Fire department policies every agency needs: incident command, drug and alcohol, infection control, plus the CFAI accreditation standards behind all seven.
Article Highlights
- Fire department policies vs. SOPs and SOGs
- What is CFAI accreditation?
- Fire department drone policies
- Social media policy for fire and EMS
- Incident command policies
- Fire department drug and alcohol policy
- Fire department ride-along policy
- EMS infection control policy
- EMS uniform policy
- How to write and maintain fire department policies
Firefighters and EMS responders have high-stress, dangerous jobs, requiring them to run toward danger when instincts tell us to run away. Their mission is to save lives and protect people.
Fire and EMS departments work under a variety of conditions and deal with a great number of emergencies, so it's important to know how they should respond to incidents, what they are and aren’t allowed to do, and how they should act in certain situations on duty (or even off).
A fire department policy manual or EMS policy manual can provide guidance and answers to almost everything an emergency professional faces. Policies set expectations and share best practices to help responders make the best decisions during an emergency or provide a decision-making framework for new situations.
EMS and fire service policies also hold professionals accountable for their behavior, which can enhance the reputation of your agency in your community.
Finally, these policies establish accountability for policy violations and protect the department from lawsuits and costly investigations. By requiring responders to read, sign, and train on the different policies and practices, both departments and responders can protect themselves. They can show that they properly followed all procedures because they were spelled out in an EMS policy manual or fire department policy manual.
Every fire and EMS agency needs written policies covering incident command, drug and alcohol use, social media, drones, ride-alongs, infection control, and uniforms. Several are required for CFAI accreditation. This guide explains what each policy should include and why it protects your department from liability. Start by auditing your current policy manual against these seven.
Fire Department Policies vs. SOPs and SOGs
Before you can act on the list below, it helps to know what you're actually building. Departments often use "policy," "standard operating procedures (SOPs)," and "standard operating guidelines (SOGs)" interchangeably, but they serve different purposes in your fire department policy manual.
- Policies set the rules and expectations for conduct, on duty and off. They answer questions like "what can and can't our members do" and "what happens if they don't comply."
- SOPs describe how to carry out specific, recurring tasks, such as decontaminating equipment after a hazmat call or establishing command at a structure fire.
- SOGs cover similar ground as SOPs but leave more room for judgment. Rather than a rigid checklist, an SOG gives responders a framework to guide decisions when conditions on scene don't match the textbook.
A well-built policy manual needs all three working together. Policies protect the agency legally. SOPs and SOGs guide the tactical decisions responders make in the field, including emergency response procedures.
For a deeper look at how to structure and modernize these documents, see PowerDMS's guide on rethinking SOPs/SOGs in the fire service.
What Is CFAI Accreditation?
The Commission on Fire Accreditation International (CFAI) provides fire departments with accreditation, which tells your local community that the department and the staff are focused on improving and growing professionally.
It ensures your department has a defined mission and helps leadership communicate its vision to department members and the general public.
CFAI accreditation improves safety for all responders by helping your department enforce standards and best practices set by one of the leading fire safety agencies. CFAI's accreditation standards will also show you which policies you need to create, which need improvement, and which ones are your best.
Several policies described below, such as EMS uniform policy, EMS infection control policy, and fire department drug and alcohol policy, are required to meet CFAI standards.
Finally, as your department pursues CFAI accreditation, PowerDMS lets you map your policies and policy manual to CFAI standards to prove compliance. You can show which documents meet specific CFAI requirements, who has read and signed each policy, use the dashboard to show totals, and share all of this data with your accreditation officers in a matter of moments, not compile it for days.
To learn more about fire department accreditation, you can visit our blog on the subject.
NFPA and OSHA Standards that Shape Fire Department Policies
CFAI accreditation requirements build on top of a regulatory floor, and that floor is set by NFPA standards and OSHA. Even departments with no accreditation ambitions still need to write policy around these requirements, because they're where most liability exposure and most safety obligations actually originate.
- NFPA 1500: The Standard on Fire Department Occupational Safety, Health, and Wellness Program is the single biggest driver of firefighter safety policy in the fire service. It sets expectations for personal protective equipment (PPE), health and fitness programs, incident scene safety, and vehicle operations.
- OSHA: OSHA contributes two requirements that show up directly in the policies covered here. The Bloodborne Pathogens Standard (29 CFR 1910.1030) requires a written bloodborne pathogen exposure control plan, which should tie directly into your EMS infection control policy. And OSHA's respiratory protection and hazardous materials rules shape training and equipment requirements that belong in your incident command and PPE policies.
- NIMS and the Incident Command System: NIMS and ICS aren't optional for agencies that receive federal preparedness funding. NIMS compliance requires departments to structure their incident command policy around ICS principles, which is why the incident command section above emphasizes unified command and clear chain of command.
Mapping each of your seven core policies to the specific NFPA standard or OSHA rule shows auditors and accreditation officers exactly why the policy exists. It also gives your department a reference for public safety compliance and a clear trigger for updating the policy whenever the underlying standard changes.
1. Fire Department Drone Policies
What Are Drones?
A drone is any aircraft that flies via remote control and without a pilot or passengers. Hobbyists can use them for entertainment or aerial photography.
The military uses a different style for long-range reconnaissance and attacks. Fire departments can use them to help commanders analyze a fire or emergency with cameras and thermal imaging technology.
Why Do Fire Departments Need Drone Policies?
There are federal, state, and local regulations on drone usage, such as the Federal Aviation Administration's Operations Over People Rule. If your fire department uses drones, you're required to follow those same laws and regulations.
Law enforcement agencies also use drones. They have to deal with the American Civil Liberties Union and civilian groups concerned about the police using surveillance drones or even armed drones. The fire service may get some spillover from those controversies, so a fire department drone policy could put your community at ease.
What Makes a Good Drone Policy?
A good fire department drone policy will set the standards and rules for using drones. It should address:
- Licensing and operation requirements
- When drones can and cannot be used
- Training and procedures
- Footage retention, including how long recordings are kept, if your department records footage of fires and emergencies (similar to law enforcement policies on this topic)
You can learn more about writing a fire department drone policy on our website.
2. Social Media Policy for Fire and EMS
What Is Social Media?
We all know what social media is — Facebook, Instagram, LinkedIn, TikTok, X, and YouTube — and many of us use at least one of them. In fact, according to the Pew Research Center, most Americans use some form of social media, whether at home or at work.
In fact, many people use it at work even if they're told not to. How many office workers have Facebook locked down on their workstations but still manage to post via their phones during breaks and lunch? Firefighters and EMS responders are no exception.
But people can also use social media in the workplace to some benefit. As the Pew Research Center explained, "Many Americans use social media to connect with one another, engage with news content, share information and entertain themselves."
Why Does a Fire Department Need a Social Media Policy?
Of course, people will often abuse a privilege, even unknowingly. Not only do people post questionable content, but firefighters can be held responsible when they post inappropriately online. Many firefighters have been suspended or fired because of their posts, ending what had been a long career with the click of a mouse.
A social media policy helps your fire and EMS responders use it safely, effectively, and for the department's benefit. Policies may not always prevent problems, but they can help reduce the chances of someone posting inappropriate content.
If a policy can make someone think twice about what they post, it could save them and the department a lot of trouble. And if they still insist on posting inappropriate messages, then the policy should also spell out the consequences of that behavior.
What Are Some Elements of a Good Social Media Policy?
To build a good social media policy:
- Define your goals. Do you want to create a rapport with the community? What tone do you want to take? What kinds of messages should you share?
- Consult with experts. Ask social media experts who help companies navigate the space and build community, and consult legal experts who can confirm your policy requirements (and your responders) follow the law.
- Set clear rules. Spell out what employees are allowed and not allowed to post, the tone of voice, the types of content, who will post, and who speaks for the department.
You can learn more about writing a social media policy for fire and EMS on our website.
3. Incident Command Policies
What Is NIMS and How Does It Relate to Incident Command Policies?
The National Incident Management System (NIMS) is a comprehensive approach to emergency and incident management applied throughout the United States, used at federal, state, and local levels.
All first responders, government agencies, tribal agencies, and non-governmental organizations use NIMS when dealing with any emergency or crisis.
Why Does a Fire Department Need an Incident Command Policy?
Incident command policies for fire departments and EMS departments should all reflect NIMS' current thinking and application. That way, your first responders know exactly where to slot into the incident command structure (ICS). Then, professionals from various agencies and organizations can integrate into a single unified command without any question of jurisdiction, local practices, or "how we do things around here."
What Are Some Elements of a Good Incident Command Policy?
An incident command policy sets the stage for the response to an incident of any size. In some cases, it's a multi-jurisdictional response, such as a biological terrorist attack, that would bring in responders from fire, EMS, law enforcement, the health department, local hospitals, and even the national guard.
Other times, it's something fairly simple, like a house fire, which only requires fire and EMS responders to participate.
In many emergencies, a good incident command policy should contain three elements:
- Key command actions for the first five minutes, such as performing an assessment, assigning critical tasks, and communicating the initial response strategy to all personnel
- Chain and unity of command, establishing reporting relationships for various scenarios and setting up the lines of authority and communication, so each individual in the structure has a supervisor to report to during an incident
- Unified command, the structure that allows different agencies with different functions, authorities, and missions to work together in the incident command system, keeping the structure functioning and preventing anyone from doing their own thing or following their own agenda
Learn more about developing an effective incident command policy.
4. Fire Department Drug and Alcohol Policy
What Is a Fire Department Drug and Alcohol Policy?
Because safety is so important to firefighters and EMS providers, they must function on the job unimpaired and fully focused. That means no drug or alcohol use during or before a shift.
A drug and alcohol policy will establish what is allowed and not allowed and when people can drink alcohol or use prescription drugs.
Why Does a Fire Department Need a Drug and Alcohol Policy?
How long before a shift can a firefighter or EMS responder have alcohol? What about prescription drugs? Is marijuana use permissible in states where recreational or medical use is allowed? What happens to an employee who gets into an accident or shows up to a call under the influence?
A policy will answer these questions and many more. It should also detail investigations and consequences for violations. A clear policy will help protect the department if it's ever necessary to discipline, suspend, or fire an employee for violating the policy.
What Are Some Elements of a Good Drug and Alcohol Policy?
A fire department drug and alcohol policy should include:
- Defined terms, such as "controlled substance" versus "illegal substance," to avoid uncertainty
- Acceptable blood alcohol content (BAC) levels while on duty (0.0 seems to be the only acceptable figure in nearly all policies)
- Testing protocols, including how and how often firefighters and commanders should be tested
- Discipline and consequences for a failed test or being under the influence on duty
- Rehabilitation and return to duty options
You can learn more about writing a fire department drug and alcohol policy on our website.
5. Fire Department Ride-Along Policy
What Is a Ride-Along Policy?
A policy that establishes the rules and requirements around civilians riding along with firefighters on a fire callout or other emergency response.
Why Does Your Department Need a Ride-Along Policy?
Civilians view firefighters as heroes. Ride-alongs allow the community to see firsthand how your department operates. It's an educational experience for children, high school students, paramedics in training, and aspiring firefighters.
But some calls that your department responds to are dangerous, so there need to be rules and procedures in place to keep untrained civilians safe.
What Are Some Good Elements of a Ride-Along Policy?
When developing your policy, make sure to include the following key elements:
- The purpose of the policy well defined
- A definition of the policy itself
- Citizen eligibility
- Acceptable and non-acceptable types of ride-alongs
Learn more about fire service ride-along policies and how to develop yours.
6. EMS Infection Control Policy
What Is an EMS Infection Control Policy?
An infection control policy determines how EMS responders should avoid exposure to various bloodborne and airborne illnesses, including different strains of hepatitis, tuberculosis, and even HIV/AIDS.
The policy protects responders as well as the general public by detailing preventative hygiene steps, cleaning a provider's uniform and rig, and even post-exposure protocols and procedures. It should also provide training and help test the responders' knowledge of the different illnesses and prevention measures.
Why Does an EMS Agency Need an Infection Control Policy?
For one thing, an infection control policy protects your responders. By detailing hygiene procedures and requiring personal protective equipment, an EMS department can help slow the spread of diseases, which protects the organization and your staff.
This practice keeps diseases from spreading among employees, other providers, in a hospital, or the public. It also protects the department if a responder gets sick and files a lawsuit claiming the department didn't provide proper training and information.
What Are Some Elements of a Good EMS Infection Control Policy?
A good infection control policy should draw from expert guidance, including:
- CDC guidance
- OSHA regulations
- NIOSH regulations
- EMS.gov's Infectious Disease Playbook, which covers many different diseases and illnesses
You can learn more about writing an EMS infection control policy on our website.
7. EMS Uniform Policy
What Is an EMS Uniform Policy?
Your uniform policy does more than just establish what color shirts and pants your EMS providers wear. It sets the standard for how they dress, groom, maintain hygiene, and generally appear on the job.
It should even set rules for how often uniforms are cleaned and sterilized to prevent infections and infectious diseases. (So it should tie in closely with an EMS infection control policy.)
Why Does an EMS Agency Need a Uniform Policy?
Believe it or not, a uniform policy can improve an EMS provider's safety and their patients' safety. An effective EMS uniform policy can start putting providers into a safety mindset by reminding them of the training, education, and experience that earned them the right to wear the uniform.
It also instills a sense of trust and reliability among the community. A clean, well-pressed uniform conveys an image of trustworthiness and protection. It says, "I'm a well-trained and knowledgeable professional."
What Are Some Elements of a Good EMS Uniform Policy?
A good uniform policy should cover:
- Uniform appearance, including cleanliness, ironing, and colors and dressing for different climates like hot and cold weather
- Personal grooming and appearance, including hair length, beards and mustaches, jewelry, tattoos, and even wearing a watch that displays seconds
- Cleaning and disinfecting frequency for the uniform and a provider's personal gear and equipment, given the different ways an EMS provider can be exposed to infectious diseases
You can learn more about writing an EMS uniform policy on our website.
How to Write and Maintain Fire Department Policies
Knowing which policies your department needs is only half the job. Writing them well and keeping them current protects your agency and your responders.
Check with Legal
Any policy that touches discipline, drug testing, or medical information carries real liability, so involve legal counsel before you adopt anything, not after a problem forces the issue.
Counsel can also confirm your policies reflect current state law, since requirements around topics like marijuana use and off-duty conduct vary widely and change often.
Create a System to Track Who Reviewed the Policy
A policy only protects your department if you can prove every responder read, understood, and signed off on it. Paper sign-off sheets get lost, and spreadsheets fall out of date the moment someone gets hired, promoted, or transferred.
A platform like PowerDMS implements a policy acknowledgment tracking system that timestamps every signature automatically, so you can show an auditor, accreditation officer, or attorney exactly who read which version of a policy and when.
Schedule an Annual Policy Review Cycle
Assign an owner to each policy and put a review date on the calendar, at minimum once a year. Trigger an off-cycle review immediately when NFPA standards update, OSHA issues new guidance, a state law changes, or a post-incident review turns up a gap.
Departments that only revisit policies after something goes wrong end up defending outdated language in front of a judge or an accreditation panel.
Ask for Feedback from Those It Affects Most
Frontline firefighters and EMS providers know where a policy is unclear or unworkable in the field long before command staff does. Pulling them into the drafting and review process produces policies people are more likely to follow, and it surfaces problems before they turn into liability.
Implementing a policy writing and review process is what turns a fire department policy manual from a stack of documents into a system your department can defend. Download our free guide to learn how to write more effective policies.
Establishing Fire Department Policies to Stay Compliant and Promote Better Decisions
EMS and the fire service deal with different emergencies and different situations. Knowing how to respond in certain cases will keep them safe. It will also help the public and enhance their reputation in the community.
A fire department policy manual or EMS policy manual provides the guidance that first responders need to make good decisions. It will also hold them accountable for their behavior and provide consequences for policy violations.
Finally, it provides a framework to train all first responders on their departments' expectations, procedures, and best practices. And if you use PowerDMS's policy and manual software, PowerPolicy, it all gets stored in an interactive, cloud-based policy manual that's accessible on any mobile device at any time.
Of course, there are more than seven policies and SOPs relevant to Fire and EMS, but this is a good start. Learn more about how policy and manual software like PowerPolicy can help your department protect itself and its responders.
Frequently Asked Questions about Fire Department Policies
What policies are required for fire departments?
No single law mandates a complete policy set. Requirements come from a mix of OSHA regulations, state law, NFPA standards, and accreditation bodies like CFAI. At minimum, departments need policies covering incident command, drug and alcohol use, infection control, and uniforms. Agencies pursuing CFAI accreditation should start there, since several of these policies are required to meet its standards.
What is the difference between fire department policies and SOPs or SOGs?
Policies set the rules and expectations for what members can and cannot do, on duty and off. SOPs and SOGs explain how to carry out specific tasks, like establishing command at a structure fire. Most departments need both. Policies protect the agency legally, while SOPs and SOGs guide tactical decisions in the field.
How often should fire department policies be reviewed?
Review every policy at least once a year, and update immediately when laws, NFPA standards, or accreditation requirements change. High-liability policies, such as drug and alcohol or infection control, deserve more frequent attention. Document each review so you can prove your policies were current if a lawsuit or investigation ever questions them.
Who should write fire department policies?
The fire chief and command staff usually lead the process, with input from legal counsel, union representatives, and frontline firefighters. Many departments start with model policies from accreditation bodies, state fire marshal offices, or neighboring agencies, then adapt them to local conditions. Legal review before adoption is essential for high-liability policies like drug testing.
