University personnel records should be accurate, relevant, and safe from improper disclosure. Federal and state laws require that certain information be gathered and maintained in personnel files.

Policy Statement

University personnel records should be accurate, relevant, and safe from improper disclosure. Federal and state laws require that certain information be gathered and maintained in personnel files.

Reason for Policy

This policy provides guidance to employees about their privileges and obligations with respect to their own personnel records, and guides University personnel responsible for producing and maintaining personnel records in the appropriate handling of those records.

Who Is Governed by this Policy

Faculty and Staff

Policy

The University maintains personnel files containing employees’ work histories to be used for payroll, benefits and other employment purposes.

Personnel records are University property and are afforded confidential treatment at all times. Employees may review their personnel records (with 24 hours advanced notice) by contacting the Office of Human Resources.  See “Access to Personnel Files” policy.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Procedures

If an employee wishes to view his/her personnel file, he/she must contact the Office of Human Resources to schedule an appointment.

Forms

This policy does not have forms associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Related Information

See Access to Personnel Files Policy

Document History

  • Last Reviewed Date: May 1, 2018
  • Last Revised Date: May 1, 2018
  • Policy Origination Date: Unknown

Who Approved This Policy

Jane Fisher, Director of Employment, Employee and Labor Relations

Contacts

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