The Human Resources Department maintains personnel files for all current staff members. The staff member's responsibility is to notify Human Resources within sixty (60) days of changes in legal name, marital status, dependents, emergency contact person, home address, telephone number, and other information necessary to keep benefits status and employment data current and accurate.
Staff members may have access to their personnel files, exclusive of confidential pre-employment reference information. A staff member who wishes to review her or his personnel file should contact the Human Resources Department to schedule a mutually convenient time when the file can be reviewed. The personnel file cannot be removed from the Human Resources Department. However, staff members may request copies of documents in the file. If the staff member identifies file information that they believe to be irrelevant or incorrect, the staff member can prepare a rebuttal or corrective statement for the personnel file.
Information in staff personnel files is stored for certain time periods based on federal, state, and local requirements. Please see the Business Retention Policy for specific recordkeeping requirements of certain staff personnel information. Staff personnel files are periodically purged and destroyed when the time periods have been exceeded according to the Business Retention Policy.
The personnel file is the property of the university. A staff member's file may be reviewed by his or her supervisors.
Origination Date: 1996; Revised 12/2018.