RECORDS
Personnel Files
Content of Personnel Files
A personnel file shall be established for each employee and will be maintained by the Operations and Personnel Manager. Personnel files may include a variety of documents relating to an employee’s employment including: forms relating to hiring, transfer, and promotion; performance evaluations and supporting documents; disciplinary records; letters of reference; records of attendance at workshops and other training; emergency contact information; letters of commendation, etc.
Any individually identifiable health information covered by the Health Insurance Portability and Accountability Act of 1996 Privacy Rule is filed separately from an employee’s personnel file.
Any documentation pertaining to an individual employee’s behavior or work performance that is placed in an employee’s permanent personnel folder must be initialed or signed by the employee as indication of the employee’s knowledge of the document (the employee’s signature does not necessarily imply agreement). The employee may write a response to any material in the file; the response will be attached to the file copy of the material at the written request of the employee.
Employees may submit other materials for inclusion in their personnel files (e.g. letters of appreciation and training certificates). The determination of whether to include such items in the personnel file is made by the Operations and Personnel Manager Employees are not permitted to alter or remove documents from their personnel files without the express written permission of the Operations and Personnel Manager.
Access to Personnel Files
Personnel records are retained in the Administrative office. The Director and Operations and Personnel Manager has access to these files for business purposes.
Employees who wish to review their own file should contact the Operations and Personnel Manager. With reasonable advance notice, employees may review their own personnel files in the Library and in the presence of the Director or Operations and Personnel Manager. Such review shall take place during a time when the employee is not scheduled to work. Employees may also request a copy of their personnel file, and the Library will provide the employee with an unredacted copy of the file.
Public Records Requests
Personnel files are public records as defined by ORC 149.43. Requests by members of the public or Library staff for access to employee personnel records will be honored as required by law following the procedures described in the Library Public and Open Records Policy, and the employees affected will be informed of any request to view their personnel records. Any individually identifiable health information covered by the Health Insurance Portability and Accountability Act of 1996 Privacy Rule is not subject to public records requests.
Personal Data Changes
It is the responsibility of each employee to promptly notify the Director, Operations and Personnel Manager and Fiscal Officer of any changes in personnel data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency, educational accomplishments, and other such status reports should be accurate and current at all times.
WPL Approved 3/12/2024, Amended 1/14/2025, 12/9/25
