Policy Text
SACRAMENTO POLICE DEPARTMENT
GENERAL ORDERS
GO 257 .01
Page 1 of 1
257.01
EMPLOYEE WATCH FILE
04-13-17
PURPOSE
The purpose of this order is to establish criteria and procedures for the content and ma intenance of employee
watch files.
POLICY
It shall be the policy of the Sacramento Police Department to maintain an employee watch file at the division
level.
PROCEDURE
A. MAINTENANCE
1. An employee watch file shall be maintained on every employee at the division level.
2. Division Commanders shall ensure that an employee watch file is kept on all employees under their
command.
3. The watch file shall be maintained by each division ’s administrative staff and shall include each
employee and supervisor assigned to the division.
4. The employee and his/her supervisor shall review the employee’s watch fi le at the beginning of the
year or as soon as practical when the employee transfers to a new assignment.
5. The material in the file shall serve as a supervisory aid to identify weak areas , as well as special
accomplishments , of an employee while working in a particular division.
6. Documented disciplinary actions or other related adverse documented comments entered in to the
employee's watch file shall be removed from the file pursuant the employee’s labor agreement.
7. All documents removed from the file shall be destroyed with Division Commander ’s or designee ’s
approval .
8. When an employee transfer s to another Division, the administrative staff where the employee is being
transferred shall coordinate the hand delivery of the employee’s watch file.
B. CONTENT
1. The material to be included in the employee watch file shall consist of any information that could be
utilized by a supervisor during the evaluation of an employee. Such information shall include, but not
be limited to
a. Documentation of counseling and re -training sessions.
b. Letters of commendation, awards, and certificates .
c. Copies of inspection sheets and performance evaluations .
d. Copies of injury reports .
e. Copies of transfer requests .
2. No a dverse documents shall be placed into the employee’s watch file without the employee reviewing
and signing the document .
a. If an employee refuses to sign the document, the s upervisor shall indicate this on the document
along with the date and time of refusal , and initial it.
b. An employee may add written comments to any document placed in the file.
c. Employees shall be allowed to inspect the watch file when convenient and in the presence of a
supervisor.