Procedure 906-Departmental Administrative, Field, and Personnel Files Flashcards Preview

General Manual Procedures > Procedure 906-Departmental Administrative, Field, and Personnel Files > Flashcards

Flashcards in Procedure 906-Departmental Administrative, Field, and Personnel Files Deck (28):
1

.01A. The purpose of this procedure is to define and establish guidelines for the;

maintenance of, access to, and release of information from the various departmental files of sworn members.

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.01B. Personnel files of non-sworn members are maintained in accordance with any;

applicable City of San Antonio Administrative Directives.

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.03A.Departmental driving record files are maintained by the;

Traffic Investigation Detail.

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.03A. These files contain all the reports and forms required or necessary for follow-up investigation when;

a sworn member is involved in a city vehicle crash.

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.03A. These files contain confidential information relating to complaints filed against sworn members.

Departmental Internal Affairs Unit files and are maintained by Internal Affairs Unit personnel.

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.03A. Departmental training files are maintained by the;

Training Academy staff.

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.03A. These files contain all documentation related to a sworn member's initial training and any additional training or schools attended.

Departmental training files

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.03B. Shall contain documentation pertaining to an individual sworn member.

Departmental field files

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.03B. These files may contain any information included in the sworn member's departmental personnel file.

Departmental field files

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.03B. When an officer transfers to another unit, the director of the previous unit is responsible for ensuring the officer's departmental field file is up to date and forwarded to the new unit;

within (5) days of the transfer.

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.03C. Departmental Personnel Files are maintained in accordance with Chapter 143 of the Local Government Code by the;

Accounting and Personnel Office

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.03C. Commendations, congratulations, or honors bestowed on the member for an action, duty, or activity which is related to the member's official duties, are contained in which files?

Departmental personnel files

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.03C. Any record prepared by the Department pertaining to a sworn member’s misconduct which resulted in disciplinary action, are contained in which files?

Departmental personnel files

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.03C. Worker's compensation documentation, are contained in which files?

Departmental personnel files

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.03C. Attendance or leave records (i.e., COSA Notice of Leave Form); and any other items listed in applicable City of San Antonio Administrative Directives, are contained in which files?

Departmental personnel files

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.04 Departmental administrative or field files are accessed only by sworn members of the Department in accordance with the;

standard operating procedure of the unit having the responsibility.

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.05A. Who may access departmental personnel files at any time?

The Chief of Police, Assistant Chiefs, Deputy Chiefs, the Executive Officer, Accounting and Personnel Office Manager, and the Internal Affairs Unit Director.

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.05B. All requests to access departmental personnel files are made through the;

Accounting and Personnel Office.

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.05B. May access the departmental personnel file room.

Only members of the Accounting and Personnel Office

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.05B. The Accounting and Personnel Office maintains a log of;

all departmental personnel file inquiries.

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.05C. Current and former sworn members may access their departmental personnel files;

during normal business hours upon written request.

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.05D. May access the sworn member's departmental personnel file during normal business hours upon written request.

A sworn member's supervisor

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.05E. These files are not removed from the Accounting and Personnel Office.

Departmental personnel files

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.06A. No information is released from departmental administrative or field files except to;

authorize members of the Department.

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.06B. Any requests from outside the Department for release of information from departmental administrative or field files are referred to;

the Accounting and Personnel Office.

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.06C. Loan verification information may be released by the Accounting and Personnel Office from departmental personnel files only

upon written request.

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.06C. Such written requests for Loan verification information, must include a

release of liability form signed by the sworn member.

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.06C. Loan verification information to be released includes the following

name, sex, ethnicity, salary, title, and date of employment.

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