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Project Review <br /> Category: Human Resource Management <br /> Number: 2.39 <br /> Title: Personnel File Contents <br /> Statement: The agency determines the content of personnel files and maintains a written <br /> statement defining that content. <br /> Description: The basic contents of the personnel file include the original applications and <br /> resumes, any personnel actions taken in way of promotion, demotion, disciplinary <br /> action, or other personnel actions, a copy of the regular evaluations by the <br /> employee, a listing of all training that the employee received, a listing of pertinent. <br /> licenses or certifications that the employee must maintain, and awards and <br /> commendations received by the employee. <br /> Assigned To: Tammy Donahue <br /> Dafe oflnitial Review: 1/23/2003 ' <br /> Applicable to Agency: Yes <br /> Self Assessment <br /> Compliance Status: Full Compliance <br /> Date of Compliance: 1/23/2003 <br /> Completed By: Tammy Donahue <br /> Directive/Documentation: APPM 3-227 Employee Records Policy <br /> http://ceonline/appm/3-226.wpd <br /> AFSCME Contract -Article 33 Personnel Records <br /> \\cesrv5001onlineWFSCME\AfscmeCoWfscmeCon~1.wpd <br /> Oregon Public Records Law <br /> http://www.open-oregon.com/New_Pages/192-410shtml <br /> American's with Disabilities Act -medical records <br /> Interview/Observation: 04/06/2004 -Michelle Cline, HR Information Systems Manger, HRRS reviewed and <br /> provided input. <br /> Agency Compliance: City policy, the AFSCME contract, and the law govern what is acceptable to include <br /> in an employees personnel file. A specific list of documents that is to be included in <br /> the official personnel file is provided to new supervisors at new supervisor <br /> orientation. The list includes: all personnel actions; employment application <br /> materials; hire, transfer, and demotion letters; performance appraisals; employee <br /> responses to appraisals; documentation of discipline; documented counseling or <br /> formal directives; letters and memos of commendation; outside employment forms; <br /> . leave of absence requests; copies of certifications and educational degrees or <br /> _ training certifications. <br /> Human Resources maintains the official master file for every employee. In Public <br /> Works, a duplicate master file is maintained in Administration for the divisions <br /> located downtown, and a skeleton file is maintained for PW employees located at a <br /> remote site. The administrative sections of Airport, Maintenance, Park & Open. <br /> Space and Wastewater maintain duplicate master files for employees of their <br /> division(s). <br /> Any item being sent over to the official personnel file in HRRS must first be <br /> <br /> APWA Self Assessment - 4th Edition # 2.39 Page 1 of 2 <br /> <br />