3.6 Personnel Records

Purpose

To establish standards by which information contained in personnel records will be managed to achieve accuracy, privacy and legal compliance and to ensure the security of one’s identity.

Scope

All employees of the College.

Policy

• Personnel Records – Personnel records are maintained by the Human Resources Department. Personnel files are permanent records belonging to the college. Records contain information on the employee to meet state and federal legal requirements and to assure efficient personnel administration.
• Notification of Changes – Changes of address, telephone number and/or family status (births, marriage, deaths, divorce, etc.) must be reported immediately to the Human Resources Office, as an employee’s income tax status and group insurance may be affected by these changes.
• File Access – Access to personnel files is restricted to employees of the Human Resources Department and supervisors or managers on a “need to know” basis.
• Information Requests and Employment References – Requests for information from employee files received from other departments and inquiries from outside the college, including reference requests, will be directed to the Human Resources Office. Requests from outside vendors on current employees for credit or other purposes require a release with the employee’s signature. Information provided by the Human Resources Office is as follows:
  • References with Written Approval – Dates of employment, salary history, positions held, performance information, and eligibility for rehire.
  • Telephone Inquiries – dates of employment and eligibility for rehire (ONLY)
• Personnel File Contents – Personnel files are created for every employee at the College and will generally contain the following information:
  • Application for employment, resume and transcripts
  • Personal information changes, such as, change of address, telephone number and/or family status
  • Performance related documents, including appraisals, reprimands and warnings
  • Employee history such as recent education or records of outside achievement
  • Other documents related to employment such as appreciation letters, employment contracts, employment verifications, training records, reference checks, benefit election forms, payroll related forms (tax, direct deposit, donation)
  • Medical records, including Worker's Compensation claims, and I-9 forms are kept in separate, confidential files. These files may only be examined by appropriate officials conducting an investigation.
• File Review – Employees may review their file contents at convenient times during normal office hours. Supervisors and managers may only review files on a “need to know” basis.
• File Retention – Originals of personnel records are maintained by the Human Resources Office and are retained permanently.