What personnel records must I keep at my agency?

(1) You must keep personnel records on file for each staff person who is employed or volunteers at your agency.
(2) For staff who will not have unsupervised access to children you must keep the following:

• (a) An employment application, including work and education history;
• (b) Education documentation;
• (c) Job description of the position at your agency;
• (d) Signed mandated reporter statement;
• (e) A record of participation in the program’s orientation; and
• (f) A record of participation in ongoing staff development training.

(3) In addition you must keep the following for staff who have unsupervised access to children:

• (a) A log with background check information, containing dates of request and completion of the checks on all staff, interns, volunteers, and service contractors;
• (b) A record of a negative Monteux, tuberculin skin tests result, X ray, or a medical exemption to the skin test or X ray per WAC 388-147-1335(3);
• (c) First Aid/CPR/HIV/AIDS/blood borne pathogens training documentation;
• (d) A copy of government-issued photo ID;
• (e) A copy of a valid driver’s license for staff transporting clients or employees; and
• (f) A copy of current auto insurance (if using private vehicle to transport).

(4) You must maintain a written record of case consultation by a master’s level consultant as defined in WAC 388-145-1470 for case managers with a bachelor’s degree. (WAC 388-147-1520)

Pursuant to state regulations (WAC#388-147-1505), Joining Hands Visitation retains the above documents in staff personnel files as well as the following:

1. Employee resume
2. Application
3. Letters of recommendation
4. Diversity Questionnaire
5. Proof of social security
6. Autobiographical Disclosure Questionnaire
7. Employee Evaluation
8. Training records (WAC#388-147-1505)
9. Proof of TB Test (WAC#388-147-1335)
10. Proof of First Aid and CPR Training (WAC#388-147-1510)
11. Statement of Work Policy
12. Pre-Service Orientation Documentation
13. Confidentiality Statement
14. Employment Contract (if needed per agency discretion)
15. Disclosure Statement
16. Staff Communiques
17. Staffing Notes
18. Proof of Blood Borne Pathogens Training (WAC#388-147-1515)
19. Mandatory Reporting Statement (WAC#388-147-1540)
20. Washington Background Check (WAC#388-101-3250)
21. Other Miscellaneous Documentation as Required

(See specific WACs for further details – info available on Washington State Legislature website)

Personnel files will be kept in a locked file and must not be removed from the office without the approval of the Executive Director. Each employee has the right to review his/her personnel file upon request.