Subject
PERSONNEL
RECORDS
Section HR
Part
Policy
Statement 4
Effective Date 3/21/01
Return
to Policies & Procedures
PERSONNEL RECORDS
OPEN TO INSPECTION
Public Information:
The following
information on each University employee is maintained in the Human Resources
Office. It is available for
inspection, examination, and making copies thereof by any person during regular
business hours:
1. Name;
2. Age;
3. Date of original employment;
4. Current position title;
5. Current salary;
6. Date and amount of
most
recent change in salary;
7. Date of most recent
promotion,
demotion, transfer, suspension, or
other change in position classification
and;
8. Agency and location to which
employee is currently assigned.
Record of Inquiries:
All disclosures of these records
are accounted for by keeping a written record of the following information:
1.
Name of employee;
2.
Information disclosed;
3.
Date information requested;
4. Name and address of the
person to whom the
disclosure is made and;
5. Purpose
for which the information is requested.
Any authorized individual examining a
personnel record may copy the information.
The employee for which
disclosure of records is requested is notified of the disclosure.
INCLUSION OF AND ACCESS TO CONFIDENTIAL
INFORMATION
The University maintains in
personnel records only information that is relevant to accomplishing personnel
administration purposes. Furthermore,
all information in an employee’s personnel file no specified above is
confidential.
RECORDS OF FORMER EMPLOYEES
The provisions for access to records apply to
former employees the same as they apply to present employees.
INFORMATION OBJECTIONABLE TO
EMPLOYEE
Employee Statements:
An employee who objects to
material in his or her personnel file may place in the file a statement relating
to the material he/she considers to be inaccurate or misleading.
The employee may seek the removal of such material in accordance with the
University’s grievance procedure, including appeal to the State Personnel
Commission.
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