(a) The Fiscal Officer/Clerk shall maintain official personnel files on all employees of the Village except the Police Department Personnel. The Chief of Police and/or designee shall maintain all personnel files of Police Department personnel. Such files shall include, but may not be limited to, individual employment data; payroll information; work time schedules; records of additions or deductions paid; application forms; records pertaining to hiring, promotion, demotion, transfer, layoff, termination, disciplinary action, etc.
(b) Nothing herein shall prevent the dissemination of impersonal statistical information.
(c) An employee shall have a right of reasonable inspection of his/her official personnel file.
(d) Employees must advise the Village of any change in name, address, marital status, telephone number or number of exemptions claimed for tax purposes.
(e) All oral reprimands, written reprimands, documentation regarding disciplinary action will be maintained in each employee's personnel file throughout their period of employment. Medical records must be maintained in a separate file.
(f) Standardized counseling forms may be used by an employee's supervisor and will be placed in the employee's personnel file.
(g) Nothing shall be placed in the employee's personnel file regarding disciplinary action without the employee's prior knowledge.
(Ord. 2011-11. Passed 7-6-11.)