Chapter 3 – Personnel, Training, and Employee Relations

33030.23.2 Declaration of Service

• The EROEmployee Relations Officer/Disciplinary Officer, or his/her assistant, shall be responsible for completion of Declaration of Service for the following documents provided to an employee either by mail or in person:

  • Preliminary Notice of Adverse Action;

  • Notice of Adverse Action;

  • Notice of Automatic Resignation (AWOLAbsent Without Leave separation);

  • Response to resignation;

  • Stipulation for resignation in lieu of adverse action;

  • “Notice of Leave of Absence Pending Investigation (ATOAdministrative Time Off)”;

  • Notice of Rejection During Probationary Period.

• Notices of Adverse Action and Preliminary Notices of Adverse Action shall be sent via United States Postal Service (USPSUnited States Postal Service) as registered mail with return receipt requested. Clerical support staff shall coordinate the adverse action documentation as follows:

  • Address an envelope to the employee’s current home address and type in capital letters in the lower left corner of the envelope the words, “Return Receipt Requested.”

  • Attach to each notice a bar-coded red Label 200 (available for registered mail from an USPSUnited States Postal Service office). The label shall be placed above the delivery address and to the right of the return address (or to the left of the delivery address on parcels).

  • Type the information required on the PS Form 3811, Domestic Return Receipt, and affix the PS Form 3811 to the back of the sealed envelope/parcel. The name and address of the Hiring Authority is typed on the front in the space under “Return to.”

  • When returned, the PS Form 3811 shall be filed with the copy of the Notice of Adverse Action or Preliminary Notice of Adverse Action.