Duration of Records. All action of records (documented oral reprimands, written reprimands, suspensions, reductions in rank, or termination), will be maintained in each bargaining unit member’s personnel file throughout his or her period of employment, except as follows:
Duration of Records. All actions of record will be removed from the employee’s personnel record and shall be of no further force and effect after twelve (12) months, for reprimands or written records of counseling, and twenty-four (24) months for time-off suspensions or reductions, provided there is no intervening discipline. If there is any intervening discipline, then the record of discipline shall be maintained until there is a twelve/twenty-four (12/24) consecutive months (depending on the discipline administered) where no discipline occurs. In any case in which a written reprimand, suspension, or dismissal is disaffirmed or otherwise rendered invalid, all documents relating thereto will be removed from the employee’s personnel record. All records of disciplinary action removed from the files for any of the reasons outlined above shall not be considered in future disciplinary action, promotional consideration or for any other purpose except that prior discipline may be used to establish that employees have been made aware of the standard of conduct expected.
Duration of Records. (A). Upon written request to the Chief of Police, a bargaining unit member shall have the record of any reprimands removed from the personnel file provided there have been no related reprimands or corrective actions for a continuous period of twelve (12) months. The letter of request shall not be maintained in the member’s personnel file. In any case in which a written reprimand, reduction, suspension, or removal is disaffirmed through the Grievance Procedure or court of competent jurisdiction, the personnel record shall clearly indicate such disaffirmance. In addition, complaints not sustained, exonerated or unfounded made against a bargaining unit member shall not be placed in the member's personnel file and shall not be considered in future corrective actions or promotional considerations and shall not be shared outside the Police Division.
Duration of Records. All actions of record, including verbal reprimands, written reprimands, demotions, suspensions, or dismissal will be maintained in each employee’s personnel file for a specified period of time. The following retention schedule shall apply:
Duration of Records. All disciplinary records will be maintained in each member's personnel file. In any case in which a reprimand, suspension, reduction in pay, reduction in rank or dismissal is disaffirmed through the Grievance or Arbitration Procedure, by the Safety Director, by the Civil Service Commission, by a court of competent jurisdiction, or otherwise, the member's personnel file shall clearly indicate such disaffirmance and the disciplinary record will be removed at the member's request. In addition, unsubstantiated, unproven or untimely allegations or complaints of misconduct made against a member and appearing in any file of the City shall not be considered in future corrective action or promotional considerations, and shall be removed at the member's request. Disciplinary records will be retained, subject to the following:
Duration of Records. 16.01 All actions, except documented oral reprimands (written reprimands, suspensions or dismissal) will be maintained in each bargaining unit member's personnel file throughout their period of employment, with the exception that any record of written reprimands will be removed from their file and placed in an inactive personnel record file, upon the written request of the member, one (1) year after such reprimand was given if no further disciplinary action has occurred. In any case in which a written reprimand, suspension or dismissal is disaffirmed through the grievance procedures or by a court of competent jurisdiction, the personnel record shall clearly indicate such disaffirmance. In addition, unsubstantiated or unproved allegations or complaints of misconduct made against a member of the bargaining unit and appearing in the department files shall not be considered in future disciplinary action or promotional considerations and shall not be shared outside the department unless required by law.
Duration of Records. All actions of record will be maintained in each member’s personnel file throughout his or her period of employment, with the exception that any records of documented warnings will be removed from the file, upon the request of the member, one (1) year after such action was taken, provided no further corrective action of the same or similar nature has occurred. When a documented warning is maintained in a member’s personnel file because further corrective action of the same or similar nature has occurred, the original documented warning will be maintained for twelve (12) months from the date of any subsequent corrective action. Any records of written reprimands will be removed from the file, and destroyed upon the request of the member, two (2) years after such action was taken, provided no further corrective action of the same or similar nature has occurred. Where a written reprimand is maintained in a member’s personnel file because further corrective action of the same or similar nature has occurred, the original documented written reprimand will be maintained for two (2) years from the date of any subsequent corrective action. Suspensions shall be removed and destroyed from the file, upon the member's request, four (4) years after such action was taken, provided that no further corrective action of the same or similar nature has occurred and further provided that the City can show no compelling need to retain such records beyond this time limit. Where a suspension is maintained in a member’s personnel file because further corrective action of the same or similar nature has occurred, the original suspension will be maintained for four (4) years from the date of any subsequent corrective action. Reductions in pay or position shall be expunged from the file, upon the member's request, in the event the City should rescind the reduction action. Although not considered formal discipline, Letters of Counseling shall be retained for six (6) months.
Duration of Records. Records of oral warnings and written warnings shall cease to have force and effect one (1) year from the date of issuance, provided no intervening discipline has occurred. Any record of discipline of any kind shall cease to have force and effect two (2) years from the date of issuance, and shall not be used in future discipline, provided no intervening discipline has occurred. In any case in which a disciplinary action of record is rescinded, the employee's personnel file shall clearly reflect such action. Upon request of the member, outdated records shall be removed from the member's personnel file and stored in a separate area to await disposition by the proper method as provided for in the Ohio Revised Code. In the event an employee denies that a standard of conduct expected has been established any prior discipline demonstrating the violation by the employee may be used to establish that the employee had been put on notice.
Duration of Records. A. Oral Warning: When unsatisfactory performance/behavior is recognized, the supervisor addresses the employee as soon as possible. The manager and employee should discuss the concern and the expectations for improvement. This process may require more than one discussion with the employee and regular feedback. The oral warning is documented in the employee record with a simple memo stating the date, employee’s name, supervisor’s name, and quick topic of the warning. Route the warning to HR for filing. This warning stays in record for 12 months. The discussion should include the following: - Clear statement communicating that this is an Oral Warning - Reasons why the performance or behavior does not meet expectations. - Expectations for acceptable performance or behavior. - Actions the employee can take to improve performance or behavior. - Next steps if the employee does not improve to meet expectations.
Duration of Records. All discipline actions of record will be maintained in each employee's personnel file throughout his period of employment, with the exception that any of the following records will be removed from the file upon the request of the employee, according to the following schedule:
