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Control Number: <br />225.07.01.001 <br />Version: <br />2.0 <br />Title: <br />Employee Personnel Records <br />Page Number: <br />3 of 3 <br /> <br />2. Disclosure of Employee Information <br />All requests for information about current or former employees shall be referred to the HRS <br />office. <br />Information regarding an employee's employment history, classification, pay grade, longevity <br />table, gross salary, status, and work location is public information. <br />All other information in an employee's file including but not limited to information regarding <br />sex, race, marital status, birth date, address, home telephone number, correspondence, <br />performance evaluations, background investigation records, disciplinary record, grievances <br />and similar material shall remain confidential. <br />3. Employee Access to Personnel Record <br />An employee may, at any time during business hours, review his/her personnel file. A <br />supervisor or employee of the personnel office shall be present whi le the employee is <br />examining the records. <br />An employee has the right to request correction, ask for deletion or write a statement of <br />disagreement with any item in the file. File contents will be corrected if found in error. <br />Employees will be furnished copies of every personnel action affecting their status, pay, <br />tenure, or other terms and conditions of employment including performance evaluations. <br />4. Removal of Material in Personnel Files <br />Managers and supervisors will review each of their employees ’ working file (kept at the work <br />site) after completion of the performance evaluation. <br />Note: Managers and supervisors shall maintain all originals and copies of performance <br />documentation in accordance with SOP 227.07.01.001, Performance Management. <br />A Letter of Reprimand (LOR) retained in the employee’s permanent file shall only be <br />removed with the director's approval. <br />Requests from an employee or a supervisor to remove an LOR from the permanent file shall <br />be forwarded through the organizational chain to HRS. HRS will forward the request to the <br />director. Upon approval, the LOR will be removed from the permanent file but not destroyed. <br />It will be maintained in a separate file designated f or this purpose. <br />5. Separation <br />Upon separation, the employee working file will be sent to HRS for retention. <br />REFERENCES <br />Idaho Code, Sections 74-101 thru 74-126 (Idaho Public Records Law) <br />IDAPA 15.04.01, Rules of the Division of Human Resources and Personnel Commission, <br />Section 220.01, Employee Service Records <br />– End of Document –