Procedures for Placing Documents in the Personnel File Sample Clauses

Procedures for Placing Documents in the Personnel File. Except as hereinafter indicated, documents will be placed in an employee’s official personnel file within five work days from the date of the event that resulted in the document being produced. Documents related to an on-going investigation of a complaint and/or incident need not be placed in an employee’s file until such time as such investigation is complete and the complaint/incident has been substantiated to the satisfaction of the department head. Investigations will not be prolonged unnecessarily to avoid the placement of documents in the official personnel file. No performance document will be placed in an employee’s official personnel file unless the employee is given a copy of said document. Performance documents that are to be placed in an employee’s official personnel file must be signed and dated by the employee solely for the purpose of acknowledging receipt of same and that the employee is aware that said document is to be placed in their file. Performance documents will contain the following statement: “Your signature on this document only indicates that you have received same and not that you are in agreement with its contents.” Where the prior reading and acknowledgment of performance documents is not possible, two copies shall be forwarded to the employee, by certified mail, return receipt requested. The employee shall acknowledge that they have received the material by signing one copy and returning that copy to the employer for filing. Performance documents to be placed in an employee’s official personnel file will contain the notation “To Personnel File”. If an employee refuses to sign a performance document, the following statement will be added to the document and signed and dated by the appropriate County representative: “I hereby certify that the employee named above has been given a copy of this document on this date but refused to sign the document.” The Union President and the Personnel Officer shall be notified of the refusal.
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