Form 703

"Through Channels"

Form 703

Responsibility

A) Originator: The originator of any internal correspondence shall address that correspondence "Through Channels" if that correspondence is to a level of the Department above the originator's immediate supervisor

B) Immediate Supervisor: The immediate supervisor has the responsibility to prepare and submit Form 703 for any internal correspondence addressed "Through Channels"

C) Each Supervisor: Each supervisor within the chain-of-command of the internal correspondence shall date, review, and provide comments and initial the correspondence. Supervisors shall also ensure a timely progression to the next level

Form 703

Policy

Time Commitments

1) Date of original document: The originator shall date the original correspondence; within two working days of the date it is provided to their immediate supervisor. The document will then be forwarded utilizing Form 703

2) Through the Chain-of-Command (Destination date):

The correspondence shall take no longer than 15 business days to move through the chain-of-command and reach the addressee from the time the correspondence is received by the immediate supervisor

3) Additional Time: If additional time is required, the immediate supervisor or supervisor within the chain-of-command shall notify both the originator and the addressee indicating the reason for the delay and the anticipated date the correspondence will be received by the addressee

Form 703

Policy

Limitations of "Through Channels" Internal Correspondence

1) Internal Correspondence Only: Form 703 is to be utilized for "Through Channels" internal Departmental correspondence only

2) Not for Grievance Procedures: Form 703 and "Through Channels internal correspondence shall not be utilized in any grievance proceeding. The Department has established procedures for settling grievances

Form 703

Policy

Completion of Form 703 by Immediate Supervisor

1) When completed: Form 703 shall be completed and submitted within two business days with all received "Through Channels" correspondence, and without exception, any correspondence to the Fire Chief or members of the Executive Staff

2) Exception: With the permission of the originator, the immediate supervisor is not required to use Form 703 for "Through Channels" correspondence if the correspondence is to members through the Division level, or when ongoing projects or information requests require continual input from several levels within the Department

Form 703

Procedures

Completing Form 703

Upon receipt of any "Through Channels" internal correspondence, the immediate supervisor shall complete the appropriate areas of Form 703 as follows:

1) Date Received: The date received by the immediate supervisor; with two working days of this date the supervisor will forward the document utilizing Form 703

2) Destination Date: The date the correspondence is to be received by the addressee. This is identified as 15 business days from the date received by the immediate supervisor

3) To: Addressee's name, title, assignment                 

4) From: Immediate supervisor's name, title, and assignment

5) Originator: Name, title, assignment, and phone number of the  person that wrote the correspondence

6) Date, title, and description of the correspondence: Date, title, and a brief description of the correspondence

7) Control Date: The actual date the correspondence is received by the addressee. The date shall be entered by the addressee upon receipt of the correspondence

Form 703

Procedures

Distribution

The Immediate Supervisor shall complete the form with three copies and distribute the correspondence as indicated on the form:

1) Original form directly to the addressee via U.S. Mail

2) One copy attached to the original document as it proceeds "Through Channels"

3) One copy to the originator

4) One copy remains with the immediate supervisor