2016 Spencer Handbook

Table of Contents

PERSONNEL RECORDS AND CONFIDENTIALITY

The following personnel files shall be maintained by the City of Spencer:

1. Primary Personnel Files. Primary personnel files shall be maintained for all City employees by the City Clerk. These files shall contain the employment application, performance evaluations, W-4’s, time records, attendance records, leave and benefit records, records of disciplinary actions, and commendations. Separate special personnel files shall be maintained by the City Clerk in which shall be maintained: medical reports and medical information; reference checks; the results of any background investigations; information about the employee’s use of an employee assistant program; any records of garnishment; records concerning substance abuse and treatment; Drug Testing and information concerning investigations of alleged misconduct. City personnel records are confidential records pursuant to Sections 22.7 (11) and 91B of the Code of Iowa. Information contained in City personnel records shall be disclosed only in accordance with State law and the provisions of this Section. 2. Confidential Personnel Files.

1. The City Clerk and his/her designee, as legal custodian of City Personnel Records, shall have access to all personnel records.

2. Any employee shall be afforded the opportunity to review, inspect and copy the contents of that employee’s personnel file, subject to the following conditions:

A.

The City and the employee shall agree on the time the employee may have access to the personnel file and a representative of the City may be present. An employee shall not have access to employment references written for the employee. The employer may charge a reasonable fee for each copy made by the employee of an item from the personnel file. For purposes of this paragraph, "reasonable fee" means an amount equivalent to an amount charged per page for copies made by a commercial copying business. The total amount charged for all copies made shall not exceed $5.00.

B.

C.

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