BSO Sheriff's Policy Manual: Employee Information

Employee Information Change

• Employees are encouraged to regularly review their employee information to maintain current records.
• Employees must provide a contact number and physical home address, which will be accessible to their immediate supervisor, Communications, and Human Resources.

Telephone Number and Address

• Employees must update their address and/or telephone number electronically through My BSO within 24 hours of the change.
• Post office boxes are not accepted as a physical home address, but can be used as a mailing address.
• Employees are not allowed to use BSO as a mailing address for personal business unless authorized.

Marital/Family Status Change

• Employees can update their marital/family status electronically through My BSO.
• Marital status changes that affect group benefit programs require supporting documentation, which must be received by Employee Benefits.
• Name changes require receipt of a social security card, marriage or divorce decree, driver's license, and/or court document showing the requested name change.

Emergency Contact Information/Change

• Employees must update their emergency contact information electronically through My BSO.
• Emergency contacts should include immediate family members or others who the employee would like to have contacted in the event of an emergency or death.

Correspondence and Official Communications

• All written correspondence must be presented in a professional and legible manner, both in appearance and composition.
• The official BSO memorandum is used for internal correspondence, while the official BSO letterhead is used for external correspondence.
• Both approved forms are located on the BSO Intranet in the Forms Library.

External Correspondence Requiring Sheriff's Signature

• All external written correspondence requiring the Sheriff's signature must be electronically forwarded to the appropriate Executive Director/designee, via chain of command, for review and approval, prior to forwarding to the Sheriff.

Correspondence Received by the Sheriff's Administrative Office

• Correspondence regarding an employee will be electronically forwarded to the employee's Executive Director/designee, via chain of command, for dissemination to the appropriate command.
• The command will prepare a written response for the Executive Director/designee's signature on behalf of the Sheriff, referencing the employee(s) name(s) in the body of the letter.
• The written correspondence, an electronic copy, and the initial writer's pre-addressed envelope will be forwarded to the Executive Director/designee for final review and mailing to the initial writer.
• The Executive Director/designee will route copies of the approved correspondence to the Sheriff's Administrative Assistant, the employee's Department/Division/Unit Commander, the employee, and the Human Resources Department to be placed in the employee's personnel file.

Alterations to Documents

• After initial submission, no document or correspondence will be altered in any manner, except for minor administrative changes.
• Employees will be notified of any administrative changes.

General Guidelines

• All written correspondence will be succinct, factual, and unambiguous.
• Employees will not use BSO stationery for private correspondence.
• Employees will not use or cause to be used BSO stamps or postage meters for their personal mail.

Sending Official Communications

• Employees receiving official communications directed to another will send it without delay to the intended recipient.
• Supervisors receiving written communications from their employee, directed to a higher authority will indicate acknowledgment of the content and send it through the chain of command.

Long Distance Telephone Calls

• BSO recognizes that toll calls will be necessary in the performance of official BSO business.
• Each Department director approves which employee in their command will be granted the authority to place toll calls.
• Toll calls made from or charged to BSO telephones must pertain to official BSO business.
• Each component will adopt in their SOP a procedure for toll call usage to include supervisor authorization, accountability for calls, and remedies for abuse.
• Employees assigned to a facility that utilizes a PIN system for long distance calls will be assigned a unique PIN through the Information Technology Division.
• The unique PIN will be used each time a toll call is placed and will not be shared or used by any other employee.