus eight hours. If reporting within this period is impossible or unreasonable through no fault of the employee, the employee must return as soon as possible after expiration of the eight-hour period. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Military Leave-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Military Leave (b) For periods of service of more than 30 days but less than 181 days, employees must apply for reemployment verbally or in writing no later than 14 days after completing service, or, if impossible or unreasonable to do so through no fault of the employee, no later than the next first full calendar day when it is possible to do so. (c) For periods of service of more than 180 days, employees must apply for reemployment verbally or in writing no later than 90 days after completion of service. Employees who are recovering from an illness or injury incurred in or aggravated during military service must report to the Department or apply for reemployment as provided in this policy at the end of the period necessary to recover from such illness or injury. The recovery period may not exceed two years, except when circumstances beyond the employee's control exist. An employee who fails to report or apply for reemployment in a timely manner will be subject to the department's rules of conduct and established policies covering absence from scheduled work. 1034.9 REEMPLOYMENT RIGHTS An employee returning from an approved temporary military duty leave of absence is generally entitled to reinstatement to the position and benefits they would have attained if not absent for military duty or, in some cases, a comparable job (38 USC § 4312). 1034.9.1 FORMER POSITION An employee returning from approved regular active military leave is entitled to reinstatement in the position that they would have attained had the employee not taken leave. If the leave exceeded 90 days, the employee is also entitled to a position of like seniority, status, and pay (38 USC § 4313). If an employee returning from approved military leave is not able to perform the essential duties of the position the employee would have attained, the Department will make reasonable efforts to help the employee become qualified (20 CFR 1002.198). If the employee remains unable to perform the essential duties of the position after the department's reasonable efforts,the employee is entitled to their previously held position at the time of departure or, in the case the leave exceeded 90 days, a position of like seniority, status, and pay. Where an employee remains unqualified for both of these positions after reasonable efforts by the Department, the employee is entitled to the nearest approximation to these positions (38 USC § 4313). When a returning employee cannot become qualified because of a disability incurred in or aggravated during uniformed service, the Department, after making reasonable accommodations, must find a position of equivalent seniority, status, and pay for which the employee is qualified, or the nearest equivalent (38 USC § 4313; 20 CFR 1002.198). 1034.9.2 COMPENSATION AND BENEFITS Upon return from regular active military duty, an employee is entitled to seniority and seniority- based rights and benefits, including but not limited to: Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Military Leave-3 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Military Leave (a) Receiving credit for the time spent in uniformed service under honorable conditions for purposes of seniority, retirement, promotion, and merit salary increases (20 CFR 1002.210). (b) Receiving credit for time spent on approved military leave for purposes of calculating eligibility for leave under the Family and Medical Leave Act (20 CFR 1002.210). (c) Returning to the level in the salary range that the employee would have attained had they not left on approved military leave (20 CFR 1002.236). (d) Receiving the same contribution to retirement benefits upon reemployment that the Department would have contributed had they not taken leave (20 CFR 1002.261). (e) Being treated as not having a break in service for purposes of participation, vesting, and accrual of pension benefits (38 USC § 4316; 38 USC § 4318). (f) Reenrolling in department health benefits without any waiting period. (g) Restoring benefits that were elected by the employee and their dependents at the time military service began, as well as to any other benefits that began during the leave for which the employee would reasonably have become eligible. 1034.9.3 EMPLOYEE REEMPLOYMENT RESPONSIBILITIES An employee returning from approved regular active military leave is entitled to reinstatement rights only if the employee (38 USC § 4312): (a) Has given advance written or verbal notice of such service, unless precluded by military necessity. (b) Has served in the uniformed service for no more than five years cumulatively while employed at the Jeffersonville Fire Department, except as provided in 38 USC § 4312(c). (c) Has been issued a discharge under honorable conditions. (d) Reports to the Jeffersonville Fire Department or applies for reemployment in a timely manner as provided in this policy. 1. In the case that the military leave exceeds 30 days, submits documentation showing (20 CFR 1002.121; 20 CFR 1002.123): (a) The application for reemployment is timely. (b) The employee has not exceeded the cumulative five-year limit of service in the uniformed services, except as provided in 38 USC § 4312(c). (c) The employee's separation or dismissal from service was not disqualifying. 1034.9.4 DEPARTMENT REEMPLOYMENT RESPONSIBILITIES The Department shall promptly reinstate employees entitled to reinstatement but no later than 14 days after a request for reinstatement. In the case of unusual circumstances, the Department shall reinstate employees as soon as practicable (20 CFR 1002.181). The Department is not required to reemploy a person after approved military leave if any of the following conditions exist (38 USC § 4312): Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Military Leave-4 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Military Leave (a) The department's circumstances have so changed as to make such reemployment impossible or unreasonable. (b) Such reemployment would impose an undue hardship upon the Department. (c) The person held a nonrecurrent job for a brief period of time and had no reasonable expectation that such employment would continue. Supervisors should consult with the Department of Human Resources or legal counsel before determining whether any of these conditions exist. 1034.10 RETENTION An employee who is reinstated after returning from approved military leave may not be discharged, except for cause (38 USC § 4316; 20 CFR 1002.247): (a) For 180 days after the date of reemployment if the most recent period of military service was more than 30 days and less than 181 days. (b) For one year after the date of reemployment if the most recent period of military service was more than 180 days. 1034.11 DISCRIMINATION AND RETALIATION PROHIBITED Discrimination or retaliation against any employee for participation in military service is prohibited, whether the employee volunteers or is ordered to active military service (38 USC § 4311). Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Military Leave-5 Published with permission by Jeffersonville Fire Department Policy Jeffersonville Fire Department 1037 Jeffersonville Fire Department Policy Manual Member Speech, Expression, and Social Networking 1037.1 PURPOSE AND SCOPE This policy is intended to address issues associated with member use of social networking sites and to provide guidelines for the regulation and balancing of member speech and expression with the needs of the Department. Nothing in this policy is intended to prohibit or infringe upon any communication, speech, or expression that is protected or privileged under law. This includes speech and expression protected under state or federal constitutions as well as labor or other applicable laws. For example, this policy does not limit an employee from speaking as a private citizen, including acting as an authorized member of a recognized bargaining unit, about matters of public concern, such as misconduct or corruption. Members are encouraged to consult with their supervisor regarding any questions arising from the application or potential application of this policy. 1037.1.1 APPLICABILITY This policy applies to all forms of communication, including but not limited to film, video, print media, public or private speech, and use of all internet services, including the web, email, file transfer, remote computer access, news services, social networking, social media, instant messaging, blogs, forums, video, and other file-sharing sites. 1037.2 POLICY Public employees occupy a trusted position in the community, and thus, their statements have the potential to contravene the policies and performance of this department. Due to the nature of the work and influence associated with the fire profession, it is necessary that members of this department be subject to certain reasonable limitations on their speech and expression. To achieve its mission and efficiently provide service to the public, the Jeffersonville Fire Department will carefully balance the individual member's rights against the department's needs and interests when exercising a reasonable degree of control over its members' speech and expression. 1037.3 SAFETY Members should consider carefully the implications of their speech or any other form of expression when using the internet. Speech and expression that may negatively affect the safety of the Jeffersonville Fire Department members, such as posting personal information in a public forum, can result in compromising a member's home address or family ties. Members should therefore not disseminate or post any information on any forum or medium that could reasonably be anticipated to compromise the safety of any member, a member's family, or associates. Examples of the type of information that could reasonably be expected to compromise safety include: • Disclosing the address of a fellow firefighter. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Member Speech, Expression, and Social Published with permission by Jeffersonville Fire Department Networking - 1 Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Member Speech, Expression, and Social Networking • Otherwise disclosing where another firefighter can be located off-duty. 1037.4 PROHIBITED SPEECH, EXPRESSION, AND CONDUCT To meet the department's safety, performance, and public-trust needs, the following is prohibited unless the speech is otherwise protected (for example, an employee speaking as a private citizen, including acting as an authorized member of a recognized bargaining unit, on a matter of public concern): (a) Speech or expression made pursuant to an official duty that tends to compromise or damage the mission, function, reputation, or professionalism of the Jeffersonville Fire Department or its members. (b) Speech or expression that, while not made pursuant to an official duty, is significantly linked to or related to the Jeffersonville Fire Department and tends to compromise or damage the mission, function, reputation, or professionalism of the Jeffersonville Fire Department or its members. Examples may include: 1. Statements that indicate disregard for the law of the state or U.S. Constitution. 2. Expression that demonstrates support for criminal activity. 3. Participating in sexually explicit photographs or videos for compensation or distribution. (c) Speech or expression that could reasonably be foreseen as having a negative impact on the credibility of the member as a witness. For example, posting statements or expressions to a website that glorify or endorse dishonesty, unlawful discrimination, or illegal behavior. (d) Speech or expression of any form that could reasonably be foreseen as having a negative impact on the safety of the members of the Department. (e) Speech or expression that is contrary to the canons of the Firefighters' Code of Ethics as adopted by the Jeffersonville Fire Department. (f) Use or disclosure, through whatever means, of any information, photograph, video, or other recording obtained or accessible as a result of employment with the Department for financial or personal gain, or any disclosure of such materials without the express authorization of the Fire Chief or the authorized designee. (g) Posting, transmitting, or disseminating any photographs, video or audio recordings, likenesses, or images of department logos, emblems, uniforms, badges, patches, marked vehicles, equipment, or other material that specifically identifies the Jeffersonville Fire Department on any personal or social networking or other website or web page without the express authorization of the Fire Chief. (h) Accessing websites for non-authorized purposes, or use of any personal communication device, game device, or media device, whether personally or department-owned, for personal purposes while on-duty, except in the following circumstances: 1. When brief personal communication may be warranted by the circumstances (e.g., inform family of extended hours). Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Member Speech, Expression, and Social Published with permission by Jeffersonville Fire Department Networking -2 Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Member Speech, Expression, and Social Networking 2. During authorized breaks; however, such usage should be limited as much as practicable to areas out of sight and sound of the public and shall not be disruptive to the work environment. Members must take reasonable and prompt action to remove any content, including content posted by others, that is in violation of this policy from any web page or website maintained by the member (e.g., social or personal website). 1037.4.1 UNAUTHORIZED ENDORSEMENTS AND ADVERTISEMENTS Although members are not restricted from engaging in the following activities as private citizens or as authorized members of a recognized bargaining unit, members may not represent the Jeffersonville Fire Department or identify themselves in any way that could be reasonably perceived as representing the Jeffersonville Fire Department in order to do any of the following, unless specifically authorized by the Fire Chief: (a) Endorse, support, oppose, or contradict any political campaign or initiative (I.C. § 3-14-1-6). (b) Endorse, support, oppose, or contradict any social issue, cause, or religion (c) Endorse, support, or oppose any product, service, company, or other commercial entity (d) Appear in any commercial, social, or nonprofit publication or any motion picture, film, video, public broadcast, or on any website Additionally,when it can reasonably be construed that a member, acting in an individual capacity or through an outside group or organization (e.g., bargaining group), is affiliated with this department, the member shall give a specific disclaiming statement that any such speech or expression is not representative of the Jeffersonville Fire Department. Members retain their right to vote as they choose, to support candidates of their choice, and to express their opinions as private citizens, including as authorized members of a recognized bargaining unit, on political subjects and candidates at all times while off-duty. However, members may not use their official authority or influence to interfere with or affect the result of an election or a nomination for office. Members are also prohibited from directly or indirectly using their official authority to coerce, command, or advise another member to pay, lend, or contribute anything of value to a party, committee, organization, agency, or person for political purposes (5 USC§ 1502). 1037.4.2 POLITICAL ACTIVITY No member shall be prohibited from engaging in political activity, unless otherwise prohibited by law, in violation of department policy, or any time a member is on-duty or in uniform (I.C. § 3-14-1-6). Members shall not be coerced or required to engage in political activity. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Member Speech, Expression, and Social Published with permission by Jeffersonville Fire Department Networking -3 Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Member Speech, Expression, and Social Networking 1037.5 PRIVACY EXPECTATION Members forfeit any expectation of privacy with regard to emails, texts, or anything published, shared, transmitted, or maintained through file-sharing software or any internet site that is accessed, transmitted, received, or reviewed on any department technology system (see the Information Technology Use Policy for additional guidance). 1037.6 CONSIDERATIONS In determining whether to grant authorization of any speech or conduct that is prohibited under this policy, the factors that the Fire Chief or the authorized designee should consider include: (a) Whether the speech or conduct would negatively affect the efficiency of delivering public services. (b) Whether the speech or conduct would be contrary to the good order of the Department or the efficiency or morale of its members. (c) Whether the speech or conduct would reflect unfavorably upon the Department. (d) Whether the speech or conduct would negatively affect the member's appearance of impartiality in the performance of duties. (e) Whether similar speech or conduct has been previously authorized. (f) Whether the speech or conduct may be protected and outweighs any interest of the Department. 1037.7 TRAINING Subject to available resources, the Department should provide training regarding member speech and the use of social networking to firefighters and supervisors. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Member Speech, Expression, and Social Published with permission by Jeffersonville Fire Department Networking-4 Policy Jeffersonville Fire Department 1 040 Jeffersonville Fire Department Policy Manual Discipline 1040.1 PURPOSE Jeffersonville Fire Department members are required to conduct themselves in a highly self- disciplined manner, obeying the City of Jeffersonville Personnel Handbook, the Standard Operating Procedures, Collective Bargaining Agreement and the Merit Commission Guidelines. Most of the activities of the parties involved, members may be disciplined for violating any portion of the established SOPs, policies or procedures. This section will guide the supervisors in dealing with the disciplinary problems they may encounter. If supervisors have any questions concerning employee discipline, they should contact the Battalion Chief, Division Chief, Fire Chief or the Deputy Chief of Administration. It is the policy of the Fire Department that supervisors administer discipline in a corrective, progressive, and lawful manner. Disciplinary forms will be made available at each Station or in an electronic version, if supply of forms is depleted, the member will request additional forms from the Battalion Chief. Disciplinary concerns or incidents shall follow the Chain of Command. Corrective in the sense that the supervisor and member come to an understanding about the causes and/or reasons for a member's deficiencies, correct those deficiencies, and restore the member to a productive and positive employment status. Progressive in that discipline will normally (but not always) begin with a verbal reprimand or warning and, when circumstances of separate or related incidents warrant, proceed to written reprimand(s), suspension without pay, demotion, and finally to dismissal. An incident of misconduct may require any of these forms of disciplinary action whether or not a lesser form has preceded the action. This would depend upon the severity of the offense.Lawful in that discipline and the procedure by which it is administered does not violate City Personnel Rules or Administrative Regulations, Departmental Rules of Conduct, the Memorandum of Understanding between the City and the Union, Departmental Standard Operating Procedures, Local or State Law, or the member's constitutional rights. 1040.2 POLICY If a violation is observed, the below procedure for reporting is to be followed: * Thoroughly complete and sign a "Report of Incident Form" (See Appendix A for example), include as many details as possible. (Times, Photos, witnesses, etc.) * Notify your Station Officer or Battalion Chief of the incident and turn in the completed, signed Report of Incident Form to him or her. * The involved Battalion Chiefs (If different crews are involved) will determine what action is appropriate to resolve the situation per the guidelines in this section. Deputy Chief of Administration will receive notification of the incident from the Battalion Chief Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Discipline- 1 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Discipline of the involved parties, Administration upon hearing of incident may require a certain level of disciplinary action occur or take recommendation of Battalion Chiefs. On more serious incidents the Fire Chief may be directly be involved in the disciplinary action. The principal objective of disciplinary action is to improve or correct performance, efficiency and morale of the member receiving discipline as well as that of the JFD. Disciplinary proceedings and the results thereof are confidential. The supervisor is responsible for maintaining this confidentiality. All media inquiries pertaining to disciplinary actions shall be directed to the Fire Chief and or the Deputy Chief of Administration. If minor offenses occur again and again, the penalty becomes more severe. A very serious offense may bring immediate suspension and/or termination. It is our belief that the guidelines for disciplinary action are fair, reasonable and attainable and will benefit employees of the department and by insuring a better work climate, fair treatment of employees and an increased level of public service to the community. Counseling, warnings and reprimands are the direct responsibility of all officers in the department. Counseling is a teaching process that gives employees a better understanding of what their job consists of, what is expected of them as fire fighters and what they should be doing to better themselves and the fire department in their day to day activities. Warnings are corrective measures taken for first offenses of a minor nature, and should be sufficient to prevent a repetition. Usually in the form of a documented verbal correction. Documented verbal correction may be removed from the member's personnel file after (1) one year provided there has not been any further disciplinary actions and that the member request in writing that it be removed. Verbal corrections may also be removed by Chief, prior to the (1) year mark, upon the successful completion of corrective training or action. Reprimands are given for infractions of a more serious nature. Counseling and warnings are placed in the Deputy Chiefs Department File. Reprimands are to be documented, in writing and placed in the individual's HR files. Forms for this purpose have been designed and placed in each station. Such rules, regulations and standards are not adopted to restrict employee rights, but rather to provide working guidelines, which will assure fair, equitable and consistent treatment to individuals. The following guidelines for disciplinary action are structured to provide for equality of treatment in discipline. However, in recognition of the fact that the circumstances of each infraction or occurrence may differ in many respects from the circumstances in somewhat similar situations, the department retains the right to treat each occurrence on an individual basis and without creating a precedent for other cases, which may arise in the future. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Discipline-2 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Discipline Examples given in any rule do not limit the generality of the rule. The guidelines for disciplinary action are not to be construed as a limitation upon the retained rights of the department but are merely a guide. The guide provides recommended penalties to apply for specific offenses. However, a more severe penalty may be issued than that which appears in the guide if it is felt necessary in the best interest of the department. It is recognized that violations of rules and regulations or standards or performance in departments and operations that affect safety, health and/or welfare of citizens may necessitate more serious disciplinary action than contained in these guidelines. The guide is divided into four (4) levels that reflect the seriousness of the offenses. In each level and for infraction, consideration will be given to the severity of the offense, the actual or potential cost or damage involved, time interval between infractions, then length and quality of service records and any other pertinent matters. Where combinations of offenses have occurred, whether at the same or different levels of offense, the department may combine the penalties in a cumulative manner, as its judgment, is warranted. In addition to the guidelines for disciplinary action and the offenses contained therein, the department retains the right to affect discipline based on other rules and regulations and codes of conduct. Specifically, the City of Jeffersonville Personnel Policy Manual (Handbook) and other pertinent rules and/or policies may also serve as the basis for disciplinary action. Any supervisor shall have the authority to immediately relieve from duty, an employee in his/ her unit, where said employee is alleged to have committed or engaged in a major infraction of conduct or performance where the continued attendance of said employee at that time shall be offensive to the public or fellow employees. Such infraction may include but not limited to, fighting, immoral conduct, unauthorized possession of firearms, insubordination, use of alcohol or drugs, or similar activities or conduct. In such instances, it shall be the responsibility of the supervisor to fully document the reasons for such action and to recommend appropriate formal disciplinary action. Any member that is placed on paid administrative leave must be available to the administration within a reasonable time. Traveling out of the area while on paid administrative leave is prohibited without approval of the Fire Chief. FIREFIGHTER PROGRESSIVE DISCIPLINE LEVELS: • Determination of the disciplinary level will be determined by the Station Officer, Battalion Chief, Division Chief and the Administrative staff using the guidelines set forth below. To be used as a guide only. • Documented Verbal corrections will have a life span of one (1) year and are kept in your department personnel file. Provided no further discipline actions have been filed, a request for the removal of a documented verbal correction may be submitted in writing to the DC of Admin. Permanent Reprimands are placed in your personnel file, located at the City HR. Level I Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Discipline-3 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Discipline 1st offense: Documented Verbal Correction with Batt. Chief, Captain, and Deputy Chief or Chief 2nd offense: Permanent Written Reprimand 3rd offense: Permanent Written Reprimand 4th offense: "Summary Discipline" exercised by Chief 5th offense: Discipline requested from Merit Commission Level 2 1st offense: Documented Verbal Correction with Battalion Chief/ Captain and Deputy Chief 2nd offense: Permanent Written Reprimand 3rd offense "Summary Discipline" exercised by Chief 4th offense: Discipline requested from Merit Commission Level 3 1st offense: Permanent Written Reprimand 2nd offense: "Summary Discipline" exercised by Chief 3rd offense Discipline requested from Merit Commission Level 4 1st offense: Permanent Written Reprimand/Possible Summary Discipline 2nd offense "Summary Discipline" exercised by Chief/ Discipline requested by Merit Board IC 36-8-3.5-19 Summary disciplinary actions; reprimand or suspension (a) In addition to the disciplinary powers of the commission, the chief of the department, may, without a hearing, reprimand or suspend without pay a member, including a police radio or signal alarm operator or a fire alarm operator, for a maximum of five (5) working days. For the purposes of this subsection, eight (8) hours of paid time constitutes one (1) working day. (b) If a chief reprimands a member in writing or suspends a member, (s)he shall, within forty_eight (48) hours, notify the commission in writing of the action and the reasons for the action. A member who is reprimanded in writing or suspended under this section may, within forty_eight (48) hours after receiving notice of the reprimand or suspension, request in writing that the commission review the reprimand or suspension and either uphold or reverse the chiefs decision. At its discretion, the commission may hold a hearing during this review. If the board holds a hearing, written notice must be given either by service upon the member in person or by a copy left at the member's last and usual place of residence at least fourteen (14) days before the date set for the hearing. The notice must contain the information listed under section 17(d) of this chapter. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Discipline-4 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Discipline If the decision is reversed, the individual who was suspended is entitled to any wages withheld as a result of the suspension. Below actions and the Level of each is used as a guide only, the Administration may choose a more severe or less severe level if deemed appropriate: LEVEL 1: • Disregarding or Neglecting defined daily job duties • Creating or contributing to unsanitary conditions or poor housekeeping. LEVEL 2: • Discourtesy and un-professionalism to persons while in the performance of duties • Willful violation of written rules, regulations, procedures, policies and SOPs. • Violating a safety rule where the violation does not endanger the life of others or property. • Mistake(s)due to carelessness where the mistake(s)do not endanger life, property or equipment • Officers or acting officers who knowingly fail to take official cognizance of violations • Productivity, workmanship or efficiency not up to required standards of performance, displaying substandard performance. LEVEL 3: • Malingering or feigning illness or disability in order to evade the performance of duty. • Operating, using or possessing a department vehicle or equipment that has not been assigned. • Violating a safety rule where the violation endangers the life of others, property or equipment. • Failure to report an accident or personal injury in which the member was involved while on the job, on the day the accident or personal injury occurred. • Mistakes due to carelessness that affects the safety of department personnel or the public, equipment, tools or property. May include reported (written complaint) careless driving of an emergency vehicle. • Threatening, intimidating, coercing or interfering with fellow employees or supervisors at any time, including abusive language. • Failure to maintain State required First Responder Level Certification • Failure to report any and all driving violations including violations occurring off duty Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Discipline-5 Published with permission by Jeffersonville Fire Department Jeffersonville Fire Department Jeffersonville Fire Department Policy Manual Discipline • Leaving work post during regular work assignment without being properly relieved by supervisor or relieving employee where operations are not continuous. • The unauthorized use of department equipment, apparatus, or property. • Insubordination by refusal to perform work assigned or comply with written or verbal instructions. • Failure to enforce disciplinary action on subordinates, when violations are observed. • Provoking or instigating a fight or fighting at any time with a fellow employee while on duty. • Unauthorized possession of firearms, knives, explosives or weapons. • Being under the influence of alcohol or drugs while on duty. LEVEL 4: • Deliberately misusing, destroying or damaging any property of the City, employee, or the public. • Knowingly falsifying personal or department records, including employment applications, accident or medical records, purchase orders, time sheets or any other report, record or application. • Theft or removal from department locations without proper authorization of any department property or the property of any department employees. • The use and/or sale of illegal drugs, alcoholic beverages and/or narcotics while on duty. • Failure to return from an authorized leave of absence. • Conviction of a felony or a misdemeanor of the first degree as defined in Indiana Statutes. • Knowingly harboring a lethal communicable disease, which may endanger other department employees or the public without taking appropriate preventive measures and/or treatment. • Reporting to work while under the influence of alcohol or drugs. • Unlawfully obtaining money or other valuable consideration by use of position. Copyright Lexipol,LLC 2025/01/09,All Rights Reserved. ***DRAFT*** Discipline-6 Published with permission by Jeffersonville Fire Department