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Confidential — for Internal Use Only
Associate Handbook August 2016 |
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PERSONNEL RECORDS
Personnel files contain information that is relevant and necessary for human resource management at
ICMA‑RC. Personnel files are maintained for all current and former associates in a manner designed to
provide reasonable assurances of privacy. Access to personnel files is restricted to only those authorized by
ICMA‑RC. To ensure confidentiality, personnel records are kept in a locked file cabinet or securely online.
Information pertaining to an associate’s medical condition (mental or physical) or non-work-related legal
matters, such as garnishments, is kept in a separate, confidential file.
Access to Information
Access to personnel files is limited to the associate and to those within the associate’s direct reporting structure,
such as the associate’s supervisor, manager, and/or senior manager. Access may also be granted to authorized
representatives from Legal, Compliance or Internal Audit as required for internal investigations or other
appropriate business needs and as approved by the head of Human Resources. Additionally, hiring managers
considering a current associate as a finalist for an open position can review the associate’s performance reviews
for the past two years. Authorized Human Resources associates also have access to these records as needed.
All requests for access to your personnel file should be directed to Human Resources. If appropriate, Human
Resources will arrange for review of the information. An associate may review the contents of his or her file
in the presence of an associate from Human Resources and may request copies if desired. Field associates who
request access to their personnel file will be mailed a copy within three to five business days following their
request, based on the urgency of their request.
The personnel file is the property of ICMA‑RC. The corporation reserves the right not to release personnel
files to previously terminated associates.
Confidentiality of Records
Associates with access to personnel records (or partial information contained in the records) must maintain the
confidentiality of the information contained in the files. Inappropriate disclosure of confidential information is
grounds for disciplinary action up to and including termination of employment consistent with applicable law.
DRESS CODE
ICMA‑RC’s dress policy is “business casual” Monday through Friday during normal business hours unless
otherwise specified. Occasionally, corporate or division events, such as major client meetings at the corporate
headquarters, will require associates to wear business professional attire. Announcements will be made in
advance when business professional attire will be required.
Individual associates who have meetings that involve visitors to ICMA‑RC are generally expected to wear
business professional attire. In such cases, associates should consult with their supervisor or Human Resources
if they are uncertain about appropriate attire.
Field associates should dress appropriately for the client being visited.