|
City of Charlottesville, VA Fire
Department
|
| Chapter: | VII - Records and Reports |
| Subject: | Department Training Records |
| Code: | 1-VII-23 |
| Revised: | 7/17/2000 |
A. To provide a system whereby a comprehensive composite of
all training activities of the Department may be kept.
B. To establish a means of evaluating the training operations
of the Department.
C. To insure a systematic and uniform procedure for the
recording and storage of individual as well as departmental
training records.
A. Current training records will be maintained by each platoon.
These training records will be maintained in a centralized data
database in the department's chosen records management system.
B. Training records shall be kept in accordance with Insurance
Service Organization recommendations and standards and the
Department of Fire Programs.
C. The Department Training Records shall be completed in
accordance with those procedures set forth herein.
A. To provide policy and guidelines relative to Fire Department
Training Records.
B. To provide examples of the following training forms:
1. State Training Record Forms (Blue and Green).
2. Current Fire Service Training Subject Codes.
Records will cover all training activities of both full time
employees and volunteer company members.
A. The authority and responsibility of the adoption and
approval of various Training Records shall be vested
with the Fire Chief.
B. The Personnel Support Officer shall be responsible for:
1. Supervision of all Training Records.
2. Overseeing proper completion and compilation of
Training Records.
3. Working in close conjunction with the Shift Battalion
Captains and Platoon Training Officers in matters
relating to Training Records.
4. Maintain complete files on all training activities.
C. The Shift Battalion Captains shall be responsible for:
1. The overall supervision of Training Records on his/her
platoon.
2. The accuracy of Platoon Training Records.
3. Evaluating and approving all training data on his/her
platoon and including his/her comments on the training
reports.
D. The Company Officers shall be responsible for:
1. The accurate completion of the Training Record as per
assignment.
2. Logging daily training sessions including time spent
and type of drills held for all personnel attending.
A. The Personnel Support Officer shall coordinate the major
training objectives of the Department and shall work closely
with the Shift Battalion Captains to see that these
objectives are met and properly recorded.
B. Computerized record keeping will be the basic method for
recording all basic training information on departmental
personnel. All training taken by departmental personnel
shall be recorded on a diskette. Each record is broken down
into nine (9) different areas of training that an individual
may participate in. (Note: The month, year, station and
platoon shall be indicated on each form used) The nine (9)
areas are:
1. In-service training (See 23.07-Definitions)
2. Streets and Hydrants-record training hours spent either
in a group, class or individually studying streets,
hydrants, sub- divisions, UVA building locations, and
pre-fire plans.
3. Company training (See 23.07-Definitions)
4. Evolutions (See 23.07-Definitions)
5. Drivers training (See 23.07-Definitions)
6. College level (See 23.07-Definitions)
7. Non-departmental - Record training hours spent by an
individual taking courses outside the department
sponsorship in areas other than fire service related
areas. Non-departmental credit may or may not have been
given to Fire Services Training (FST) depending on
whether or not training records were filled out for the
class. Regardless of whether or not this has occurred,
the credit for training taken and such documentation
shall be entered in the training record of the
individual.
8. Physical training (see 23.07-Definitions)
9. Inspections - for recording of hours spent by an
individual of fire prevention activities, etc.
a. Inspections
b. Pre-planning
Note: See Exhibit 1 for example.
C. The following information will be recorded for each class
taken by departmental personnel.
1. Date (day of month), Platoon, and Station Designation.
2. Subject - Two letter subject code from Department of
Fire Programs.
3. Level (if applicable) - Use Roman Numerals I, II, III,
IV, V, VI.
4. Hours - Total hours (to nearest 1/2 hour) of class time
attended by an individual.
5. Name - Entire platoon roster for respective station
shall be displayed in this area.
6. Personnel Hours - Personnel hours spent in each class
with each column added individually.
7. Staff hours for personnel hours spent in each class -
add vertically.
D. To indicate an individuals presence in a class, choose
each name from the database list. If the individual is
absent from the class, do not select their name.
E. An individual's training record will be kept by his/her
assigned platoon. When an individual works extra with
another platoon/station and participates in some form of
training, information on the class and time spent shall be
entered into the department's records management
system accordingly.
A. In-Service Training
Training programs listed under the "In-Service/Departmental"
section on the biannual training schedule issued by the
Personnel Support Division. These programs may be taught by
either in-house personnel or speakers from outside. These
programs are taught uniformly across the department and/or
these programs are taught with all platoon personnel in
group attendance. Training areas contained in the
"In-Service/Departmental training area" are:
1. In-service Training
2. Standard Review (NFPA/EMS)
3. Area Familiarization Training
B. Platoon/Company Training
Training programs held on an individual platoon basis or on
an individual company level.
1. Individual Company Training
2. Drivers Training
3. Evolutions, etc.
Subject matter for this portion of each month's training
shall be at the discretion of the Shift Captain and/or the
Company Officer. However, content shall be sufficient to round
out twenty (20) hours of offered training for platoon
personnel when added to "In-Service/Departmental" training
hours for each respective month, unless otherwise stated on
monthly training schedule.
C. Physical Training
Any department sanctioned activities.
D. Outside Training (Non-Departmental Training)
May or may not be fire service related, but must be job
related. This includes training programs put on by agencies
other than the Charlottesville Fire Department and may be
taught in a fire station or at some other location, either
inside or outside the local area. This training can include
every aspect of training from basic training through college
level course work. Outside training may either be credited
to FST by filling out training record forms or not. This is
at the discretion of the instructor teaching the class.
E. Inspections
Documentation of hours personnel spend on business
inspections and other fire prevention/code enforcement
activities.
Effective 1 June 1987, the Charlottesville Fire Department will
maintain its own training records for in-house personnel.
Department personnel taking training at the Department of Fire
Programs (State Training Agency, DFP) sponsored schools and
seminars will have their training hours forwarded to the DFP
through the completion of State Training Record Forms (blue and
green sheets). Upon returning to duty, the individual having
taken "outside training" shall advise their Shift Battalion
Captain of this so the training hours taken can be entered in
the records management system and credit can be given for training
hours taken.
A. Each month a Platoon Training Report will be compiled from
all training record data kept on the computer by the
Personnel Support Division.
B. A Monthly Training Schedule shall be submitted to the Personnel
Support Division by the 20th of the previous month. This
report shall provide a schedule as to planned training for the
respective shift and station.
A. Permanent training records will be maintained by the
Personnel Support Division on all personnel within the
records management system.
B. Data Entry Procedures shall follow those set by the Records
Management System being used by the department at that time.
A. A Semi-Annual Training Report shall be produced by the
Personnel Support Division.
Go BACK to Book One Contents page.
For Help using this system, send e-mail to: