Purpose Statement

This guide explains how to submit vacation bids for yourself through First Due's Vacation Bidding system. Vacation Bidding enables fire departments and EMS agencies to plan annual time off systematically, ensuring adequate staffing levels are maintained while allowing personnel to request preferred dates. This proactive scheduling approach helps departments forecast potential overtime needs and manage workforce availability throughout the year.

Background Information

Vacation bidding is a structured time-off allocation process used by emergency services agencies to balance personnel preferences with operational staffing requirements. Unlike traditional time-off requests that are processed individually as they arrive, vacation bidding operates on a predetermined schedule with multiple rounds, often based on seniority or other departmental criteria.

The system allows personnel to select their preferred vacation dates from available options, typically for an entire calendar year or defined period. By consolidating time-off planning into scheduled bidding rounds, departments can identify potential staffing shortages in advance and plan accordingly through shift coverage arrangements, overtime assignments, or call-back procedures.

This approach is particularly valuable for fire and EMS agencies operating on 24/48 or 48/96 shift schedules, where maintaining minimum staffing levels on each apparatus and shift is critical for response capability. The vacation bidding process respects both personnel work-life balance needs and the department's operational readiness requirements.

Common Use Cases:

• Annual vacation planning for career personnel
• Holiday shift preference selection
• Extended time-off planning for special events or family needs
• Coordinating time off across multiple shifts to maintain coverage

Required Permissions

To submit vacation bids for yourself, you need the following permission:

Access Time Off 

Video

Step-by-Step Guide

1. Access the Time Off Module

Navigate to Scheduling > Time Off from the main menu. This opens the Time Off management area where vacation bidding and other time-off requests are managed.

2. Open Vacation Bidding

Click on Vacation Bidding from the Time Off menu options. This displays all active vacation bid rounds that are currently open for submissions.

3. Select the Vacation Bid Round

Click on the Eye icon next to the vacation bid you want to participate in. This opens the calendar view showing all available dates for that specific bidding round. Multiple rounds may be available depending on your department's bidding structure (e.g., Round 1 for senior personnel, Round 2 for junior personnel).

4. Review Your Allocation

Look at the round information displayed near the top of the screen (e.g., "Round 1"). This indicates how many vacation days you are eligible to select during this bidding round. Your allocation is typically based on factors such as:

• Accrual balance
• Seniority level
• Departmental policies
• Collective bargaining agreement terms
  

5. Select Your Preferred Dates

Click the checkmark next to each date you wish to bid on. As you select dates, the system tracks your selections against your available allocation. The interface typically indicates:

• How many days you've selected
• How many days you have remaining to select
• Which dates are already taken or unavailable
• Your priority level for each date if there are conflicts
  

Selection Tips:

• Review the entire calendar before making selections to identify your top priorities
• Consider grouping days to create longer continuous time-off periods
• Be aware of dates with limited availability or high demand
• Remember that selections during earlier rounds may have priority over later rounds

6. Submit Your Vacation Bid

When you have selected all your desired dates (up to your maximum allocation), click Submit Request. Once submitted:

• Your selections are recorded in the system
• You cannot modify your bid unless the administrator reopens the round
• You'll receive notification once the bidding round closes and assignments are finalized
• If your dates conflict with others, seniority or departmental rules determine assignments
  

Best Practices

Planning Your Bid:

• Review your annual plans before the bidding window opens to identify critical dates
• Coordinate with family members on important dates (holidays, events, trips)
• Consider your shift pattern when selecting dates to maximize consecutive days off
• Submit your bid early in the window to avoid last-minute technical issues

Strategic Selection:

• Prioritize your most important dates in early bidding rounds
• Be realistic about high-demand periods (summer months, major holidays)
• Consider alternative dates near your preferred periods as backup options
• Review staffing patterns from previous years to identify less competitive time slots

Communication:

• Discuss vacation plans informally with shift mates before bidding opens
• Understand your department's seniority system and bidding priorities
• Contact your supervisor if you have questions about your allocation or the process
• Stay informed about bidding round deadlines and notification schedules

Common Mistakes to Avoid:

• Don't wait until the last day of the bidding window to submit selections
• Don't select more days than your allocation allows (system will prevent submission)
• Don't assume dates are approved until you receive official confirmation
• Don't plan major trips or purchases before bids are finalized and approved
• Don't ignore departmental policies about consecutive days off or blackout periods

Troubleshooting & FAQs

Q: I can't see any vacation bid rounds in the Vacation Bidding section. Why?

A: There are several possible reasons:

• Your department hasn't created or published vacation bid rounds yet
• The bidding window hasn't opened yet for your shift or seniority level
• Your personnel record isn't assigned to a shift rotation with vacation bidding enabled
• You don't have the "Access Time Off" permission enabled
• Contact your scheduler or administrator to verify your eligibility and the bidding schedule

Q: How many vacation days can I select during each round?

A: The number of days you can select is displayed next to the round name (e.g., "Round 1: 5 days"). This allocation is determined by:

• Your current accrual balance
• Departmental policies in your collective bargaining agreement
• The specific rules set for each bidding round
• Your seniority level or years of service
• If you're unsure about your allocation, contact your supervisor or HR department

Q: Can I change my selections after I submit my bid?

A: Generally, no. Once you submit your vacation bid, your selections are locked for that round. However:

• Some departments allow administrators to reopen rounds for changes before final processing
• You may be able to request changes through your supervisor before the round closes
• After bids are finalized, you would need to use the regular time-off request process to modify dates
• Always review your selections carefully before clicking Submit Request

Q: What happens if multiple people select the same dates?

A: The department's established priority system determines who receives the requested dates:

• Most commonly, seniority (hire date or rank) determines priority
• Some departments use rotating priority systems
• Round order may give priority to earlier rounds over later rounds
• Personnel who don't receive their requested dates in one round typically get priority in subsequent rounds
• Check your department's vacation bidding policy or collective bargaining agreement for specific rules

Q: When will I know if my vacation bid was approved?

A: Notification timing varies by department:

• Most departments notify personnel after each round closes and is processed
• You should receive notification via First Due, email, or both
• Processing time depends on the number of conflicts and manual review required
• Contact your scheduler if you haven't received notification within the expected timeframe
• You can typically view approved dates in your Time Off calendar once processing is complete

Q: Some dates appear grayed out or unavailable. Why can't I select them?

A: Dates may be unavailable for several reasons:

• Minimum staffing requirements are already met for those dates
• The dates are designated as blackout periods (major holidays, high-call-volume days)
• Your shift pattern doesn't include those dates as regular work days
• Administrative restrictions have been placed on certain dates
• Other personnel with higher priority have already been assigned those dates
• Contact your supervisor for clarification about specific unavailable dates

Q: I'm assigned to multiple shifts or positions. How does that affect my vacation bidding?

A: Personnel with multiple assignments should:

• Verify which shift or position the vacation bid applies to
• Understand how time off from one position affects the other
• Coordinate with supervisors if vacation time affects multiple roles
• Ensure your personnel record accurately reflects your primary assignment
• Contact your administrator if you need guidance on complex assignment situations