SECTION DBA.1

PERSONNEL
EMPLOYMENT REQUIREMENTS
PERSONNEL FILES

Procedure

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PERSONNEL FILES

The Human Resources Department serves as the custodian of official permanent personnel files for all personnel. The Human Resources Department also serves as the custodian of all permanent official personnel credential files for full-time and part-time faculty.

The personnel files of each individual contain confidential information that is necessary for initial employment and promotion consideration. This information is restricted to those persons concerned with “a need to know” and employment recommendations.

Personnel files may include the following information:

• Basic employee data

• Job description and status changes

  • • Employment selection process records

    • Professional development records

      • Performance documentation

        • Separation records

          • Benefit records

• W-4’s and Retirement Questionnaires.

• Any information regarding legal actions, including EEO complaints

• Medical information

• Any other documents as applicable

All personnel files are property of the College. It is the responsibility of the employee to ensure that the file contains up-to-date educational attainments and provides the Human Resources Department with updated transcripts and notices of other pertinent achievements. An employee may review his or her file at any time; however, the employee must give prior notice to the Vice President of Human Resources and the review is conducted in the Human Resources Department during a time when the employee is not on duty. A nominal fee may be charged for copies made of any material contained in the personnel file.

Employee files are maintained in the Human Resources Department.  Administrators should not keep  personnel files separate from those in Human Resources. Administrators can access employee file at any time by contacting the Human Resources Department.

These files will be made available only to those persons in the line or staff organization who have the authority to recommend and approve re-employment and/or advancement.

Requests for home address, telephone number, etc., should be referred to the Open Records Department. 

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Approved: 2015
Updated: 2017, 2024
Reviewed: 2020, 2022