I. Scope:

This standard was created to establish guidelines in regards to Personnel Files which are kept at the Department.

II. General:

A.   A personal file shall be kept on each member of the department, containing the members:

          1.  Application form

          2.  Physical fitness exam

          3.  Life insurance information

          4.  Letter of acceptance to the department

          5.  Personal evaluation reports

          6.  Training progress reports

          7.  Training certificates

          8.  Letters of promotion

          9.  Letters of commendation

          10. Letters or memos of disciplinary action

          11. Any other pertinent form, letter or memo as may be required by the Town of Vegreville Manager.

B.    Any member file will only be accessible to himself, the Deputy Chief, Fire Chief and Administrative Assistant in accordance with the written request procedure below.

C.   The personnel files shall be kept under the supervision of the Administrative Assistant in a secured filing system.  Access to personnel files will be in strict confidence.

D.   Any member wishing to review the contents of his personal file may do so by request to the Fire Chief or Town Manager.

E.    Any member who has been subjected to disciplinary action, after 24 months of continuous service from the date the disciplinary action was invoked, may request that his personal file be purged of any record of the disciplinary action.  Such requests shall be granted providing the members file does not contain any further record of disciplinary action during that 24 month period and the disciplinary action is not the subject of an unresolved grievance, as permitted by the Fire Chief or the Town Manager.