Policy Text
University of California, San Francisco
Police Department General Orders
3.26 Selection: Background Investigations
3.26.5 Records Retention (Revised: 10/19/22 )
A. All background investigations materials for a member will be maintained by the
designated Department employee in a confidential background investigations file ,
separate from the member’s personnel file , for the duration of the member’s tenure with
UCSF. The materials will be secured to prevent unauthorized disclosure.
B. Upon separation from UCSF service, a member’ s background investigations records will
be maintained for long -term storage by the Office of the Chief or the design ated
Department employee , along with all personnel record information .
C. The completed background investigation s for all candidates , whether hired or not, will be
maintained on file by the PSD for at least 60 months after the end of the recruitment
process. After 60 months, the background investigation records of unsuccessful
candidates will be destroyed.
D. When successful background investigation results for a candidate for a sworn position are
received , the Chief of Police shall review the results an d interview the candidate . The
Chief of Police will decide if the candidate will be made a conditional offer of
employment.
1. The Chief of Police and/or Division Managers may conduct additional interviews
of finalist candidates prior to extend ing a conditional offer of employment .
E. Conditional offer s of employment shall be made in writin g and be contingent upon the
candidate successful ly completi ng the medical and psychological phase of the hiring
process. This applies to all conditional offer s of employment for any position for which a
medical or psychological test is required under the Americans with Disabilities Act. Only
a licensed physician shall be used to conduct a medical examination , and o nly a qualified
psychologist shall be used to conduct a psychological assessment.