Chapter 3A.15
RECORDS AND PERMITS

Sections:

3A.15.010    Personnel records.

3A.15.020    Reports of personnel actions.

3A.15.030    Confidentiality of personnel records and files.

3A.15.040    Public records.

3A.15.050    Verification of employment and other references.

3A.15.010 Personnel records.

The director will establish and maintain a personnel records system which will include a copy of each employee’s application, the job title under which the employee is employed, the rate of pay, date of employment, the organizational unit assignment, reports of all personnel actions including disciplinary actions, reports of work performance, employment history and such other records, reports or information as deemed pertinent. The human resources department will be the central depository for all such personnel records and files.

(Added Ord. 84-129, § 2, Nov. 21, 1984; Amended by Ord. 13-070, Oct. 9, 2013, Eff date Oct. 20, 2013).

3A.15.020 Reports of personnel actions.

Every appointment, transfer, promotion, demotion, termination, dismissal, suspension, leave of absence, change of pay rate or other change in an employee’s status will be reported to the human resources department in writing in the manner, time, form and method prescribed by the director.

(Added Ord. 84-129, § 2, Nov. 21, 1984; Amended by Ord. 13-070, Oct. 9, 2013, Eff date Oct. 20, 2013).

3A.15.030 Confidentiality of personnel records and files.

Personnel records and files specifically exempt from public disclosure by law shall be considered confidential and shall not be open to inspection by any person other than the employee, the employee’s supervisor, the employing official and the human resources department staff in the conduct of personnel administration, unless the employee consents in writing to the other inspection or the director determines other inspection appropriate. Each employee shall have access to the employee’s personnel records or to any information pertaining to the employee which is maintained by the human resources department during normal office hours in accordance with procedures as the director may provide.

Any employee who fails to maintain the confidentiality of personnel records and files exempt from public disclosure by law shall be subject to disciplinary action.

(Added Ord. 84-129, § 2, Nov. 21, 1984; Amended by Ord. 13-070, Oct. 9, 2013, Eff date Oct. 20, 2013).

3A.15.040 Public records.

Personnel records and files that are not specifically exempt from public disclosure by law shall be open to inspection by interested parties during normal office hours and in accordance with such procedures as the director may provide. Copies of public records shall be provided upon request at no more than the actual cost to the human resources department as determined by the director. For the purposes of these rules, public records shall be taken to include:

(1) Personnel rules;

(2) Human resources department policies and procedures;

(3) Human resources department budget and program plans;

(4) Human resources department classification and compensation plans;

(5) Factual staff reports and studies;

(6) Collective bargaining agreements; and

(7) Such other documents, records and reports as the director may determine are subject to public disclosure.

Pursuant to chapter 42.56 RCW et seq., the human resources department may redact details to the extent required to prevent invasion of personal privacy when it makes available or publishes any public record.

(Added Ord. 84-129, § 2, Nov. 21, 1984; Amended by Ord. 13-070, Oct. 9, 2013, Eff date Oct. 20, 2013).

3A.15.050 Verification of employment and other references.

The human resources department will respond to all written requests for verification of employment of current and former employees and will provide only the following information, unless the employee has provided written consent to provide specific additional information:

(1) The employee’s full name;

(2) Dates of employment;

(3) Employment status;

(4) Classification job title and pay rate; and

(5) Department and division worked for.

An employing official or designee, who responds to a request for a personal reference on a current or former employee, will limit his/her response to objective information that is verifiable by documented facts.

(Added Ord. 84-129, § 2, Nov. 21, 1984; Amended by Ord. 13-070, Oct. 9, 2013, Eff date Oct. 20, 2013).