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. 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 the hours when his/her personnel office is normally open for business. Such Management will continue its present practice with regard to providing employees with a copy of materials in the departmental personnel folder. The employee may authorize a representative of the Union or his/her attorney (authorized party) to inspect his/her departmental personnel folder and/or obtain copies of the folder, upon written consent of the employee. The written consent must be provided by the employee to the personnel office. The time to review the folder must be arranged by the authorized party. The authorized party may not remove any document in the folder. The employee or authorized party’s review of the personnel folder shall not interfere with the normal business of the department, office or bureau. No evaluatory or disciplinary document shall may be placed in an employee's official departmental personnel folder prior to providing said employee with without his/her review and a copy thereofof the document presented to the employee for his/her records. The employee shall acknowledge that he/she has reviewed and received a copy of the document by signing it, with the understanding that such signature does not necessarily indicate agreement with its contents. The employee shall have the right to respond in writing to any material placed in his/her personnel folder within forty-five (45) days after receipt of material. This provision shall not apply to documents placed in said folder prior to July 1, 19751980. After a disciplinary or adverse document has been in Upon an employee's personnel folder for a period of one year, Management may, upon the employee's ’s written 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 (NTCD) will be sealed upon and not considered or referenced in subsequent disciplinary actions if after three (3) years following the issuance of the written request of an affected reprimand or NTCD the 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 action. Pursuant to the above paragraph, those documents, either removed from the date the most recent notice was issued personnel file 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 requestsealed, 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 legal 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 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 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 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.