Policy Text
I. Department Personnel Files
A. Department employee personnel files are maintained in the Support
Services Division under the direction of the Personnel Resources Unit
Supervisor. All employees’ City Personnel Files are maintained by the
City Human Resources Department (HRD).
B. Department Personnel Files Composition
1. All relative documents generated during employment are to be
maintained in an employee’s personnel file. Documents should be
placed in the file in reverse chronological order with the most recent
documents on top.
2. The files will consist of the following documents:
a. Any demotion;
b. Leaves of absence;
c. Promotions;
d. Pay changes;
e. Resignation;
f. Retirement;
g. Termination;
h. Transfers;
i. Working out of classification;
j. Notice of layoffs;
k. Performance evaluations and any performance evaluation
appeals;
l. Notice of violation form, administrative action form and any
employees administrative action response form;
m. Written reprimand, notice of suspension, demotion or
termination;
n. All correspondence relating to disciplinary appeals;
o. Written commendations, letters of appreciation, notices of
job-related awards, honors, or recognition and other related
documents;
p. Notices of injury, supervisor’s report of injury, worker’s
compensation forms and correspondence, disability forms
and other related documents; and
q. All other documents, to include but not be limited to,
resumes, training certificates and oaths of office.
3. Pursuant to Florida statute the Department must maintain
records of the physical examination of sworn officers and
corrections officers for at least five years after the employee's
separation from the Department.
4. If the Department fails to maintain the records of the physical
examination for the five-year period after the employee's
separation, it is presumed that the employee must have
successfully passed the physical examination required upon
entering into service as a law enforcement officer or
correctional officer with the Department, which examination
must have failed to reveal any evidence of tuberculosis, heart
disease or hypertension.