Policy: 334
Individual Personnel Records
Procedure:
- Each individual's personnel file shall contain at a minimum the following:
- Employment application.
- Notice of personnel actions.
- Annual performance evaluations.
- Report of any injury.
- Reference checks.
- SLED report.
- Child Abuse and Neglect Registry Check.
- Sex Offender Check.
- Results of initial and annual PPD.
- Education (High school diploma, GED, College degree); an official record is required (transcript).
- Official Highway Department driving record and copy of driver's license.
- Any disciplinary action with documentation of consultation and action taken.
- Copy of Social Security card.
- Attendance and Leave Record.
- Related correspondence.
- I-9.
- Results of physical.
- Results of drug test.
- An employee's personnel file shall be made available for the employee's review upon request. These records are the property of MDCBDSN and are considered confidential.
- Under the Freedom of Information Act anyone has the right to reasonable access to salary information on Agency employees. The following procedure shall be followed:
- Request for salary information must be submitted in writing to the Executive Director.
- Request must be signed and dated by the person requesting the information.
- Person making request should request an appointment during regular business hours to receive information.
- The Agency should release only the employee's position title and salary range if less than $50,000.
- Should the employee's salary be $50,000 or more the salary grade and job description may be released upon request.
- Any further disclosure should come only if the employee authorized release in writing or if a court of competent jurisdiction orders such disclosure.
- A response will be forwarded within fifteen (15) days.
- Employee records shall be secure at all times and a sign out sheet will be used when a file needs to be reviewed.