Personnel File Statement

Before placing any non-routine document into an employee’s personnel file, you should notify the employee of your action. Please use the language below as a model when you place documents into the file.

If the employee refuses to sign, state law identifies the following process:

If the employee refuses to sign the copy to be filed, the agency head or the agency head's designated representative shall indicate on the copy that the employee was shown the material, was requested to sign the material to verify that the material had been read, and that the employee refused to sign the copy to be filed. In the presence of the employee and a witness, the agency head or the agency head's designated representative shall sign and date a statement verifying the refusal of the employee to sign the copy to be filed. The material must then be placed in the file.

Please use this as you place material into employee’s personnel files. Please distribute this to any of your employees who are in supervisory positions and place material into personnel files.

I acknowledge that I have read the above mentioned document and that I understand that I may respond to any material placed in my personnel file and that any response will be added to the file. My signature does not indicate that I necessarily agree with the contents of the documents being placed into my file.

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(SIGNATURE) and (DATE)