{"ref":"OH-HC-HR-04","title":"Personnel Files and Qualification Records","category":"Human resources","summary":"Sets out what is kept in each personnel file, how criminal records reports and medical information are kept confidential and separate, how the Agency proves each aide's qualifications for ODA, and how long personnel, qualification, training, employment eligibility and OSHA records are kept.","inShort":["Your personnel file holds your job description, qualifications, training and evaluations.","Your criminal records report and your health records are kept confidential and separate from your main file.","Bring the office copies of renewed certificates, licenses and training right away.","Records are kept for years after you leave, as the law and our policy require.","You may ask to see your own file."],"primaryCitation":"OAC 3701-60-10(B)","citations":["OAC 3701-60-10(A), (B)","OAC 173-39-02(A)(3)(c)","OAC 173-39-02(B)(10)(a)(ii), (iii)","OAC 173-39-02.11(C)(3)(f), (C)(5)(b)","OAC 173-39-02.8(B)(4)(b)"],"federalCitations":["8 CFR §274a.2(b)","29 CFR §1910.1020","29 CFR §1910.1030(h)","42 U.S.C. §12112(d)"],"surveyorAsks":["Show me this aide's personnel file: qualifications, orientation, in-service hours and background check.","Where is the criminal records report kept, and is it sealed or separate?"],"forms":[{"ref":"OH-HC-HR-04-A","title":"Personnel and Qualification File Checklist"}],"headings":["Terms of Reference","1. Purpose","2. Scope","3. Definitions","4. Policy Statement (OAC 3701-60-10(B))","5. Contents of the Personnel File","6. Proving Aide Qualifications (ODA)","7. Retention","8. Storage, Access and Security","9. Responsibilities","10. Records and Compliance Monitoring","11. Staff Training","12. References","13. Related Policies and Forms","14. Approval","15. Revision History"],"version":"1.0","sample":false,"pack":"oh-hca","state":"Ohio","service":"Home care","guides":[{"path":"/guides/home-care-agency-policies/","h1":"What policies does a home care agency need?"}],"agency":{"name":"Sample Agency","legalName":"Sample Agency, LLC","logo":null}}