SECTION 14.10 EMPLOYEE PERSONNEL FILES

Last Update: 01/06

Chapter 62 of the Department of Administrative Services – Human Resources Enterprise rules addresses personnel files. The following list shows some of the material that should be included in the personnel file of each employee in your department. Other documents may also be included according to individual department policy.

- Current Performance Plan

- Performance evaluations

- Disciplinary correspondence

- Current Position Description Questionnaire

- Employee completed forms concerning benefits, etc.

- Vacation and sick leave usage records

In accordance with Iowa Code section 91B.1, an employee shall have access to and be permitted to obtain a copy of the employee’s personnel file. An employee’s access to a personnel file is subject to the following:

1) The employer and employee shall agree on the time the employee may have access to the employee’s personnel file, and a representative of the employer may be present.

2) An employee shall not have access to employment references written for the employee.

3) An employer may charge a reasonable fee for each page of a copy made by the employer for an employee of an item in the employee’s personnel file. The Code of Iowa defines reasonable fee as an amount equivalent to an amount charged per page for copies made by a commercial copying business.

When an employee transfers, promotes, or demotes from one state department to another state department, a copy of all personnel records shall be forwarded to the new department.