A personnel file on each active employee will be maintained in the University Human Resources Department. All personnel files are official university records belonging to the University and maintained by the Human Resources Department for the purpose of administering the University personnel program. Human Resources is responsible for custody of the files, as well as adding, correcting or removing materials from the files, and this office alone shall determine the information to be placed in the files.

It is the responsibility of each employee to keep the University advised of any changes in name, address or telephone number. Employees must also inform Human Resources when changes occur which affect tax withholding deductions, or benefits coverage (e.g. marital status, number of dependents).

The individual personnel file will include, but will not be limited to, the following:

1. Information pertaining to bona fide occupational qualifications such as employment application, resume, transcripts.
2. Personnel actions such as appointment, change of status, tenure and promotion and history of changes in title and salary.
3. Performance evaluations and merit increase, transfer and promotion recommendations.
4. Documentation of discipline matters.
5. Awards, records of training, and service to outside organizations and professional associations.
6. Internal correspondence concerning the employee.
7. Insurance forms, retirement plan forms, tax forms, and other materials necessary for the administration of employee benefits.
8. Personal information data sheet.

A personnel file may contain personal data as well as employment information. Human Resources regards this information as highly confidential. Under certain conditions, personnel files shall be made available to individuals having a bona fide need to review them as determined by the Vice President for Human Resources, in accordance with the following provisions:

Employees may review their personnel file. A request to review one's file shall be made in writing in advance to the Vice President for Human Resources. The review of the file shall be made during the regular business hours of the Human Resources Department. An authorized member of the Human Resources Department shall be present during the review of the file. Employees may attach their own comments to any materials in their file but may not remove any items from the file.  

Requests by an employee or his/her designated representative for copies of personnel records will be honored at a cost not to exceed the actual cost of duplication. Handwritten notes may be made, but the file or any portions thereof shall not be removed from the Human Resources Department.

Supervisors or administrators shall have access to the personnel files of employees in their areas of responsibility on a need-to-know basis.

University employees carrying out the official functions of the University may be allowed access to information in personnel files, to include only that information necessary to carry out those official functions.

Personnel files may be reviewed by persons outside the University with the consent of the employee or upon presentation to the Human Resources Department of a duly processed subpoena or other legal order, provided, in the latter instance, that a reasonable effort is made by the University to notify the employee of the order in advance of compliance.

General personnel information is made available to governmental and accrediting agencies. Salary information about positions, but without identifying the salaries of specific employees, may be made available to appropriate governmental and accrediting agencies, as well as professional organizations. Such information is made available, however, with a restriction against publication, except in a composite report showing salary ranges or averages, but not individual salaries.

Verification of employment, title and length of service is made available to credit agencies, retail stores, insurance companies, and other institutions and agents which extend credit or check credit standing. Salary information is not released unless the employee or former employee has given written permission for its release.

Non-derogatory public information which is already published, such as information contained in University or local telephone directories or in University catalogs, may be divulged unless the employee has specifically requested otherwise.

Forwarding addresses and telephone numbers and unlisted telephone numbers will not be released externally; however, Human Resources may offer to contact an employee or former employee in order to pass on a message.

A former employee's personnel file will be maintained by the Human Resources Department for seven years after termination of employment.

See also Medical Information (HIPAA)