Employee Manual 2023 - Flipbook - Page 7
Information Technology Policy:
The purpose of this policy is to inform all City employees about the legal requirements and
restrictions concerning the acquisition and use of software programs on the City’s computer
equipment, the responsibilities of each employee to protect the security and integrity of the City’s
information technology (IT) System’s programs and data, the City’s investment in that system, and
restrictions regarding the use of e-mail and the internet. Employees using the City’s IT system,
including its software, e-mail and internet are required to comply with the City’s IT system policy.
Violation of the policy is subject to removal of the individual’s computer, revocation of access
privileges, and/or disciplinary action up to and including termination. The City’s entire information
technology policy is contained in Appendix B of this policy manual.
Employee Right-To-Know Act:
The City complies with Federal and State Right-to-Know laws. The City will make every effort to
provide employees with information on any hazardous chemical to which they may be exposed to
in the workplace. Right-to-Know Information will be posted, and employees are required to read
and be familiar with all posted materials.
Personnel Files:
The City maintains a personnel file for each employee. The personnel file may include such
information as the employee’s job application, resume, training records, performance reviews,
salary increases, disciplinary actions, and other records upon which employment decisions are
based.
While not all information below is maintained in the “Personnel File” per se, it is important to the
City to maintain accurate, current records of the following information:
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Employee’s correct name, address, and social security number
Phone number where employee (and their emergency contact) can be reached in case of
emergency
Employee’s job title and wages
I-9 information
Tax information
Actual time worked each week & an explanation for deviations from the normal work week
Employee insurance records
Employee payroll records
Under Michigan law, an employee has the right to examine their Personnel File or to obtain a copy
of the file, generally not more than twice a year, upon written request to the human resources
director. The City will respond to an employee’s request within a reasonable amount of time and
arrange a mutually convenient date and time for the review. The Personnel File must be reviewed
in the presence of the human resources director or designate and it cannot be removed.
After the file has been reviewed, an employee may request a copy, which will be provided at a
reasonable fee for duplicating. Also, the employee may request to have inaccurate information
corrected or removed from their file. If the City denies the employee’s request, they may submit a
written statement (not to exceed 5 pages) explaining their position. The explanation will be
City of Plymouth Employee manual - Page 7 – March 2023
