Kansas City Police Department Personnel Policy 900: General PDF

KANSAS CITY, MO POLICE DEPARTMENT DATE OF ISSUE EFFECTIVE DATE NO. PERSONNEL POLICY 6/8/2022 6/8/2022 935-6 SUBJECT AM...

KANSAS CITY, MO POLICE DEPARTMENT DATE OF ISSUE EFFECTIVE DATE NO. PERSONNEL POLICY 6/8/2022 6/8/2022 935-6 SUBJECT AMENDS Policy Series 900: General 935 – Unit Files REFERENCE RESCINDS Personnel Policy: 430 Employee Evaluation Process PPBM 935-5 I. INTRODUCTION All members will have a unit file maintained at their element of assignment. II. POLICY A. Commanders and supervisors are responsible for the maintenance of unit files of members assigned to their element. B. Members may not review their unit file without permission from their supervisor/commander. C. All documents will be properly filed in the appropriate section, chronologically with the most current information on top. Files will be organized using the following sections: 1. Inside front cover - Most current Demeanor Record, Form 386 P.D. 2. Commendations 3. Disciplinary Actions 4. Personnel Actions 5. Performance/Training 6. Inside back cover - Miscellaneous and administrative items D. The unit file of a member who is transferring to another element of assignment will be updated with a new Demeanor Record and purged prior to the transfer. E. A copy of a member’s Demeanor Record will be saved to electronic media and attached to the member’s unit file when it is initially created and updated. F. Medical information will be retained in the Employee Benefits Unit (EBU). G. If there is a current “Litigation Hold” on a record issued by the Office of the General Counsel (OGC) the unit file will not be purged. Questions regarding Litigation Holds and purging of files may be directed to the OGC. H. Records maintained in unit files may contain information that is confidential and must be securely destroyed. The records must be destroyed in a way that the data cannot be reconstructed. I. Retention periods have been established to provide guidelines for purging items found in unit files. Items not listed below may be purged at the discretion of the element commander/supervisor, unless there is a pending litigation hold. Unit files will be updated annually using these retention periods. Sections Retention Period Demeanor Record Most Current Electronic copy attached to unit file Commendations Permanent Disciplinary Actions Permanent Personnel Actions Letters of Appointment Permanent Letters of Transfer Permanent Requests for Transfer, Form 4 P.D. Three Years Notice of Personnel Action, Form 164 P.D. Most Current Personnel Data Sheet, Form 167 P.D. Most Current Performance/Training *Firearms Training Form, 5332 P.D. Three years for active members Element Orientation Checklists Permanent Vehicle Accident History Permanent *New Employee Orientation Checklist, Form 5449 P.D. Permanent *Employee Evaluation, Form 203 P.D. Permanent *Instructional Notice One Year Maximum *Administrative Application for Leave, Form 1 P.D. Three Years Miscellaneous Discretionary 2  J. When a member separates from the Department for any reason, the immediate commander/supervisor will send the completed Sworn Employee Exit Evaluation, Form 5444 P.D., or Civilian Employee Exit Evaluation, Form 5442 P.D., along with the member's unit file, through the member’s chain of command to the Personnel Records Section. III. Purging Documents A. Members will not purge their own unit files. *B. Members will have the opportunity to obtain purged documents from their supervisor/commander, during their yearly evaluation and/or separation from the Department. Joseph E. Mabin Jr. Chief of Police Adopted by the Board of Police Commissioners this 24th day of May, 2022. Mark C. Tolbert Board President DISTRIBUTION: All Department Personnel Public View Master Index – Internet Department Master Index – Intranet Policy Acknowledgment SyStem (PASS) 3