PAP.9.4.180 Personnel Records and Files

It is the policy of the Gaming Enterprises to maintain personnel records for team members, as well as past team members, in order to document employment-related decisions, evaluate and assess policies, and comply with record keeping and reporting requirements.

(a) The Gaming Enterprises strive to balance its need to obtain, use, and retain employment information with each individual's right to privacy. To this end, it attempts to restrict the personnel information maintained to that which is necessary for the conduct of its business or which is required by federal, tribal or local law.

(b) The Human Resource Department is responsible for overseeing the record keeping for all personnel information and will specify what information should be collected and how it should be stored and secured.

(c) Team members have a responsibility to make sure their personnel records are up to date and should notify the Human Resource Department in writing of any changes in at least the following:

(1) Name;

(2) Address;

(3) Telephone Number;

(4) Marital status (for benefits and tax withholding purposes only);

(5) Number of dependents;

(6) Beneficiary designations for any employer sponsored or group plans; and

(7) Persons to be notified in case of emergency.

(d) Team members may inspect their own personnel records and may receive a copy of the documents pertinent to their inquiry, but not remove documents from the file. Such an inspection must be requested in writing to the Human Resource Department and will be scheduled at a mutually convenient time. Records deemed to contain sensitive or confidential employer plans or proprietary information, may be excluded from the inspection, and all inspections must be conducted in the presence of a designated member of the Human Resource Department. A reasonable charge may be imposed for any copies of records made by the team member. In absence of a court order or release of information, the Human Resource Department may only verify external requests for reference checks, provide verification of employment, and verify only the following quoted information:

(1) Hired date;

(2) Separation date and reason for separation; and

(3) Final position/title of the team member.

(e) Only the current Director/Manager, Executive Management Team member or a member of the Human Resource Department who have any employment-related need-to-know for information about another team member, may inspect the files of that team member. All team members must refer all requests from outside entities for personnel information concerning applicants, team members, and past team members, to the Human Resource Department. The Human Resource Department normally will release personnel information only in writing and only after obtaining the written consent of the individual involved. Exceptions may be made to cooperate with legal, safety, and medical officials who have a need to know specific team member information. In addition, exceptions may be made to release limited general information, such as the following:

(1) Employment dates;

(2) Position held;

(3) Location of job site.

(f) Further, the Human Resource (or Payroll) Department may release salary or other information to an outside party with the written permission of the team member. If the team member has released salary information to a lending institution, a Human Resource Department representative may confirm whether or not the salary is correct when the outside party quotes the salary.

(g) The Human Resource Department will maintain an official file whose contents should include but not be limited to:

(1) Initial application form(s) (resume, etc.);

(2) Original copy of performance appraisals;

(3) Original copies of written warnings or commendations; and

(4) All drug screen and other medically related documents will be kept in a separate medical file.