Houston Fire Department Personnel Files (I-27)

This set of flashcards covers vocabulary and procedural definitions related to the Houston Fire Department's personnel file guidelines (I-27), including file types, mandatory forms, and legal codes.

City of Houston Disclosure Form

An electronic form for employees to select the level of public disclosure regarding their home address, telephone number, social security number, or family status.

Department File

A duplicate of the official personnel file maintained by the Fire Department that is not subject to open records requests under the Texas Public Information Act.

Documentation

Any physical or electronic communication relating to an employee, including commendations, disciplinary actions, and performance evaluations, identified by the City or Fire Chief.

Employee Performance Evaluation (EPE)

A form used to document an employee’s evaluation and job performance rating that is stored permanently in the personnel file.

HFD Form 34

A form used to document formal counseling of an employee, which is stored permanently in the employee’s Department File.

HFD Form 42

An electronic form used by supervisors to document workday events, benefit time usage, training, and sick occurrences.

HFD Policy Awareness Program (P.A.P.) Form

A form used at the Deputy Chief Officer level to document interventions related to non-notarized complaints that are not considered disciplinary actions.

Investigatory File

Employee records maintained by the O.I.G., Professional Standards Office, or Arson Investigators that are for investigatory purposes and are not subject to public information requests.

Official Personnel File

The property of the City of Houston containing detailed records of promotions, transfers, training, and disciplinary actions, which is subject to public information requests.

Public Information

Information written, produced, collected, assembled, or maintained under law or ordinance in connection with the transaction of official business.

Texas Local Government Code 143.089

The law that directs the Fire Chief or designee to maintain personnel files and specifies required documents and consent requirements.

Texas Public Information Act

Formerly known as the Open Records Act and codified in Texas Government Code, Chapter 552, it maintains citizen control over certain governmental records.

Negative Documentation Notification Requirement

The author of any negative documentation must notify the employee within 30 days of it being placed in their personnel file.

Negative Documentation Response Deadline

The timeframe of 15 days after receipt of notification during which an employee may file a written response to negative documentation.

Employee Acknowledgment Signature

A signature verifying that negative documentation is being placed in a file; it is not an admission of misconduct or agreement with the content.

Supervisor’s File

An extension of the Department File maintained at the employee’s assigned work location documenting information pertinent to the current work assignment.

Neutral Witness

The individual required to sign and acknowledge when an employee refuses to sign negative documentation in the presence of a Supervisor.

Official Personnel File Location

Maintained by the Employee Records Division of the City of Houston Human Resources Department.

Department File Location

Maintained by the HFD Human Resources Division at 1801 Smith Street, 6th Floor.