What information is kept in an employee's official file?
Any information related to the employee's employment history: applications, PARs, performance appraisals, disciplinary actions, commendations, separation sheets, etc.
Am I able to obtain copies of documents from my file? If so, how?
Yes, you may obtain copies of documents from your employee file by using our online Employee Records system. Go the Employee Records webpage at https://www.uky.edu/hr/records. Click Request Your Records. Follow the prompts to request your employee information.
If you are separated from the university for more than six (6) months, you must do an Open Records request in order to obtain copies from your file. You may contact the UK Legal Office, located in Room 301B Main Building, in order to file such a request.
What is a verification of employment, and what are the appropriate procedures for having one completed?
An employment verification is a document issued by an organization, such a bank or other financial institution, to verify your employee's job title, dates of employment and/or pay rate.
Any agency or company outside UK that needs to verify employment has to go to the Employee Records webpage at https://www.uky.edu/hr/records. Click either Are you a business? Or Are you a government agency? Follow the prompts to request your employee information.
I received a request asking for a verification/work reference for someone who I previously supervised/who formerly worked in my department. Should I complete it or send it on to HR Employee Records?
It is the University's strict policy to give only dates of employment, job title, hours and salary (with a signed release) on all verifications for any UK employee. Due to legal and confidentiality issues, please do not complete these in your department.
Instruct the requestor to go to the Employee Records webpage at https://www.uky.edu/hr/records. The requestor will click either Are you a business? Or Are you a government agency? The requestor will need to follow the prompts to request the employee information.