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with hazardous materials. This file includes immunization records, records of <br /> body substance contact, exposures and actions taken and any pertinent medical <br /> information retained for the employee. These records must be maintained <br /> separate from all other employee records, and retained for the duration of <br /> employment plus thirty years. These files are kept in the Safety Director's office, <br /> and only the Safety Director and City Clerk's office have access to or may make <br /> additions to this file. <br /> Personnel Files - are maintained by the City Clerk's office and consist of the <br /> employment application, certification documents, W-4 forms, 1-9 forms, pay rate <br /> and status change documents. Only the City Clerk's office may make additions <br /> to this file. <br /> Progress Records - are maintained by the City Clerk's office and consist of: <br /> orientation documents, records of work accomplishments, job results, <br /> documentation related to employee performance, attendance records, call-ins, <br /> attendance at required meetings/training, and disciplinary actions. The <br /> employee's Supervisor will be the primary contributor to this file; however, the <br /> Clerk, Mayor, other Supervisors, and the public may also contribute <br /> documentation pertaining to any employee's performance record. <br /> Continuing Education Records - the City Clerk's office keeps the employees' <br /> official continuing education records and a copy of all certificates. The <br /> employee's Supervisor may keep additional copies. It is the responsibility of the <br /> employee to furnish a copy of these records to their Supervisor and to the City <br /> Clerk's office who maintains the official file. <br /> Personnel records are the property of the City of Batesville, and access to the <br /> information they contain is restricted. Only management personnel who have a <br /> legitimate reason to review information in a file are allowed to do so. Personnel <br /> records are secured in the City Clerk's office and may not be removed from this <br /> office. <br /> If a Supervisor has documentation pertaining to an employee, he/she should <br /> forward it to the City Clerk's office to be secured in the employee's personnel file. <br /> When an employee is terminated or resigns, the Supervisor must forward all <br /> documentation concerning the termination to the City Clerk's office to be secured <br /> in the employee's personnel file. <br /> An employee may review his/her own personnel records by making an <br /> appointment with the City Clerk's office. Records must be reviewed in the <br /> presence of a member of management during regular business hours. <br /> C The personnel records in the City Clerk's office are the official City of Batesville <br /> personnel files. Documentation cannot be put in the official personnel record <br /> 4 <br />