Human Resources Personnel Records
As Custodian, the Department of Human Resources is responsible for maintaining the personnel master data file and management information system. Individual faculty and staff are responsible for notifying the Department of Human Resources in a timely manner when changes occur. Files of current employees are presently maintained for an indefinite period, and the University reserves the right to discard files of former employees after seven years.
The Department of Human Resources will release only the dates of employment, job title, and department name and location when persons outside the University request employment verification. The employee must provide a signed written release form to the Department of Human Resources for additional information to be released to those outside the University.
The employee, the employee's supervisor, Department of Human Resources personnel, and appropriate University officials who have a legitimate work need will be provided access to individual employee files, in accordance with applicable law. No other individuals are permitted to review files without written permission from the employee, or when records are requested by subpoena or Court order.