rhode island training school manual - RI Department of Children ...

Overtime and Freezing of Employees
Rhode Island Department of Children, Youth and Families
Division of Juvenile Correctional Services: Training School and Detention Center
Policy: 1200.0202
Effective Date: January 1, 1988 Revised Date: Version: 1
In order to provide adequate staffing in all units and facilities and to maintain security, it may be
necessary to request employees to work overtime and/or to freeze in other employees. It is the
policy of this Division to comply with contract provisions, Department of Administration regulations
and Division guidelines in distributing overtime and freezing in of employees. All calls are to be
made by Unit Managers, Supervisors, Seniors and designated persons with the approval of the
Administrator-on-Call or the Administrator.
Related Procedure
Overtime and Freezing of Employees
Overtime and Freezing of Employees
Procedure From Policy 1200.0202: Overtime and Freezing of Employees
A. The Supervisory employee, once aware of the need for any overtime, shall notify the
Administrator-on-Call as soon as possible for approval.
B. The Supervisory employee making the overtime calls must record the name of the employee
given the overtime in the Overtime Log Book, as well as the date, the shift and the
Administrator-on-Call's name who gave approval for the overtime slot.
C. The supervisory employee making the overtime calls is to complete an overtime call sheet,
listing all the calls made and the responses. They must also ensure that the sheet is brought
to the office of the Assistant Administrator at the end of the shift when the overtime occurred.
D. When there is more than one overtime slot for two different shifts, they must be filled in the
order in which they occur (i.e. fill a first shift slot before a second shift slot).
E. An employee cannot be considered for overtime if any of the following applies:
1. He/she has worked two shifts, sixteen hours prior to the overtime slot;
2. He/she has discharged sick time within-ten working days prior to the overtime;
3. He/she has discharged vacation or personal time during that week and has not yet
worked hours during that week.
4. He/she is working that shift.
F. The Supervisory employee calling for the overtime slot shall begin by using the "Owed Board".
1. The Owed Board consists of names of employee who could not accept overtime because
it was their regular shift to work; or it would result in his/her working more than sixteen
hours.
2. An employee's name is on the Owed Board only once. His/her name is removed if he/she
accepts an overtime slot, is not able to be contacted, or if he/she refuses to work an
overtime slot.
G. After using the Owed Board, the Supervisory employee may then proceed to use the "Long
Board".
1. The Long Board is a seniority listing of staff within a classification. The list is a continuing
call list with each successive call beginning where the previous calls left off.
2. The employee making the telephone calls should begin at the designated employee.
3. “DNC” - Do not Contact - indicates the employee does not wish to be called for overtime.