26-114 Special Events Absence Policy & New Time Entries

Department Notice

San Francisco Police Department

This document is not an official representation of the published policy. To access the official signed policy, please submit a request through our Public Records Request Portal.

26-114
Published: 
Expire: 

The San Francisco Police Department is committed to providing public safety for special events. The purpose of this policy is to ensure all members are accounted for and scheduling records are accurate. The Department has created new HRMS codes, HSL and HNS, to accurately represent special events absences. For purposes of this notice, HSL is equivalent to the SLP time code.

This notice outlines the procedure for members to follow when they are unable to attend an event, which they have been assigned to on their day off, and the responsibilities of event commanders (or designee). Procedures regarding on duty detailed members remain the same as per current department policy.

The Department commits to making good faith efforts to provide as much advance notice as possible to members required to work special events on their days off. Platoon Commanders are encouraged to seek notification confirmation/receipt from the impacted members in their units.

Members are reminded that pursuant to DGO 2.01 (General Rules of Conduct), Rule #4, “Reporting for Duty – Members/employees shall report for duty at the required time and place and shall be physically and mentally fit to perform their duties.”

Member’s Responsibilities

When an assigned member is sick or unable to attend a special event overtime assignment due to unforeseen circumstances, the assigned member shall:

  1. Directly contact the command they are assigned to for that date and request to speak to the on-duty lieutenant/platoon commander.
  2. Inform the lieutenant/platoon commander, of the assigned command, of the nature of the absence.

Event Commander Responsibilities

In order to accurately document an absence relating to a sick call, the Event Commander, or designee, shall:

  1. Locate the member’s scheduling panel in “Employee Scheduling”
  2. For members who call in sick, enter the new HRMS code “HSL” (H – Sick Leave) on the existing overtime line or, if necessary, add a new line. Do not remove the existing H line on that day. This code has no impact on pay or SP time.

  3. This HRMS line should include assigned tour of duty for the event (original hours), the event code, and any necessary comments in the comment field.

    Example:

Department Notice 26-114 Image 1

 

If an assigned member is absent and fails to notify the assigned command (No Show), the Event Commander, or their designee, shall do the following:

  1. Contact the absent member for a wellbeing check. If unable to reach the assigned member, notify the assigned member’s Commanding Officer or OIC, who will be responsible for taking appropriate steps to locate the member.
  2. Locate the member’s scheduling panel in “Employee Scheduling”
  3. For all other absences, not relating to sick members, who do not show up to an assigned event without notice, enter the new HRMS code “HNS” (H – No Show) on the existing overtime line or, if necessary, add a new line. Do not remove the existing H line on that day. This code has no impact on pay or SP time.

  4. This HRMS line should include assigned tour of duty for the event (original hours), the event code, and any necessary comments in the comment field.

    Example:

Department Notice 26-114 Image 2

 

The Event Commander, or their designee, shall be made aware of all absences. Prior to the event’s conclusion, the Event Commander or designee shall ensure every absent member is accounted for and is entered into HRMS. Furthermore, a memorandum shall be prepared with a report of all absences for the event to be forwarded through the chain of command to be routed to the Staffing and Deployment Compliance Unit for tracking.

Potential Outcomes

Members should be aware of the following

1. All instances in which a member reports their intended absence for a special event for which they are scheduled to work on their days off will be marked as HSL, which will be included in the calculation for the relevant reporting period to determine eligibility for 10B overtime.

2. Members who are no-call, no-show for events for which they are scheduled to work on their days off will be marked as HNS and shall be referred to the Internal Affairs Division and subject to progressive discipline.

Exceptions

If a member can provide written, verifiable documentation that they have a conflicting event for which they are unable to respond to work during the special event, and this documentation shows the scheduling conflict was arranged prior to notification of the assignment, their time will remain “H”.

/s/
DERRICK J. LEW
Chief of Police