[Adopted 12-27-1990 by Ord. No. 592, approved 12-27-1990]
It is important for the borough and the employees of the Borough of Shippensburg to have a permanent record of their employment history with the borough in a secure and central location. Currently there are existing personnel files located at various sites within the borough which are not secure. The purpose of this article is to establish a central site for the filing of all existing or newly created personnel files which is secure and accessible.
There is hereby established at the Municipal Building of the Borough of Shippensburg, 60 West Burd Street, Shippensburg, Cumberland County, Pennsylvania, a central site for the filing of all personnel files of employees of all departments of the borough. These files shall be the official file for each employee and shall contain all the written information pertaining to the employee.
These files shall be maintained in a secure place, inaccessible to other employees and members of the public, except as herein provided.
The records shall be under the control and custody of the Administrative Assistant of the Borough of Shippensburg, who shall be responsible for maintaining them by inserting materials and withdrawing materials from time to time. All personnel actions, including but not limited to hiring, discharge, reprimand and commendation, shall become a part of the official personnel file.
Personnel records shall not be open to public or private inspection except by the employee in accordance with state laws from time to time enacted. No portion of a personnel file shall be removed; however, employees shall be permitted to enter information into their personnel file in the form of letters of rebuttal and the like. The Administrative Assistant shall maintain a log for each personnel file, showing the date, time and individual(s) reviewing an employee's personnel file.
Nonuniformed personnel. Nonuniformed personnel records shall be available for review and inspection by the following persons in addition to the employee and Administrative Assistant: Borough Manager and President of Borough Council and agents and representatives of the employee, when accompanied by the Administrative Assistant.
Uniformed personnel. Uniformed personnel records shall be available for review and inspection by the following persons in addition to the employee and Administrative Assistant: Mayor, Chief of Police, Borough Manager and President of Council and agents and representatives of the employee, when accompanied by the Administrative Assistant.
Management personnel. Management personnel shall have access to their individual personnel files only when accompanied by the Administrative Assistant. No management employee shall maintain his or her own personnel file, nor shall the Administrative Assistant maintain his or her personnel file. The Administrative Assistant shall have access to his or her individual file when accompanied by the Borough Manager or President of Council.