22-1. Purpose
Personnel files are Village property, and therefore they shall be controlled by the Village. All employees shall have access to their personnel files maintained by the Human Resources Department. All items contained in the personnel files shall be available for review in accordance with Public Records Law. The files shall be reviewed in the Human Resources Department by appointment.
22-2. Procedures
A. Documents regarding an employee’s work performance which are placed in his/her personnel file shall be provided to the employee before or at the time the documents are placed in the file. The employee may respond, and such response shall be placed in the file.
B. Documents that are routinely placed in the personnel file shall include, but not be limited to: performance evaluations; certificates; pre and post employment records; personnel change forms; disciplinary actions or reports; insurance and pension forms.
C. Employees may submit job related documents to their department head for inclusion in their personnel files. Upon review, the department head shall forward the documents to the Human Resources Department that will review the file and determine whether inclusion in the personnel file is appropriate. No request shall be unreasonably denied.
D. Employees shall have the right to receive copies of any items in their personnel files, and may be charged for items exceeding twenty (20) pages.
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