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<br />DRAFT <br />SECTION 13 - PERSONNEL RECORDS <br /> <br />~ION 13.01 - Inspection <br /> <br />Personnel records of all employees are maintained in the Human Resources Office. Each employee <br />may inspect hislher personnel file as often as necessary. Such inspection must be made during <br />normal office hours and must be in the presence of a Human Resources staff member. Employees <br />may obtain copies of information contained in their personnel file and may request that other <br />information be included in their personnel file. <br /> <br />Employees may designate specific information in their personnel record as private as authorized by <br />State Law. Medical information maintained on employees by the City is maintained in a separate <br />medical file and is confidential based on the Health Insurance Portability and Accountability Act. <br />The Human Resources Office will make every effort to maintain the confidentiality of City personnel <br />files to the extent that it is allowed by law. <br /> <br />Personnel records for Civil Service employees shall be maintained in accordance with Civil Service <br />regulations and the Civil Service Act. The Personnel Master File is designated as the Civil Service <br />Director's file for fire and police employees. <br /> <br />SECTION 13.02 - Chan es in Em 10 ee Information <br /> <br />Each employee is responsible for notifying the personnel office of any change in the following: <br /> <br />A. <br />B. <br />C. <br />D. <br />E. <br />F. <br />G. <br />H. <br />I. <br />J. <br /> <br />Name, address and telephone number of the employee; <br />Name, address and telephone number of person to be notified in case of emergency; <br />Number of dependents to be declared on tax forms; <br />Drivers license Status; <br />Educational degrees or certification; <br />Outside employment (Section 15.6); <br />Job related health or disabilities; <br />Relatives working for City; <br />Beneficiaries in the group life insurance policy; <br />Beneficiaries for death benefits in the retirement plan. <br /> <br />SECTION 13.03 - Personnel Master File <br /> <br />The Personnel Master file is maintained in the Human Resources Office. The following information <br />is typically included in the Master file: <br /> <br />A. <br />B. <br />C. <br />D. <br />E. <br />F. <br /> <br />Application forms <br />Disciplinary actions <br />Performance evaluations <br />Payroll information <br />Copies of acknowledgment forms <br />Employee data information sheet <br /> <br />28 <br /> <br />Rev. 10/27/04 <br />