Personnel Records

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Personnel Records In general, the contents of a staff member’s personnel file should paint a comprehensive picture of his/her season of employment with WoodsEdge. The information included in the file should document the staff member’s application process, hiring, training, ongoing performance, compensation, and eventual termination/retirement. Nothing in the personnel file should expose the staff member to potential discrimination based on protected-class status, such as age, race, or national origin. Items allowed in Personnel Files: • • • • • • • • • • •

Job advertisements/postings Job applications & Resumes (excluding SS #, DOB and or other restricted information) Position descriptions Evaluation/performance appraisals Record of promotions Record of any disciplinary action taken Signed Harassment, Standard of Conduct and/or Compliance Policy forms Training Completion Material Signed Confidentiality Agreement form Signed Computer & Internet Usage Policy forms Signed receipt of Staff Handbook

Items not allowed in Personnel Files: • I-9 forms on employment eligibility • Compensation/wage history information • Medical/disability records • Staff retirement or 403(b) information • Payroll information pertaining to wage garnishment or any other voluntary or mandatory payroll deductions • Investigation files on serious incidents (workplace violence, harassment, etc.) • Any document containing a staff member’s age, birth date, race, or national origin (might include Background Check Authorization forms, Background Check reports, and older job applications) • Any document containing the staff member’s social security number. Separate files will be maintained for payroll, I-9 information, benefits, FMLA, Workers compensation and investigation files. Payroll files will contain tax forms, salary reduction agreements, background check authorization forms, forms containing social security information and any other personal or confidential information related to the staff member’s age, birth date, rate or nation of origin. Personnel files and their contents will be maintained by Human Resources and kept confidential. Any staff member wishing to see the contents of his/her file should make a request to Human Resources. According to the church’s Record Retention Schedule, personnel files should be kept for 4 years beyond the end of employment.