SAP #1000.00
 

WESTERN COVENTRY FIRE DISTRICT
Standard Administrative Procedure
 

#1000.00: Standard Operating and Administrative Procedures, Development
and Approval
 

Effective Date: October 20,2010_ Review Date (5 years): October, 2015,
Number of Pages: 9
 

1.0 PURPOSE
 

To provide a consistent and standardized format for the development, formatting, subject title,
approval and indexing of the Western Coventry Fire District administrative procedures and the
Western Coventry Fire Department operational procedures and guidelines.
 

2.0 SCOPE
 

The following guidance should be utilized by personnel or groups engaged in the development,
preparation and approval of standardized procedures or guidelines utilized by the Western
Coventry Fire District and Fire Department. It is anticipated that administrative procedures will
generally be developed by either members of the Board of Directors, elected officials of the
District and/or by Officers of the Fire Department. Only Officers of the Fire Department will
develop operating procedures and guidelines while utilizing appropriate input from any member.
 

3.0 POLICY
 

Approved administrative procedures shall be known as Standard Administrative Procedures
(SAP's) and shall be viewed as the approved District policy on the subject. Approved operating
procedures shall be known as Standard Operating Procedures (SOP's) or Standard Operating
Guidelines (SOG's). Standard Operating Procedures shall be viewed as the approved policy of
the Fire Department and shall be followed as published. Standard Operating Guidelines shall be
viewed as general guidance in the performance of duties and assignments, but compliance is left
to the best judgment of the individual member in light of conditions experienced at the time. The
Chief shall determine the classification of an operational document as a "Procedure" or a
"Guideline" .
 

In all cases, formal procedures must be compliant with US federal and RI state laws, followed by
the WCFD Charter, By-Laws and approved resolutions.
 

4.0 FORMAT
 

Standard Operational and Administrative Procedures and Guidelines should be generally
prepared in the same format or layout as this procedure.
 

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4.0.1 Heading
 

The heading should indicate the source of the document (Western Coventry Fire District or
Western Coventry Fire Department) and the nature of the document ("Standard Administrative
Procedure", Standard Administrative Guideline", "Standard Operating Procedure" or "Standard
Operating Guideline").
 

4.0.2 Number and Title
 

The Standard Subject Identification Code developed by the US Government has been adopted by
the Fire District (example: SAP-1OOO.OO) to numerically identify all administrative and
operational procedures. This number and the brief subject, known as the title, will be clearly
indicated just below the "Heading". (This should also appear on each page thereafter).
 

Standard subject codes can be found in appendix A of this procedure (see appendix A)
 

For ease of reference, each major component of the procedure should be numbered in the same
manner as this procedure.
 

4.0.3 Effective Date
 

The "Effective Date" for Standard Administrative Procedures shall be the date the procedure or
guideline was approved by the District Board of Directors and any subsequent approved
modifications or amendments thereafter.
 

The "Effective Date" for Standard Operating Procedure and Standard Operating Guidelines shall
be the date the procedure or guideline was approved by the Chief and any subsequent approved
modifications or amendments thereafter.
 

4.0.4 Review Date for Standard Administrative Procedures
 

The "Review Date" shall be the date the procedure document is scheduled to be reviewed. The
District Clerk shall be responsible for monitoring review dates for standard administrative
procedures and ensuring that these documents are reviewed by the Board of Directors or its
assignee. If the review indicates no changes are required, the District Clerk may reissue the
document with a new "Review Date" after the Board's approval has been obtained. Changes to
the document will require Board approval. The "Review Date" does not preclude more frequent
reviews/updates if changes warrant.
 

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4.0.5 Review Date for Standard Operational Procedures and Guidelines
 

The Chief shall be responsible for ensuring operational procedures and guidelines are reviewed
and updated (if necessary). The "Review Date" does not preclude more frequent
reviews/updates if changes warrant.
 

4.0.6 Scope
 

The "Scope" of the procedure or guideline should indicate the intent of the document and what
it's supposed to accomplish.
 

4.0.7 Policy
 

If the document is to be treated as District or Departmental "policy" and must be followed, this
needs to be clearly spelled-out. Likewise, if the document is for operational or administrative
guidance and should be followed, but because of variable conditions and circumstances (such as
the scene of a fire or accident), is left to the best judgment of the individual, this must be spelled­
out as well.
 

4.0.8 Supporting Documentation
 

In some instances, other documentation will provide for a procedures supporting information and
should be listed as a point of reference. Examples of such documentation could be the District
Charter, the District By-Laws, state laws, adopted rescue and firefighting protocols, etc.
 

4.0.9 Procedures
 

This is where the various, step-by-step procedures are written in sequential "user-friendly" style
and format. The procedures should consider the sequence (or order) the procedures should
follow to complete the procedures in the most logical and safe fashion. An outline or
"bulletized" format may be used to simplify the presentation. When necessary, detailed
guidance may be required to ensure accuracy, safety and consistency. Procedures must be
unambiguous and (except for "guidelines"), not subject to individual interpretation.
 

This section should identify any equipment or materials required to perform the procedure.
 

4.0.10 Page Numbering
 

So as to eliminate any question regarding the number of pages contained in a procedure, each
page is to be identified numerically with its page number and the total number of pages involved
in the procedure shall be indicated near the heading of the procedure.
 

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5.0 DEVELOPMENT AND APPROVAL
 

"Approval" is a multi-stepped process that starts with the originator(s). The originator(s) of the
procedure should seek out subject matter experts or individuals knowledgeable in the subject to
be covered by the procedure and solicit their input and recommendations. These individuals
should "approve" the document before presentation and review upwards through the chain of
command.
 

5.0.1 Administrative procedures should be reviewed and "approved" by the senior individual
responsible for the application or use of the procedure. The Chief and members of the Board of
Directors should be provided with a working copy for their review and comment. When the
originator is satisfied all details and discussion points have been covered and resolved, he/she
should request placement of the proposed procedure on the agenda for approval at the next Board
of Director's meeting.
 

5.0.2 Operational Procedures and Guidelines should be developed, reviewed and "approved" by
the respective Fire or Rescue Captain (depending on subject), the Deputy Chief and the Chief.
These individuals are responsible to ensure the document meets all current federal and state
firefighting/rescue standards or protocols.
 

6.0 DISTRIBUTION
 

Once approved by the Board of Directors, or a Standard Operating Procedure by the Chief, a
procedure or guideline shall be published by the District Clerk who will maintain the original
copy in Official District Archives and provide copies to all elected officials of the District in the
case of administrative procedures and all members of the Fire Department in the case of
operational procedures and guidelines. The District Clerk shall maintain a binder (or binders)
containing current District and Department Procedures and Guidelines at the Western Coventry
Fire Department, Summit Fire Station, 1110 Victory Highway, Greene, Rhode Island where it
will be accessible to all citizens in addition to the members of the Department and elected district
officials.
 

7.0 TRAINING
 

The Chief is responsible for ensuring that members of the Fire Department are familiar with the
content and guidance in all current operating procedures and guidelines as well as administrative
procedures and guidelines that may impact their duties.
 

8.0 MASTER INDEX
 

The District Clerk shall be responsible for maintaining a current computerized Master Index of
all procedures. This Master Index shall be Appendix B for Standard Administrative Procedures
and Appendix C for Standard Operating Procedures and Guidelines to this procedure (see
Appendix B and Appendix C). Paper copies of the Master Index are to be inserted as the first
page(s) of the binders called for in section 6.0 of this procedure. The Master Index shall contain
 

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a listing in numerical order of all procedures, the title of the procedure, the title of the
responsible reviewer(s), the approval/effective date and review date schedule. The District Clerk
has the authority to and shall keep the Master Index of appendix B in this SAP current without
the need for the Board of Director's or Chiefs approval.
 

9.0 ORIGINAL/REVISION LOG
 

The District Clerk shall be responsible for maintaining a computerized log of all procedure
originals and revisions. This log shall be kept sorted in the order of the procedure numbers.
Each log entry shall contain the procedure number, the procedure title, the author of the original
procedure or its revision, the procedure section(s) number revised and a very brief description of
any revision and the effective date. (It is possible to combine the efforts associated with
maintaining the Master Index and the Revision Log into one computerized spreadsheet and
selectively printing the necessary information to satisfy sections 9.0 of this procedure should all
this information not be necessary for the binders.)
 

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SAP-1OOO.OO
APPENDIX A
 

Standard Subject Identification Codes (SSIC)
 

The table below identifies the standard system of numbers used to group subjects into
major subject groups.
 

Major Subject Groups
 

6
 

Standard Administrative Procedures
Development and Approval
 

7
 

8
 

SAP-1OOO.OO
 

Standard Operating Procedures & Guidelines
Development and Approval
 

APPENDIX C
MASTER INDEX
 

SOP/SOG # Subject
 

Review
Assignee
 

Approval! Review
Effective Date
Date
 

Entries TBD
 

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