BSO Sheriff's Policy Manual: Employee Information

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Questions and Answers

How soon must employees update their address and/or telephone number electronically through My BSO?

Within 1 week of the change

Within 1 hour of the change

Within 1 month of the change

Within 24 hours of the change (correct)

What is not accepted as a physical home address by BSO?

PO Box only for mailing

Post office box (correct)

Apartment complex

Street address

Who can access an employee's contact number?

Immediate supervisor, Communications, and Human Resources (correct)

Only Human Resources

All BSO employees

Only immediate supervisor

What is required to process a name change?

Social security card, marriage or divorce decree, driver license, and/or court document Signup and view all the answers

How can employees update their marital/family status?

Electronically through My BSO and with supporting documentation Signup and view all the answers

Who should be listed as emergency contacts?

Immediate family members or others the employee would like to have contacted Signup and view all the answers

Why are employees encouraged to regularly review their employee information?

To ensure BSO maintains current records Signup and view all the answers

Can employees use BSO as a mailing address for personal business?

No, unless otherwise authorized Signup and view all the answers

What is the standard for all written correspondence in the BSO?

Succinct, factual, and unambiguous Signup and view all the answers

What should employees do if they receive official communications directed to another person?

Send it to the intended recipient without delay Signup and view all the answers

What is the purpose of assigning a unique PIN to employees for long distance calls?

To ensure accountability and prevent abuse Signup and view all the answers

What is the purpose of the official BSO memorandum?

For internal correspondence only Signup and view all the answers

What should supervisors do when receiving written communications from their employees directed to a higher authority?

Indicate acknowledgment of the content and send it through the chain of command Signup and view all the answers

What is required for external written correspondence requiring the Sheriff's signature?

Electronic forwarding to the Executive Director/designee for review and approval Signup and view all the answers

What is the policy regarding the use of BSO stamps or postage meters for personal mail?

Employees are not allowed to use them for personal mail Signup and view all the answers

Who prepares a written response for the Executive Director/designee's signature regarding an employee?

The command Signup and view all the answers

Who is responsible for approving which employees can place toll calls?

Department directors Signup and view all the answers

What is done with the written correspondence, an electronic copy, and the initial writer's pre-addressed envelope?

Forwarded to the Executive Director/designee for final review and mailing to the initial writer Signup and view all the answers

Who receives a copy of the approved correspondence?

The Executive Director/designee, the employee's Department/Division/Unit Commander, the employee, and the Human Resources Department Signup and view all the answers

What should be included in each component's SOP for toll call usage?

Remedies for abuse and a procedure for toll call usage Signup and view all the answers

What is the purpose of the unique PIN system for long distance calls?

To ensure accountability and prevent abuse of toll calls Signup and view all the answers

What is the purpose of the official BSO letterhead?

For external correspondence only Signup and view all the answers

Where are the approved forms for internal and external correspondence located?

On the BSO Informant in the Forms Library Signup and view all the answers

What is done with correspondence received by the Sheriff's Administrative Office regarding an employee?

It is electronically forwarded to the employee's Executive Director/designee Signup and view all the answers

Study Notes

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.

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Description

This quiz covers the policies and procedures for employee information changes in the Broward Sheriff's Office, including updating telephone numbers and addresses.