A. Employees shall have access to their personnel records. Each employee shall be provided with a copy of all correspondence, forms and reports which have a negative bearing and influence on his/her employment with the village. A copy of all other correspondence, forms and reports having a direct and personal bearing on or influence an employee's employment and career with the village will be furnished to the employee upon request. These data may include, but are not limited to: wages, hours of work, leaves, benefits, insurance, disciplinary action, letters of recommendation and commendation, job related documentation, licenses, course and performance evaluations, job description, etc.
B. Employee personnel records are classified "confidential" and are available for review by the employee and are not available for public inspection, except as provided by law. Employees shall make advance arrangements with the village president to review their personnel records.
C. Outside written requests for information regarding an employee shall be limited to an acknowledgment that the person is an employee of the village. No additional information such as quality of work, etc., shall be furnished. However, the employee can request the village to release specific information by authorizing the release in writing.
D. Outside requests over the telephone regarding a village employee shall be limited to an acknowledgment that the person is employed by the village.
E. Any demand upon a village employee, by a person in authority, to sign any blank form shall be considered coercion. An employee is not required to sign such a form.
F. Any information included on a form or any modification or alteration of a form subsequent to having been signed by the employee(s) shall be determined invalid as it may affect the employee(s), his/her position or condition of employment unless the changes are initialed by the employee. Employee(s) required to sign any form shall be given a copy of the form when he/she affixes his/her signature(s) or as soon after as possible.
G. Employee medical files will not be included in his/her personnel file. They will be kept separate from personnel files and will be "confidential" and locked in a cabinet or village safe. Medical files may include, but not limited to: preemployment physicals, workers' compensation records, physician statements of any kind, American with disabilities act requests and documentation, etc. Employee medical files will be maintained by the village president.
H. The official village personnel files will be maintained by the village president. (Ord. EPR99-01, 12-22-1999)