[R.O. 2011 § 130.380; R.O. 2009
§ 36.80; CC 1981 § 2-369; Ord. No. 80-134, 12-17-1980; Ord. No. 02-128, 5-28-2002]
The Human Resources Department shall
establish a central personnel records system for all employees of
the City.
[R.O. 2011 § 130.390; R.O. 2009
§ 36.81; CC 1981 § 2-370; Ord. No. 80-134, 12-17-1980; Ord. No. 02-128, 5-28-2002]
A. The employee's personnel file shall contain
the following:
7.
Wage or compensation records.
B. The following records should be filed with
the Human Resources Department:
1.
Original application for employment.
5.
Merit increase justification.
9.
Such other information as may be
required.
[R.O. 2011 § 130.400; R.O. 2009
§ 36.82; CC 1981 § 2-371; Ord. No. 80-134, 12-17-1980; Ord. No. 02-128, 5-28-2002]
A. Permanent Full-Time Employees. New permanent
full-time employees shall be sent to the Human Resources Department
on their first day of employment. They will complete necessary payroll
forms and insurance and retirement applications. The Human Resources
Department will furnish the employee with information on group insurance,
retirement and fringe benefits. The employee shall receive a copy
of general personnel policies. The department head shall forward to
the Human Resources Department, prior to the new employee's first
day, the employee's application and new employee hire sheet and such
other information as may be available.
B. Temporary And Part-Time Employees. The
department head shall forward to the Human Resources Department the
employee's application and new employee hire sheet. He/she shall ensure
that all necessary payroll information is furnished.
C. All Employees. The Human Resources Department
shall notify the department head of the new employee's payroll number
and confirm the employee's classification and pay scale.
[R.O. 2011 § 130.410; R.O. 2009
§ 36.83; CC 1981 § 2-372; Ord. No. 80-134, 12-17-1980; Ord. No. 02-128, 5-28-2002]
A. All Employees. The department head shall
notify the Human Resources Department immediately of the termination
of an employee, giving the last day to be worked and reason for termination
(resignation, quit, fired, laid off and the like).
B. Permanent Full-Time. Upon termination of
a permanent full-time employee, he/she shall be sent to the Human
Resources Department. The Human Resources Department shall complete
an exit interview and have the employee complete necessary forms for
refund of retirement contributions.
[R.O. 2011 § 130.420; R.O. 2009
§ 36.84; CC 1981 § 2-373; Ord. No. 80-134, 12-17-1980]
A. The department head shall submit, with
payroll vouchers, time sheets for all employees. Time sheets shall
contain the following information:
6.
Absences (vacation, sick leave, emergency
leave, leave of absence, excused absence, unexcused absence and the
like).
7.
Such other information as may be
required.
[R.O. 2011 § 130.430; R.O. 2009
§ 36.85; CC 1981 § 2-374; Ord. No. 80-134, 12-17-1980; Ord. No. 02-128, 5-28-2002]
A. The Human Resources Department shall semi-annually
furnish to each department a list of employees indicating vacation
time and sick leave available.
B. The Human Resources Department shall quarterly
furnish payroll summaries on all employees in the department to the
department head.
[R.O. 2011 § 130.440; R.O. 2009
§ 36.86; CC 1981 § 2-375; Ord. No. 80-134, 12-17-1980; Ord. No. 91-245, 10-29-1991; Ord. No. 02-128, 5-28-2002; Ord. No. 07-162, 6-11-2007]
A. Any request for personnel records of the
Human Resources Department shall be in writing addressed to the Personnel
Director stating the record requested and reason for the request.
B. Information contained in the personnel
files will be released only by the Mayor and Director of Human Resources
as follows:
1.
For three (3) years following termination
of employment, the Mayor and Director of Human Resources shall release
only information as to an employee's position, title and length of
service to the City, unless such release of records is to the employee,
a governmental agency or pursuant to court order.
2.
Records of former employment more
than three (3) years following termination shall be destroyed or reduced
to only that information necessary for pension or personnel statistical
records as the Director of Human Resources shall determine.
C. In cases of layoff, at the request of the
employee, the Department Director or the Mayor may issue letters on
behalf of the employee laid off stating the employee's position, title,
length of service to the City, the fact that the employee had been
terminated solely because of layoffs and not because of performance
and other appropriate information.