2009-2013 Winnebago Agreement: AFSCME Circuit Clerk Local 473

ARTICLE XVIII
PERSONNEL FILES
Section 18.1 Official Files
Only one (1) personnel file will be maintained by the Employer for each employee
and shall be held by the Human Resources Department located in the Administration
Building, 404 Elm Street. An employee's supervisor may maintain an additional file
pertaining to an employee which shall contain only job related information. Such files
shall be confidential.
Section 18.2 Non-Job Related Information
Information concerning non-merit factors not related to the performance of the job
duties shall not be placed in an employee's personnel file, nor be placed in a supervisor's
file so maintained for the employee unless related to discipline.
Section 18.3 Addresses and Telephone Numbers of Employees
An employee shall provide the Employer with his/her current telephone number
and residential address. The Employer shall not release an employee's telephone number
and/or address without the employee's written permission, except as noted in Section
17.5.
Section 18.4 Employee Notification
A copy of any material related to employee performance which is permanently
placed in the personnel file shall be given to the employee. (The employee shall initial
and date such so acknowledging receipt.)
Section 18.5 Employee Review
1. Employees shall have the right, upon written request, to review the contents
of their personnel and/or supervisor's file twice each calendar year and upon
termination of employment with applicable department. Such review shall
be within three (3) business days of the receipt of the written request, said
form to be provided by the Human Resources Department located in the Administration
Building, 404 Elm Street. Such review may be made during
working hours with no loss of pay for time spent. Employees may designate
in writing a representative of the Union to inspect employee's files.
2. Employees may request inspection of their personnel files at other reasonable
times upon written request, said form to be provided by the Human Resources
Department located in the Administration Building located at 404 Elm Street.
Such review shall occur on the employee's own time. Such review shall be
within three (3) days of the receipt of the written request.
3. Copies of all documents may be made at the cost as set forth in the Freedom
of Information Act.
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