Personnel Files and Release of Information

Effective Date: 06/01/95

Purpose:

To assure that accurate and complete personnel data are maintained and to monitor the release of information from personnel files.

Policy:

A separate file containing complete personnel data for each employee is maintained in the Finance & Administration Office. An employee may at any time schedule an appointment with a representative of the Finance & Administration Office to review his/her file.

Each file should contain the following documents:

  • Employment Application or Vita
  • Pre-employment Investigation Reports
  • Periodic Performance Appraisal Instruments
  • Record of Sick and Annual Leave Usage
  • Attendance Record
  • Salary Increase History
  • Job Classification
  • Personnel History

All requests for employment verification or job references received by departments should be sent to the Finance & Administration Office for handling. Except in unusual circumstances, the Finance & Administration Office should release only the information that has been authorized for release by the employee. Copies of requests for release of information from a personnel file should be maintained in the individual personnel files.

Last updated 20 July 2000

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