Policy: Special Events Overtime

PURPOSE

The purpose of this order is to establish guidelines for the administration and assignment of special event overtime.

POLICY

It is the policy of the Michigan State University Police Department (Department) that special event overtime is a necessary function of this Department and shall be assigned using the following procedures.

PROCEDURE

A list of eligible officers has been established to assign special event overtime. The list consists of the following ranks: Officer, Sergeant and Lieutenant.

When the Department needs officers for an event, a sign-up sheet will be posted. Those desiring to work or to be assigned to the event may place their name on this sheet. If an employee wishes to be assigned to the event and immediately give their position to the first available alternate, they shall also indicate this on the sign-up sheet as directed.

The list will be used to make event assignments at least seven (7) days prior to the event when sufficient time allows. Assignment to the event is based on an individual’s position on the overtime list.

If not enough officers voluntarily sign up, the list will be utilized to draft officers to work the event. Officers drafted for events, will receive email notification to their Department email of their assignments. Officers are required to monitor their Department email for this notification if they have signed up for an event.

Those who have worked the event, or have given the event away following the proper procedures listed here, will move to the bottom of the overtime list.

Alternates:

When more than the number of officers needed for an event sign-up, those not assigned will be placed on an alternate list in order of eligibility based on the overtime list.

Officers who did not originally sign-up for the event are permitted to place their name as an alternate at the bottom of the alternate list. However, the pre-established alternates shall have priority over those who volunteer later to be an alternate.

If an officer wishes to give an event to another officer, the assigned officer shall make contact with the first listed alternate and inform them they are giving the event to that person. This must be completed a minimum of twenty-four hours before the event reporting time.

The original officer assigned to the event may make initial contact using text or email, however; that person shall make actual contact with the alternate using: telephone, police radio or speaking with the alternate in person to confirm the alternate receives and acknowledges the change. In addition, the original officer shall reply to the full email assignment listing identifying the change and receive acknowledgement from the Special Event Commander or designee approving the change.

Alternates not wishing to work the event are responsible for removing their names from the assignment sheet and immediately replying to the full email assignment listing that they are no longer wishing to work the event. A person assigned to the event may not give away their assignment to an alternate with less than 24-hour notice before the event reporting time, unless approved by the Special Event Commander.

The original officer assigned to the event is responsible for noting the change in assignments on the posting sheet in clerical with the name of the alternate taking the assignment.

Designated supervisory positions shall only be filled by a supervisor.

Calling in sick for an overtime assignment less than 24 hours before the reporting time of the assignment have the following additional requirements:

Officers with one sick leave occurrence on an assigned event day are on notice that any additional sick leave occurrences for assigned event days will result in a requirement for medical documentation. This need for documentation is in effect for twelve (12) months after the first incident of reporting sick for an overtime assignment.

Documentation of these occurrences shall be kept by the Special Event Commander and shall be immediately reported to that position upon notice of a report of an absence.

Nothing in this policy prohibits the Department from addressing violations of other University or Department rules or policies regarding attendance.

Should an officer be unable to work an assigned overtime event due to an emergency, they shall notify the Shift Supervisor. The overtime event procedure may be suspended and positions filled as personnel can be located.

When a special event requires all available personnel to work, this process shall be suspended.

In instances where the assignment is expected to last six (6) hours or less, officers eligible to work the entire event will get first priority for the assignment. Event expected to last more than six (6) hours may be filled by splitting the assignments.

Exemptions

The following circumstances may relieve an officer from the special event assignment process:

If an officer, working a twelve-hour shift, has been granted leave, or the officer has used there (3) paid leave days (other than sick) and the total consecutive days off is either eight (8) or greater.

If an officer working a ten-hour shift, has been granted leave, and the officer has used three (3) paid leave days (other than sick) and the total consecutive days off is either six (6) or greater.

If an officer, working an eight-hour shift, has been granted leave, and the officer has used three (3) paid leave days (other than sick) and the total consecutive days off is either five (5) or greater.

If an officer is on funeral leave, military leave, extended sick leave, department approved leave of absence, temporary light duty, or worker’s compensation.

If an officer is on a personal leave under exceptional circumstances having received authorization from the Chief or designee.

Persons on special assignment from the department may be exempt by the Chief or designee by virtue of that assignment, i.e., MSP Fugitive Team.

Officers will be permitted to exercise an option to be exempt from Special Event assignments subject to the following conditions:

No more than two (2) times during the fiscal year, an officer may designate a two-day period when they are protected from being drafted for an overtime event.

These periods must be selected prior to an event being posted for sign-up and documented by means of a written request to the Special Event Commander.

No more than two (2) officers will be granted an exemption for the same time-period. This procedure operates under a “first come, first served” policy.

Exemptions shall not be granted and/or may be rescinded, for events requiring all available employees.

Exemptions from MSU home football games have additional requirements, as follows:

These exemptions should be considered only for exceptional circumstances and should not be submitted carelessly.

If an officer has a significant personal event scheduled on the date of a home game day, they may request to be exempt from working that date.

A request for exemption shall be submitted in writing to the Special Event Commander at least sixty (60) days prior to the date of the event to be considered.

A request for exemption from a home football game may not be submitted more than one (1) year prior to the date of the event.

No more than two (2) officers will be granted an exemption for the same time period. This procedure is on a “first come, first served” basis and will be based on the timing for the receipt of the written request.

Under exceptional circumstances, the Chief may authorize additional exemptions when the two (2) officer limit has been reached.

An officer will not be granted this exception more than one (1) time during the football season.

Officers on funeral leave, military leave, extended sick leave, family ill, temporary light duty, other department approved leaves, or worker’s compensation will not be counted towards the two (2) officer maximum.

Documentation for these exemptions shall be kept by the Special Event Commander.

Scheduling

The employee must be capable of performing all aspects of the assignment.

Employees shall not switch their special event positions with on-duty personnel.

Supervisors shall be assigned to positions within a plan based upon perceived needs. Generally, events requiring five (5) or more officers will have a supervisor assigned. Events in which there are no supervisors assigned will be under the supervision of the Shift Supervisor.

Certain events may require the assignment of specific employees to specific positions due to their training or qualifications. These assignments shall be made irrespective of the list.

Newly hired officers shall be placed at the bottom of the overtime list when they become eligible to work special events. Clearance to work events during the first six months of their probationary period shall be at the discretion of the Field Services Bureau Commander.

Special event positions may be filled by on-duty personnel based upon staffing availability and needs.

Some large events may require on-duty personnel to report early for duty or work beyond their scheduled shift.

Overtime Assignment Restrictions

Should an officer with a duty assignment desire to work a special event, they must obtain written permission from their supervisor to take the necessary time off to be eligible.

This must occur during the time that the event is posted for sign-up and the officer shall note what supervisor granted them permission on that sign-up sheet and before assignments are made.

If assigned to the event, the officer must maintain documentation that they have been pre-approved to work the event.

Excluding extraordinary circumstances, overtime assignments may require restrictions in the length of time an employee may work.

Continuous hours in an on-duty status must be limited to ensure the safety of the community and fellow employees.

The number of hours any employee may work in a twenty-four (24) hour period shall not exceed eighteen (18). This period commences upon the first hour of duty worked and there must be eight (8) hours in an uninterrupted off-duty status.

Pursuant to the collective bargaining agreement between Michigan State University with the Police Officers Association of Michigan (POAM) and the Administrative Professional Supervisors Association collective bargaining agreements; it is management’s prerogative to limit any overtime assignment as circumstances dictate.

When mandated to work and the end of the assignment will not allow for an uninterrupted 8 hours off-duty time before the beginning of their next regularly scheduled shift, officers may use accrued vacation, personal or compensatory time to accommodate the eight hours off required.

An officer may flex the start and end time of the next shift to accommodate the eight hours off.

Suspension of this Procedure

In the case of emergencies or other similar extenuating circumstances, the staffing and drafting procedures may be suspended and positions assigned as personnel can be located.