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Subject: Index:
PERSONNEL
REQUESTS FOR EMPLOYEE INFORMATION/Numbe r:
REFERENCE CHECKS 300-42
Effective Date: Supersedes: Page Of Prepared by: Approved by:
04/15/87 1 2 J. McFarland tilLbQ?q, h,/1.OC h
1 .0 PURPOSE:
To establish guidelines for responding to requests for informa ion from
outside agencies or individuals pertaining to employees or former employees
of the City of Renton.
2.0 ORGANIZATIONS AFFECTED: All departments/divisions.
3.0 REFERENCES:
RCW 42.48.
Policy No. 300-19.
4.0 POLICY:
This policy is in recognition of the requirements of RCW 42.48 relating to
disclosure of public information as well as the right to privacy by City
employees. It is the policy of the City of Renton to respond to requests
for personal information regarding employees only under the following
conditions:
4.1 Provision of a bona fide court order or similar directive.
4.2 Provision of approval by the employee.
5.0 DEFINITIONS: Not applicable.
6.0 PROCEDURE:
6.1 Employment Reference Checks: Requests for informatimn from
prospective employers will be handled in the following manner:
6.1 .1 Requests that are accompanied by a signed release/waiver by the
employee/former employee authorizing a response to all
questions contained in the request may be answered
comprehensively and completely. Ensure that all responses are
based on documented, known, or provable information.
REQUESTS FOR EMPLOYEE INFORMATION/REFEREN E CNECKS
300-42
PAGE 2
6.1 .2 Telephonic or verbal requests for employment reference checks
without an accompanying release from the employee should be
referred to the Personnel Department or responded to by
providing verification of employment dates and job title(s)
responsibilities only.
6.1 .3 As part of the exit interview process, all employees will be
presented with a consent form that acknowledges the City of
Renton' s right and intention to respond truthfully to any
inquiries made as part of a reference check. Refusal to sign
will result in the limiting of all responses as described in
paragraph 6.1 .2.
6.2 Request for Credit Information: All requests for information from
financial and/or lending institutions will be referred to the
Personnel Department.
6.2.1 Written requests for information accompanied by a signed
authorization by the employee will be processed by the
Personnel Department in conjunction with the payroll office. A
copy of the completed request will be placed in the employee' s
personnel records jacket and made available to the employee
upon request.
6.2.2 Telephonic or verbal requests for credit information will be
referred to the Personnel Department which will limit all
responses to verification of salary information to the
inquiring agency.
6.3 All Other Requests: All other requests for information, including
those directed by court order or other public agencies, will be
referred to the Personnel Department. The Personnel Department shall :
6.3.1 notify the employee of the request,
6.3.2 coordinate collection of the information,
6.3.3 provide a copy to the employee of all information provided to
the requesting agency.
In all cases, it is the responsibility of the responding official to
ensure that all information provided is truthful and supportable if
challenged; that the identity of the person making the inquiry is
verified; that responses are limited only to the questions asked, and
that they are limited only to matters concerning the individual ' s
employment with the City of Renton.
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