2.36 Personnel File Contents - Laserfiche WebLink

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Management Practices Self-Assessment 1~ I 2.36 Personnel File Contents The agency determines the content of personnel files and maintains a written statement defining that content. The basic contents of the personnel file include the original applications and resumes, any personnel actions taken in way of promotion, demotion, disciplinary action, or other personnel actions, a copy of the regular evaluations by the employee, a listing of all training that the employee received, a listing of pertinent licenses or certifications that the employee must maintain, and awards and commendations received by the employee. Assigned to: Tammy Donahue Initial Review Date: 1/23/2003 Completed by: Tammy Donahue Compliance Date: Amount Complete: Full Compliance Documentation/Directives: APPM Policy Manual Employee Records Policy: Chapter 2.1.3 AFSCME Contract: Article 32 Personnel Records Oregon Public Records Law American's with Disabilities Act - medical records Agency Compliance: City policy, the AFSCME contract, and the law govern what is acceptable to include in an employees personnel file. A specific list of documents that is to be included in the official personnel file is provided to new supervisors at new supervisor orientation. The list~includes: all personnel actions; employment application materials; hire, transfer, and demotion letters; performance appraisals; employee responses to appraisals; documentation of discipline; documented counseling or formal directives; letters and memos of commendation; outside employment forms; leave of absence requests; copies of certifications and. educational degrees or training certifications. Human Resources Division maintains the official master file for every employee. In Public Works, a mirror file is maintained in Administration for all divisions, and a mirror file is also maintained within their divisions for PW employees located at those sites. Any item being sent over to the official personnel file in Central Human Resources must first be reviewed by the Public Works HR Coordinator. In all instances, any item that reflects critically upon the employee's performance must have the employee's signature on the document, to indicate their receipt of the item. APPM Chapter 2.1.3 Employee Records Policy describes what types of documents are to be included in an employee personnel file. Access to personnel files is limited to the employee's supervisor, division manager and the appropriate support staff who maintain the file(s). Employees can authorize their union representative or legal representative to review their personnel file. ©2004 American Public Works Association Version 5.0 69