Admin order 44-11-05 - Laserfiche WebLink

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Policy Title: Employee Records and Personnel Files Purpose: To provide guidelines for employee records and,,,personnel files. Scope: This policy applies to all current and former City Policy Statement: All employee records relating to selectioij re i ent, employment status, performance, discipline, and terminatio A be mainne �iiurinan Resources. Policy Procedure: Employee Records " '£ State Statutes require that some employment records are p4fained up to 75 years. It is the practice of the City not to remove items firom Personnel Files. Departments should send original documents to Human R @so ces and make copies for their own department and division files. All empI • records must be dated. Personnel Files�� Human Resource I maintain the official,, .omplete personnel files of employees. Departments /Divi i a• also create and maintain employee files which may contain duplicates of items th��a I el file and other information concerning the employee that would assist the 1 9 is ifSnitoring employee performance and in completing the employee's annuaevaluation- Access to personnel files= sjimited to authorized supervisory, management employees, and those clerical emploY s responsible for maintaining the files. Personnel file information is not released to others without the written consent of the employee unless required by a court order. An employee may view his/her personnel file or department employee file in accordance with this policy. Employees shall receive copies of all information that is placed in their official personnel file. Supervisors should attempt to secure an employee's signature on any documents that reflect critically upon the employee's performance. The employee's signature confirms that the supervisor has discussed it with the employee and, given a copy of the material to the employee. It does not indicate agreement or disagreement. If an employee refuses to sign a document, the supervisor shall write below the employee signature line: "Employee refused to sign" followed by the supervisor's signature. An City of Eugene APM No: 2.1 Administrative Policy Manual Date Updated: August 1, 2011 Policy Title: Employee Records and Personnel Files Purpose: To provide guidelines for employee records and,,,personnel files. Scope: This policy applies to all current and former City Policy Statement: All employee records relating to selectioij re i ent, employment status, performance, discipline, and terminatio A be mainne �iiurinan Resources. Policy Procedure: Employee Records " '£ State Statutes require that some employment records are p4fained up to 75 years. It is the practice of the City not to remove items firom Personnel Files. Departments should send original documents to Human R @so ces and make copies for their own department and division files. All empI • records must be dated. Personnel Files�� Human Resource I maintain the official,, .omplete personnel files of employees. Departments /Divi i a• also create and maintain employee files which may contain duplicates of items th��a I el file and other information concerning the employee that would assist the 1 9 is ifSnitoring employee performance and in completing the employee's annuaevaluation- Access to personnel files= sjimited to authorized supervisory, management employees, and those clerical emploY s responsible for maintaining the files. Personnel file information is not released to others without the written consent of the employee unless required by a court order. An employee may view his/her personnel file or department employee file in accordance with this policy. Employees shall receive copies of all information that is placed in their official personnel file. Supervisors should attempt to secure an employee's signature on any documents that reflect critically upon the employee's performance. The employee's signature confirms that the supervisor has discussed it with the employee and, given a copy of the material to the employee. It does not indicate agreement or disagreement. If an employee refuses to sign a document, the supervisor shall write below the employee signature line: "Employee refused to sign" followed by the supervisor's signature. An