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Click to edit Master title style ------=_NextPart_01C47A58.0D50B400 Content-Location: file:///C:/4E5949D3/EmployeeHandbooks_files/master05.xml Content-Transfer-Encoding: quoted-printable Content-Type: text/xml; charset="utf-8" ------=_NextPart_01C47A58.0D50B400 Content-Location: file:///C:/4E5949D3/EmployeeHandbooks_files/pres.xml Content-Transfer-Encoding: quoted-printable Content-Type: text/xml; charset="utf-8" ------=_NextPart_01C47A58.0D50B400 Content-Location: file:///C:/4E5949D3/EmployeeHandbooks_files/slide0001.htm Content-Transfer-Encoding: quoted-printable Content-Type: text/html; charset="windows-1252" Employee Handbooks And Personnel Records
Employee Handbooks
And
Personnel Records=
Gregor= y A. Gordillo
Employment Related Records In Ohio
A Lorm= an Education Services Seminar
August 4, 2004
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Personnel Records Issues
nWhat to keep in a personnel file
n
nEmployee Rights to inspect t= he file
n
nHandling Reference Requests&= #13;
n
nDealing with medical records=
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Why Keep A Personnel File?
nComplete and precise personnel records can be used to:
<= span class=3DB1B style=3D'position:absolute;left:-3.52%'>–Show complianc= e with employment laws;
<= span class=3DB1B style=3D'position:absolute;left:-3.36%'>–Defend against= charges brought against an employer; and
<= span class=3DB1B style=3D'position:absolute;left:-3.51%'>–Supply appropr= iate information to human resources departments.
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What A= re Complete and Precise Records= ?
<= span style=3D'font-size:86%'>nComplete person= nel records include all records required under the law and those necessary and appropriate for making employment decisions.
nPrecise personn= el records exclude inappropriate information and adequately separate from the general file other information that may be inappropriate for some employees to see but necessary for others to see.
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A Personnel File Should Include:
<= span class=3DBB style=3D'position:absolute;left:-4.43%;top:.22em'>nNondi= scrimination records
<= span class=3DBB style=3D'position:absolute;left:-4.43%;top:.22em'>nPayro= ll and Tax Records
<= span class=3DBB style=3D'position:absolute;left:-4.43%;top:.22em'>nEmplo= yment Eligibility Records
<= span class=3DBB style=3D'position:absolute;left:-3.88%;top:.22em'>nHandb= ook and Policy Acknowledgements
<= span class=3DBB style=3D'position:absolute;left:-4.43%;top:.22em'>nTrain= ing and Discipline History
nSpeci= al Job Environment Consideration Records
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Information That Should Be Exclude= d From A Personnel File
nAfter-hours behavior
nArrest records
nPersonal finances
nFamily background =
nClub memberships
nReligious affiliations
nUnion memberships
nPolitical beliefs
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Employees’ Rights To Inspect Their Personnel Files
<= span class=3DBB style=3D'position:absolute;left:-4.22%;top:.22em'>n3 Gui= delines For Employers To Follow
n
–Give employees= access to their files
–
–Limit the acce= ss
–
–Publish the limitations
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How To Limit File Access
nLimit the Purpose for Access –
n
–Employers may grant employees access to their files only for speci= fic legitimate purposes.
–
–For example, employees may be permitted only to review materials = for verifying directory information or their most recent performance appraisal.
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How To Limit File Access
nLimit Frequency of Access –
n
–Limiting inspections to an annual, quarterly, monthly or other periodic basis is permissible.
–
–But convenience should be considered, especially if personnel f= iles are kept off-site.
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