SECTION 340:110-5-12. Personnel records

(a)   The child-placing agency (agency) maintains on file a personnel record for each employee working at the agency. The personnel record includes:

(1)   an Oklahoma Department of Human Services (DHS)-provided personnel information sheet, completed for each personnel and submitted to Licensing within two weeks of his or her employment;

(2)   an application, resume, or personnel information sheet documenting position specific qualifications;

(3)   three references obtained prior to employment. References:

(A)   include the date, interview questions, responses, and interviewer's signature; and

(B)   are maintained in the employee's personnel record;

(4)   reports and notes relating to the individual's agency employment and performance evaluations;

(5)   employment dates and reason for leaving employment; and

(6)   agency required health records.

(b)   Personnel records are maintained for 12 months following the personnel member's separation.

(c)   Criminal history investigations records are maintained in a confidential manner, separate from the individual's personnel record, and include:

(1)   criminal history review requests and documentation; and

(2)   other applicable criminal history records.

(d)   Licensing has access to personnel and other confidential records relevant to the program's personnel.

[Source: Amended at 10 Ok Reg 2273, eff 6-11-93; Amended at 13 Ok Reg 997, eff 1-24-96 (emergency); Amended at 13 Ok Reg 2663, eff 6-28-96; Amended at 15 Ok Reg 764, eff 11-10-97 (emergency); Amended at 15 Ok Reg 1727, eff 5-11-98; Amended at 23 Ok Reg 1092, eff 6-1-06; Amended at 26 Ok Reg 415, eff 11-20-08 (emergency); Amended at 26 Ok Reg 2239, eff 7-1-09; Amended at 27 Ok Reg 48, eff 10-1-09 (emergency); Amended at 27 Ok Reg 1869, eff 7-1-10; Amended at 31 Ok Reg 154, eff 11-1-13 (emergency); Amended at 31 Ok Reg 1854, eff 9-15-14; Amended at 37 Ok Reg 1858, eff 11-1-20]