| Frequently Asked Questions |
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| Who has access to my Personnel file? |
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Personnel files are kept in locked filing cabinets and are primarily accessed by the Employee Services Section staff for file maintenance. Employees may view their file upon request. Your Supervisor and Division Administrator may also view your file. Under special circumstances your Union Steward or an attorney may view your file with written consent.
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| When and how can I view my personnel file? |
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Personnel files may be viewed during regular business hours 8-5 Monday through Friday. It is advised that you call ahead to let us know when you will be coming by but not required. Before viewing your file you will be asked to show picture ID such as a Drivers license, State ID, or Division Photo ID. You will also be required to fill out a brief form that is designed for your security. Anyone viewing your file will go through this same process. The file must be viewed in our office. You may request copies of any of the documents in your file. These copies will be made by a Human Resources Section staff member at a charge of .05 per copy, due at the time the copies are made. If you disagree with documents in your file please notify the receptionist and the matter will be looked into. Under no circumstances should you remove anything from the file!
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| Who has access to my medical file? |
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Medical files are kept in locked filing cabinets and are solely accessed by Employee Services Section staff.
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| What is the retention schedule for items in my personnel folder? |
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What happens to the documents that are purged from my file?
The official employee personnel file shall contain the following mandatory documents which shall be retained for the number of years indicated in parentheses:
- Employment application for first state job (10 years after separation);
- Employment application for employee´s current position (10 years after separation);
- Personnel actions (3 years for salary change PA;s - 10 years after separation for all other PA´s);
- Performance evaluations (3 years);
- Employee agreements (3 years after separation);
- Oaths of office (10 years);
- Summary of record of training completed (3 years after separation);
- Letters of commendation and/or recommendation (3 years);
- Letters of reprimand (3 years);
- Notices of disciplinary action (3 years);
- Notices of layoff (3 years);
- Documentation of resignation (3 years);
- Emergency notification forms (10 years)
*Purged documents are place in a confidential barrel and destroyed.
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| How do I officially change my name on the system |
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Employees will need to bring any of the following docements to the Employee Services Section office before a name change can be made. A current social security card or a legal document that identifies you by Both your old name And your new name must be provided before your records can reflect this change. Examples include a marriage certificate, divorce decree, or a court order that changes your name. No other form of identification will be accepted to verify a name change.
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| What is a Job Rotation? |
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A job rotation provides employees the opportunity, at appointing authority discretion, to explore new assignments or jobs, and to provide agencies the opportunity to enhance employee development or make more effective use of the staff. A Job rotation can be for development or for career enrichment. The type of rotation shall be designated on the rotation agreement.
- Developmental rotation provides an employee with the opportunity to acquire new skills. The employee is not expected to initially perform the full range of duties but is expected to develop the skills necessary to perform them during the term of the rotation.
- Career enrichment rotation provides the opportunity for an employee to use existing skills in a different setting. In this instance the employee is expected to satisfactorily perform essentially the full range of duties from the beginning of the rotation.
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| Can I submit one PD100 for two Office Specialist 2 announcements? |
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You must submit one application for each job unless the announcement specifies that you may apply for multiple jobs on one application. Please follow the instructions on the announcement for all jobs. For announcement specific questions please contact the employee listed in the "How to Apply" section of the announcement.
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| What is the EAP? How do I contact them? |
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The Employee Assistance Program (EAP) is a confidential and professional service that helps employees and their family members effectively resolve a wide range of personal problems which may impact, or have the potential to, impact job performance. Your employer has arranged with Cascade Centers, Inc. to provide a specific number of face-to-face visits for you (and/or your eligible dependents) to talk with an EAP professional about home or work situations of concern.
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Portland, Oregon area call (503) 639-3009 available 24/7.
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Salem, Oregon area call (503) 588-0777 available 24/7.
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All other areas call toll free 1 (800) 433-2320 available 24/7.
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E-mail Cascade Centers, Inc.
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| What is Hardship Leave? How do I apply? |
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Employees may donate vacation leave and/or compensation time for SEIU, Management Service, Executive Service and Unrepresented employees to eligible co-workers who are in leave-without-pay status. Eligibility is determined by the Employee Services Section and remains confidential. Donated vacation/comp time dollars are prorated to equal the hourly dollar amount of the employee needing the sick leave. Only the required hours to cover an employees absence will be pulled from the donation leave bank. If hours are not used, they will be restored to the original owner. Please refer to the DAS Internal Operating Policy Hardship Leave, 107-04-060 (pdf) for more information.
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