PAP.22.5.020 Personnel Files

(a) The LCO Day Care shall create and maintain a personnel file for each employee beginning at the time of employment. These files are the sole property of the LCO Day Care and are deemed confidential. All employee files, past and present, shall be secured in a locked location at all times. Access shall be limited to the Human Resource Director or designee, a department head or director, the LCO Day Care Director, an employee, or an employee's representative if designated in writing which states the purpose of the disclosure. An employee may inspect his or her personnel file in the Human Resources department by contacting the LCO Day Care Director, Human Resource Director, or designee, to make an appointment. Files shall be reviewed in a secure location under the supervision of the LCO Day Care Director, Human Resource Director, or designee. A personnel file shall include the following information:

(1) A completed staff record on a form prescribed by the department. DCF-F-CFS0053.

(2) Documentation from the department, either paper or electronic, that indicates that a childcare background check was completed in compliance with the timelines and requirements.

(3) Documentation of the actual hours a provider, substitute, employee, or volunteer worked fi the hours were used to meet the applicable staff-to-child ratio.

(4) A physical examination report completed within twelve (12) months before or thirty (30) days after the person began working with children.

(5) A certificate from the registry, indicating the person is qualified for the position within six (6) months of beginning to work with children in care.

(6) Documentation of compliance with continuing education requirements.

(7) Original employment application,

(8) Letters of reference,

(9) Notice of hire,

(10) New hire forms,

(11) Entrance interview checklist,

(12) Current position description,

(13) Professional development plan,

(14) Records of all disciplinary actions,

(15) Performance evaluations,

(16) Starting pay scale and subsequent increases,

(17) Change of employment status,

(18) Applicable skills test results,

(19) Transcripts, training, and career development records,

(20) Copy of certification or licenses as required,

(21) Copy of separation notice or letter of resignation,

(22) Exit interview and inventory checklist,

(23) Other documents relied upon by the LCO Day Care to make decisions concerning the employee's employment.

(b) The Accounting Department shall maintain time, attendance, and payroll and leave records for each employee in a separate file.