300-22 Personnel Files Flashcards
Who maintains the Official Personnel file of an employee?
Director of COH HR Dept
What kind of files are not maintained in Department Personnel File or Division Personnel file?
FMLA info, Facial Hair Docu, Workers Comp, employee med records, IAD, Discipline history, Personnel Concerns Program, APC, grievance docu
If a negative file is added to Official Personnel file, who notifies that officer and when?
Director of HR and within 30 days
What may an officer do after receiving notice of a negative letter in their official personnel file and when?
File written response to letter on/before 15th day
What happens to an officer’s official personnel file if disciplinary action against officer is overturned or appealed completely?
Director of HR will expunge records of any disciplinary action
How long will SI’s be retained on file and where?
for 3 years “only” within employee’s division
How long may an SI be considered against the employee before be filed?
Until used in the next performance evaluation, then may be moved to confidential file
How may supervisors view an employee’s personnel file?
Submit request in writing to commander along with reasoning to view
How can a supervisor that is not in a employee’s division view that employee’s personnel file?
A commander who received application for transfer from employee may view it if they include written request and attach application
Can employees make copies of the files being kept by department about them?
Yes, uncertified and not free
How can persons no longer employed by by HPD obtain copies of records about them?
Request thru Texas Public Information Act
What files can a commander with a legitimate need get from ESD about a certain employee?
Dept Resume, Performance Data, Research
Where do employee files go once they separate from the department and how long are they kept?
ESD, indefinetely
