1.8 Employee Records
The official personnel file for each employee shall be maintained by Human Resources. Departments may keep supplemental records but shall limit the contents of these files to information relevant to the administrative operations of the department.
1.81 Disposition of Records
A. Public Records: In accordance with A.R.S. §39-128, all records that are reasonably necessary or appropriate to maintain an accurate knowledge of employee performance to include performance evaluations, disciplinary actions, and employee responses to the same are considered public records. However, the County shall not release the home address, home telephone number, social security numbers, or other protected information of any employee without the employee’s specific written consent. Protected information included on the application or other personnel documents shall be redacted prior to release.
B. Pictures: Pictures of "eligible employees" shall only be released with the specific written consent of the employee except in instances described in A.R.S. §39-123 where such pictures meet the criteria of a public record. “Eligible employees” are identified in A.R.S. §39-123 as a peace officer, judge, county supervisor, public defender, prosecutor, code enforcement officer, adult or juvenile detention officer, detention support staff member, probation officer, law enforcement support staff member or a person who is protected under an order of protection or injunction against harassment, firefighter who is assigned to the Arizona counterterrorism center in the department of public safety or victim of domestic violence or stalking who is protected under an order of protection or injunction against harassment.
C. Generally, the following records may be released over the telephone without a records request:
1. Full name of the employee.
2. Dates of employment.
3. Current and previous job titles.
4. Current and previous salaries.
5. Name of current supervisor.
D. Record of performance evaluations, the results of disciplinary actions or investigations, any employee responses to disciplinary results, and any commendations shall only be released to the public upon completion of a Request for Public Records form.
E. Employee medical information does not constitute a public record and shall only be released with the individual’s specific written consent.
F. Official personnel records shall be maintained by Human Resources and are the property of Mohave County.
G. Health Insurance Portability and Accountability Act (HIPAA) protected medical information shall always be treated as confidential and will be kept in a separate medical file within the Human Resources Department.
H. With the exception of an employee wishing to view their own personnel file, Human Resources staff or Department Heads in the normal performance of their duties, all persons requesting access to an employee personnel file, shall complete a public records request. Only information defined as a public record shall be available for review.
I. Granting agencies who conduct program and/or financial audits shall be allowed access to files of employees who are paid by the grant without an authorization from the employee.
J. An employee or the employee’s designated representative, who has specific and confirmable written authorization from the employee, may review the personnel file at Human Resources and may request copies of the contents. Personal information shall be redacted prior to release to an employee’s designated representative, again, unless the employee specifically authorizes in writing releasing copies of this information to the representative. Fees shall be determined in accordance with A.R.S. §11-251.08 and A.R.S. §11-251.13.
K. Notwithstanding the foregoing, employee records may be released as necessary for Mohave County to defend itself against claims made or litigation commenced by an employee, and any employee bringing such a claim waives their right to confidentiality to the extent necessary for the County to defend itself.
1.82 Applicant Records
A. Job applicant records shall be considered confidential. Applications, resumes, and related information submitted to the County by a job applicant are the property of the County. The County reserves the right to distribute this applicant information as needed due to business necessity. This information shall not be available to the public, except for the names of the finalists for positions of public interest.
B. Notwithstanding the foregoing, applicant records may be released as necessary for Mohave County to defend itself against claims made or litigation commenced involving claims of discrimination in hiring.
1.83 Verification of Employment
All requests for verification of employment are to be referred to Human Resources. Only the employee’s current classification, dates of employment and current rate of pay shall be verified. Release of additional employment information shall be provided by written consent of employee or a public records request.
1.84 Reference Checks on Current and Past Employees
All reference checks from prospective employers on former or current employees shall be performed by the Department Head, except as required by statute/Code of Federal Regulations (C.F.R.). The Department Head may request assistance from the Human Resources Director where upon, the Human Resources Director will perform the reference checks.