We recommend that the following guidelines be followed in responding to employment questions:
- If you have any reason to believe that the person requesting information is not a potential employer or a licensing agency, do not give out information.
- Provide information only in response to a verbal or written request for information. Do not volunteer information without a request for such information.
- Do not give out any information that is not accurate, factual, and documented in the personnel file.
- If you do provide information, you must provide any significant negative information as well as positive information. (This point is explained in greater detail in section C below).
- The personnel file itself, or any written documents from the file should be released only with a release from the former employee or in response to a subpoena. Prior to releasing information in response to a subpoena, you should contact County Counsel to ensure the correct legal process is followed.
- Medical information should never be provided unless you receive an original signed release from the employee, and the release includes a specific statement that authorizes the release of that information. Care needs to be taken to ensure that you do not provide information beyond the scope of any medical request.
- Do not provide information if there is any connection, other than the employer-employee relationship, between you and the person about whom information is being sought, without prior consultation with Employee & Labor Relations or your Personnel Services Analyst.