Common use of PERSONNEL FOLDERS Clause in Contracts

PERSONNEL FOLDERS. An employee or his/her certified representative shall be entitled to review the contents of his/her official departmental personnel folder at reasonable intervals, upon request, during hours when his/her personnel office is normally open for business. Such review shall not interfere with the normal business of the department, office or bureau. No disciplinary document shall be placed in an employee's official departmental personnel folder prior to providing said employee with a copy thereof. This provision shall not apply to documents placed in said folder prior to July 1, 1975. After a disciplinary or adverse document has been in an employee's personnel folder for a period of one year, Management may, upon the employee's request, place a statement in the employee's personnel folder, showing that the employee's performance has improved. A written reprimand or "Notice to Correct Deficiencies" may be sealed upon the written request of an affected employee if he/she has not been involved in any subsequent incidents that resulted in written corrective counseling or other management action for a period of four (4) years from the date the most recent notice was issued or management action taken. (It is mutually understood that in the Police Department a "Notice to Correct Deficiencies" is not considered a form of discipline and a copy is not placed in the departmental personnel folder. Written reprimands will not be sealed in the Police Department. Employees may request, instead of sealing, that such documents be stored separately from the official departmental personnel folder. These documents shall be accessible only to selected departmental personnel.) If sealing or removal to separate storage is not approved, the reason for denial of the request shall be discussed with the employee. Written requests and responses, and the reasons for not sealing the document(s) shall not be placed in the personnel folder and shall not be grievable. The existence of all documents, including sealed or separately stored documents, must be acknowledged by the department and be available upon subpoena and to selected City personnel.

PERSONNEL FOLDERS. An employee or his/her certified representative shall be entitled to review the contents of his/her official departmental personnel folder at reasonable intervals, upon request, during hours when his/her personnel office is normally open for business. Such review shall not interfere with the normal business of the department, office or bureau. No disciplinary document shall be placed in an employee's official departmental personnel folder prior to without providing said employee with a copy thereof. This provision shall not apply to documents placed in said folder prior to July 1April 17, 19751979. After a disciplinary or adverse document has been in an employee's personnel folder for a period of one year, Management may, will look favorably upon the employee's request, request to place a statement in the employee's personnel folder, showing that the employee's performance has improved. A written reprimand or "Notice to Correct Deficiencies" may be sealed upon the written request of an affected employee if he/she has not been involved in any subsequent incidents that resulted in written corrective counseling or other management action for a period of four (4) years from the date the most recent notice was issued or management action taken. (It is mutually understood that in the Police Department a "Notice to Correct Deficiencies" is not considered a form of discipline and a copy is not placed in the departmental personnel folder. Written reprimands will not be sealed in the Police Department. Employees may request, instead of sealing, that such documents be stored separately from the official departmental personnel folder. These documents shall be accessible only to selected departmental personnel.) If sealing or removal to separate storage is not approved, the reason for denial of the request shall be discussed with the employee. Written requests and responses, and the reasons for not sealing the document(s) shall not be placed in the personnel folder and shall not be grievable. The existence of all documents, including sealed or separately stored documents, must be acknowledged by the department and be available upon subpoena and to selected City personnelor other appropriate request.

PERSONNEL FOLDERS. An employee or his/her certified representative shall be entitled to review the contents of his/her official departmental personnel folder at reasonable intervals, upon request, during hours when his/her personnel office is normally open for business. Such review shall not interfere with the normal business of the department, office or bureau. No disciplinary document shall be placed in an employee's official departmental personnel folder prior to without providing said employee with a copy thereof. This provision shall not apply to documents placed in said folder prior to July 1April 17, 19751979. After a disciplinary or adverse document has been in an employee's personnel folder for a period of one year, Management may, will look favorably upon the employee's request, request to place a statement in the employee's personnel folder, showing that the employee's performance has improved. A written reprimand or "Notice to Correct Deficiencies" may be sealed upon the written request of an affected employee if he/she has not been involved in any subsequent incidents that resulted in written corrective counseling or other management action for a period of four three (43) years from the date the most recent notice was issued or management action taken. (It is mutually understood that in the Police Department a "Notice to Correct Deficiencies" is not considered a form of discipline and a copy is not placed in the departmental personnel folder. Written reprimands will not be sealed in the Police Department. Employees may request, instead of sealing, that such documents be stored separately from the official departmental personnel folder. These documents shall be accessible only to selected departmental personnel.) If sealing or removal to separate storage is not approved, the reason for denial of the request shall be discussed with the employee. Written requests and responses, and the reasons for not sealing the document(s) shall not be placed in the personnel folder and shall not be grievable. The existence of all documents, including sealed or separately stored documents, must be acknowledged by the department and be available upon subpoena and to selected City personnelor other appropriate request.

PERSONNEL FOLDERS. ‌ A. An employee or his/her their certified representative shall be entitled to review the contents of his/her their official departmental personnel folder at reasonable intervals, upon request, during hours when his/her their personnel office is normally open for business. Such review shall not interfere with the normal business of the department, office or bureau. . B. No disciplinary document shall be placed in an employee's official departmental personnel folder prior to providing said employee with a copy thereof. This provision shall not apply to documents placed in said folder prior to July 1, 1975. . C. After a disciplinary or adverse document has been in an employee's personnel folder for a period of one year, Management may, upon the employee's request, place a statement in the employee's personnel folder, showing that the employee's performance has improved. . D. A written reprimand or "Notice to Correct Deficiencies" may be sealed upon the written request of an affected employee if he/he or she has not been involved in any subsequent incidents that resulted in written corrective counseling or other management action for a period of four (4) years from the date the most recent notice was issued or management action taken. (It is mutually understood that in the Police Department a "Notice to Correct Deficiencies" is not considered a form of discipline and a copy is not placed in the departmental personnel folder. Written reprimands will not be sealed in the Police Department. Employees may request, instead of sealing, that such documents be stored separately from the official departmental personnel folder. These documents shall be accessible only to selected departmental personnel.) ) E. If sealing or removal to separate storage is not approved, the reason for denial of the request shall be discussed with the employee. Written requests and responses, and the reasons for not sealing the document(s) shall not be placed in the personnel folder and shall not be grievable. . F. The existence of all documents, including sealed or separately stored documents, must be acknowledged by the department and be available upon subpoena and to selected City personnel.

PERSONNEL FOLDERS. An employee or his/her certified representative shall be entitled to review the contents of his/her official departmental personnel folder at reasonable intervals, upon request, during hours when his/her the departmental personnel office is normally open for business. Such review shall not be scheduled at a time when it will interfere with the normal business of the department, office or bureauoffice. No evaluatory or disciplinary document shall may be placed in an employee's official departmental ’s personnel folder prior to providing said employee with file without his/her review and a copy thereofof the document presented to him/her for his/her records. This provision The employee shall acknowledge that he/she has received a copy of the document by signing it with the understanding that such signature does not apply to documents placed in said folder prior to July 1, 1975. After a disciplinary or adverse document has been in an employee's personnel folder for a period of one year, Management may, upon the employee's request, place a statement in the employee's personnel folder, showing that the employee's performance has improvednecessarily indicate agreement with its contents. A written reprimand or "“Notice to Correct Deficiencies" may ” will be sealed upon the written request of an affected employee if he/she has not been involved in any subsequent related incidents that resulted in written corrective counseling or other management disciplinary action for a period of four (4) years from the date the most recent notice was issued or management action takenissued. (It is mutually understood that There will be no reference in the Police Department personnel folder to said material. Pursuant to the above paragraph, those documents, either removed from the personnel file or sealed, shall be available upon subpoena or other appropriate legal request. An employee may submit a "Notice written rebuttal within thirty (30) calendar days to Correct Deficiencies" is not considered a form of discipline and a copy is not any disciplinary or adverse document placed in his/her departmental personnel folder. Such rebuttal shall identify the disciplinary or adverse document and shall be filed in the employee's departmental personnel folder for as long as the adverse document remains. This provision shall not apply to documents placed in said folder prior to the effective date of this MOU. Upon request by the employee, adverse documents in the employee's personnel folder shall be sealed after three (3) years, provided that there have been no other adverse documents placed in the folder since that time. Adverse documents, which have been sealed, will be stored separate and apart from the departmental personnel folder. Written reprimands There will not be sealed no reference in the Police Departmentpersonnel folder to said material. Employees may requestEmployee evaluations are not considered adverse documents for the purposes of this paragraph. If sealing is not recommended, instead of sealing, that such documents be stored separately from the official departmental personnel folder. These documents employee shall be accessible only to selected departmental personnel.) If sealing or removal to separate storage is not approved, given a written response detailing the reason reasons for denial of the request and the reasons shall also be discussed with the employee. Written requests and responses, The written response and the reasons for not sealing the document(s) shall not be placed in the personnel folder and document shall not be grievable. The existence of all documents, including sealed or separately stored documents, must be acknowledged by the department and be available upon subpoena and to selected City personnel.

PERSONNEL FOLDERS. An employee or his/her certified representative shall be entitled to review the contents of his/her official departmental personnel folder at reasonable intervals, upon request, during hours when his/her the departmental personnel office is normally open for business. Such review shall not be scheduled at a time when it will interfere with the normal business of the department, office or bureauoffice. No evaluatory or disciplinary document shall may be placed in an employee's official departmental ’s personnel folder prior to providing said employee with file without his/her review and a copy thereofof the document presented to him/her for his/her records. This provision The employee shall acknowledge that he/she has received a copy of the document by signing it with the understanding that such signature does not apply to documents placed in said folder prior to July 1, 1975. After a disciplinary or adverse document has been in an employee's personnel folder for a period of one year, Management may, upon the employee's request, place a statement in the employee's personnel folder, showing that the employee's performance has improvednecessarily indicate agreement with its contents. A written reprimand or "“Notice to Correct Deficiencies" may ” will be sealed upon the written request of an affected employee if he/she has not been involved in any subsequent related incidents that resulted in written corrective counseling or other management disciplinary action for a period of four (4) years from the date the most recent notice was issued or management action takenissued. (It is mutually understood that There will be no reference in the Police Department personnel folder to said material. Pursuant to the above paragraph, those documents, either removed from the personnel file or sealed, shall be available upon subpoena or other appropriate legal request. An employee may submit a "Notice written rebuttal within thirty (30) calendar days to Correct Deficiencies" is not considered a form of discipline and a copy is not any disciplinary or adverse document placed in his/her departmental personnel folder. Such rebuttal shall identify the disciplinary or adverse document and shall be filed in the employee's departmental personnel folder for as long as the adverse document remains. This provision shall not apply to documents placed in said folder prior to the effective date of this MOU. Upon request by the employee, adverse documents in the employee's personnel folder shall be sealed after three (3) years, provided that there have been no other adverse documents placed in the folder since that time. Adverse documents, which have been sealed, will be stored separate and apart from the departmental personnel folder. Written reprimands There will not be sealed no reference in the Police Departmentpersonnel folder to said material. Employees may requestEmployee evaluations are not considered adverse documents for the purposes of this paragraph. If sealing is not recommended, instead of sealing, that such documents be stored separately from the official departmental personnel folder. These documents employee shall be accessible only to selected departmental personnel.) If sealing or removal to separate storage is not approved, given a written response detailing the reason reasons for denial of the request and the reasons shall also be discussed with the employee. Written requests and responses, The written response and the reasons for not sealing the document(s) shall not be placed in the personnel folder and document shall not be grievable. The existence of all documents, including sealed or separately stored documents, must be acknowledged by the department and be available upon subpoena and to selected City personnel.

PERSONNEL FOLDERS. An employee or his/her certified representative Section 26.1 It shall be entitled the responsibility of every Employee to review keep the contents Employer informed of his/her official departmental current address and telephone number. Such notice shall be provided to the Employer by the Employee within twenty-four (24) hours of such change. Employer notification to an Employee shall be sufficient if made personally, by written memorandum, by mail, or e-mail addressed to the Employee’s last known address as shown on the personnel folder record maintained by the Employer, or where appropriate, by the Employee. Section 26.2 An Employee shall have the right, upon reasonable notice and during normal business hours at reasonable intervalsa time not interfering with normal operations and not conflicting with the Employee’s work assignment, to review his/her personnel file in Human Resource or the Department, as elected by the Employer, in the presence of a representative designated by the Employer. The Employee may request that a Union representative be present during such review. An Employee may, upon request, during hours when his/obtain one (1) copy of the documents in his or her Human Resources and Department personnel office is normally open for business. Such review files; provided, however, that the Employee shall not interfere with the normal business be entitled to copies of the department, office documents that have previously been provided to him or bureau. No disciplinary document shall be placed in an employee's official departmental personnel folder prior her. Section 26.3 The Employer may not use a notice of written warning to providing said employee with a copy thereof. This provision shall not apply to documents placed in said folder prior to July 1, 1975. After a disciplinary or adverse document has been in an employee's personnel folder for a period of one year, Management may, upon the employee's request, place a statement in the employee's personnel folder, showing that the employee's performance has improved. A written reprimand or "Notice to Correct Deficiencies" may be sealed upon the written request of an affected employee if he/she has not been involved in any subsequent incidents that resulted in written corrective counseling or other management action for a period of four impose discipline more than twelve (412) years from months after the date the most recent notice of written warning was issued or management action taken. (It is mutually understood that in issued, and, upon request, the Police Department a "Notice to Correct Deficiencies" is not considered a form of discipline and a copy is not placed in notice will be removed from the departmental Employee’s official personnel folder. Written reprimands The Employer may not use a written reprimand to impose discipline more than eighteen (18) months after the date the written reprimand was issued and, upon request, the written reprimand will be removed from the Employee’s official personnel folder. The Employer may not use a suspension to impose discipline more than twenty-four (24) months after the date the suspension was issued and, upon request, the suspension will be removed from the Employee’s official personnel folder. An Employee who reports to work without a valid driver’s license will not be sealed suspended and will be assigned to foot patrol or other duties. A subsequent failure to report to work without a valid driver’s license will result in the Police Departmenta suspension without pay. Employees may requestmust report to work with a valid GWorld Card and either a valid Special Police Commission or a valid Security Guard’s License, instead as applicable. An Employee who fails to present such materials will receive a letter of sealingreprimand for the first instance and a suspension for the second instance and, that such documents be stored separately from the official departmental personnel folder. These documents shall be accessible only to selected departmental personnel.) If sealing or removal to separate storage is not approvedin either case, the reason for denial of the request shall be discussed with the employee. Written requests and responses, and the reasons for not sealing the document(s) shall will not be placed in the personnel folder and shall not permitted to work or be grievable. The existence of all documents, including sealed or separately stored documents, must be acknowledged by the department and be available upon subpoena and to selected City personnelpaid.

PERSONNEL FOLDERS. ‌ A. An employee or his/her their certified representative shall be entitled to review the contents of his/her their official departmental personnel folder at reasonable intervals, upon request, during hours when his/her their personnel office is normally open for business. Such review shall not interfere with the normal business of the department, office or bureau. . B. No disciplinary document shall be placed in an employee's ’s official departmental personnel folder prior to providing said employee with a copy thereof. This provision shall not apply to documents placed in said folder prior to July 1, 1975. . C. After a disciplinary or adverse document has been in an employee's ’s personnel folder for a period of one year, Management may, upon the employee's ’s request, place a statement in the employee's ’s personnel folder, showing that the employee's ’s performance has improved. . D. A written reprimand or "“Notice to Correct Deficiencies" ” may be sealed upon the written request of an affected employee if he/he or she has not been involved in any subsequent incidents that resulted in written corrective counseling or other management action for a period of four (4) years from the date the most recent notice was issued or management action taken. (It is mutually understood that in the Police Department a "“Notice to Correct Deficiencies" ” is not considered a form of discipline and a copy is not placed in the departmental personnel folder. Written reprimands will not be sealed in the Police Department. Employees may request, instead of sealing, that such documents be stored separately from the official departmental personnel folder. These documents shall be accessible only to selected departmental personnel.) ) E. If sealing or removal to separate storage is not approved, the reason for denial of the request shall be discussed with the employee. Written requests and responses, and the reasons for not sealing the document(s) shall not be placed in the personnel folder and shall not be grievable. . F. The existence of all documents, including sealed or separately stored documents, must be acknowledged by the department and be available upon subpoena and to selected City personnel.

PERSONNEL FOLDERS. An employee or his/her certified representative shall be entitled to review the contents of his/her official departmental personnel folder at reasonable intervals, upon request, during hours when his/her the departmental personnel office is normally open for business. Such review shall not be scheduled at a time when it will interfere with the normal business of the department, office or bureauoffice. No disciplinary document shall be placed in an employee's official departmental personnel folder prior to providing said unless the concerned employee with has been made aware that the item will be placed in the folder and the employee given or offered a copy thereofof said document. An employee may submit a written rebuttal to any disciplinary or adverse document placed in his/her departmental personnel folder. Such rebuttal shall identify the disciplinary or adverse document and shall be filed in the employee's departmental personnel folder for as long as the adverse document remains. This provision shall not apply to documents placed in said folder prior to July 1, 1975the effective date of this MOU. After a disciplinary or adverse document has been in an employee's personnel folder for a period of one year, Management may, upon the employee's Upon request, place a statement adverse documents in the employee's personnel folder, showing that the employee's performance has improved. A written reprimand or "Notice to Correct Deficiencies" may folder shall be sealed upon the written request of an affected employee if he/she has not after three (3) years, provided that there have been involved in any subsequent incidents that resulted in written corrective counseling or no other management action for a period of four (4) years from the date the most recent notice was issued or management action taken. (It is mutually understood that adverse documents placed in the Police Department a "Notice to Correct Deficiencies" is not considered a form of discipline folder since that time. Adverse documents, which have been sealed, will be stored separate and a copy is not placed in apart from the departmental personnel folder. Written reprimands There will be no reference in the personnel folder to said material. Employee evaluations are not considered adverse documents for the purposes of this paragraph. Intradepartmental documents, such as correspondence and memos, may be sealed in after six (6) months, provided it is recommended by the Police Departmentsupervisor and approved by the Division Head. Employees may requestIf sealing is not recommended, instead of sealing, that such documents be stored separately from the official departmental personnel folder. These documents employee shall be accessible only to selected departmental personnel.) If sealing or removal to separate storage is not approved, given a written response detailing the reason reasons for denial of the request and the reasons shall also be discussed with the employee. Written requests and responses, The written response and the reasons for not sealing the document(s) shall not be placed in the personnel folder and document shall not be grievable. The existence of all documents, including sealed or separately stored documents, must be acknowledged by the department and be available upon subpoena and to selected City personnel.

PERSONNEL FOLDERS. An employee or his/her certified representative shall be entitled to review the contents of his/her official departmental personnel folder at reasonable intervals, upon request, during hours when his/her personnel office is normally open for business. Such review shall not interfere with the normal business of the department, office or bureau. No disciplinary document shall be placed in an employee's official departmental personnel folder prior to providing said employee with a copy thereof. This provision shall not apply to documents placed in said folder prior to July 1, 1975. After a disciplinary or adverse document has been in an employee's personnel folder for a period of one year, Management may, upon the employee's request, place a statement in the employee's personnel folder, showing that the employee's performance has improved. A written reprimand or "Notice to Correct Deficiencies" may be sealed upon the written request of an affected employee if he/she has not been involved in any subsequent incidents that resulted in written corrective counseling or other management Management action for a period of four (4) years from the date the most recent notice was issued or management Management action taken. (It is mutually understood that in the Police Department a "Notice to Correct Deficiencies" is not considered a form of discipline and a copy is not placed in the departmental personnel folder. Written reprimands will not be sealed in the Police Department. Employees may request, instead of sealing, that such documents be stored separately from the official departmental personnel folder. These documents shall be accessible only to selected departmental personnel.) If sealing or removal to separate storage is not approved, the reason for denial of the request shall be discussed with the employee. Written requests and responses, and the reasons for not sealing the document(s) shall not be placed in the personnel folder and shall not be grievable. The existence of all documents, including sealed or separately stored documents, must be acknowledged by the department and be available upon subpoena and to selected City personnel.

PERSONNEL FOLDERS. An employee or his/her certified representative shall be entitled to review the contents of his/her official departmental personnel folder at reasonable intervals, upon request, during hours when his/her personnel office is normally open for business. Such review shall not interfere with the normal business of the department, office or bureau. No disciplinary document shall be placed in an employee's official departmental personnel folder prior to providing said employee with a copy thereof. This provision shall not apply to documents placed in said folder prior to July 1, 1975. After a disciplinary or adverse document has been in an employee's personnel folder for a period of one year, Management may, upon the employee's request, place a statement in the employee's personnel folder, showing that the employee's performance has improved. A written reprimand or "Notice to Correct Deficiencies" may be sealed upon the written request of an affected employee if he/she has not been involved in any subsequent incidents that resulted in written corrective counseling or other management action for a period of four (4) years from the date the most recent notice was issued or management action taken. (It is mutually understood that in the Police Department a "Notice to Correct Deficiencies" is not considered a form of discipline and a copy is not placed in the departmental personnel folder. Written reprimands will not be sealed in the Police Department. Employees may request, instead of sealing, that such documents be stored separately from the official departmental personnel folder. These documents shall be accessible only to selected departmental personnel.) If sealing or removal to separate storage is not approved, the reason for denial of the request shall be discussed with the employee. Written requests and responses, and the reasons for not sealing the document(s) shall not be placed in the personnel folder and shall not be grievable. The existence of all documents, including sealed or separately stored documents, must be acknowledged by the department and be available upon subpoena and to selected City personnel.