Prior to the adoption of AP 3-11 on 09/10/2002, Policy 3-11 read as follows.

DISTRIBUTION: Departments/Divisions

SUBJECT: Personnel Files

PURPOSE: To establish procedures and responsibilities for the maintenance of employee personnel records and personnel files.

BACKGROUND: A centralized records processing system needs to be established to aid in proper personnel management.

PROCEDURES:

1. Official Records -

The official personnel records and personnel files of the City of Lawton are those maintained by the Personnel Department. All data relating to employee status, history, performance, commendations, disciplinary actions and qualifications shall be kept in the files at the Personnel Department, along with any other employee information the Personnel Director shall deem necessary. These shall be considered the official records and all pertinent information received by departments and divisions shall be forwarded to the Personnel Department. Medical information shall be maintained in separate files in the Personnel Department.

2. Viewing Records -

Any employee may view his/her personnel records at any time during normal working hours in the Personnel Department and in the presence of a member of the Personnel Department staff, after receiving permission from his/her supervisor to be absent from his/her place of duty.

3. Changes -

Any change in status (change of address, telephone number, change of beneficiary, number of dependents, educational achievements, etc) should be reported immediately to the Personnel Department. Any changes in status must be submitted, in writing, within five (5) working days of the effective date of the change or the date the request for change was initiated, whichever is earlier.

4. Personnel Inquiries -

Any inquiries concerning personnel matters (verification of employment, salaries, or status of specific employees) will be directed to the Personnel Department. No information or comments relating to personnel matter inquiries will be offered or given by any other individuals.

Personal records are confidential and the contents are not to be disclosed unless the employee has given his/her authorization in writing. Personnel Department policy is to only verify by telephone information which the employee provides to a creditor/employer and is limited to dates of service, job title and gross income.

Additional employment information may be released only by the Personnel Department with written authorization of the employee. In addition, the following information may be released in accordance with the Oklahoma Open Records Act. Information which is not discoverable under any state or federal law will be deleted before the document is released.

a. Original application of an employee.

b. Gross amount of public funds paid.

c. Date of employment.

d. Title or position.

e. The results of final disciplinary action resulting in loss of pay (i.e. suspension without pay, demotion, or termination).

Items considered private and confidential in nature under the Oklahoma Open Records Act and not subject to disclosure include:

a. Materials that relate to internal personnel investigations.

b. Testing exam or selection materials for employment.

c. Documents relating to appointment, promotion.

d. Evaluations.

e. Payroll deductions

f. Employment applications for persons not hired by the City.

g. Any information protected by federal or state privacy acts, such as personal data and social security numbers.

5. Departments -

Department heads are responsible for the forwarding of documents to the Personnel Department for inclusion in the personnel files of those employees assigned to their departments. Departments may keep copies of certain records such as personnel action forms, performance evaluations, commendations, and disciplinary actions for reference only. Such copies at the department level are not designated official personnel records. There shall be no such records maintained in the organization below the department level. Divisions and sections are specifically prohibited from maintaining such records.

6. Verification -

Each employee is responsible for the verification of information contained in the personnel file through periodic audit. A Personnel Department representative must be present when the file is audited. Only the Personnel Director may remove items from the respective files with notification to the respective department head. The City Attorney should be consulted as to the propriety of removing records on a case by case basis.

REFERENCES: Chapter 17 of the Lawton City Code

Oklahoma Open Records Act.

RECISION: This policy will remain in effect until superseded or rescinded.

RESPONSIBLE

DEPARTMENT: Personnel

_____________________________

Gilbert H. Schumpert, Jr.

City Manager