(a) One, and only one, personnel file shall be maintained for each employee and shall be in the custody of the Personnel Officer or their Designee. The personnel file shall contain all the official records of the Village regarding an individual employee. Where past disciplinary actions or allegations of misconduct are relevant to considerations of future disciplinary action or promotion, only those disciplinary actions of record contained in the personnel file shall be considered. An employee may review his/her personnel file at reasonable times in the presence of the Personnel Officer or their Designee upon written request to the Personnel Officer. Copies of documents shall be made available to the employee at a reasonable charge. All such copies shall be marked "employee's copy". The confidentiality of matters contained in the personnel files shall be the responsibility of the Personnel Officer or their Designee who shall release only such information permitted by law and then only to those persons with a legitimate need for the information, subject to Ohio law. Nothing herein shall prevent the dissemination of impersonal statistical information.
(b) All actions or records, including appointment, evaluations, promotions, writtenreprimands, dismissals, suspensions, will be maintained in each employee's personnel file throughout his period of employment. In any case in which a written suspension, demotion or dismissal is disaffirmed through the grievance procedure, the personnel record shall clearly indicate such disaffirmance. Copies of commendations, letters of appreciation, training certificates or records, and like matters shall also be maintained in the personnel file.
(c) If, upon examining the personnel file, an employee has reason to believe that there are inaccuracies in documents contained therein, the employee may write a memorandum to the Clerk-Treasurer explaining the alleged inaccuracy. If the Personnel Officer or their Designee concurs with the employee's contentions, the Personnel Officer or their Designee shall either correct or remove the faulty document or attach the employee's memorandum to the document and note thereon his concurrence with the memorandum. The Personnel Officer or their Designee may also attach the memorandum to the document and note his/her disagreement with memorandum's contents. The decision of the Personnel Officer or their Designee with regard to inaccurate documents shall be final.
(d) Employees must advise the Personnel Officer or their Designee of any change in: name, address, marital status, telephone number, number of exemptions claimed for tax purposes, citizenship, selective service classification, or association with any government military service organization.
(Ord. 2021-27. Passed 12-6-21.)