I. AUTHORITY

This policy is issued under authority granted to the Chief Probation Officer.

II. PURPOSE

The purpose of this policy is to define the information that employees must provide to the Department and keep current.

III. APPLICABILITY

This applies to all staff.

IV. BACKGROUND

Employees who work for the San Luis Obispo County are, by definition, Disaster Service Workers.  The Probation Department also runs a 24-hour Juvenile Hall.  At times due to emergencies, staff may need to be contacted to report to duty.  Therefore, the Probation Department has the potential for needing to contact employees at any time to respond to an emergency.  In order to do this, it is necessary for all employees to provide certain personal information and to keep it current.

V. GENERAL POLICY

1. Information for Emergency Use Form:  All employees are to complete this form upon hire and at least annually thereafter each January and submit the form to their designated Departmental Personnel Technicians / Supervising Administrative Clerk.  
2. Driver’s License:  Employees in the Probation Department are required to have a valid California Motor Vehicle driver’s license.  Revocation, suspension, or restriction for any reason shall be reported to the employee’s Chief Deputy Probation Officer immediately.  Loss of driving privilege may result in termination.
3.  All employees are responsible for keeping their personal information (i.e., driver’s license status, name change, street address, mailing address, telephone/cell phone numbers, marital status, spouse’s name, emergency contacts, etc.) current.  Anytime an employee has a change in their personal information, they will advise their Supervisor and the designated Departmental Personnel Technicians / Supervising Administrative Clerk of the change in writing on the first business day after the change and complete all new information on the Emergency Use Form.  
4.  The Department Personnel Technicians will extract information from SAP monthly. Employees are responsible for updating personal information changes related to the following areas through Employee Self Service (ESS): address, telephone numbers, federal and state tax withholdings, and emergency contact information in addition to the Emergency Use Form. 
5.  Personal Information is For Official Use Only (FOUO) and to be used in emergency situations. Replication or distribution of Personal Information must be authorized by the Chief Probation Officer.

VI. EXCLUSIVITY

This policy will remain in effect until superseded or suspended in writing by the Chief Probation Officer and can be reviewed as needed.