Policies and Procedures Manual
Human Resources Department
18.100 Personnel Actions
A. The official personnel records of the Trial court are those located
in the Administrative Office of the Trial Court, the offices of the
department heads, and in the case of Probation Officers, in the Office
of the Commissioner of Probation.
B. The original documentation of the following personnel actions must
be sent to the Administrative Office of the Trial Court, and in the
case of Probation Officers, the Office of the Commissioner of Probation:
3. status change;
4. salary change;
7. requests for a leave of absence.
All hirings, promotions, salary changes, and status changes are
to be entered into HR/CMS after receiving approval from the Chief
Justice for Administration and Management (if applicable).
18.200 Mandatory Records
The department head shall maintain personnel files which will include
the completed application and resume if required, letters of recommendation,
attendance, vacation and sick leave records, written employee evaluations,
forms, any documents relating to disciplinary actions taken against
the employee, and other material pertaining to the employee.
All medical information pertaining to an employee, including physician's
statements related to Workers' Compensation, family or medical leave
of absence, medical tests and or health examinations must be kept
in a file separate from the employee's primary personnel file.
18.300 Confidential Personnel Files
Personnel files are confidential and must be kept under adequate
security. An employee is entitled to see his/her own file during
normal business hours or, by written authorization, permit a designated
representative to review the file. If an employee disagrees with
information in the file, the employee may submit a written statement
explaining the employee's position which shall become part of the
B. Request for Information
Upon request, an employee may review and copy any material in
his/her personnel file within five business days of submitting
a written request to their Department Head.
Files must be reviewed in the presence of a designated staff
member. An appointment should be arranged in order to assign
a staff member to assist the employee.
The designated staff member will copy any material requested.
2. Without the written permission of the employee, only those
persons in the employee's managerial chain of command, including
head, Departmental Chief Justice, the Commissioner of Probation
(where appropriate), the Chief Justice for Administration and
Management, or the designee of any of the above, shall have access
to an employee's personnel file.
18.400 Vacation and Sick Leave Records
Accrued balances of vacation leave, sick leave,
personal days, and compensatory time are maintained in HR/CMS and
are printed on the employee's pay advice each bi-weekly pay period.
to the Top of the Page
to the Table of Contents