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SOP-SSD-19 Dispatch Work Schedule and RotationSupport Services Division SOP-SSD-19 Date Issued: September 21, 2017 Date Revised:10/28/2020 SUBJECT: DISPATCH WORK SCHEDULE PURPOSE AND SCOPE: To define the Dispatch Unit staffing model, Required and Preferred Staffing coverage shifts, and minimum staffing requirements. Identifies shift hours, overtime needs and procedure to open/close shifts or approve alternative schedule options. PROCEDURE: I. Standard Dispatch Work Schedule 1. The Dispatch Unit schedule consists of eleven (11) 40-hour per week shifts. The current schedule has been designed to staff the center according to call for service and phone volume data that is reviewed regularly. Dispatchers work four 10-hour shifts per week. 2. The dispatch supervisor reserves the right to change the 4/10 schedule in order to improve coverage, reduce overtime, combine shifts if staffing levels change, or in response to changes in CFS and/or phone call volume. This will be done with as much advanced notice as possible depending on the circumstance prompting the change. 3. Dispatch staff may propose a new schedule as long as it meets the workload needs determined by CFS and phone call volume. If the dispatch supervisor approves the schedule, it will go to a vote by the dispatchers. Trainees and part time dispatchers will be included in the vote. 4. Alternative schedules, such as 3/12s or 5/8s can also be suggested and voted upon, but may require a side letter with the bargaining unit and the City. The Director of Public Safety may temporarily impose an alternative schedule if necessary. 5. Nine filled shifts meet minimum staffing requirements of two dispatchers, 24 hours a day and 365 days a year. These shifts must remain filled in order to meet minimum staffing. 6. The 10th and 11th shifts meet Preferred Staffing needs, and is ideal if we aim to meet customer service standards. These can be closed if staffing levels cannot fill them. 7. Emergency Staffing is in effect when staffing is reduced to fewer than nine full time dispatchers and/or more than two closed shifts. 8. Shifts 9, 10 and 11 may be closed if staffing is fewer than 11, 10 or 9 full time dispatchers. If staffing goes below nine full time dispatchers (Emergency Staffing), the dispatch supervisor may adjust shifts, days or days off/working hours in order to achieve adequate coverage. The dispatch supervisor may or may not be able to fill shifts based on workload at the time. The standard schedule is as follows: Minimum Staffing Shifts 1. Days M/T/W/Th 0700-1700 F/Sa/Su off 2. Days T/W/Th/F 0700-1700 Sa/Su/M off 3. Days F/Sa/Su/M 0700-1700 T/W/Th off 4. Day/Cover Sa/Su 0700-1700 and M/T 1100-2100 W/Th/F off 9. Cover W/Th/F/Sa 1100-2100 Su/M/T off 5. Grave/Swing TW 2100-0700 and ThF 1600-0200 Sa/Su/M off 6. Graves M/T/W/Th 2100-0700 Fr/Sa/Su off 7. Graves Th/F/Sa/Su 2100-0700 M/T/W off 8. Graves F/Sa/Su/M 2100-0700 T/W/Th off Preferred Staffing Shifts 10. Swing Sa/Su/M/T 1600-0200 T/W/Th off 11. Cover Su/M/T/W 1100-2100 W/Th/F off II. Dispatch Schedule Rotation and Shift Bids 1. Shift rotations are either six (6) month or four (4) month rotations, decided by vote among dispatchers. a. Six-month rotations change in August and February. b. Four-month rotations change in January, May and September. 2. Shift bids occur a minimum of two months ahead of the rotation month. Each full-time dispatcher will sign up in accordance to seniority and will have 72 hours to choose their shift. 3. Any dispatcher who has a planned extended leave for a duration of a rotation in which a shift must be closed will be removed from the seniority shift bid for that rotation. They will assume the closed shift upon their return until the next rotation. This is to ensure the shifts that cover as much of the Required Staffing are assigned and a critical shift isn’t left open and filled by mandatory overtime. 4. If a shift becomes closed in the middle of a rotation due to staffing, a new shift bid will take place with the available shifts, and another rotation will occur outside of the normal rotation schedule. 5. If the staffing change is imminent, the dispatch supervisor will find coverage for the first 72 hours as immediate need overtime for affected shifts. 6. The dispatch supervisor may temporarily adjust dispatcher schedules as needed until the new shift bid and rotation occurs with a minimum of 72-hours’ notice unless otherwise exempt per the MOA1. 7. Approved time off will be honored to the best of the supervisors ability, with consideration to the impact on all staff the vacancy causes. Emergency staffing levels may result in any non-seniority annual leave time off, training or other approved absence being cancelled. 8. When staffing allows a shift to become open, the newly opened shift will initially be assigned to the returning dispatcher (if on extended leave) or the trainee upon promotion from the training program. This is to avoid disruption mid-rotation. The newly opened shift will be available for seniority sign up at the next shift bid. III. Part-time Dispatcher Scheduling 1. Part-time dispatchers will each have a minimum of seven days each month to sign up for shifts via Schedule Express, in order of their seniority. a. Part-time dispatchers must work a minimum of 10 hours every week, unless approved by the supervisor. b. Part-time dispatchers with PERS may work up to 1560 hours a year and may work overtime. Part-time dispatchers who are Retiree Annuitants may not work more than 960 hours a year and may not work overtime. 1 RPPSOA MOA 2017 Section 1.1.7 (a)(b) – Shift Change c. Part-time dispatchers must limit their sign-ups to Required Staffing shifts initially, but may sign up for a Preferred Staffing shift if it is adjacent to the Required shift.