On-Call Scheduling and Reporting

Idaho
Department of
Correction

Standard
Operating
Procedure
Title:
On-Call Scheduling and Reporting

Page:
1 of 3

Control Number:
208.07.01.001
Version:
4.0
Adopted:
01/10/2008

Sharla Means, human resource manager, approved this document on 06/09/2020.
Open to the public: Yes
SCOPE
This SOP applies to all employees of the Idaho Department of Correction (IDOC).
Revision Summary
Revision date (06/09/2020) version 4.0 Reformatted to conform to current standards; clarified
which positions do not qualify for on -call pay and explained exceptions made to pay-out rule
TABLE OF CONTENTS
Board of Correction IDAPA Rule Number ..............................................................................1
Policy Control Number 208....................................................................................................1
Purpose.................................................................................................................................1
Responsibility ........................................................................................................................2
Standard procedures .............................................................................................................2
1. Personnel Exempt from On-call Compensation Section ................................................2
2. Calculation of On-call Time ...........................................................................................2
3. Coding Timesheets for On-call Assignments .................................................................2
4. On-call Leave Accrual ...................................................................................................3
Definitions .............................................................................................................................3
References ............................................................................................................................3
BOARD OF CORRECTION IDAPA RULE NUMBER
None
POLICY CONTROL NUMBER 208
On-Call
PURPOSE
The purpose of this standard operating procedure (SOP) is to establish guidelines, rules,
and expectations for staff required to be available on an on -call basis for (1) response after
regular work hours and weekends and (2) emergency situations.
Control Number:
208.07.01.001
Version:
4.0
Title:
On-Call Scheduling and Reporting

Page Number:
2 of 3

Idaho Department of Correction
RESPONSIBILITY
Director, Deputy Director, Division Chiefs, Facility Heads, and District Managers
The director, division chiefs/administrators, facility heads, and district managers are
responsible for:
• Determining the need for on-call coverage.
• Designating positions or individuals to provide on -call coverage.
Supervisors
Supervisors are responsible for:
• Creating and maintaining an on -call schedule specifying who is on-call and for what
periods.
• Maintaining on-call leave balances.
On-call Employee
The on-call employee is responsible for:
• Monitoring and following the on -call schedule.
• Ensuring they can be contacted by a reliable communication device while on-call.
• Responding to the on-call situation within one hour of receiving the call.
Note: The on-call employee must ensure his activities are limited enough to allow him to
physically respond, if necessary, within the one-hour timeframe.
STANDARD PROCEDURES
1. Personnel Exempt from On-call Compensation Section
Due to their position, some employees are not eligible for on -call pay. The director, deputy
director, chief of staff, division chiefs, deputy chiefs/administrators, facility heads, deputy
wardens, district managers, and deputy district managers are exempt and ineligible to
receive on-call compensation.
2. Calculation of On-call Time
The calculation of on-call time uses the following formulas:
• One overnight shift, 5 p.m. to 8 a.m. = one hour
• Off-duty day, 24 hours = two hours
• Designated holiday, 24 hours = four hours.
3. Coding Timesheets for On-call Assignments
• On-call time (timesheet code OCE) will accrue as on -call leave earned to be taken
off later (timesheet code OCT).
• Each type of on-call shift is exclusive of the others. For example, if a holiday falls on
a weekday, only the holiday will be used to calculate on -call time.
Control Number:
208.07.01.001
Version:
4.0
Title:
On-Call Scheduling and Reporting

Page Number:
3 of 3

Idaho Department of Correction
• On-call time is accrued independently of any time spent at wo rk during the on-call
period.
• Actual time spent responding by telephone or returning to the workstation is to be
reported as actual hours worked.
• Facility staff who are required to call to see if they are scheduled to work should use
the time that they call in as ACT and not OCE (Policy Unscheduled Work).
4. On-call Leave Accrual
• On-call leave accrued may be taken on an hour-for-hour basis with prior approval of
the supervisor.
• There will be no cash payment for accumulated on -call leave and such leave will be
forfeited upon separation of employment.
• In extreme situations where the employee was not able to use their on -call leave due
to the needs of the agency, the director may make an exception to the payout rule.
• The maintenance of on-call leave balances is the responsibility of the facility, district,
division, or work center.
DEFINITIONS
On-call Time: Time when an employee is required to be available by communication device
if needed to work, and the employee can use the time effectively for pe rsonal purposes. On-
call time is not considered as actual hours worked.
REFERENCES
IDAPA 15.04.01, Rules of the Division of Human Resources and Idaho Personnel
Commission, Section 10, Definitions
United States Code, Title 29, Chapter 8, Fair Labor Standards

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