Section 24. Personnel Files

24.1 Employee Review

Each extra-help employee shall have the right to inspect and review any official record relating to their performance or to a grievance concerning the employee that is kept or maintained by the County in the Human Resources Department. The contents of such records shall be made available to the extra-help employee for inspection and review at reasonable intervals during the regular business hours of the County Human Resources Department. The extra-help employee’s designated representative may also review the personnel file with specific written authorization from the extra-help employee.

24.2 Employee Response

The County shall provide an opportunity for the extra-help employee to respond in writing, or personal interview, to any information about which they disagree. Such response shall become a permanent part of the extra-help employee’s personnel record. The extra-help employee shall be responsible for providing the written responses to be included as part of their personnel record.

24.3 Request to Seal Records

Employees may request in writing to the Department Head with a copy to the Human Resources Director that letters of reprimand which are two (2) or more years old be sealed and kept separate from the employee’s personnel files. Said letters of reprimand shall be sealed and removed provided the following conditions are met:

1. The file does not contain subsequent letters of reprimand or records of disciplinary action involving the same type of infraction, in which case the prior letter of reprimand will remain in the employee’s personnel file until the most current related letter of reprimand or record of disciplinary action is two (2) years old.

2. The employee has not been notified in writing of pending disciplinary action at the time the written request to remove said letters of reprimand is received by the Department Head.