4.45a Personnel Files - Regulation

Document Type: Regulation
Number: 4.45a
Effective: 05-01-06
Revised: 03-23-12
Legal References: I.C. § 9-340C, I.C. § 50-908


PERSONNEL FILES

I. INTRODUCTION

In collecting, maintaining, and disclosing personnel information, the City of Boise makes every effort to protect employees' privacy rights and interests and prevent inappropriate or unnecessary disclosures of information from any employee's file or record. The City of Boise strives to ensure that it handles all personal and job-related information about employees in a secure, confidential, and appropriate fashion. This regulation applies to all City departments and divisions.

II. TYPES OF EMPLOYEE FILES

There are three categories of personnel files:

A. Official Personnel File
B. Site Based File
C. Benefits File

III. OFFICIAL PERSONNEL FILE

There shall be only one official personnel file and that file shall be maintained in Human Resources. The following documents shall become part of the official personnel file.

A. Hiring paperwork including employment application and other supporting documentation as determined necessary by Human Resources

B. Formal disciplinary actions

C. Performance appraisals

D. Improvement plans

E. Compensation changes

F. Change in job title or position

G. Awards, certificates or formal letters of commendation that are related to the employee’s position with the City

H. Employment related correspondence

I. Problem solving complaints and resolutions

J. Letters of resignation, retirement, or termination

K. Leave of absence requests

L. Separation documents

M. Employee bonus information

N. Certificates and licenses required for the position held

O. Correspondence to employee

P. Complaints and claims that the employee files with federal, state, and local agencies

Ethnic identification forms, I-9 forms, and protected health information shall not be part of the official personnel file and shall be maintained by Human Resources in separate files.

IV. ACCESS TO OFFICIAL PERSONNEL FILES

Aside from Human Resources, only individuals with a valid business related need shall have access to the official personnel files such as:

A. Mayor or designee

B. Legal department

C. Current or prospective supervisor of the employee

D. Employee or designee identified in writing

E. Any person authorized by court order or applicable law

F. Hiring committees may have access to applications, resumes and other documents submitted by an applicant for a position. Other information contained in the personnel file may not be accessed by hiring committees. Hiring authorities shall have the obligation to advise hiring committees that any information provided to them in the hiring process is confidential, and that hiring committees have an obligation to not disclose any information they may receive during that process.

An employee may request copies of information in his or her personnel file. When this occurs Human Resources will email an electronic copy of the information to the employee. If this is not possible, Human Resources will make these copies available upon written request from the employee and may charge a fee to reproduce the information in accordance with applicable law.

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