Human Resources Staff Manual

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G. Employee Records

The Human Resources department maintains a personnel file and a confidential file for each university employee. Your personnel file contains information such as employment history, compensation, records of disciplinary matters, and general personnel data as prescribed by federal and state laws and university policy. Supervisors may have access to their employees’ personnel files as may the hiring supervisor for a vacant position for which an employee has applied. When the Human Resources department receives a request for employment references or income verification, only your date of employment, position title, classification, and name of your department, which the university considers non-confidential information, will be released without your signed release. The confidential file contains benefit enrollment forms (such as for health and dental, life, and travel accident insurance), a general information sheet, any court ordered payroll documents, Family Medical Leave Act documentation, disability claims information, or workers’ compensation documentation.

All employee records are the property of the university and are retained for an indefinite period. As such, they may be destroyed or reproduced as it is determined necessary.

If you are interested, you may schedule an appointment to review your files in the Human Resources department. You have the right to respond to any information in your files, and you may request a correction or removal of information in a file by petitioning to the associate vice president for human
resources. Keeping your records correct and up-to-date is important because it enables the university to reach you or a designated family member in an emergency, forward your mail, and properly maintain your insurance and other benefits. You are responsible for notifying the Human Resources department of changes in address, telephone number, and/or family status such as births, marriage, death, divorce, and legal separation. These changes may affect your tax status and benefit structure and are a part of your permanent employee record.