Article E - Personnel Actions

Title: ARLS Personnel Policy: ARTICLE E.1.: Employee Records  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

E.1. Employee Records

The Human Resources Office is responsible for maintaining updated employment records on all employees. Records shall be retained in accordance with state and federal law and current regulations. Records may be kept in their original form or in other duplicate forms as the Executive Director deems appropriate. Pre-employment assessment files and employment applications for applicants not hired shall be retained in accordance with state and federal law.

Title: ARLS Personnel Policy: ARTICLE E.1.a.: New Employee Records  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

E.1.a. New Employee Records

The Human Resources Office issues a set of mandatory records to be completed by all new hires, re-hires, transfers, promotions, or other changes in job assignment. The library will comply with all current local, state, and federally mandated hiring policies, procedures, and documentation. Procedures for completing and submitting required employee records and documents are described in a separate employee procedures manual.

Title: ARLS Personnel Policy: ARTICLE E.1.b.: Access to Employment Records  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:

E.1.b. Access to Employment Records

All requests for information about a current, retired, or terminated employee must be referred to the Human Resources Office or Administration. Authorized staff may disclose to prospective employers dates of employment, final title or position, and job location. With the employee’s written permission, on file in the personnel record, other information specified on the employee’s separation form may also be disclosed.

An employee may examine his or her personnel records in the presence of administrative staff, and has the right to request a correction, ask for a deletion, or write a statement of disagreement with any item in the file. Employees are not allowed  to remove any item from the file.

Any person acting with the employee’s written and notarized permission will be entitled to review the employee's complete personnel file or any specifically designated parts thereof, during library business hours. The employee shall be notified of any official request to view his or her file.

The supervisor, the Executive Director, the Library Board, or designated authorized staff may have access to the records in connection with discharge of duties or upon the order of an appropriate legal body or process.

Title: ARLS Personnel Policy: ARTICLE E.1.b.: Georgia Open Records Act and Employee Record Subsection  
Prepared by: Valerie Bell & Resource Team Date: 11/20/2017
Submitted to: ARLS Policy Committee Date: 11/21/2017
Approved by: ARLS Board of Trustees Date: 1/18/2018
Revised by: Date:
Georgia Open Records Act and Employee Records

Because ARLS is a public agency and employer, certain information maintained by the library about its employees and their employment records are considered to be a matter of public record and are subject to the Georgia Open Records Act. Citizens may request access to allowable information contained in a personnel file without the employee’s knowledge or consent. Open Records requests must be filed with the Executive Director and, by law, ARLS must provide access to the requested information within the statutorily required time. Only information allowed by law will be made available; employees’ Social Security numbers will be redacted whenever personnel files are viewed as a result of open records requests.

Title: ARLS Personnel Policy: ARTICLE E.2. – Probationary Training Period  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

E.2. Probationary Training Period

Upon initial employment, rehire, promotion, or transfer to a new position, employees will be required to serve a probationary training period of three months to allow for training and monitoring of job performance. The direct supervisor will conduct a monthly performance review during each of the three months.

There is no separation or annual leave pay during the three months of the probationary period for new employees. A new employee who fails to perform satisfactorily during this period may be terminated at any time. If either party wishes to terminate the employment during this period, a week’s notice should be given. Employees terminated while on probation have no right of appeal.

At the end of the third month, a decision will be made by the Executive Director, after consultation with, and recommendation by, the supervisor, as to whether the appointment will be continued. In exceptional circumstances the probationary period may be extended by the Executive Director for an additional three months.

Title:  ARLS Personnel Policy: ARTICLE E.3. Orientation Training Requirements  
Prepared by: Date:
Submitted to: Date:
Approved by: Date

E.3. Orientation Training Requirements

NEW POLICY: NOT YET WRITTEN OR APPROVED

Title:  ARLS Personnel Policy: ARTICLE E.4. Separation  
Prepared by: Date:
Submitted to: Date:
Approved by: Date

E.4. Separation

NOT YET REVISED

Title:  ARLS Personnel Policy: ARTICLE E.5. Termination  
Prepared by: Date:
Submitted to: Date:
Approved by: Date

E.3. Termination

NOT YET REVISED

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