G.O. 15
LONGWOOD POLICE DEPARTMENT
GENERAL ORDER
NUMBER: GO - 15
SUBJECT: EMPLOYEE RECORD INFORMATION
EFFECTIVE: OCTOBER 1, 1995
REVISED: DECEMBER 1, 2021
GENERAL ORDER
EMPLOYEE RECORD INFORMATION
GO – 15 PAGE 1 OF 3
I. PURPOSE:
It is the purpose of this order to establish policy and procedure for maintaining current
employee personnel records.
II. SCOPE:
This order will provide direction to the employee in order to facilitate that his/her
employee records are kept current. These records include employee name changes,
current residence address and telephone numbers; changes in marital status, births,
deaths and legal additions to the family; certificates indicating training or course work
completed; and, current driver license status.
III. GENERAL:
A. The Longwood Police Department shall not be held liable when incorrect
withholdings, wrong beneficiaries or loss of employee benefits result from failure
of an employee to keep their personnel records current.
B. Pursuant to the provisions of the Florida Public Records Act, the records and files
of Employee Relations are considered open to personal inspection by any person
provided that such review is conducted in the physical presence of the custodian
of records during regular operating hours.
C. Employee-related medical records, Workers’ Compensation medical records,
medical insurance records, address and telephone numbers, and employee test
records are excluded from inspection.
IV. NAME CHANGES:
A. Any employee changing his/her name shall, within twenty working days after the
change, submit through the chain of command, a Personnel Action Request Form.
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EMPLOYEE RECORD INFORMATION
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B. Accompanying the Personnel Action Request Form will be a copy of the legal
document that changes the employee’s name.
C. Distribution for name changes will include the following:
1. Personnel;
2. Finance Department;
3. Telecommunications; and,
4. Chief of Police’s Secretary.
D. The employee will also submit to the Longwood Police Department a new W-4
form reflecting the change. Personnel will complete any necessary
documentation for the Florida Retirement System and applicable insurance
policies.
V. MARITAL STATUS CHANGES, BIRTHS, DEATHS AND LEGAL ADDITIONS TO THE
FAMILY:
A. Marital status changes, births and legal additions to the family of employees shall
be reported to Department and Personnel within five working days of the
employee returning to duty for appropriate beneficiary and insurance
information changes.
B. If appropriate, Personnel should be contacted to complete a new W-4 form for
changes in deductions.
VI. TELEPHONE NUMBER AND ADDRESS CHANGES:
A. For emergency and recall purposes, all employees will have a telephone.
B. Employees changing their address or telephone numbers, shall, within forty-eight
hours of the change, submit, through the chain of command, a Personnel Action
Request Form.
C. Distribution for address and telephone number changes will be the following:
1. Personnel;
2. Finance Department;
3. Telecommunications; and,
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EMPLOYEE RECORD INFORMATION
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4. Chief of Police’s Secretary.
D. Employees and members of their immediate families may have their addresses
deleted from the public record files of the Florida Department of Highway Safety
and Motor Vehicles and the Elections Offices by making an official request directly
to those offices.
VII. DIPLOMAS/CERTIFICATES FOR TRAINING OR COURSE WORK:
A. Employees receiving diplomas or certificates for training or course work shall be
responsible for providing copies of the certificate, diploma or other document
reflecting successful completion. All such records will be archived by the Chief of
Police’s Secretary.
B. Original certificates received shall be forwarded to the employee after a copy(s)
has been distributed to the employee’s training file.
C. An employee’s training file/record shall be amended by the Training Coordinator
to reflect completion of a training program. Such file/record should include any
applicable test scores, training dates, attendance records and a copy of the
completion certificate or other verification of training.
VIII. DRIVER LICENSE STATUS:
Any employee who is required, as a condition of employment, to possess and maintain a
valid Florida driver’s license, must immediately (prior to reporting for duty the next
workday) inform his/her supervisor should the license become denied, expired,
restricted, suspended, or revoked at any time during their employment.