PURPOSE

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

APPLICABILITY

This policy applies to all eligible Professional Staff Members. Since the Professional Staff Member’s file is the property of the Academy, terminated Professional Staff Members do not have a right to company property once they are terminated.

IMPLEMENTATION

Implementation of this policy is the responsibility of the Department of Human Resources.

ADMINISTRATIVE OVERSIGHT

The President of the Academy of Natural Sciences of Drexel University is the official responsible for the administration of this policy.

POLICY

Professional Staff Members 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. Professional Staff Members may review their files in the presence of a Human Resources representative after scheduling a time to do so. A Professional Staff Member may not remove or copy any documents from her/his file. If there is a disputed item within the file, the Professional Staff Member may add a written statement to the file. If a Professional Staff Member is posting internally within the Academy 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 Academy will cooperate with and provide access to a Professional Staff Member's personnel file to law enforcement officials or local, state, or federal agencies in accordance with applicable law. All requests to review a Professional Staff Member’s personnel file should be referred to the Human Resources Department. Confidential health/medical records are not included in a Professional Staff Member's personnel file. The Academy will safeguard them from disclosure and will divulge that information only: as allowed by law; to the Professional Staff Member's personal physician upon written request of the Professional Staff Member 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.

DEFINITIONS

Professional Staff Member is defined as an individual employed in any non-faculty category by the Academy of Natural Sciences of Drexel University, including an individual who is deemed to be either exempt or non-exempt under the provisions of the Fair Labor Standards Act (FLSA) and/or applicable state law.

PROCEDURES

1. To review employment records within the personnel file, a Professional Staff Member 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 Faculty or Professional Staff Member 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 Professional Staff Member’s department and other business offices at the Academy. If a document is not available in the file, and the Professional Staff Member or supervisor believes it should be, a HR Partner should be contacted.

AT-WILL EMPLOYMENT NOT AFFECTED

Notwithstanding anything to the contrary stated in this policy, nothing herein is intended to alter the at-will status of any Professional Staff Member. The Academy of Natural Sciences of Drexel University at all times retains the right to terminate any Professional Staff Member at any time for any lawful reason, or for no reason at all.