(A) Uniform personnel records on all
employees must be kept in a central records responsibility site under the
direction of the custodian of records. The central records responsibility site
will be in the human resources department.
(B) Central records responsibility
site
Information included in the central site is that
necessary for the business of the university including that which protects its
legal and financial interests. Documents or data may be added to the central
site records only by the custodian or his/her delegates and only when they
pertain to human resource matters.
(C) Other records
Records other than those in the central records
responsibility site are in the employee database maintained by the employee
records management system and may also be held in other administrative offices
of the university.
Any documents based on significant human
resources changes such as reappointment, tenure and promotion should be added
to the primary department office records.
Any other appropriate documents may be added to
these records at the request of the employee of the administrator
involved.
(D) Upon request by the employee, the
employee must be informed of the existence and location of the file in the
central records responsibility site as well as of other personnel records of
which that individual is subject. Access to and inspection of the files by the
individual employee shall be granted by appointment upon request. An employee
may obtain a copy of the data in the central records responsibility site at
cost.
The employee may challenge, in writing, the
accuracy, relevance, timeliness, or completeness of information in the file.
The custodian must investigate the challenge within a reasonable time, but not
later than ninety days after receiving it. The custodian may attach the written
challenge to the document in question, amend the document, or remove it from
the file, and shall notify the employee, in writing, of the decision within the
ninety-day period.
If the document is retained in the file, the
employee shall be permitted to include in the file a brief statement of his or
her position on the disputed information or a statement that information is in
dispute. The employee may contest the decision as outline in the grievance
procedure.
Last updated June 8, 2021 at 8:23 AM
Supplemental Information
Authorized By:
3361
Amplifies:
3361
Prior Effective Dates:
5/31/1984, 4/7/2000
