Fifth Judicial District - Department of Correctional Services

DISTRICT POLICIES

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TITLE: Exit Procedure

POLICY

It is the policy of the Department that upon the resignation, retirement, termination, death, or transfer of an employee to a position in another unit inside or outside the Department that all Department property in the possession of the employee shall be given to or collected by the employee's immediate Supervisor. The Supervisor will individually list/log the receipt of this Department property. This property list/log will be forwarded to and retained in the personnel file of the employee/previous employee.

PROCEDURE

Upon the resignation, retirement, termination, death, or transfer of an employee to a position in another unit inside or outside the Department, the employee/previous employee will give their immediate Supervisor or designee all the Department property in their possession. This property will include:

  1. Laptop computer (if issued to employee).
  2. Scanner/copier/fax machine/printer and unused cartridges (if issued).
  3. R.S.A. Card (if issued to employee).
  4. Badge (if issued to employee).
  5. Vehicle keys (if issued to employee).
  6. Gasoline credit card (if issued to employee).
  7. Office key(s).
  8. Desk key(s).
  9. File cabinet key(s).
  10. Door pass card (if issued to employee).
  11. Department Identification Card.
  12. State Identification Card.
  13. Jail and/or courthouse door entrance card (if issued to employee).
  14. Receipt books (if issued to employee).
  15. Case files, Departmental documents, case/program planner, and all curriculum materials.
  16. Weapon(s) and ammunition (if issued to employee).
  17. All law enforcement equipment, including uniforms, vests, handcuffs, O.C. spray, etc. (if issued to employee).
  18. Polk County/Des Moines mobile radio and charger (if issued to employee).
  19. Cellular telephone (including password) and charger (if issued to employee).
  20. Passwords to computer, desk phone and cellular phone.

This property will be included on a checklist available to each Department management staff. When transfer is between units, an exit interview will be held with the immediate Supervisor, where this property will be gathered, inventoried and recorded. Sign off sheets, including in some cases the manufacturer, description, and serial number of Department property will be filled out, signed and dated by the employee/previous employee and the Supervisor. If the employee is leaving employment with the Department, an exit interview will be held between the employee/previous employee and the Personnel Technician

Pay out of the final check to previous employees will not be made until all Departmental equipment/property is turned in, accounted for, inventoried and recorded, and sign off sheets are appropriately signed.

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