Chapter 3 – Personnel, Training, and Employee Relations

33010.27.3 Manager’s Responsibility

• The appropriate DD, Warden/Superintendent, Regional Parole Administrator, Chief Executive Officer, or his/her designee shall:

  • Check with the following offices to ensure the proposed 25-year anniversary or retirement letter accurately reflects the employee’s employment record with the Department, including prior positions:

    • OPSOutpatient Status (for prior or pending adverse actions against the employee).

    • OLAOffice of Legal Affairs (for prior or pending legal actions in which the employee is a plaintiff or defendant and for prior or pending workers’ compensation litigation).

    • OIAOffice of Internal Affairs (for pending or prior internal affairs investigations where the charges against the employee were sustained).

  • Every employee who completes 25 years of State service or retires from the Department shall receive the appropriate letter signed by the Secretary. However, the letter shall be personalized, meaningful, and relevant. For example, the letter for an employee who retires because of a disability should contain this information and should be consistent with the employee’s length of State service and the circumstances of the retirement (without specifically stating the nature of the employee’s disability). If an employee recently has been formally disciplined (i.e., with a formal reprimand, suspension, demotion, or reduction in pay) for misconduct, the letter should simply acknowledge the retirement or completion of 25 years of service. An employee who has made significant contributions to the Department and/or who has an exemplary employment record should be recognized in the letter.