Smaller Law Enforcement Agency
Technical Assistance Program
SERVICES, SUPPORT, & TRAINING
Smaller Agency Technical Assistance Program
Services, Support, & Training
• Project Advisory Group, SACOP
• Training
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• Best Practices Guides
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www.IACPSmallerDepts.org
Smaller Agency Technical Assistance Program
New Police Chief Mentoring Project
Transition Support for Newly Appointed Police Leaders
• 1-to-1 Mentoring
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Reference
• New Executive E-Source
www.theiacp.org/Esource
www.IACPMentoring.org
Smaller Agency Technical Assistance Program
Leading by Legacy
• How to build an individual,
agency, & community legacy
for rural law enforcement
• First line supervisors, command
staff, and executives (police, sheriff, tribal)
• Training, technical assistance, and CDROM resource toolkits
www.theiacp.org/LeadingbyLegacy
8, 10, or 12 hour
shifts?
Reducing Overtime through
Schedule Design:
Solutions for Small
Agencies
Goals & Objectives
 Explain and discuss the 7k exemption under
FLSA rules.
 Explain and demonstrate how overtime
reductions and other benefits can occur as a
result of using a “short” schedule in conjunction
with FLSA guidelines.
 Explain and discuss varied shift rotations.
 Provide and explain a free schedule tool that
you can use for your agency.
Disclaimer
 Although some of this discussion concerns
rules adopted by the Federal Fair Labor
Standards Act, there may be overriding rules
or legislation within your jurisdiction or state.
Before you proceed with any changes, be
sure to check with your legal representative
to ensure you are in compliance with the
prevailing law for your area.
 Math
FLSA Rules
 Initially adopted in 1938.
 Section 207(k) outlines exemptions to
overtime rules for public safety personnel.
 FLSA Schedule
• The work cycle is a factor of multiplication of
the work rotation, which cannot exceed 28
days.
FLSA Schedule
Work Period
Maximum Hours
28
171
27
165
26
159
25
153
24
147
FLSA Rules
 What is overtime?
 Can employees volunteer time?
Philosophy of Scheduling
 Must satisfy organizational goals.
 Should be flexible for both the
organization and the employees.
 Should mitigate the need for overtime.
 Should be based on staffing needs
related to call volume (whenever
possible).
NIJ Study
 The research showed no appreciable differences in
“work performance, health or work-family conflict”
between 8, 10, and 12 hour shifts.
 Those working 8 hours required the least amount of
sleep and those working 12 hour shifts reported
greater levels of fatigue than the other shifts.
 “Officers on 8-hour shifts worked significantly more
overtime (more than five times as much as those
on 10-hour shifts, and more than three times as
much as those on 12-hour shifts” (NIJ Report,
2012).
Shift Hours
 How many hours do your officers work
each year?
Math
 Start with 2,080 Hours
 Subtract vacation (80), holiday (80), and
training hours (40).
 The average actual hours worked is about
1,880 (+ or -).
 We tend to “over-schedule,” which causes
us to have to backfill missing shifts. The
schedule should be based on 1,880-1,900
hours, not 2,080.
Example
 24 hours of coverage per day = 168 hours
per week.
 168 hours per week = 8,736 hours per
year.
 8,736 divided by 1,880 = 4.65 (five
officers).
 This is essentially the minimum number of
officers you need to cover 24/7.
Example
 30 hours of coverage per day = 210 hours
per week.
 210 hours per week = 10,920
 10,920 divided by 1,880 = 5.8 (six
officers)
 This is the minimum number of officers
needed to cover 30 hours per day,
however you may configure those hours.
Rotation Considerations
 There are many varieties of rotations one
can consider. There are also some
factors to take into account.
• Rotating days on/off
• Consistency of shifts and rotations
• Team Concept
• Shift times/Crossing Meal Periods
• Number of Work Days
Rotation Considerations
 More Math: (Remember the target is 1,880 to
1,920 hours).
• 365/27 (9 days in the rotation) = 13.52
Cycles
• 1900/13.52 = 140.53 Hours Per Officer for
each 27 day rotation
• 365/24 (8 days in the rotation) = 15.21
Cycles
• 1900/15.21 = 124.91 Hours Per Officer for
each 8 day rotation
Rotation Examples
 6 on 3 off 8 hour shift = 1,946 Hours
(48 per 9 day rotation)
 5 on 4 off 9.5 hour shift = 1,926 Hours
(47.5 per 9 day rotation)
 5 on 4 off 9 hour shift = 1,825 Hours
(45 per 9 day rotation)
 4 on 4 off 10 hour shift = 1,825 Hours
(40 per 8 day rotation)
 4 on 4 off 10.5 hour shift = 1,916.25 Hours
(42 per 8 day rotation)
Applying the Hours
 The point here is that you cannot “fool”
the math. You can come up with any
combination of adjusted hours or
rotations, but you still have only between
1,880 and 1,920 hours to work with. The
rest is lost time. Remember – this might
vary, depending on your contract
situation.
5/4 Rotation Layout
1
2
3
4
5
6
7
8
9
1 1 1 1
1 1 1
1 1
1
1
1 1
1 1 1
1 1 1 1
1
1 1
1 1
1
1 1 1
1 1 1 1
1 1 1 1 1
1 1 1 1 1
1 1 1 1
1 1 1
1 1 1 1 1
5 5 5 5 5 5 5 5 5 5 5
1 1 1
1 1 1 1
1 1 1 1 1
1 1 1 1 1
1 1 11
1 11
1
11
1 1
1
1 1 1 11
5 5 5 5 5 55
1 1 1 1
1 1 1
1 1
1
1
1 1
1 1 1
1 1 1 1
1
1 1
1 1 1
1 1 1 1
1 1 1 1
1 1 1
1 1
1
1 1 1 1 1
5 5 5 5 5 5 5 5 5
5/4 Rotation by Shift
(9 Officers)
1
2
3
4
5
6
7
8
9
S M T
1 2 3
A A
A B
B
B M M
W R F A S M
4 5 6 7 8 9
A A A
A A A
B B B B
B B
M M M M M
S S S S
M
S S S S S
M D D D D
D
D D D D
T W R
10 11 12
A A
A B
B
B M M
F A S M T
13 14 15 16 17
A A A
A A
B B B B
B
M M M M M
S S S S
S S S S
M D D D D
D
D D D
W R F A S M
18 19 20 21 22 23
A A A A
A A B
B B B
B B M M
M M
M S S S S
S
S
M D D D D
D D
T W R
24 25 26
A
A A
B B
B
M M M
F
27
A
B
S S S S
D D D D
5/4 Rotation by Shift
(11 Officers)
M T W R
1 2 3 4
1
A A A
2 A A
3
A A
4 A M M
5
M
6 S S S S
7
8 D D D D
9 D
10 M D D D
11
F A S M T
5 6 7 8 9
A A
A A A
A A A
A A
M M M M
M
S S S S S
D
D D D D
M
D D D D D
M T W R F
1 2 3 4 5
W R F
10 11 12
A A
A A
A
A M M
A S M T W
13 14 15 16 17
A A A
A A
A A A A
A
M M M M M
S S S S
S S S S
D D D D D
D
D D D
M D D D
D D D D
R F A S M T
18 19 20 21 22 23
A A A A
A A A
A A A
A A M M
M M
M S S S S
S
S
D D D D D
D D
M M D D D
D
D
W R F
24 25 26
A
A A
A A
A
M M M
A
27
A
A
M
S S S S
D D D D
M
D D D D
A S M T W R F A S M T W R F A S M T W R F A
6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27
6/3 Rotation by Shift
(5 Officers)
M
1
1 A
2 M
3
4 P
5 D
M
1
T
2
A
M
P
D
T
2
W R F
3 4 5
A A A
M
M M
P D D
D
W R F
3 4 5
A S
6 7
A
A
M M
D
D
A S
6 7
M T W
8 9 10
A
A A M
M M
P
D D D
M T W
8 9 10
R
11
A
M
P
D
R
11
F A S M T
12 13 14 15 16
A A A A
M
A
M M M M
P D D D
D
D
F A S M T
12 13 14 15 16
W R F
17 18 19
A
A A M
M M
P
D D D
W R F
17 18 19
A
20
A
M
P
D
A
20
S M T W R
21 22 23 24 25
A A A A
M
A
M M M M
P D D D
D
D
S M T W R
21 22 23 24 25
F A
26 27
A A
M M
D D
F A
26 27
4/4 Rotation by Shift (10
Officers)
1
2
3
4
5
6
7
8
9
10
M
1
A
B
S
P
D
M
1
T
2
A
B
S
P
D
T
2
W
3
A
B
S
P
D
W
3
R
4
A
F
5
A
6
S
7
M
8
A
A
A
A
B
B
B
B
S
S
S
S
P
P
P
P
D
F
5
D
A
6
D
S
7
D
M
8
B
S
P
D
R
4
T W R F A S
9 10 11 12 13 14
A A A A
A A
B B B B
B B
S S S S
S S
P P P P
P P
D D D D
D D
T W R F A S
9 10 11 12 13 14
M T W
15 16 17
A
A A
B
B B
S
S S
P
P P
D
D D
M T W
15 16 17
R F A S M
18 19 20 21 22
A A A
A A
B B B
B B
S S S
S S
P P P
P P
D D D
D D
R F A S M
18 19 20 21 22
T W
23 24
A
A
B
B
S
S
P
P
D D
T W
23 24
Math & Rotations
Rotations
Categories
3&4
Alt.
Shift Hours
12
12
Days in Rotation
7
7
Shifts Per Rotation
3
3.5
Shifts Per Cycle
12
14
FLSA Max Cycle
28
28
Cycles/Year
13.04
13.04
Max Hours/Cycle
171
171
Hours Scheduled
Holiday Hours
Hours Sub Total
Vacation Hours
Training Hours
Hours Sub Total
4&4
10.5
8
4
12
24
15.21
147
4&4
10.5
8
4
12
24
15.21
147
Buffalo
4&4
10
8
4
12
24
15.21
147
4&4
10
8
4
12
24
15.21
147
5&4
9.5
9
5
15
27
13.52
165
5&4
9
9
5
15
27
13.52
165
6&3
8
9
6
18
27
13.52
165
1877.14 2190.00 1916.25 1916.25 1825.00 1825.00 1926.39 1825.00 1946.67
80
80
80
80
80
80
1957.14 2190.00 1996.25 1916.25 1905.00 1825.00 2006.39 1905.00 2026.67
80
80
80
80
80
80
80
80
80
40
40
40
40
40
40
40
40
40
2077.14 2310.00 2116.25 2036.25 2025.00 1945.00 2126.39 2025.00 2146.67
Target Hours
2080
2080
2080
2080
2080
2080
2080
2080
2080
Differential
-2.86
230.00
36.25
-43.75
-55.00
-135.00
46.39
-55.00
66.67
Implementation & Buy-In
 City Administrator/Manager
• Overtime: Current budget of $1.8M
• General overtime budget: $20,500 (1.14%)
 Finance
• Payroll (80 hour system – “salary”)
 Officers & Union
• Buy-In by Officers
• Contract/Memorandum of Understanding
Union Language
The AGREEMENT is that any hours worked
in excess of FLSA Standards as specified in
the 7k exemption under FLSA Rules shall be
paid at one and one-half (1 ½) times the
employees regular base rate. Any hours
worked in excess of [2,080] will be paid at
the overtime rate. This memorandum
cannot be used as precedent or be used in
any future arbitration.
Creating Buy-In
 Self-imposed restrictions on schedule
changes, including when leave requests
must be made.
 Seniority for shift bidding.
 Reduce overtime; add an officer?
 Consider an inclusive process to develop
the new schedule.
Short-Scheduling Factors
 Need to monitor hours very closely.
 Need to adjust hours at year-end.
 Be accommodating and considerate of
staff in your scheduling practices.
Schedule Files
 Schedule Files Provided
• FLSA Documents
• Excel Spreadsheets
• PDF with Step-by-Step Instructions
 Schedule Description and Examples
Filling a Vacation
Training & Shift Swaps
Adding a Shift Note
Questions?
Chief Mitch Weinzetl
Buffalo, MN Police Department
763-682-5976
[email protected]
References
Office of Justice Programs, National Institute of Justice. (2012).
10-Hour shifts offer cost savings and other benefits to law
enforcement agencies. Retrieved from
http://www.nij.gov/topics/law-enforcement/officer-safety/stressfatigue/shift-work.htm#note1
(n.a.). (n.d.). FLSA for public safety. Retrieved from
www.tml.org/legal_pdf/FLSA-Overtime-PublicSafety.pdf
Wilkinson, A. (2005). A guide to the basics of the fair labor
standards act. Retrieved from
www.rlslawyers.com/pdfs/FLSA_Guidebook.pdf