2016 Spencer Handbook

Table of Contents

3. An employee’s supervisor, department head, the City Manager or City Attorney may review and inspect an employee’s primary personnel file, subject to the following conditions:

A.

A review of an employee’s personnel file shall be accomplished by a request to the City Clerk.

B.

The personnel file shall be reviewed at the office of the City Clerk.

C.

No copies shall be made of any information in the personnel file.

D. No documents or information shall be removed from the personnel file, except by or at the direction of the City Manager or at the direction of a majority of the City Council. 4. The contents of any special City employee personnel file shall be maintained strictly confidential by the City Clerk and shall be disclosed only to the employee or at the direction of a Court or administrative agency with jurisdiction or upon written direction of the City Attorney.

Responsibility to Update To ensure that every employee’s personnel file is up-to-date at all times, it is the employee’s responsibility to notify the City Clerk of any changes in an employee’s name, telephone number, home address, marital status, number of dependents, beneficiary designations, scholastic achievements, individuals to notify in case of emergency, and so forth. EMPLOYEE EVALUATION Periodically, with a minimum of at least once a year, Department Heads are required to submit periodic written reports on the individual performance of all regular full-time employees. The report shall be discussed with the employee privately and objectively. Employees, whether agreeing with the report or not, shall sign the report as a means of showing the employee has seen it.

Evaluations for Department Heads shall be done by the City Manager or appropriate Governing Body.

The following summary indicates the types of performance reports:

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