Sec. 07.05.01.13. Personnel Policies and Practices

A. The agency shall have comprehensive written personnel policies and practices conducive to recruitment, retention, training, supervision, and evaluation of all employees. These policies and practices shall include the following:

(1) Written job descriptions and titles for each position defining the qualifications, including health requirements, duties, and lines of authority;

(2) Salary scales and provision for salary increases;

(3) A description of employee benefits, including provision for paid annual leave, sick leave, holidays, and any other special leaves or benefits;

(4) Provisions which encourage professional growth through supervision, orientation, in-service training, and employee development;

(5) At least an annual evaluation of the work and performance of each employee that includes employee participation in the evaluation process;

(6) Termination procedures for resignation, retirement, or discharge;

(7) A grievance procedure for employees;

(8) At least annual review and possible revision of the personnel policies and practices with employee participation;

(9) Written confidentiality procedures for maintaining personnel records;

(10) A 5-year retention of personnel files after termination for employees who leave the agency; and

(11) Maintenance of a non-discriminatory environment consistent with the State's fair employment practices.

B. The agency shall maintain a personnel file for each employee, which includes:

(1) The application for employment, including a record of previous employment and any known disciplinary actions;

(2) A record of the results of screening as required by Regulation .09 of this chapter;

(3) References as required by Regulation .09D of this chapter;

(4) Medical information required in §C of this regulation and documentation of any medical problems of the employee;

(5) Applicable professional credentials or certifications;

(6) Annual performance evaluations;

(7) Training record and conferences attended;

(8) The employee's starting and termination dates; and

(9) Reason for termination.

C. Medical Information.

(1) The agency shall obtain a physician's report before an individual's employment or volunteer appointment and every 2 years thereafter for an employee, governing board member, or volunteer who may be in close or frequent contact with children in care or receiving adoption services.

(2) The individual's medical report shall include a clearance for tuberculosis, communicable diseases, and any mental health challenges that would preclude working with children.

(3) If a medical report documents a potential medical threat to children in care, the chief administrator or president of the governing board shall take appropriate action to protect the children.