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Title Administration / Policy B-14
Effective Date 3-27-09
Rescinds 3-21-05
Subject Procedures for overtime / special event assignment
Purpose To establish guidelines for the effective utilization of the overtime process during special events. Special events may include but are not limited to: parades, entertainment/sporting events, highway construction/maintenance activities, and picketing/demonstrations.
Scope This directive applies to all personnel.
CALEA Chapter 46
  1. Events Coordinator Responsibilities:
    1. Maintain assignment records on all non-exempt officers. For the purpose of this policy, officers include commissioned officers, cadets and guards.
    2. Probationary guards will not be eligible for assignment to overtime until they have been released from training status by their supervisor.
    3. Cadets and Officers in Field Training may be assigned to work with field training officers in order to gain experience. Discretion will be exercised by the events coordinator in assigning them to assure they are at all times under the close supervision of an experienced commissioned officer.
    4. Assignment of overtime will normally be based on the least number of hours posted on assignment record, subject to the following:
      1. When officers are added to the overtime list as eligible, they will be started at the average accumulated hours of overtime worked.
      2. All overtime assigned or worked will be reflected on the employee’s overtime record.
      3. All personnel will be assigned so as not to work more than 16 hours (either overtime or combination of overtime and regular duty) during a 24 hour period. Personnel may not work more than 64 hours (regular duty and overtime) during a weekly pay period. This 64 hour limit includes leave taken during any given week. Exceptions to the 64 hour rule may be made at the discretion of the Chief of Police. Officers may not take an assignment that will put them over 24 hours of overtime in a week without approval of the shift commander.
      4. Overtime requests received by the shift commander or events coordinator, with less than 24 hours notice, will be assigned by the shift commander. Pending no volunteers, the monthly roster will be used to determine days off of personnel and call in the required personnel to work the assignment.
      5. During major events (when 15 or more officers are needed) and when available, a lieutenant will be assigned as supervisor.
      6. Major Events
        1. The following events will be considered mandatory overtime for all officers:
          1. Home Football
          2. UIL Girls State Basketball
          3. UIL Boys State Basketball
          4. UIL Track
          5. Texas Relays
          6. Commencement
        2. Other mandatory overtime assignments as deemed necessary by the Chief of Police
        3. Time off requests for the above events must be approved by a division commander.
  2. Shift Commander:
    1. Will assure that their respective shift rosters are current and accurate on Telestaff. Personnel on limited duty, extended sickness, vacation, schools, etc., should also be noted on Telestaff.
    2. The shift commander is responsible for reviewing overtime assignment prior to each tour of duty. The commander should be aware of all overtime assignments scheduled during their tour of duty and should attend to any special instructions. The commander should notify employees on their shift if there is any possibility that the employee may not know about, or see a posted assignment, due to being on regular days off, vacation, sick leave, or other absence.
  3. Telestaff:
    1. All overtime assignments will be posted on Telestaff.
    2. The total number of hours worked by officers will be recorded on Telestaff. All totals will be reset to zero on February 28th and August 31st of each year.
    3. All officers shall be included in a tier system.
      1. Tiers are:
        1. those officers desiring to work as much overtime as possible.
        2. those officers willing to work overtime as needed.
        3. those officers who do not desire to work any overtime.
      2. The tier list will be updated each January and July. Officers may switch tiers at those times. At other times, officers may only switch tiers with extenuating circumstances and permission from a Captain.
      3. Normally, assignments will be filled by available officers on the A tier first; followed by the B tier. Officers on the C tier will not be routinely assigned, but may at any time be assigned to fill the needs of the Department.
      4. Officers on the A and B tier are free to trade assignments in accordance with section E below. Officers on the C tier may take an assignment only under special circumstances or with approval of a Captain.
  4. Responsibilities of Assigned Overtime Supervisor:
    1. Prior to the event, the assigned supervisor shall be responsible for the following:
      1. Estimate traffic, crowd control, and crime problems expected for the event;
      2. Contingency plan for traffic direction and control;
      3. Use of special operations personnel, if any;
      4. Logistical requirements;
      5. Coordination inside and outside the agency;
      6. After action report will be written if significant activity occurs or if assigned by the overtime coordinator.
    2. If the event involves the handling or security of VIP’s, the assigned supervisor shall be responsible for coordinating the following with the appropriate outside agency/agencies: (APD, TCSO, DPS, FBI, Secret Service, Governor’s Protective Detail, etc.)
      1. Equipment requirements, to include considerations of vehicles, body armor for VIP’s and officers, and weapons for officers;
      2. Planning and re-assigning travel routes and alternatives;
      3. Advance inspection for gathering intelligence information;
      4. Coordination of operations within the agency and with outside agencies;
      5. Identification of emergency first aid, ambulance, and medical facilities;
      6. Communications;
      7. Identification by designation (e.g. lapel pins).
    3. Inspect and brief officers assigned when the assignment starts.
    4. If someone fails to report, coordinate with the shift commander for a replacement.
    5. Advise Communications by radio of the termination of the assignment or any portion thereof.
    6. Approve each officer’s overtime sheet and submit to their respective shift supervisors. If no supervisor is assigned, shift commander will complete and forward overtime slips to appropriate shift supervisors, along with written record of personnel who failed to report.
  5. Responsibilities of Individuals Assigned to Overtime:
    1. Accept the assignment on Telestaff.
    2. Notify regular duty supervisor if unable to work assignment.
    3. If mutually agreeable with another officer, they may release their overtime assignment to that officer. Officer must get approval for change from the on-duty supervisor who will change the assignment on Telestaff. Overtime may be given away more than one time. The last assigned officer is responsible for the assignment. If this officer fails to report for the assignment, the shift commander will attempt to find a volunteer to work the assignment.
    4. Officers should review the overtime assignment and all notes on Telestaff prior to the start of the assignment. This is important since many assignments involve special instructions or require that arrangements be made in advance or prior to the assignment time. This also provides the opportunity for the shift commander or events coordinator to answer any questions the employee may have regarding the assignment.
    5. Report to the supervisor in charge of the overtime assignment at location of and on scheduled starting time of assignment. When no supervisor has been specifically assigned, the officer will report directly to the overtime assignment. Officer will start and end their assignment by radio from the overtime site. The officer is obligated to make sure the communications operator hears and responds to these radio transmissions to ensure that the communications operator and commander are aware that the officer is present.
    6. If an officer is on an overtime assignment that is going to exceed the expiration time and the officer is scheduled for regular duty, the overtime supervisor shall be notified by the officer and the officer will report for regular duty. An exception is if there is unusual activity at the assignment. Then the officer will remain on the overtime assignment and their regular duty supervisor will be notified.
    7. In the event no supervisor is assigned, the senior officer assigned will act as supervisor and complete all supervisor responsibilities.
    8. Employees should not enter into agreements with other employees regarding assigned overtime. Supervisors should not allow themselves to get into situations where they could be accused of favoritism or some form of discrimination by their subordinates.
    9. All reports or paperwork generated during an overtime assignment will be turned into the overtime supervisor or on-duty shift commander prior to going off-duty. If paperwork cannot be completed prior to the event’s normal ending time, the officer involved or completing the paperwork may extend the ending time until the paperwork is completed.