Employee Manual 2023 - Flipbook - Page 8
maintained in the Personnel File as long as the disputed document remains.
Medical records, educational records, I-9 forms, employment references (disclosing the identity of
the individual source), and certain other information are kept separate from Personnel Files and
access to them may be further restricted.
It is the responsibility of each employee to promptly notify the City of any changes in personal data
such as mailing addresses, telephone numbers, identity of dependents, marital status, emergency
contacts, educational accomplishments, etc. Failure to notify insurance carriers of changes in
status could lead to delays in coverage, or, in extreme cases, denial of benefits.
HIPAA Policy:
In accordance with the Health Insurance Portability and Accountability Act of 1996, the City of
Plymouth is committed to maintaining the privacy of the health information it receives on
employees. The City’s entire HIPAA Policy is contained in Appendix D of this manual.
Open Door:
It is the City's desire to provide good working conditions and maintain harmonious working
relationships among all employees, as well as between employees and the City. In order to address
any work-related problems, the City must be fully informed about them. Therefore, the City has an
"open door" problem-solving policy.
You are encouraged to discuss any work-related concerns, problems, or suggestions with your
supervisor. If you would rather not approach your supervisor or you believe that your concern has
not been or cannot be adequately addressed by your supervisor, you should discuss the problem
with the human resources director. If the human resources director is your supervisor and you feel
the concern has not been or cannot be adequately addressed with them, you should request a
meeting with the city manager or, when appropriate, the mayor or city attorney. You are
encouraged to use this open-door policy and will not be penalized for proper use of it. This
procedure should not foreclose direct informal discussions, which we encourage.
City of Plymouth Employee manual - Page 8 – March 2023
