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.
What kind of documents are found in the Personnel Action Request subfolder?
Copies of personnel action requests (P1s) prepared by the Personnel Records Unit.
What information does the Education Incentive subfolder contain?
Documentation required for incentive pay options like diplomas, transcripts, and certifications.
Where are records designated for inclusion in electronic personnel files sent?
Records scanned and emailed to the BOA Assistant Chief’s office.
How long should records in a supervisory preliminary file be retained?
Records should not be retained more than one year.
Who is responsible for deleting records in a supervisory preliminary file?
The supervisor currently in possession of the file.
What should happen to records when an employee changes supervisors?
All records should be transferred to the new supervisor by the former supervisor.
What files are not allowed to contain discipline or complaint-related information?
Supervisory preliminary files and bureau level files.
How are records exceeding retention limits in electronic files handled?
They shall be deleted by the Personnel Records Unit.
When should supervisors review and remove old documents from preliminary files?
Annually after the performance evaluation process.
Who has ‘read only’ access to electronic department personnel files of civilian employees under their direct supervision?
Civilian supervisors and sworn supervisors.
Who can access the contents of a current employee’s electronic personnel file?
The employee, authorized representative, higher-ranked sworn supervisor, Chief of Police, HR Director, Department of Law representatives, Public Integrity Unit, Personnel Records Unit, and Computer Information Systems Unit.
What happens to an employee’s electronic department personnel file when they separate from service?
It is archived by the Personnel Records Unit.
How can past employees request access to their electronic personnel file?
By contacting the Personnel Records Unit.
How can members of the public request access to current and past employees’ electronic personnel files?
By submitting a request to the Open Records Unit.
What form do new department employees need to complete?
Personnel Information Form (Form #301).
What information is required to be listed on the Personnel Information Form for all employees?
Name, primary home address, one personal phone number, and one emergency contact name and information.
How often are employees required to report changes to their Personnel Information Form?
Within 48 hours.
Who needs to be copied on the email when updating mandatory sections of the Personnel Information Form?
Their supervisor.
What is the official record of personal information of departmental employees?
PeopleSoft.
What is the purpose of G.O. 1999-03D?
To outline procedures for the administration of employee records.
Who is responsible for maintaining and updating employee files per records retention requirements?
The Personnel Records Unit.
What does the electronic department personnel file consist of?
Employment related or personal information sections of an individual’s record.
How can an employee access their electronic department personnel file?
Via the G drive on the department’s computer network.
What action can an employee take if they want content removed from their file?
Submit a written request to their supervisor for consideration.
Who determines if the removal of a record or document complies with directives and retention requirements?
BOA Assistant Chief’s office.
How can an employee add a record or document to their file?
By submitting a written request to their supervisor and attaching the record.
