HomeMy WebLinkAbout115.001 - Manual Policy Format
Fresno City Fire Department
100 Administrative Manual
SECTION 115.001 MANUAL POLICY FORMAT
PURPOSE
This is to establish a new format for writing and revising policies, define the purpose
and application of each policy section, and clarify WHAT, WHERE, and WHEN to use
the terms SHALL, WILL, SHOULD, and MAY in the document.
APPLICATION
The format in “Attachment A” will be utilized whenever a policy is created or revised.
The Header and Footer is designed to easily pass an accessibility inspection using
the Accessibility Checker in Microsoft Word and Adobe Acrobat DC Pro.
OPERATIONAL POLICY
Members having responsibility for authoring, and revising policies, procedures,
guides, forms, and bulletins designated for placement on the City of Fresno (COF)
website shall ensure the documents are compliant with Section 504 of the Americans
with Disabilities Act (ADA).
OPERATIONAL GUIDELINE
It is recommended that members responsible for policy revisions use the Tracking
function in Microsoft Word to track changes. This is particularly useful for documents
with multiple authors or editors, who can review and approve (or reject) each other's
changes.
PROCESS
Main Font
Arial 12pt justified is the approved formatting for ALL FFD policies and procedures,
except for the Footer which is Arial 11pt font.
Note: The use of bold font throughout a document is for emphasis only.
Effective Date: April 2018 Manuel Graves, Civilian Training Officer
Current Revision Date: 06/16/2022 Section 115.001
Next Revision (2) Date: 06/16/2024 Page 1 of 8
s no Cny IF i r,e De p artment
100 Admini strative Manual
Header
The Fresno Fire Department (FFD) Custom Header is located at the top of the first
page ONLY and includes the logo, department name, and manual number and name.
(Do not place in the HEADER section).
1. Place a continuous break (Insert, Break, Continuous) as first entry
below header.
2. Go to the second page header and disconnect the link to the first
header. The disconnect link can be found in the “header/footer
toolbar.” Place one return at the front of the continuous page break
line to stop the header from inserting onto the additional pages.
Footer
On all pages – DO NOT disconnect link:
1. Entries are in a two-column table. Left justified in the first column and
right justified in the second column. Arial 11pt.
2. First entry in left column is “Effective Date” (see footer below).
3. Second entry in left column is “Current Revision Date.”
4. Third entry in left column is “Next Revision Date” and “Revision Cycle
Number.”
5. First Column to the right is “Author” and “Rank.”
6. Second column to right is “Section XXX.XXX.”
7. Third column to right is “Page X of X.”
Headings
Heading 1 = Arial 12pt, all caps (two returns before heading, bold, no numbers
or colon).
1. Heading 2: = Arial 12pt, numbered, capitalize the first letter of each
Effective Date: April 2018 Manuel Graves, Civilian Training Officer
Current Revision Date: 06/16/2022 Section 115.001
Next Revision (2) Date: 06/16/2024 Page 2 of 8
word, and underlined with a colon (two returns before unless
immediately following Heading 1 and then one return only).
a. Heading 3: = Arial 12pt, lowercase letter with a period,
capitalize the first letter of each word, and underlined with a colon
(two returns before unless immediately following Heading 2 and
then one return only).
Page Layout
1. First Page Setup:
a. Margins:
i. .3” Top (All other pages should have a 1” Top)
ii. 1” Bottom
iii. 1” Right
iv. 1.25” Left
v. .3” Header
vi. .3” Footer
Note: Lists are right side indented.
2. References:
a. Any references in the 100, 200, 300, and 400 series manuals are
italicized, and first letter capitalized.
b. When referring to Fire Department personnel, refer to them as
“members.”
c. Paragraphs are justified and not to be indented but will have a
single return between them.
d. The Fresno Fire Department is referred to as “FFD and/or
Department” only.
Note: To use abbreviation/reference throughout a document, the
parenthetical reference should read as: “….The Fresno Fire
Department (FFD and/or Department) ….). From that point
forward, the abbreviation/reference will only be used.
Effective Date: April 2018 Manuel Graves, Civilian Training Officer
Current Revision Date: 06/16/2022 Section 115.001
Next Revision (2) Date: 06/16/2024 Page 3 of 8
PICTURE AND IMAGE FORMATING WITH USE OF ALT TEXT
1. All pictures and images should contain an alternative text (alt text) to
ensure people with visual impairments understand the meaning and
context of visual items in a digital setting such as a screen reader. The
alt text should not be longer than a sentence or two and be descriptive
enough to convey the meaning and context of a visual item.
2. Choose the layout format “in line with text” using a return before and
after along with a center command to place in the middle of the page.
3. Make sure to place all text in text boxes. If the drawing box comes up
when choosing “Insert,” “Text Box” simply hit the “Esc” key and it will
disappear allowing the text box to be created on the drawing.
4. If using arrows or text boxes, highlight the picture along with any
arrows and text boxes holding down the shift key release, and right
click. Choose Grouping and Group to keep everything together should
the text move around due to format changes.
5. If putting two pictures in-line side-by-side, add a few spaces between
them to separate if needed. When adding a caption with the Insert,
Reference, Caption command, cut and paste to place in the right
position and delete the return that was added. This will return the
pictures to the original position.
Tables
In general, avoid tables if possible and present the data another way. If tables must
be used, ensure the tables don't contain split cells, merged cells, or nested tables, use
the Accessibility Checker.
INFORMATION
This section intentionally left blank.
DEFINITIONS
Purpose: This section clarifies the reason WHY a policy is created and should be no
more than a few sentences in length.
Application: This section explains HOW the policy will be applied within the
organization. It clarifies to whom it applies, as well as WHEN to apply it, and should
be a brief and clear statement.
Effective Date: April 2018 Manuel Graves, Civilian Training Officer
Current Revision Date: 06/16/2022 Section 115.001
Next Revision (2) Date: 06/16/2024 Page 4 of 8
Operational Policy: This section is the only area within the Fresno Fire Department
(FFD and/or Department) policies where the words SHALL and WILL exist. The
words “shall” and “will” define absolutes. SHALL has the weight of a direct order of
the Fire Chief. WILL denotes a regulatory mandate or a statement of fact. If difficulties
arise when changing the wording, substitute with phrases such as, “is to be” or “are to
be” in place of the words “shall” or “will.”
After replacing the SHALL or WILL with the terms above, and the intent has NOT
changed, the term is an absolute and belongs within the OPERATIONAL POLICY
section. If the intent DOES change, it belongs in the OPERATIONAL GUIDELINE
section and the term would need to be replaced with SHOULD or MAY.
It may be possible a policy does not include the word “shall” or “will.” In this instance,
write the following in this section: “This section intentionally left blank.”
Operational Guidelines: This section addresses the generalized explanations of
WHAT, WHERE, and WHEN within a policy. It also allows a wide variety of terms to
be used to describe the actions, acceptable practices, and/or industry standards.
These terms also include, but are not limited to, the words SHOULD and MAY.
“Should” is a more restrictive term which follows a preferred, but not
necessarily required course of action.
“May” is a standard course of action(s) or acceptable practice(s) with
deviations allowed for extenuating circumstances. “May” implies an
optional nature to the action or practice.
When explaining the WHAT, WHERE, and WHEN of tasks or directions to accomplish
a task, keep it simple and to the point. This area should contain the following
information: brief actions are identified; items, places, and times are indicated; and
tools or resources are named and addressed as to where and when they will be used.
However, if specific steps are involved, these are not listed in this section and are to
be found in the PROCESS section below.
If a policy does not include operational guidelines, but simply a process which lists a
set of steps to complete a task, write the following in this section: “This section
intentionally left blank.”
Process: This section allows the author to explain HOW THE POLICY or Item
described within the policy will be used, cleaned, maintained, or applied in a step-by-
step fashion.
If there are goals to achieve or actions that should accompany the successful
completion of the task or process, explain within a goal subsection which should
contain a safety-oriented endpoint as one of the goals when applicable.
Effective Date: April 2018 Manuel Graves, Civilian Training Officer
Current Revision Date: 06/16/2022 Section 115.001
Next Revision (2) Date: 06/16/2024 Page 5 of 8
Steps should be listed in the order in which they should occur and be thorough enough
to be followed with minimal further explanation.
Information: Within this section, the author can include additional items pertinent to
the understanding of the policy, which are NOT included within other sections. It
should include critical institutional history items, if necessary; information regarding
where a member can retrieve items related to the policy; and where a more in-depth
explanation of the application of the policy is contained. This will most often be utilized
with Administrative oriented policies.
Definitions: This is where NEW TERMS, ITEMS, and/or EQUIPMENT are defined.
Internal document hyperlinks will connect critical new terms and phrases with
definitions throughout the document.
Cross-References: This section will document where the information was sourced.
If the information was sourced in an internal FFD document, or the
information is referenced in other FFD documents, the document
identifier should be listed (i.e., Standard Operating Procedures Manual,
Section 203.005, Heat Stress Management Protocol.)
If the information was from a website, copy the URL; (i.e., the
www.Copymehere area at the top of the webpage) and place it in this
section of cross references.
If the information came from a text, manual, or other published
document, follow the general rules for references to include the title of
the text, author, date of publication, and the pages where the information
was found.
If, at the time a policy is written and there are no cross-references that
apply, write the following in this section: “No cross-references
recognized.”
Where applicable (as in most Department policies), cross-reference information
should be included in all policies at the end of a document/policy. See the example
below:
CROSS-REFERENCES
Administrative Order No. 2-20, Sick Leave Policy
Current MOU between the Fresno Fire Department and Local 202 Constant Staffing
Agreement (Side Letter to Current MOU)
Effective Date: April 2018 Manuel Graves, Civilian Training Officer
Current Revision Date: 06/16/2022 Section 115.001
Next Revision (2) Date: 06/16/2024 Page 6 of 8
Fresno Municipal Code
Section 3-107, Sick Leave and Special Leave Sections 3-108 – 116, Vacation
Section 3-284, Appeal Procedure, Disciplinary Matters
Administrative Manual
Section 101.004, Acting Policy
Section 106.010, Request for Leave of Absence (FC-01)
Standard Operating Procedures Manual
Section 204.006, Procedures for Recalling Off-Duty Members, LMS PowerPoint
Effective Date: April 2018 Manuel Graves, Civilian Training Officer
Current Revision Date: 06/16/2022 Section 115.001
Next Revision (2) Date: 06/16/2024 Page 7 of 8
Attachment A
Fresno City Fire Department (Arial12pt Bold)
(Arial 11pt Right Margin) 100 Administrative Manual
SECTION XXX (TITLE) (Section Arial12pt Bold)
PURPOSE (Headings 1 ALL CAPS, Arial 12pt Bold)
Start here. (Arial 12pt Justified)
APPLICATION
Start here. (Arial 12pt Justified)
OPERATIONAL POLICY
Start here. (Arial 12pt Justified)
OPERATIONAL GUIDELINE
Start here. (Arial 12pt Justified)
PROCESS
Start here. (Arial 12pt Justified)
INFORMATION
Start here. (Arial 12pt Justified)
DEFINITIONS
Start here. (Arial 12pt Justified)
CROSS-REFERENCES
Start here. (Arial 12pt Justified)
(Footer Arial 11pt Font)
Effective Date: Name, Rank
Current Revision Date: Section XXX.XXX
Next Revision (2) Date: Page 8 of 8