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Personnel Records

Lists what the Agency keeps in each personnel record for employees, volunteers and contracted staff, how criminal records check reports and health information are kept confidential and separate, who may see personnel records, and how long each kind of record is kept.

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About this policy
Policy number
OH-HSP-HR-04
Version
1.0
Main rule
OAC 3701-13-07
Library
Ohio hospice · 60 policies
Category
Human resources
Sections
17

In short

  • Your personnel file shows your job description, license checks, training, competency and evaluations.
  • Criminal records check reports are kept sealed or in a separate confidential file.
  • Health information is kept in a separate confidential file, never in the general personnel file.
  • ODH surveyors may review personnel records during an inspection.
  • You may ask in writing to review your own personnel file.

What's inside

17 sections. The full text comes with the One-time Policy Pack.

Full text with a package
  • Terms of Reference
  • 1. Purpose
  • 2. Scope
  • 3. Definitions
  • 4. Policy Statement (OAC 3701-13-07; OAC 3701-19-09)
  • 5. Contents of the Personnel Record
  • 6. Separate Confidential Files
  • 7. Contracted Staff
  • 8. Access
  • 9. Retention
  • 10. Responsibilities
  • 11. Records and Compliance Monitoring
  • 12. Staff Training
  • 13. References
  • 14. Related Policies and Forms
  • 15. Approval
  • 16. Revision History

An inspector may ask

  • Show me this employee's personnel record: job description, license verification, orientation, competency and last evaluation.
  • Where do you keep criminal records check reports, and who can see them?

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