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Personnel Records

Policy Number: HR-41
Effective Date: July 2002
Revisions: October 2009, October 2003, June 2002, July 2000
Responsible Officer: Senior Vice President of Student Life & Administrative Services

PURPOSE

This policy was established to advise employees of their rights regarding reviewing their personnel records and their responsibilities to keep the information within these files current.

I. POLICY

Employees are responsible for ensuring that personal information contained in the human resources information systems’ electronic file is accurate and up to date. All changes* are to be entered via the human resources information systems within 30 days of the change. Name changes (along with required proof of change) are to be reported within 30 days to the Human Resources Department. Employees may review their files in the presence of a Human Resources representative after scheduling a time to do so. An employee may not remove or copy any documents from her/his file. If there is a disputed item within the file, the employee may add a written statement to the file. If an employee is posting internally within the University for a new position, the hiring manager has the right to request the most current performance review to use in determining employment for the new position. Prior reviews will not be provided to hiring managers and are considered confidential. Only authorized supervisors and management personnel will have access to personnel files. However, the University will cooperate with and provide access to an employee's personnel file to law enforcement officials or local, state, or federal agencies in accordance with applicable law. All requests to review an employee's personnel file should be referred to the Human Resources Department. Confidential health/medical records are not included in an employee's personnel file. The University will safeguard them from disclosure and will divulge that information only: as allowed by law; to the Employee's personal physician upon written request of the employee or as required for worker's compensation cases.

*Changes that impact benefits should be reported to the Benefits Administrator. Appropriate documentation and proofs may be required.



II. ELIGIBILITY

This policy applies to all active employees. Since the employee file is the property of the University, terminated employees do not have a right to company property once they are terminated.

III. PROCEDURES

  1. To review employment records within the personnel file, an employee may make an appointment with Human Resources. Appointments are scheduled any business day between 9:00 AM and 4:30 PM. Identification will be requested to safeguard the file against possible access by an unauthorized person.
  2. Personnel files are confidential and will not ordinarily be released to anyone outside the University unless the employee supplies a written statement releasing the file (or a part of it), or unless required by law.
  3. The following records from a personnel file will be available for review:
    1. Employment application or resume
    2. Wage or salary information
    3. Notices of commendation, warning or discipline
    4. Authorization for deduction or withholding of pay
    5. Attendance and leave records
    6. Changes in employment status
    7. Performance evaluations

      These materials are added to the personnel file periodically by the employee's department and other business offices at the University. If a document is not available in the file, and the employee or supervisor believes it should be, a Human Resources Representative should be contacted.

Inquiries regarding this policy can be directed to the Human Resources Department.