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completion ofhislher last shift prior to the approved leave, the Battalion Chief will find the relief. The relief person will be paid the appropriate overtime. Forty-eight (48) hours advance notice is required for vacation requests and cancellations except in an emergency. Less than forty-eight (48) hour requests will be accepted only at the Battalion Chiefs discretion. Irrespective of the number of fire fighting personnel scheduled for work, vacation leave shall be scheduled on a shift basis as follows: No more than two (2) Fire Fighters and one (1) Captain may be on vacation leave at the same time per shift for the purposes of annual vacation scheduling. After annual vacation scheduling in completed, no more than three (3) employees per shift, irrespective of rank, may be on vacation leave at the same time, however, there shall be no more than two (2) Acting Captains filling in at anyone time. SECTION 10 - PERSONNEL FILES An employee, or hislher representative on presentation of written authorization from the employee, shall have access to the employee's personnel file on request. The City shall furnish the employee copies of all performance evaluation reports and letters of reprimand or warning prior to placement of such documents into the employee's personnel file, and copies of letters of reprimand or warning shall be sent to the Union and the Human Resources Director. In the event a letter of reprimand or warning is not sent to the Union and the Human Resources Director, such letter may not be used to support any subsequent disciplinary action. Upon receipt of a letter of reprimand or warning which the employee feels is factually incorrect, he/she many so advise in writing the department head, Human Resources Director and the Union. The letter of reprimand or warning may not be appealed through the grievance procedure. The employee may be required to acknowledge the receipt of any document entered into hislher personnel file without prejudice to subsequent arguments concerning the contents of such documents. SECTION 11 - PROBATIONARY PERIOD 11.1 New Employees An employee shall serve a probationary period of twelve (12) months. The probationary period for all employees hired on or after the implementation date of a six (6) months driver/operator training and evaluation program will be eighteen (18) months. Upon satisfactory completion of such probationary period, the employee shall be appointed as a regular employee of the City. During the probationary period, an employee shall be required to pass physical and manipulative skills tests, and written examinations on job related information which will be supplied to the employee. 22