Term
| Two types of personnel files will be maintained for each active Department employee: _(A)_ maintained by the _(B)_ and _(C)_ maintained in the employees _(D)_. |
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Definition
A. Department Personnel File
B. FMB
C. Division/Bureau/Precinct personnel files
D. work unit
3.22 pg1 |
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Term
| The _(A)_ file will be considered the official employee file and will contain items of a _(B)_ nature. |
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Definition
A. Department personnel file
B. more permanent nature
3.22 pg1 |
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Term
| The _(A)_ file will be considered a working file and will contain information of a _(B)_ nature. |
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Definition
A. division/bureau/precinct
B. more temporary
3.22 pg1 |
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Term
| Officers of rank of _(A)_ or above are authorized to enter the FMB after hours to obtain an employee's department personnel file. This requires the _(B)_ and _(C)_ of the duty commander or higher-ranking officer. |
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Definition
A. lieutenant
B. approval
C. presence
3.22 pg1 |
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Term
| if a departmental file is to be removed from the FMB, a _(A)_ will be completed. the date, time and file number will be _(B)_. the memo will be placed in the _(C)_ on the desk in the file room. |
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Definition
A. memorandum
B. documented
C. in basket
3.22 pg1 |
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Term
| Employees are, at their request and by _(A)_, permitted to examine their personnel file in the presence of an _(B)_. |
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Definition
A. appointment
B. appropriate Department supervisor
3.22 pg1 |
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Term
| No employee shall have any adverse comments entered into their Department or division/bureau/precinct file unless the employee is informed by a _(A)_. |
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Definition
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Term
Purging Policy Employee responsibilities, Department personnel file: Employees will review their Department personnel file in the presence of a _(A)_ supervisor or designee to identify material to be purged.
Employees will write a short memorandum to _(B)_ specifically identifying the material they want to be purged . |
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Definition
A.FMB
B. their immediate supervisor
3.22 pg2 |
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Term
Purging Policy supervisor responsibilities, Department personnel file: The supervisor will ensure that the material in the memorandum meets the _(A)_.
The memorandum will then be forwarded through the chain of command for final approval of the _(B)_. |
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Definition
A. criteria for purging
B. bureau/precinct commander/administrator
3.22 pg2 |
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Term
| for purging a division/bureau/precinct file an employee will review their file in the presence of a _(A)_. employees will _(B)_ the material they wish to be purged in the presence of supervisor. employees will write a short _(C)_ requesting the attached material be considered for purging. |
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Definition
A. supervisor
B. remove
C. memorandum
3.22 pg2 |
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Term
The city human resources department will retain employee PMG's for _(A)_ in a separate file from the City personnel files.
FMB retains employee PMG's until: _(B)_ or _(C)_. |
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Definition
A. 10 years
B. an eligible purge request is received
C. Five years after separation from the Department.
3.22 pg3 |
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Term
discipline notices are retained until an eligible purge request is received or _(A)_.
Division/bureau/precinct files are retained at the employee's current assignment until forwarded to the _(B)_ upon the death, resignation, termination, transfer or _(C)_ of the employee. |
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Definition
A. 5 years after separation from the department.
B. FMB
C. retirement
3.22 pg3 |
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Term
| supervisor notes _(A)_ (do or do not) constitute file material unless they are entered into the department or division/bureau/precinct file. |
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Definition
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Term
in non-disciplinary matters the term _(A)_ will be used in lieu of counseling.
notes used for coaching, supervisor initiated training, supervisory counseling, or other information used for the employee's evaluation will be provided to the employee on a _(B)_ basis for review and _(C)_. |
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Definition
A. coaching
B. monthly
C. signature
3.22 pg3 |
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Term
| The personnel assessment system (PAS) is designed to be an _(A)_. |
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Definition
A. early intervention program
3.22 pg4 |
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Term
| Referrals to the city PAS system _(A)_ (will or will not) be made through the city's email system? |
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Definition
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Term
| upon notification from the PAS administrator, an employee's _(A)_ conducts an immediate review. The PAS intervention review will be completed and forwarded to the PAS section within _(B)_. |
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Definition
A. immediate supervisor
B. 21 calendar days
3.22 pg5 |
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Term
| information in the PAS file will be accessible for a _(A)_ period. employee awards and commendations will be retained _(B)_. |
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Definition
A. 5 year
B. indefinitely.
3.22 pg5 |
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Term
| information in the PAS system _(A)_ be used for discipline or conduct an administrative investigation. |
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Definition
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Term
| supervisors will only have access to employees under their span of control. first lvl supervisors have _(A)_ lvl access. 2nd and 3rd lvl supervisors have _(B)_. assistant chiefs have _(C)_. At the _(D)_ discretion some positions may have different levels of access due to job requirements. |
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Definition
A. squad-type
B. precinct/bureau level access
C. department wide access
D. chief's
3.22 pg 6 |
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Term
| supervisors are required to review employees under their span of control in the PAS system _(A)_. |
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Definition
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Term
| For PAS interventions: if the intervention option recommended at any authorized level _(A)_ (can or cannot) be agreed upon by the chain of command, the _(B)_ will determine what intervention is needed. |
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Definition
A. cannot
B. PAS board
3.22 pg9 |
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