Administrative Procedure

Requesting to Record a Video Meeting

In an email to Montgomery County department heads dated April 1, 2022, the Chief Administrative Officer provided direction that we must limit use of the recording features in our online meeting systems (Teams, Google, Zoom) to only those selected personnel who need to record:

  • Formal trainings intended for large audiences
  • Public meetings, where there is no expectation/obligation of privacy and meeting is open to public

As such the MCFRS will use the following process for obtaining authorization for recording meetings for a specific window of time.

Form Submitter’s Role:

  • Submit a Tech Service Request (TSR) and choose Meeting Video Recording Request for the category. In the auto-generated e-mail reply, you will see a link for the Meeting Video Recording Request Form. Click that link.
  • Fill in the form. Some notes on the form:
    • Choose Other as your rank if your rank is below battalion chief (career), if you are not an LFRD chief (volunteer) or if you are not an M3 (civilian)
    • Ensure that you have no typos when you input your supervisor’s e-mail address. That individual will receive e-mail that requests for chain-of-command information.
    • Note that, for the purposes of this form, the chain of command among the LFRD will be from the person submitting the form, to the LFRD chief and then to Division Chief Mike Kelley.
    • Select the appropriate video technology you plan to use (Google Meet, Teams or Zoom).
    • Identify the start and stop dates for recording capability.
    • Read the paragraphs of fine print very closely, as they are important. By submitting the form, you agree to them.
    • Supply the specific reason you are recording the event in the text box provided.

Supervisor’s Role:

Preface: If you are an AC, DC or LFRD Chief, please skip to the Approver’s Role section below.

  • Receive the e-mail and click the link to fill in chain of command, if applicable.
    CofC Link in E-Mail Message
  • Fill in the necessary information.
    CoC Fields
  • Click the Submit button.
  • Receive the e-mail message and approve/deny as needed. Approval will move the request up the chain of command.

Approver’s Role:

  • Receive the e-mail and review the request details.
  • Click the Approve or Deny button and wait for the form to load in your web browser.
    Video Approve or Deny Buttons
  • Change your response, if needed, and then (for approve or deny) provide the reason why you are approving or denying the request.Video Record Denied
  • Click the Complete button.Note: The form will then trigger e-mail to the next level in the chain of command. This process will continue through the division chief’s approval or denial of the recording request. The MCFRS IT Web Coordinator will then activate the recording capability (Google Meet and Teams) or request TEBS to activate the capability (Teams) and follow up with the requestor.

Finding the Pub Ed Report Form (Wufoo)

As of July 2019, the MCFRS public education section (now called Community Risk Reduction) has moved from the Vol and Community Ed Services Division to the Office of the Fire Chief. With that move, the links for public education documentation and Wufoo form have moved on Quicklinks. Here are directions to find the new location.

Go to Quicklinks.

Quicklinks Fire Chief Menu

 

 

 

 

 

Click to expand the Fire Chief menu and choose Pub Ed Report Form.

CRR section of FC Menu

 

 

 

Enter the password (as shown below) and click the Submit button.

Enter the Password

 

 

 

 

 

Use the form.

SION Form

 

Checking Off Personnel in a Tech Training Subsite

Scenario: You are a career officer or LFRD training coordinator and need to check off some of your personnel in a tech training subsite for the training project of the month. (Note: Only some of the subsites offer this capability; some check-offs are based upon the individual completing a course on his/her own.) Examples include Alzheimer’s training and IRP-Spec Ops (technical rescue and water rescue).

Logging in

Go to the site, either by direct link (as provided in an FCGO or direct e-mail message from the Ops chief, for example) or via the tech training website chief section (lower-right corner of the chief main page – see the bullet list).

  • Click the Officers’ Check-Off navigation item instead of the Chiefs navigation item and you will be asked to log in. Please enter your tech training website login username and password. (Note: If you are asked again to enter the username and password — and you are positive you did not have a typo — then please contact Jeff Feiertag to have your security rights checked.)

Navigating to the Correct Check-Off Page

  • Click the link for which personnel you would like to check off for completion of training, career or volunteer. (Note: In the rare circumstance you are checking off any civilian administrative personnel, they will be found in the volunteer section, listed as MCFRS Admin.)

    Career and Volunteer Check-Off Links

  • Select the name of the course for which you would like to provide credit to your personnel. If you are on the career check-off page, please also select the battalion and shift. (Personnel not located in Battalions 1-5 are assigned to Battalion 99.) if you are on the volunteer check-off page, select the LFRD.
  • Click the checkbox next to any name you would like to provide credit. Repeat as needed until all of the personnel in that battalion/shift or LFRD for which you want to provide credit have check marks.
  • Scroll to the bottom of the page.
  • Ensure the date is correct. (It should load the current date but you may change it to reflect the proper date in which your personnel earned credit, if needed.)
  • Click the Check Off Students button.
  • Repeat for any other battalion/shift combinations or LFRDs.
  • Remember to log off of the site when you have finished by clicking the Logout link, located toward the top-left of the page.

 

Starting a New IPPA Document without the Default Read-Only Limitation

Several officers have found that the IPPA documents found on Quicklinks are saved as read-only and then they have difficulty using (and editing) the documents. Here is your workaround:

  • Go to Quicklinks, expand the Human Resources Division menu and click the IPPA Forms and Documents link (or just click it here).
  • Find the rank-level evaluation you need on the right side of the page.
  • Click the link to download the file (likely saved to your Downloads folder). Alternatively, you may right-click the link and select (Save As…) to save the file in a specific place of your choice.
  • Go to the location of the saved document and double-click to open the document. Note the pop-up:
    Read Only Pop-Up
  • Click the No button to indicate you don’t want the document to be read-only.

Note: Some versions of Word will also prompt you with an Edit Document button near the top of the screen in the View tab. If you see that, click it.

Using the Lobby-Level Conference Room Projector at PSHQ

Getting the Remote Control

  • Open the double-doors that lead to the tech training suite and turn left. (Do not go into the tech training suite, itself.)
  • Proceed to the end of the hall and knock on the POL Technology door on the right. Wait for someone to answer the door.
  • Tell the person answering the door that you are with FRS and borrowing the conference room projector remote control.
  • Ask to be directed to where the sign-out sheet and the A/V bag are located.
  • Take the black projector bag labeled Conference Room #1 / MCPD Tech. This has the remote and the cables you will need.
  • Sign your name where appropriate on the sign-out sheet.
  • Proceed to the conference room.
  • Take the projector remote control (you do not need the other one) and return to the conference room. Note the Projector label at the bottom.
    POL Projector Remote Control

Setting Up Your Laptop/Notebook

  • Place your laptop or notebook computer on the podium at the front of the room. Note the cords attached to the podium  – there is a blue network cable, as well as VGA and HDMI cables (shown below).
    VGA Plug
    HDMI Plug
  • Plug both of the cords (VGA or HDMI, as well as the network cable for MCGOV) into your laptop or notebook. If you would like to use the speakers, you may plug in the audio cord on your computer that is attached to the VGA plug. Note: They should be adapters in the A/V bag, if you need.

Using the Remote Control

  • Press the On button at the top-left corner of the remote to turn the projector on and use it.
  • Press the Standby button at the top-left corner of the remote to turn the projector off when you are finished.
  • Remember to return the black bag and its contents to the proper cube in the POL Technology suite.