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College-wide Policies

Access to and Confidentiality of Personnel Records Files

Responsible office
President's Office
Responsible party
AVP Institutional Planning & Effectiveness/Director Human Resources/Dean of the College
Last revision
August 2013
Approved by
The Cabinet
Approval date
August 2013
Effective date
August 2013
Additional references
None

Scope

All financial and administrative policies involving community members across campus are within the scope of this policy. If there is variance between departmental expectations and the common approach described through college policy, the college will look to the campus community to support the spirit and the objectives of college policy.

Policy

The human resources department maintains employment and benefits records on all employees.  Records include both “hard copy” documents and data entered into the Human Resources Information System (HRIS).  Employees are encouraged to advise human resources immediately whenever there are changes in home address, telephone numbers, marital status, number of dependents, emergency contact, or insurance beneficiary.  Incorrect information may cause problems concerning pay, benefits, or state and federal taxes. 

Employees, former employees, or a designee of an employee may review the employee’s employment records during regular business hours.  Employment records shall be available to all college employees who supervise a staff member and to any human resources representative acting in the normal course of business.  Benefits records and medical information are considered confidential. 

From time to time, the college may be asked to furnish information regarding an employee’s employment status or income information.  The college may verify to a present or former employee’s prospective employer the dates of the individual’s employment with the college and the present or previous position(s) held and the department in which the employee was or is employed.  Other information, including salary verification, may be released to prospective employers, credit bureaus or financial institutions upon specific authorization by the current or former employee.  Information requested by federal or state agencies, including law enforcement agencies, will be released as required by law.  Supervisors should refer all reference checks and requests for verification of employment information to the human resources department.     

Responsible personnel decisions depend on the college’s ability to obtain objective information and candid evaluations of faculty. Confidentiality encourages candor and openness in the evaluation process.

This policy is issued in response to these considerations and also in recognition of the importance of preserving the confidentiality of records by third parties. 

Procedures

Personal access to files

A member of the faculty of the college shall, upon written request, receive a written summary of the information in his or her file.  The written request should be directed to the person who has custody of the file.  The faculty member shall have the right to add to the file materials and information pertinent to the matters disclosed in the written summary.  In some cases, the faculty member also may be provided with copies of letters and other materials in his or her file, redacted of all identifying information.  In cases of reappointment, performance reviews, promotion and granting of tenure, the candidate, upon written request, shall be given a written summary of his or her strengths and weaknesses as indicated in evaluations.  The identities of the evaluators will not be disclosed.