Policy Text
SACRAMENTO POLICE DEPARTMENT
GENERAL ORDERS
G.O. 255.05
255.05
RETIRING, RESIGNING, RE-EMPLOYMENT
1-02-01
PURPOSE
To define procedures for the confidential documenta tion of employee retirements, resignations, and re-
employment evaluations.
POLICY
That an employee leaving the Depa rtment completes necessary documentation to provide sufficient
time for processing exit information, to preserve the integrity and conf identiality of the decision, and to
ensure that information necessary in the event of re-employment has been properly documented.
PROCEDUREA. GENERAL
1. Employees seeking retirement or resignat ion shall contact the Police Department
Personnel Services Division (PSD).
2. Employees leaving the Department shall forward a completed Retirement/ Resignation
Form (SPD 004) to PSD regardi ng their intention to retire or resign. The form should be
forwarded to PSD at least two weeks bef ore the effective date. The handling and
transmittal of the form shall be done in a manner to preserve the integrity and confidentiality of the decision.
B. RETIREMENT AND RESIGNATION
Employees shall confirm retirement eligibility prior to giving notice of retirement. Retiring/
resigning employees shall co mplete an SPD 004 containing a brief statement regarding the
intended date of retirement or resignation. T he SPD 004 shall be personally delivered to PSD.
1. PSD shall initial the SPD 004, provide a copy to the retiring/resigning employee, and
send the original to the Administrati ve Services Officer (ASO), PSD.
2. The ASO, PSD shall sign and date the original SPD 004 and return the original to PSD
for inclusion in the employee' s Department personnel file.
3. PSD shall send a copy of the completed SPD 004 to the COP and the retiring/resigning
employee's office chief.
C. EVALUATION AND EXIT INTERVIEW OF EMPL OYEE UPON RETIREMENT OR RESIGNATION
Retiring or resigning career em ployees shall be evaluated for re-employment purposes after
giving notice of reti rement or resignation.
1. PSD shall route a copy of the Re-emp loyment Evaluation Form (SPD 003) to the
resigning employee's division captain, and/or division manager as appropriate.
a. The division captain, and/or division manager as appropriate, shall evaluate the
employee and complete the appropriate portion of the SPD 003, including the statement regarding character of serv ice rendered by the employee. This
evaluator shall solicit input from supervi sors in the employee's chain of command
and review the employee's personnel fi le, to obtain any and all information
including evaluations, or other documentation that would reflect upon the
employee's work history and suitability for re-employment.
b. The evaluator shall forward the SPD 003 through their chain of command to their
Office Chief.c.The office chief, or a des ignee, shall initial the form, include any
comments, and forward it to the ASO, PS D. The ASO, PSD shall forward the
original SPD 003 to the Captain, Staff Services.
2. The Captain, Staff Services, shall review the SPD 003and shall contact the retiring/
resigning employee to arrange/ conduct an exit interview with the employee. The results
of the exit interview are confidential and shall be documented by the Captain, Staff
Services, in a memorandum that identifies the employee only by job classification. This
memorandum shall be forwarded to the COP.
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SACRAMENTO POLICE DEPARTMENT
GENERAL ORDERS
G.O. 255.05a. The Captain, Staff Services, shall make the completed SPD 003 and attachments
(if applicable) available to the reti ring/resigning employee for review and
comment.
(1) Employees shall be advised that t he SPD 003 shall be placed in their
permanent personnel file and that this evaluation shall be available to any
requesting agency providing a waiver is signed by the employee.
(2) Employees shall have an opportunity to add an addendum or rebuttal to
the SPD 003 if they desire.
(3) Both the retiring/resigni ng employee and the Captain, Staff Services shall
initial the SPD 003 before the form is forwarded to PSD for inclusion in the
employee's personnel file.
b. If an employee is unavailable, or chooses not to review or comment on the SPD
003 at an exit interview, the circumst ances shall be explained in the SPD 003 by
the Captain, Staff Services.
(1) The Captain, Staff Services, s hall sign the SPD 003 acknowledging his/
her review of the SPD 003 in it's fi nal form before forwarding the form to
PSD.
(2) Retiring/resigning employees who do not participate in the exit interview
process shall contact the PSD to re view and initial the SPD 003 prior to
the employee's final employment date.
d. Per Civil Service Rule 9, resi gning employees have 48 hours (excluding
weekends and recognized City hol idays) to withdraw their notice of resignation.
After the notice has been filed with Ci ty Personnel, it may only be rescinded with
the approval of the City Manager.
(1) Employees wishing to withdraw thei r notice of retirem ent or resignation
must contact PSD.
(2) In the event that an employee's retire ment or resignation is rescinded, the
SPD 004 and SPD 003 shall be removed from the employee's Department
personnel file and