Personnel Records

2.400 PERSONNEL RECORDS

The College respects the wishes of its employees to maintain the confidentiality of personnel matters. However, the College has the right to obtain certain confidential, work-related information about prospective and current employees. The College maintains a personnel file on each employee. This file is located in the Office of Human Resources and contains appropriate information.

2.410 Manager Access to Employee Files

Access to information about employees in College files is restricted to those administrators or managers who have a legitimate need-to-know. Managers who are evaluating an employee for the purpose of promotion or transfer are authorized to review the files. The legal counsel of the College is permitted access to the records as authorized by the Director of Human Resources. New managers of departments may review the files of the employees in their departments. The senior administrator of each division has access to the files of all employees in that division. The President has access to all employee files. A Trustee may have access to an employee's file only on a need-to-know basis and after consultation with the President, or Academic Dean.

2.415 Academic Dean Files

The Office of the Academic Dean will maintain files for all faculty members.

2.420 Employee Access

Employees may review their personnel files by appointment with a representative from the Office of Human Resources. No documents may be removed from the file nor may documents be added.

Employees may make notes from documents contained in the respective personnel file. If the employee disagrees with items contained in the file, then he or she may provide a written statement of the disagreement to the Office of Human Resources representative. The Human Resources representative will provide the documentation to the Director of Human Resources who will determine what action may be necessary in response to the statement.

2.425 Personnel Record Update

It is the College's policy that employees have a responsibility to keep personnel data up-to-date and accurate since this information can affect benefit entitlements as well as other personnel actions.

Employees are requested to report promptly changes in status. The information should be submitted in writing to the Office of Human Resources.