CHAPTER 15

OFFICIAL PERSONNEL FOLDER AND IDENTIFICATION CARD

STATEMENT OF POLICY

The purpose of this Chapter is to establish and maintain the integrity of official personnel folders through custodial responsibility, accessibility, and the filing of documents relating to employees. It also includes provisions for the issuance and use of the Hospital’s identification cards. The Personnel Services Administrator shall be the official authorized signatory on the identification badges.

15.000 OFFICIAL PERSONNEL FOLDER

15.001 Custody and Access to Official Personnel Folder

A. There shall be only one (1) official personnel folder for each employee of the Hospital, which shall be under the custody of the Human Resources Division. The personnel folder shall contain the employment records of the employee, and shall be available during office hours for inspection by the employee or his/her authorized designee. Additional access to the employees personnel folder shall be limited to the following Hospital employees for official purpose only:

1. Administrator

2. Division Manager, Department Head, or Supervisor under whom the employee is assigned;

3. Human Resources Division employees

4. Other Hospital employee or person(s) specifically authorized in writing by the employee concerned to review his/her personnel folder.

B. Officials who have access to any employee’s folder shall hold in strict confidence any information obtained from the folder.

15.002 Documents to be Filed

A. No derogatory material concerning the employee may be placed in his/her folder unless the immediate supervisor has had discussion regarding the matter with the employee. The employee shall be required to initial and date such material to verify that he/she (not necessary concurred with) has reviewed the contents of the material.

B. If the employee disagrees with or considers any documented information or material in his/her personnel folder untrue, he/she may resort to the Hospital’s grievance procedure. If the results of the grievance appeal find the document untrue, such document shall be promptly removed from the employee’s folder but in no case shall the removal be delayed beyond five (5) days of the appeal decision.

C. An employee shall have the right to submit to the Human Resources Division for placement in his/her personnel folder any document of merit which he/ she considers relevant to the incumbent’s career within the position of his/her career.

D. No anonymous reports or documents shall be filed in the employee’s official personnel folder.

E. Employees are required to keep the Human Resources Division informed of name, address, telephone numbers, and next of kin changes as soon as possible.

15.100 IDENTIFICATION CARD

15.101 Possession and Issuance of Card

Any person employed by the Hospital shall be required to possess and display a picture identification. Identification cards shall be on a form prescribed by the Administrator, and will be initially issued at no cost to the employee.

15.102 Lost and Replacement Card

If the employee loses his/her identification card, he/she shall be charged a replacement fee; however, identification cards will be replaced due to wear and tear at no cost to the employee.

15.103 Surrender of Card

Identification cards will be surrendered to the Hospital upon separation from employment.

15.200 RECORDS RETENTION MANAGEMENT

The Human Resources Division shall maintain all personnel documents relative to the Government of Guam – file retention policy as prescribed by the Division of the General Services Agency (GSA).