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SECTION 12—EMPLOYEE RECORDS


The library maintains a personnel file on each past and current employee. The library will make every effort to protect the confidentiality of information pertaining to applicants, current employees, and past employees. Personnel records of all library employees are maintained in the Library Director’s office.


Access to employee personnel records is limited to those with a bona fide need for information. Information from employee records is released to agencies outside the library only with written permission from the employee. The only exceptions are:

  • Requests to verify employment. This information will be limited to dates of employment and job title.

  • Compliance with subpoenas.

  • In the exercise of the library’s responsibilities as an employer, employment information including earnings and other compensation may be disclosed to governmental agencies or others to assure compliance with laws and rules and to verify employment information to valid requests for that information from governmental agencies.


Supervisors may review the personnel records of their employees or of applicants for positions at their location.


Employees may review their personnel records upon request to the Library Director. Review will take place in the Regional Office during normal operating hours with the Library Director or the Director’s designee present. Employees may be provided with copies of information from their personnel files upon written request to the Library Director. If an employee disagrees with information contained in his/her personnel records, the employee may submit a written statement explaining the disagreement. The statement will be attached to the document in question and become a permanent part of the record.


It is important that the information in each employee’s file be accurate. Employees are asked to notify the Regional Office whenever any of the following changes:

  • Name

  • Mailing Address

  • Phone number(s)

  • Income tax withholding information

  • Emergency Contacts


See:

12A Personnel Record Form
.pdf
Download PDF • 61KB
12B Payroll Change Form
.pdf
Download PDF • 65KB


Revisions Approved by the Board of Trustees, October 19, 2017


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