Human Resources Policy and Procedure
Number 6.0: Staff Employee Files
The University maintains a human resources file on each staff employee. The University takes appropriate steps to protect the privacy of personal information contained in human resources files. The President designates the official records custodian.
1) Other human resources files may be maintained, as appropriate, in the following locations:
2) The types of documents maintained and retained in human resources files may include the following:
3) Internal access to the human resources files is subject to the following guidelines:
4) Staff members of Human Resources may be specifically authorized to request, receive and review, for official purposes, a human resources file.
5) Department heads and other University officials may request and review human resources files provided there is an official University need for such access.
6) Nothing in this policy shall be construed to prohibit a University supervisor from releasing information/data on an employee to a supervisor in an area where the supervised employee has applied for transfer. Any released information/data shall be from documented facts or shall be as the opinion of the writer/speaker.
7) External access to human resources files without written authorization from the employee/individual shall be directed to Records. That office shall release only the following information:
8) A University employee is prohibited from releasing any information about another employee to an outside employer or agency without a written authorization from that individual.
9) Nothing in this policy shall be construed as a prohibition against a letter of
recommendation or other employment related information being released upon
signed authorization of a present or past employee. This information shall be stated
as the opinion of the writer. A copy of the employee’s authorization should be
10) An employee’s working unit, campus address, campus and home telephone numbers may be made available through campus telephone directory information.
12) An employee has the right to request correction or amendment of any information contained in the employee’s human resources file. If the employee is or should be aware that this information is in the file, the request shall be made within 60 calendar days from the date the information was put in the file.
If the employee is unaware the information is in the file and discovers the information upon review of the file, the request shall be made within 30 calendar days of the review. The request shall be submitted in writing to the Associate Vice President of Human Resources. Subsequent to review, the Associate Vice President of Human Resources will determine whether the correction or amendment be made and advise the employee accordingly.
1) All requests for access to human resources files requiring the authorization of the
Official Records Custodian shall be submitted in writing.