Personnel files maintenance Flashcards
Where are all current or past officers’ electronic department personnel files maintained?
In accordance with collective bargaining agreements, department policies, and records retention requirements.
Where are all current or past civilian employees’ electronic department personnel files maintained?
As outlined in the Employee Handbook, department policies, and records retention requirements.
In what format is each employee’s electronic department personnel file folder named?
Last name, first name, middle initial (optional), and employee number.
Where is each employee’s electronic department personnel file located within the department?
On the department’s computer network on the G drive.
What subfolders make up each employee’s electronic department personnel file folder?
Awards, Coaching and Counseling, Employee Development, Discipline, Performance Evaluations, Personnel Information Forms.
What documents are stored in the Coaching and Counseling subfolder for officers?
Lexington Police Department Coaching and Counseling Forms (Form #374).
What is the retention period for Lexington Police Department Coaching and Counseling Forms (Form #374) for officers?
Forms will be deleted after one year from the date of the initial counseling session.
What documents are stored in the Coaching and Counseling subfolder for civilian employees?
LFUCG Coaching and Counseling Forms.
What is the retention period for LFUCG Coaching and Counseling Forms for civilian employees?
Forms will be deleted one year after the document was issued.
What does the Employee Development subfolder contain?
Memos documenting interests, training suggestions, performance discussions.
What documents are stored in the Discipline subfolder for officers?
Agreement of Conformity with KRS 95.450/15.520 and Release (Form #113).
What documents are stored in the Discipline subfolder for civilian employees?
LFUCG Oral Warning Forms, Written Reprimand, Suspension Forms.
What type of performance evaluations are stored in the Performance Evaluations subfolder for officers?
Completed and signed probationary and annual LFUCG Performance Development Forms.
Where were officers’ performance evaluations completed from January 2019 to March 2020?
Electronically within the PeopleSoft Performance Management system.
What type of performance evaluations are stored for civilian employees prior to January 2019?
Archival copies of completed and signed probationary and annual LFUCG Performance Development Forms.
Where can employees find their tax documents since 2017?
Employees may contact Human Resources as needed.
