HomeMy WebLinkAbout780916.tiff RESOLUTION
RE: AMENDMENT TO WELD COUNTY PERSONNEL MANUAL REGARDING SECTION
VI -- PERSONNEL RECORDS.
WHEREAS, the Board of County Commissioners of Weld County,
Colorado, pursuant to Colorado statute and the Weld County Home
Rule Charter, is vested with the authority of administering the
affairs of Weld County, Colorado, and
WHEREAS, the Board of County Commissioners desires to amend
the Weld County Personnel Manual regarding Section VI - Personnel
Records so that the County will be in compliance with the
Colorado statutes, a copy of said amendment being attached hereto
and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Com-
missioners of Weld County, Colorado, that the Weld County Personnel
Manual be amended to reflect the addition of said amendment, said
amendment being attached hereto and incorporated herein by reference.
The above and foregoing Resolution was, on motion duly made
and seconded, adopted by the following vote on the 29th day of
March, A.D. , 1978 .
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
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Weld County Clerk and Recorder
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APPROVL AS TO FORM:
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Date Presented: April 17 , 1978
780916
PERSONNEL RECORDS r
The Employee Personnel and Pay Records Group are maintained in the Personnel
Department and operated jointly by the Personnel and Payroll Departments. The
Personnel Director is the Records Custodian and the Payroll Benefits Supervisor
is the Assistant Custodian. The Records Custodian for the Health Department
is the Administrator.
The Records Group is made up on the following documents:
SECTION I
A. Weld County employment application. (Resum3s if required)
B. Employee medical history.
C. Notice of understanding of probationary period.
D. Employment questionnaire (EEO Questionnaire) .
E. Transactional Change Memos.
F. Letters of reference, if applicable.
G. Photo ID Card.
H. Driving Record.
I. Master Set-up Sheet.
SECTION II
A. Workmens Compensation Forms.
B. Supervisors Accident Reports.
C. Medical bills and payments.
SECTION III
A. Membership application for Retirement Plan, (Mandatory for regular
employees only, not CETA) .
B. Group Insurance enrollment card.
C. Other insurance documents.
SECTION IV
A. Employee evaluations.
B. Counseling Forms.
Other documents can be added to each section as required.
- PERSONNEL RECORDS --
Colorado law requires that the custodians of the Personnel Pay Records Group
shall deny the right of inspection of those files except to the individual
who has a direct interest, i.e. , the employee or his supervisor. To insure
we are in consent with the law the following rules on Personnel and Pay Rec-
ords Group will apply:
A. Access to Records Group
1. Board of County Commissioners have access to all employees rec-
ords for official business only.
2. Department Heads have access to the Records Group for their
employees only.
3. Immediate Supervisors have access to those records of employees
he supervises with the concurrence of the Department Head.
4. Each employee has access to his own records. He may, if he
desires, authorize a third party access to his record with a
written authorization which specifies exactly which part of
the Records Group he authorizes the third party access to.
He must personally sign the request and present it to the
Director of Personnel . This authorization will be filed in
a permanent position in the Records Group.
5. Employees of the Personnel and Payroll Departments have access
to the Records as required to carry out their functions.
The Personnel and Payroll Departments may answer inquiries pertaining to em-
ployees under certain circumstances. The information is limited to:
A. Confirm employment with Weld County.
B. Length of employment with the County.
Each employee of Weld County is encouraged to personally review his Personnel
and Pay Records Group at least annually.
PERSONNEL RFCnRDS Pan 7
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