49 Some programs (departments and/or positions) must comply with the Commercial Driver's License (CDL) regulations. Supervisors will inform their employees and enforce these CDL regulations when applicable. An employee who is unable to perform their job duties as a result of their conviction for an alcohol/drug offense or whose driving privilege has been revoked or suspended will be subject to the appropriate personnel action. An employee who believes that he or she has a problem with alcohol or drugs that is interfering with their job performance is encouraged to voluntarily seek help through the City's Employee Assistance Program before their substance abuse problem becomes the subject of Corrective Action. Employees who violate this Policy will be subject to Corrective Action; and may also be required to participate in a rehabilitation program of a type reviewed and approved by the City Administrator's Office. Failure to cooperate with or complete such a program may result in further Corrective Action. Employees participating in a rehabilitation program may use any available paid leave for which they are eligible. When available paid leave is exhausted, the employee may be eligible for unpaid leave, upon request and approval by the Department Director. Returning to employment from leave may also be contingent upon the ability of the City to reasonably accommodate the employee. For purposes of this Policy, an Illegal Drug is any drug or drug-like substance, including marijuana, which is prohibited or restricted by law. This policy prohibits an employee's use or possession of the drug, regardless of whether such conduct constitutes an illegal act or whether the employee is criminally prosecuted and/or convicted for such conduct. A Legal Drug is a drug which is prescribed by a physician or available over-the-counter. The City requires any employee taking prescribed medications issued by a licensed medical practitioner, or over-the-counter medications, which may impair the employee's ability to safely perform their job functions to report the use of the medication to their immediate Supervisor. The Supervisor may assign other duties or grant Sick Leave time off if the employee is unable to perform his/her assigned duties or perform any duties in a safe manner. Section 13. Personnel Records The Human Resources Office will maintain a system of confidential personnel records. A personnel records folder will be created at the time of hire and maintained on each employee. All personnel records pertaining to an employee will be kept in secure files under the supervision of the Human Resources Manager. MAINTENANCE OF PERSONNEL RECORDS The Human Resources Manager will be responsible for the maintenance of personnel records. When an employee is hired three (3) personnel files will be established, generally containing the following information: 1. The Personnel File contains job-related information that Supervisors and management may have access to on a need to know basis in order to make job-related business decisions. The Personnel file may contain: Offer letters, signed applications and resumes, performance appraisals, corrective disciplinary actions, status changes, signed confidentiality/nondisclosure agreement, results of pre-employment qualification screening and reference checks, salary/wage increases, Manual acknowledgment, Training records, Termination records 2. The Payroll File contains any forms or other data that include personal financial information: W-4 forms, Garnishment records, levy notices, Payroll deduction statements
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