Ill. Admin. Code tit. 26, § 212.230 - Personnel Records and Performance Reviews
a) Personnel Records
1) A personnel file shall be established for
each employee upon entry into employment and shall be maintained in the
Division of Administrative Services. When the following records are maintained,
they must be maintained in the personnel file:
A) Applications for employment, letters of
recommendation, resumes and school transcripts
B) Offers and acceptances of
employment
C) Employment
information cards
D) Personnel
transaction forms
E) Written
commendations and disciplinary actions
F) Annual performance appraisals
2) Records that are
non-confidential are not made confidential because of their inclusion in the
personnel file.
3) An employee is
entitled to view his or her personnel file during working hours with reasonable
notice to the Director of Administrative Services or his or her designee. These
records may be inspected only in the presence of the Executive Director or his
or her designee or the Director of Administrative Services or his or her
designee. Certain records in the personnel file, in accordance with the law,
may be withheld from the employee's inspection. In addition, personnel files
may be viewed by those who exercise direct supervision over that employee,
members of the Board, the Executive Director, the Assistant Executive Director,
the Director of Administrative Services, the Agency Human Resources Manager,
and, to the extent legal advice is sought, attorneys in the Division of the
General Counsel. Other employees, only at the discretion of the Executive
Director, may view an employee's personnel file on a need to know basis
only.
4) An employee shall be
notified of any additions to or deletions from his or her personnel file. If an
employee disagrees with any information contained in the personnel record, the
employee may submit a written statement to the Director of Administrative
Services explaining his or her position for inclusion in the employee's
personnel file.
5) Performance
records shall constitute material in an employee's personnel file that is
relevant to determining the appropriateness of proposed or recommended
personnel transactions.
6)
Performance records shall be considered in all cases, unless excepted by this
Part, of promotion, demotion, discharge, layoff, reinstatement, merit salary
increases and certification. In considering any potential change in an
employee's current status, the employee's most recent performance records may
be given greater weight than the employee's earlier performance
records.
b) Performance
Evaluations: Performance records of non-Executive Employees shall include an
evaluation of employee performance prepared at least annually on prescribed
forms. Executive employees shall be evaluated in the time and manner prescribed
by the Executive Director or the Board.
1) For
an employee serving a 6-month probationary period, two evaluations shall be
prepared by the Director and submitted to the Director of Administrative
Services or his or her designee, one at the end of the third month of the
employee's probationary period and another after the fifth month of the
probationary period.
2) For an
employee serving a 4-month probationary period as a result of a promotion, one
evaluation shall be prepared by the Director and submitted to the Director of
Administrative Services or his or her designee, after the third month of the
probationary period.
3) Additional
performance evaluations of individual employees may be conducted by the
Executive Director or a Director as deemed necessary.
4) Performance evaluations shall be conducted
by the Director of the employee's organizational unit or the employee's direct
supervisor. The Executive Director shall conduct performance evaluations for
Directors and Executive Employees.
5) Employees shall be required to sign all
evaluation forms to indicate they have read the evaluation and it has been
discussed with them by the Executive Director or the Director, whichever is
appropriate.
Notes
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