PRINCE WILLIAM COUNTY FIRE AND RESCUE ASSOCIATION PROCEDURE

Transcription

1 PRINCE WILLIAM COUNTY FIRE AND RESCUE ASSOCIATION PROCEDURE NUMBER PAGE 1 of 5 TITLE Training Records and Internship Packets IMPLEMENTATION DATE 11/01/12 CHAPTER 4 Personnel APPROVAL DATE 09/19/12 SECTION 5 Training SUPERSEDES PROCEDURE DATED N/A 1. Purpose: 1.1. This procedure establishes the process for forwarding, receiving, and storing various training records and internship packets. 2. Authority: 2.1. Section 9-1(9) (b) of Article I, Chapter 9.1 provides that FRA Policies and Procedures shall be effective upon approval by the board of directors, or by the executive committee as provided in this chapter, or following an appeal as outlined herein, and shall be binding on the members of the Fire and Rescue Association. 3. Definitions: 3.1. ALS/BLS Internship Packet The documentation that demonstrates an FRA member has completed the necessary steps as outlined by the Operational Medical Director (OMD) to become an endorsed EMS provider in Prince William County (PWC) Delegated Authority The authority given to a jurisdiction from the Virginia Department of Fire Programs (VDFP) to issue fire (and related) certifications. Prince William County Public Safety Training Center (PSTC) is a Delegated Authority for the following VDFP courses: Hazmat Awareness, Hazmat Awareness/Operations, EVOC II, EVOC III, Firefighter I, Firefighter II, Fire Instructor I, Fire Instructor II, Fire Officer I, Fire Officer II, Driver Pumper Operator, Aerial Operator, Mayday Awareness, and LPG Emergencies Internship Coordinator Department of Fire and Rescue (DFR) Lieutenant assigned to EMS Operations with the primary responsibility of coordinating ALS and BLS internships for the fire and rescue system Non-PWC Classes Any class that may be held at the PSTC, but is not taught or sponsored by the PSTC (e.g., NFA classes).

2 Page: 2 of 5 ASSOCIATION PROCEDURE Number: Office of EMS Certifications Any certification from the Virginia Department of Health s Office of Emergency Medical Services (e.g., EMT-Basic, EMT-Intermediate, EMT-Paramedic) Pro Board Accreditation PWC PSTC is accredited and provided permission through the VDFP to place a Pro Board stamp on the following certifications issued by the PWC PSTC: Hazardous Materials First Responder Awareness, HAZMAT Awareness and Operations, Firefighter Level I and II, Fire Instructor I and II, Fire Officer I and II, Driver Pumper, and Aerial Operator PWC Sponsored Classes Any class that is sponsored by the PSTC and taught within PWC (i.e., at PSTC or a fire and rescue station) Reciprocity Certifications obtained in a state other than Virginia seeking recognition by the VDFP TD Administrative Staff The non-uniformed DFR Management Services staff members assigned to the Training Division/PSTC Training Officer The individual identified by each respective volunteer fire and rescue agency in PWC to handle their agency s fire, EMS, and related training VDFP Certifications Any certification issued by the VDFP (e.g. Fire Officer III, Instructor III, etc.). 4. Policy: 4.1. FRA members shall follow the steps outlined in this procedure and Attachment A for submission of their training records or internship packets upon completion of a fire or EMS class or an ALS or BLS internship. 5. Procedure: 5.1. ALS/BLS Internship Packets Member completes an ALS or BLS internship, and the unit officer or training officer submits the intern s packet to TD Administrative Staff (DFRTraining@pwcgov.org) to begin the tracking process TD Administrative Staff sends a confirmation receipt to the training officer and/or unit officer confirming that the initial packet was received by the PSTC.

3 Number: ASSOCIATION PROCEDURE Page: 3 of TD Administrative Staff scans the packet into a PDF file and forwards the packet to the internship coordinator (DFRInternship@pwcgov.org) The internship coordinator reviews the packet of documents to ensure it is complete and accurate If the internship packet is complete, the internship coordinator will present it to the OMD for endorsement If approved, the OMD will electronically sign the signature page and return the packet to the internship coordinator The internship coordinator will send the internship packet and signature page to the DFRTraining@pwcgov.org mailbox The internship coordinator will update the endorsed EMS provider list and forward it to the webmaster for internet posting TD Administrative Staff will notify the respective unit officer or training officer of approval and completion TD Administrative Staff will enter the EMS provider s information into the record-keeping database and electronically store the internship packet and signature page on the McCoart server TD Administrative Staff will send the internship packet back to the training officer to file or give to the student If not approved, the internship coordinator will send an to the unit officer or training officer and the TD Administrative Staff (DFRTraining@pwcgov.org) with the notification of rejection. The OMD s decision is final If the internship packet is not ready to be presented to the OMD for endorsement, The internship coordinator will the packet back to the unit officer or training officer with specific details to correct deficiencies with the internship or documentation.

4 Page: 4 of 5 ASSOCIATION PROCEDURE Number: Once complete, the corrected packet will be returned to the TD Administrative Staff, scanned into a PDF file, and forwarded to the internship coordinator (DFRInternship@pwcgov.org) inbox for processing in accordance with section Fire and/or EMS Certifications PWC Sponsored Classes After a student completes a PWC sponsored class, the TD Administrative Staff will: Non-PWC Classes: enter the student s information in the record-keeping database. print/issue the appropriate certification for the completed class. file a copy of the certification electronically in the appropriate member folder. send an electronic copy of the certificate to the training officer. send the original certificate to the student via the appropriate method (DFR Courier, etc.) After a student completes a non-pwc class (e.g., NFA class, etc.), the student is responsible for providing their respective training officer with a copy of the certification. The training officer shall update their records and forward an electronic copy to the TD Administrative Staff at the PSTC (DFRTraining@pwcgov.org) Upon receiving the copy of the non-pwc certificate, the TD Administrative Staff will send an confirmation to the student and the respective training officer indicating receipt of the certification TD Administrative Staff will scan and electronically file the certification in the appropriate manner (fire, EMS, miscellaneous, etc.) OEMS Classes: Students taking any EMS class offered by the VA OEMS, regardless of where the class is offered, will receive their certification directly from OEMS (e.g. EMT-B, EMT-I, etc.) Students receiving OEMS certifications shall make a copy of their certification and submit it to their respective training officer, who shall forward a copy (electronic or paper) to the TD Administrative Staff at the PSTC (DFRTraining@pwcgov.org).

5 Number: ASSOCIATION PROCEDURE Page: 5 of TD Administrative Staff will process the certificate and send a confirmation receipt to the student and the training officer Reciprocity Anyone who obtains a fire, EMS, or related certification must submit the certification to the appropriate agency for approval. Reciprocity shall only be granted to the member by the VDFP or VA OEMS Once certification is approved, students and TD Administrative Staff shall follow the steps in Attachment A for fire and EMS certifications. 6. Responsibilities: 6.1. Member Retain a copy of their fire, EMS, and related certifications. Submit any and all certifications received that are not issued by PWC to the TD Administrative Staff for appropriate processing Training Officer Maintain an updated station copy of each of their personnel s training records. Maintain routine communications with the TD Administrative Staff to ensure their members records are complete and up-to-date in both locations Training Division Maintain a record of every active member s certifications in the Fire and Rescue System TD Administrative Staff Manage tracking process, database, and electronic filing of all training records and certifications Internship Coordinator Coordinate ALS and BLS internship packet process as outlined in the procedure and attachment.

6 Attachment A PRINCE WILLIAM COUNTY FIRE & RESCUE ASSOCIATION TRAINING RECORDS AND INTERNSHIP PACKETS Date: 11/01/12 Fire / EMS Certifications Non-PWC Classes Volunteer submits Training Certificate to Volunteer Training Officer Volunteer Training Officer updates their records and forwards scanned copies of member certifications obtained outside of Prince William Co. Training Division (i.e. CPR etc.) via to Prince William Co. Training Division Administrative Staff (DFRTraining@pwcgov.org) Training Division Administrative Staff confirms receipt; however, an will be sent to the Training Officer and/or FRA Member that record will not be processed. (It will not become part of the individuals permanent training record) No SUBMISSION AND RETENTION PROCESS DFR Career Personnel submit scanned copies of certificates to Prince William Co. Training Division Administrative Staff via . (DFRTraining@pwcgov.org) Is the Prince William Co. Training Division tracking the particular certificate? ** Yes ALS / BLS Internship Packets Member completes ALS or BLS internship. The Unit Officer or Volunteer Training Officer submits the Internship Packet for tracking/approval via to the Prince William Co. Training Division Administrative Staff (DFRTraining@pwcgov.org) Training Division Administrative Staff confirms receipt to Unit Officer or Training Officer and forwards scanned packet to the Internship Coordinator for processing The Internship Coordinator reviews the ALS/BLS packet for accuracy & completeness Is the packet ready for OMD endorsement? Yes No The OMD reviews the scanned packet and adds their secure, certified electronic signature The Internship Coordinator electronically returns the ALS/BLS Internship Packet as an attachment to the Unit Officer or Training Officer along with an with details to correct internship deficiencies or documentation Training Division Administrative Staff confirms receipt of certificate to the FRA member and Training Officer. The OMD forwards the packet to the Internship Coordinator. The Internship Coordinator sends the packet and signature page to the DFRTraining@pwcgov.org mailbox LEGEND = Decision = Process The Internship Coordinator updates the OMD Endorsed Provider List and forwards to webmaster for internet posting Training Division Administrative Staff will notify the respective Unit Officer or Training Officer of approval and completion Record is added to the FRA Member s Training Record in the Action Database and in the FRA Member s Personnel Training Folder electronically on the W Drive by the Training Division Administrative Staff Training Division Staff sends the internship packet to the training officer or gives to the student. NOTE: ** Fire Certificates can only be granted by VDFP. ** EMS Certifications must be recognized & approved by the OMD. Page A-1 of A-1