Employee Handbook

All the personnel records are the property of the City and, with the exception of confidential information, are available for inspection during office hours and at reasonable times in a manner consistent with the City of Athens procedures. Employees may inspect at reasonable intervals, their own personnel files with members of the Human Resources staff but are not allowed to remove files or information contained in files from the Human Resources Department. Employees or their designee may, upon authorization, make copies of files reimbursing the City at the appropriate rate per copy.

State law establishes the right of citizens of the State of Tennessee to inspect public documents; however, it does not confer the right upon citizens to interrogate employees or review medical records.

The release of personnel files to other individuals as may be required and formally petitioned under the laws of the state is set out in the TCA 10-7-501, et seq. All employees will be notified of public request to view their personnel files and allowed to be present upon their review.

COLLECTION, RETENTION, AND USE OF PERSONAL INFORMATION

The City will strictly follow the requirements of equal employment opportunity laws regarding information collection. With these restrictions in mind, the City will gather such information about job applicants or employees as determined by the City Manager.

The Human Resources Department will maintain a master file of each employee’s records, which will contain necessary information, as determined by the City Manager.

Payroll data and medical records are kept separately from the Human Resources file, although both may include information about an employee’s salary history.

As needed, employee information will be collected from employees whenever possible; but the City may use outside sources for other information.

PERSONNEL ACTIONS

The City Manager will prescribe necessary forms and reports for all personnel actions.

The Human Resources Department will retain records necessary for the proper administration of the personnel system.

ACCESS TO EMPLOYEE RECORDS

The City Manager will limit the access of City supervisors, managers, and executives to personnel files.

DISCLOSURE OF EMPLOYEE RECORDS AND INFORMATION

Any request for information from an employee’s personnel file must be immediately referred to the City Manager. Only the City Manager is authorized to disclose information about employees to outside inquirers. In the case of a police officer, the Chief of Police will decide what information can be released based upon TCA 10-7-504. The City Manager will cooperate with requests from the following outside inquirers:

a. properly identified and duly authorized law enforcement officials when investigating allegations of illegal conduct by employees; and

b. legally issued summonses or judicial orders, including subpoenas and search warrants.