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Personnel Records

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POLICY

Official personnel files are maintained in Human Resources in order to document employment-related decisions and to comply with government record keeping and reporting requirements.

ACCESS TO EMPLOYEE RECORDS

Personnel files are kept confidential and are accessible only by the employee, authorized university personnel, and federal, state or local law enforcement agencies where and when required by law, court order or subpoena. In the case of an employee applying for another job position within the university, the supervisor for that area may review the file in order to determine work history, including performance appraisals and disciplinary issues.

EMPLOYEE RESPONSIBILITY

Employees are responsible for assuring their personnel records are up to date and should notify Human Resources in writing or via e-mail regarding changes in name, address, telephone number, marital status, number of dependents, and persons to be notified in case of emergency. Employees are also requested to report changes of name, addresses and telephone numbers of dependents and spouse/partner or former spouse/partner (domestic partner information is for benefits purposes only).

Employees wishing to add/delete individuals from insurance coverage may do so if the reason for the change is allowable under the provisions of the Flexible Benefits Plan. Employees doing this, or who wish to change beneficiaries, must complete appropriate paperwork in Human Resources.

EMPLOYEE REQUESTS FOR REVIEW

Employees may request, in writing, to review their personnel files. Requests should be made to Human Resources. A mutually convenient time will be scheduled within seven business days after receipt of the request. Copies of materials may be made at the employee’s expense.

Former employees may request review and copies within twelve (12) months of end of employment. Requests should be made in writing to Human Resources. A mutually convenient time will be scheduled within seven days after the request. Copies of materials may be made at the former employee's expense.

If an employee feels that any file material is incomplete, inaccurate, or irrelevant, the employee may submit documentation outlining the employee's position to Human Resources. That statement becomes a part of the record although inclusion does not imply the employer's agreement with the counter-statement.

REQUESTS OUTSIDE AURORA UNIVERSITY

Requests for personnel information on current and past employees made by outside individuals or organizations should be referred to Human Resources. Except for limited information regarding employment date and position held, information is only released after obtaining the written consent of the individual involved. Exceptions on the release of information may be made to cooperate with properly identified law enforcement officials; to cooperate with federal, state and local governmental agencies; or to comply with court orders or subpoenas.

Questions regarding this policy should be directed to Human Resources.