PPM Section 18 - Employment Files and Forms
PPM Section 18 - Employment files and forms
Access to files
Executive officers and Human Resources staff
Executive officers and Human Resources staff have access to employee University document files. The official personnel file will be separated from the University document file when the former is to be reviewed by an individual who does not have access to the entire file.
Supervisors from within the University
Supervisors from within the University may:
Review and obtain copies of documents from only the official personnel file of employees they supervise.
Review documents from only the official personnel file of employees they are considering for transfer or promotion into their units.
Supervisors do not have access to complete University document files other than their own.
Current and former University employees
All current and former University employees have access to their own University document file in Human Resources.
An employee, upon written or oral request, has the right to examine his/her official document file during normal business hours in the presence of a representative of the employee's bargaining agent or association and a member of the Human Resources professional staff.
An employee shall have the right to obtain copies of all materials in his/her document file at his/her expense. The fee shall be limited to the cost of reproduction and mailing of the materials requested.
Retention of files
Personnel files are retained by Human Resources permanently.
Departmental files
Individual departments should retain appropriate files and records for the duration of employment and for three (3) years after an individual has left University employment. Upon the expiration of three (3) years past employment, unless there is any pending legal action, departmental records should be shredded.