Teammate Handbook Cover

City of Morgan Hill Personnel Rules Effective Date: January 23, 2008

S ECTION 12 R ECORDS

12.1 Responsibility for Employee Records: The Personnel Officer is responsible to maintain a personnel file and a separate confidential medical file for each employee. An employee’s personnel file shall contain only material that is necessary and relevant to the administration of the City’s personnel system. The files shall be maintained in accordance with Administrative Policy regarding Employee Records. 12.2 Notifying the City of Changes in Personal Information: Each employee is responsible to promptly notify the Personnel Officer of any changes in relevant personal information, including:

a. His/her legal name,

b. Marital or Domestic Partnership status,

c. Home Address and Mailing address,

d. Telephone number,

e. Information regarding persons to contact in an emergency,

f. Number and names of dependents or benefit beneficiaries.

12.3 Release of Information in Personnel Files: Upon request, the City will release information about its employees to the public only to the extent required by the Public Records Act. This may include information regarding an employee’s compensation and cost of benefits. The City will not disclose personnel information it considers would constitute an unwarranted invasion of personal privacy. 12.4 Medical Information: Medical information is confidential in accordance with the Americans with Disability Act and the California Confidentiality of Medical Information Act. All medical information is maintained in a separate, confidential file. a. The City shall not disclose employee medical information, except to City management personnel with a legitimate personnel need, without prior written authorization from the employee, or except as required by law, subpoena, or Court order.

b. The City will only release the medical information that is identified in the employee’s authorization.

12.5 Reference Checks: All requests for reference checks or verification of employment from outside the City concerning any current or former employee must be referred to the Personnel Officer.

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