(A) A personnel file for each employee is kept in the Village Clerk’s office, and access is limited to the Village Clerk and Village Board. All employee personnel files contain the employee’s name, title and/or position held, job description, department to which the employee is assigned, salary, changes in employment status, training received, performance evaluations, personnel actions effecting the employee, including discipline, and other pertinent information.
(B) (1) Because of Social Security, payroll, insurance, income tax and other requirements, it is particularly important that employees keep the Village Clerk informed about any changes in the following:
(a) Name;
(b) Address;
(c) Telephone number;
(d) Marital status;
(e) Number of dependents;
(f) Insurance beneficiary;
(g) Person to contact in the event of an emergency;
(h) United States employment eligibility or authorization; and
(i) Date on which a dependent marries or reaches the age of majority.
(2) Employees are required to promptly report all changes that occur in any of this information at the earliest possible time.
(C) An employee has the right to review his or her file. An employee may request removal of what the employee believes to be irrelevant or erroneous information in his or her personnel file. If the village denies the employee’s request to remove the information, the employee may file a written rebuttal statement to be placed in his or her file.
(D) Personnel files are kept confidential to the maximum extent permitted by law. Except for routine verifications of employment, no information from an employee’s personnel file will be release to the public, including the press, without written consent from the employee for specific information.
(Ord. 648, passed 11-9-2020; Ord. 688, passed 9-11-2023)