S E C T I O N     8 0 0 :      P E R S O N N E L     F I L E S

Orig Date: 08/06/98

      Last Rev:   

 

800.010 Personnel Files - Contents

      1.   For each employee, a file containing documents related to employment history, including performance evaluations, shall be maintained.

      2.   Personnel files of all those employees who have left Library District employment shall be retained for the time period specified in the District’s Records Retention Program.

 

800.020 Personnel Files - Access

      1.   CURRENT EMPLOYEES

            A.  Personnel files shall be kept in the District’s Administrative office.  Access is restricted to the employee, the employee’s supervisor, the Director, and only those staff authorized by the Director to maintain the files and to use them for hiring, statistical, and related purposes.

            B.   An employee may examine his/her file in the Administrative office during regular office hours with the Administrative Assistant or Director present.

            C.  Files may not be removed from the Administrative office unless authorized by the Director.

            D.  No one other than the authorized individuals may have access to an employee’s personnel file without the written permission of the employee, unless otherwise required by law.

      2.   FORMER EMPLOYEES

            A.  Inactive personnel files are not immediately accessible.  Their use must be prearranged with the Director.

            B.   Files are available only to the former employee and those staff authorized by the Director to maintain the files and to use them for position application, reference, statistical, and related purposes.

            C.  Files may be examined only in the Administrative and only in the presence of authorized staff.

      3.   MEDICAL INFORMATION/BACKGROUND INVESTIGATION

            A.  All information about medical history, condition of employees and applicants, and background investigations will be kept in separate and confidential files.

            B.   Only staff authorized by the Director may access the above information. Information may also be made available to relevant government officials and insurance companies upon request.

      4.   PHOTOCOPYING

            A.  An employee may request and obtain photocopies of personnel file contents from the Director.

            B.   Photocopying must be done only by authorized staff.

            C.  If it is not possible to photocopy requested items at the time of the request, they will be available no later than the close of the following business day.

            D.  There will be a reasonable charge for photocopies.

 

 

      5.   EMPLOYMENT REFERENCES

            A.  To ensure that information about former and current employees is given out in a uniform and proper manner, no employee may release information, verbally or otherwise, about current or former employees.  All requests for information inside or outside the District must be referred to the Director.

            B.   Reference inquiries will be managed as indicated below.

                  (1)  Current and Former Employees.  The Director may release information concerning former employees as follows:

                          a.  Telephone and Written Reference Checks.  The Director will verify only dates of employment, job title and duties, and pertinent salary data.  If other information is requested, the caller will be advised to submit the request in writing to the District along with a signed authorization from the employee, unless the employee has a current signed “Employee Authorization” and “Reference Instruction” form in the personnel file.

                          b.  Credit Reporting Agencies.  The request should be put in writing and the Director may only give information if the employee has signed and submitted an authorization to release such information.

                          c.  Verification of Employment.  The Director will verify information given to the agency by the employee if the employee has a signed “Employee Authorization” form in the personnel file.

                  (2)   Government and other Official Inquiries.  The District will comply with subpoenas, court orders, and all other valid legal requests for information required by law.  All such legal documents when received, should be forwarded immediately to the the Director for review and handling.  With the advice of legal counsel, the Director may release any information about a former or current employee at any time the release of such information is deemed appropriate.