1. The Executive Director shall establish at the time of employment a personnel file on each employee containing application, resume, job description, salary, and other pertinent materials, and a payroll file.

 

2. An employee, upon request, shall be able to view his/her file within twenty-four (24) hours of a request to do so subject to the requirements of Minn. Stat. 181.961, except for any confidential reports from previous employers.

3. Except as provided for, no information reflecting critically upon an employee shall be placed in the employee’s personnel file that does not bear the signature of the employee. The employee shall be requested to sign such material to be placed in his/her personnel file provided that the following disclaimer is attached:

“Employee’s signature confirms only that the supervisor has discussed and given a copy of the material to the employee, and does not indicate agreement or disagreement.”
 

4. If an employee is not available, or refuses to sign the statement, within a reasonable period of time to sign the material, the employer may place the material in the file provided a statement has been signed by two board members that a copy of the document was mailed to the employee at his/her address of record.

5. If the employee believes that any of the above information is incorrect or a misrepresentation of the facts, he/she shall be entitled to prepare, in writing, his/her explanation or opinion regarding the prepared material. This shall be included as a part of his/her personnel records until the material is removed.

6. Except as provided for, no grievance shall be kept in the personnel file after the grievance has been resolved except the resolution.

7. Any employee may include in his/her personnel file copies of any relevant materials he/she wishes, such as letters of favorable comment, licenses, certificates, college credits, or any material which relates credibility of the employee. This material shall be retained for a maximum of five (5) years.

8. Personnel records of employees are confidential. All requests for employment verification and references are to be directed to the Executive Director. Telephone requests for verification of employment status, job title, salary, and dates of employment will not be answered