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Human Resource Policy Manual
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Section: |
Employment |
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Subject: |
Official Personnel File (OPF) |
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Policy: |
Compliance/System |
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Code: |
309 |
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Issued: |
8/9/02 |
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Association Adoption |
5/6/04 |
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Association Effective Date: |
6/10/04 |
Policy Statement - The Official Personnel File (OPF) contains records that are necessary, appropriate, and relevant to Association operations. The Official Personnel File for all Association employees is located in the Association. Employees are responsible for completing any employment-related forms that are required by government regulations and/or necessary for efficient Association operations. The Association maintains confidential personnel files containing each employee’s original employment records.
Records Maintained - The employee records maintained by the Association include, but are not limited to: the employment application, federal and state tax withholding forms, insurance enrollment/waiver forms, job required licenses and certificates, staff development records, compensation records, and disciplinary notices.
Medical Information - Employee medical information is confidential and is maintained in a separate, locked file cabinet apart from employee personnel files.
EEOC and Immigration Forms - The EEOC requires that any records that indicate ethnic or racial identity be kept separate from the Official Personnel File. Thus, payroll action forms (including the Immigration and Naturalization Service [INS] I-9 Form) are kept in an administrative file for business purposes only.
Control of Personnel Files - All personnel records are maintained and controlled by the Executive Director, or designated individual for the Executive Director records.
Changes in Status - An employee is responsible for providing written notification to the Executive Director, or designated individual, of a change in name, address, telephone number, emergency contact, insurance beneficiary, insurance coverage election, tax withholding status, or marital/dependent status. This list is not all-inclusive. Neither the Association nor benefits offices are responsible for any errors resulting from an employee’s failure to update the employee's personnel record.
Review of Personnel Files - A current employee may review the contents of the employee's personnel file by submitting a written request to the Executive Director, or designated individual. The Executive Director, designated individual or an authorized member of management must be present when the personnel file is reviewed. A supervisor may only review an employee's personnel file if there is a business reason to review the record.
Business Reason - A staff member's immediate supervisor(s) may be given access to relevant job-related personnel records of the employee. (The board president and CER are considered the executive director's immediate supervisor.) Other staff members may be given access to certain materials in a staff member's personnel file if and only if the business need to know has been demonstrated and subsequently approved.
Request from Outside of CCE - The Official Personnel File will not be made available to those outside the association unless written permission is obtained from the staff member. Exceptions to this rule are as follows:
Retention of Records - The Official Personnel File will be retained through December 31 of the sixth (6th) year following the employment separation date, unless there is a worker's compensation case file or until any pending or ongoing litigation relating to the record is finalized. Additionally, performance development documents and materials are retained for three years after separation.
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