[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:
1. 
Name.
2. 
Latest home address.
3. 
Date of birth.
4. 
Sex of employee.
5. 
Occupation.
6. 
Rate of pay.
7. 
Wage or compensation records.
B. 
The following records should be filed with the Human Resources Department:
1. 
Original application for employment.
2. 
New employee hire sheet.
3. 
Promotion record.
4. 
Employee evaluation.
5. 
Merit increase justification.
6. 
Commendations.
7. 
Disciplinary actions.
8. 
Exit interview.
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:
1. 
Name.
2. 
Employee number.
3. 
Job classification.
4. 
Pay period.
5. 
Days worked.
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.