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POL 5.375 Personnel Records

The business office responds to inquiries for information concerning current or former employees. Only information relative to the employment relationship between the employee and the college is recorded and maintained in the personnel file.

Approved January 12, 1995


  1. All requests for information by non-college entities regarding current or former employees must be referred to the business office. The business office, when receiving phone calls, will only verify information. Requests for additional information must be made in writing accompanied by written permission of the current or former employee.
  2. Internal requests for employee information must be job-related. Supervisors who are interviewing applicants for internal job openings may review the applicant’s file in the business office.
  3. Active employees are permitted access to their personnel file unless state law provides access to other information.
    1. A personnel staff member must be present while an employee reviews his/her personnel file.
    2. Employees may take notes or request copies of any documents contained in the personnel file.
    3. If, during such a review, an employee wishes to amend or rebut any information contained in the personnel file, he/she may provide a written document for inclusion in the file.
      1. The employee may not remove or alter in any way any documents or written descriptions in the file.
      2. The director of human resources will investigate the validity of the employee’s dispute. If the claim is determined to be valid, the erroneous information will be corrected.
  4. The following are some types of records that may be contained in the employee’s personnel file:
    1. Change of employment status information
    2. Military separation papers, if applicable
    3. Performance appraisals, along with any supporting documentation
    4. Application for employment and offer letter
    5. Benefit information
    6. Commendations and awards
    7. Validated employee test results
    8. Records of disciplinary actions
    9. Documentation of approved leaves of absence
    10. Letters of reference
    11. Resumes
  5. The following types of records may be maintained in separate files by appropriate personnel, but may not be contained in personnel file folders:
    1. Medical records
    2. Investigative files, i.e. files currently open while the college is investigating an individual employee regarding actions that may involve the college
    3. Current court orders or government administrative rulings affecting an employee or his/her pay, including garnishments or income tax levies
    4. Information or records obtained from official governmental national security checks, or any other background investigations
    5. An employee’s formal complaints, charges, or suits brought against the college
  6. Employees are required to keep the business office advised of the following changes: name, address, telephone number, marital status, number of dependents, military status, beneficiaries of insurance benefits, persons to notify in the event of an emergency, attainment of additional certification or degrees, attainment or renewal of licensure.
  7. Employment applications Any misrepresentations, falsifications, or material omissions provided by the employee may result in the employer’s exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.