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Flashcards in Communications Policy Deck (42):
0

These are documents written to clearly communicate tactical expectations and serve as guidelines for executing tactical operations.

Standard Operating Procedures

1

Documents written to formally communicate the administrative expectations of all fire department employees. This defines the way in which employees are expected to conduct themselves, are permanent in nature and MAY be updated therefore, are considered living documents.

Policies

2

Communications that are temporary in nature and describe short term changes in the day to day operations of the fire department.

Directives

3

This is a form of electronic communication to, from, between, or among any City Employee by use of an electronic communication system for the purpose of or to facilitate any business of the City but where it is NOT necessary NOR intended that the information content of such communication be preserved for future City use or reference.

Email

4

An interactive computerized telephone system for answering and routing telephone calls, for recording, saving, and relaying messages and sometimes for paging the user.

Voicemail

5

An internal network of networks that all use the TCP/IP communications protocol and share a common address space. This is only accessible to those who are registered in the City network and thus, it is not viewed by the public.

Intranet

6

A daily communication medium that is utilized to disseminate information that may be of interest to all employees via the intranet.

Daily Notes

7

Policies issued by the City Managers Office.

Administrative Regulations

8

The electronic medium where all department manuals, policies, and procedures are located. It is found on the Fremont Fire Department intranet website, Fireweb.

Ma.P.P.

9

What does Ma.P.P. stand for?

Manuals, policies and procedures

10

The fire chief, division chiefs and battalion chiefs.

Command Staff

11

It ____ be the policy of the Fremont Fire Department that all employees be required to communicate within the organization according to the terms outlined in this policy.

Shall

12

Official documents written and implemented to describe how employees are expected to conduct themselves relative to their individual responsibilities within the organization.

Policies

13

It ____ be the responsibility of all employees to check the Ma.P.P. on Fireweb for any new or revised policies regularly during each workday.

Shall

14

Policies developed by any employee other than the Manager of the division to which the policy pertains ____ distribute the policy how?

Shall
Electronic draft to the command staff for a period of 14 days for comment and review.

15

During the draft period, comment and questions ____ be directed to the author of the policy.

Can

16

Incorporation of changes ___ be made at the direction of who?

Can
Manager responsible for supervisory responsibility.

17

Revised policies ___ be posted on the Ma.P.P. for a period of ___ days in what type for omitted language and what type for new language under what section of the website?

Shall
30 days
Strike through form
Italics
Revised

18

Who makes certain that every employee they are responsible for has read the new policy and signed the sign off sheet?

Every Captain

19

In fire admin, where is the new policy and sign sheet located?

In front of the department mailboxes

20

True or false, SOP's rules and regulations are the same as Policies?

True
Same time frames and rules

21

Directives will replace what?

Numbered memos

22

What do typical directives include information about?

Shift transfers
Open bids
Promotions
Declarations

23

How long are directives posted on the Ma.P.P.?

One calendar year

24

What are the five divisions of fire admin?

Personnel
Operations
EMS
Fire prevention
Training

25

How are directives numbered?

The first number will be the division the directive pertains to, followed by the current year and the actual directive number in sequential order.

E.g. The first directive from Operations for calendar year 2001 is 201-1

26

Any questions pertaining to voicemail use the verbiage?

Shall

27

Email is a tool for what and not for?

Tool for business communication not for use as a records keeping device

28

Employees ___ be aware that there is no expectation of privacy with email.

Must

29

Email ___ be ___ to any user ___ the senders knowledge.

Can
Forwarded
Without

30

Email shall not be used to send any information regarding?

Employee medical info
Info that may lead to discipline
Personal gain
Other info that exposes the City or Department to any liability

31

When pertaining to email, employees should refrain from what?

Archiving emails

32

Information systems will purge all email after?

15 days

33

Examples of info found in the daily notes include?

Announcements about new forms
Updates on new equipment
Job advertisements
Media articles
Letters from the public
Other miscellaneous info

34

How are daily notes entries submitted?

Electronic form or in a form easily scanned

35

What categories do the daily notes fall under?

A. Chiefs office
B. admin/personnel
C. Operations
D. EMS
E. fire prevention
F. Training
G. Public info/education
H. Apparatus
I. Misc. info

36

All daily notes shall have what?

An author
Date entry is to appear
Date entry is to be deleted

37

Who issues administrative regulations?

City Managers office

38

Who is responsible to adhere to A.R.'s?

All employees citywide

39

Who ensures that all of their assigned employees have read and initialed new and/or revised A.R.'s?

Company officers

40

Who ensures that all new and/or revised A.R.'s and indices are inserted into the station A.R. Binder?

Station Captain

41

Who is responsible to enforce all policies, SOP's, directives, A.R.'s, and daily notes?

Company officers