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C. Job References/Personnel Records
1. Personnel Records – The following information is housed as indicated, and is available
for personnel who have been employed by the Newport News Police Department:
a. Employee Selection Files;
1) Current employees, Fiscal Services Division;
2) Applicants, Recruiting Unit (3 years).
b. Department of Human Resources;
1) Medical Records;
2) Timesheets (computerized);
3) Evaluations (computerized).
c. Payroll Records (computerized); and
1) Fiscal Services Division;
2) Human Resources.
d. Personnel Files;
1) Desk Files – Fiscal Services;
2) Human Resources.
NOTE: Evaluations prior to the implementation of the automated evaluation system (PEDI)
are housed in Fiscal Services. An employee may access their evaluation in the
automated system by logging into the system.
Retentions of records are as required by Library of Virginia.
2. Job Reference Inquiries: All job reference inquiries, written or verbal, regarding any past
employee of the Newport News Police Department will be referred to the Internal Affairs
Division. No information regarding a past employee is to be provided by anyone other
than the Chief of Police or his designee.
a. All requests must be received in writing prior to a response and must be
accompanied by the release form executed by the current or past employee. Faxes
are acceptable.
b. Personnel files will be referenced for accurate information regarding the following
limited response:
1) Employee Selection Records;
2) Payroll records;
3) Timesheets; and
4) Medical files.
c. If the information regarding the history of the employee could place the requesting
agency in a high liability situation, the information must be released with the
guidance of the City Attorney’s Office in conference with the Director of Human
Resources or his designee.
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