300-22 Personnel Files

Question 1

Department Personnel File. The personnel file of an employee maintained by the _________ that generally contains copies of all documents in the employee’s Official Personnel File.

Other personnel documents that are specific to HPD may also be kept in this file or in other HPD division files.

Answer 1

HPD Employee Services Division

Question 2

Division Personnel File. The personnel file of an employee maintained by the HPD division where ________ and _________.

Answer 2

the employee is currently assigned and that follows employees as the!y transfer within the department.

Question 3

Official Personnel File. The personnel file of an employee maintained by ___________ and that contains documents related to employment with the COH and HPD including applications, employee evaluations, commendations, disciplinary actions, and other documents.

There are certain types of documents that are not kept in the COH Official Personnel File, such as those that include privacy issues prohibited by law. This file is a ________ kept in accordance with the COH records retention schedule.

Answer 3

the director of the COH Human Resources Department

permanent record

Question 4

Personnel documents and information that are not held in an employee’s ________ file or ________ file , but may be maintained by the department for internal administrative purposes include, but are not limited to:

a. Family Medical Leave Act information.
b. Facial hair documentation.
c. Workers’ compensation documents.
d. Employee or family member medical records or information.
e. Internal Affairs records.
f. Discipline history.
g. Personnel Concerns Program records.
h. Administrative Personnel Committee records.
i. Grievance related records maintained by the department’s Alternative Dispute Resolution Unit in a secure location.

Answer 4

Department Personnel File or Division Personnel File

Question 5

The __________ shall promptly order that the records of a disciplinary action taken against an officer be expunged from each file maintained on the officer by the department if ______________by the Police Officers’ Civil Service Commission, an independent third party hearing examiner, or a court of competent jurisdiction (Meet and Confer Agreement 2015 (Classified), Article 31, Discipline and Discharge, Section 11 ).

Answer 5

director of the Human Resources Department

the disciplinary action is overturned in its entirety on appeal

Question 6

If a negative letter, memorandum, document, or other notation of negative impact is included in an officer’s Official Personnel File, the director of the Human Resources Department or designee shall, within _________after the date of the inclusion, notify the affected police officer.

Answer 6

30 days

Question 7

Documentation of a supervisory intervention (SI) shall be retained exclusively at the employee’s _______ and shall be retained for only ________ from the date the SI was issued to the employee.

Answer 7

division, three years

Question 8

SI’s shall be used in evaluating an employee’s performance only ______________ .

Answer 8

during the evaluation period in which the events giving rise to the SI occurred

Question 9

Documentation relating to the SI shall be retained in the employee’s Division Personnel File with the exception that after its use in a performance evaluation the division commander may choose to _________ .

Answer 9

retain the SI in a separate confidential file maintained at the division for the remainder of the three-year retention period

Question 10

Documentation relating to an SI shall never be placed in the _______ File or the employee’s _______ File at the Human Resources Department.

Answer 10

Department Personnel, Official Personnel

Question 11

The personnel information maintained by the department is intended to be confidential and may be protected from release or access by applicable law.

All requests for access to or release of personnel information shall ________.

Answer 11

be placed in the applicable personnel file for record.

Question 12

Supervisors may review the personnel files of their subordinates, provided they ____________ for their review.

Answer 12

request such review in writing, via correspondence or email, to the commander of the division maintaining the records explaining the specific information sought and the reason

Question 13

Division commanders may review the personnel files of any employee being considered for transfer to their division provided they

Answer 13

request such review in writing, via correspondence or email, to the commander of the division maintaining the records.

Question 14

The request for review must

Answer 14

be accompanied by a copy of the request for transfer and must include the specific information sought in the file.

Question 15

Persons no longer employed by HPD may request copies of records by submitting a proper request pursuant to the _______.

Answer 15

Texas Public Information Act.

Question 16

All Department Personnel Files and Division Personnel Files are maintained ______ by HPD.

When an employee separates from the department due to resignation, retirement, termination, etc., the employee’s division commander shall forward all Division Personnel Files to the_________.

After an employee’s separation from the department, all personnel files are kept ________.

Answer 16

permanently

Employee Services Division.

indefinitely

Question 17

Personnel records and information in any personnel file maintained by HPD may not be released by the department to any outside agency or person requesting such information relating to an employee, except as _______ or ________.

Answer 17

required or allowed by applicable law.

Question 18

The department may refer persons or entities requesting personnel information to the ___________ for records maintained by that department.

Answer 18

director of the Human Resources Department