The Human Resources Office shall maintain the Village's official central personnel records for all Village employees. Personnel records shall include a file for each employee. This file includes information regarding attendance, pay, performance, attendance at training sessions, disciplinary action, commendations, and any other items of a personnel nature. It is considered an official record.
Information contained in the personnel files is considered confidential. The file may be reviewed by the employee's supervisor, Village Manager, Department Manager, and Village President. If an employee is applying for a promotion or a transfer to another department, the respective Department Manager may also review the file.
A separate file for any medical records shall be maintained and located separately from the employee's personnel file. Access to this file will be limited to Managers who have a legitimate need to review this information.
Upon appropriate request, an employee may inspect and have copies made of his/her personnel file during regular business hours of the Human Resources Office. Employees shall have the right to respond in writing to any information with which he or she disagrees. The employee's response shall become part of the employee's personnel file. Employees may not copy or inspect pre-employment information, such as reference checks.
Supervisors may also keep copies of records regarding employees for purposes of administering attendance, performance, and disciplinary policies.
All requests for verification of employment or for references shall be handled by the Human Resources Office and only will be provided if the employee supplies a signed authorization for the Human Resources Office to do so. Other Village departments or supervisors are not to provide information regarding their employees or ex-employees to other individuals, businesses, or outside agencies.
(Ord. 23-1853, passed 5-3-23)