Policy Number: 102
Access to Personnel Information
I. POLICY AND GENERAL STATEMENT
Individual departments and Records Management Systems and Services (“RMSS”) are responsible for maintaining employee records. RMSS is responsible for maintaining employment-related records (e.g., applications, resumes, reference check information), appointment letters, and benefits information. Departments are responsible for maintaining a personnel file on each employee containing job-related records (e.g., licensures, job descriptions, formal/informal disciplinary memos, pertinent documentation and all performance evaluations). As necessary, each department will maintain a separate file for medical related information, which must be in a secure location.
Information within an employee record may be subject to disclosure by the university under the Texas Public Information Act , including home address and telephone number. (Refer to HOOP Policy 132 Handling Requests for Public Information and HOOP Policy 181 Records Management Program). Employees have the right to elect to keep certain information private by completing a Public Access Option Form available through Human Resources.
A. External Request: Employment Verification and References
External requests for employment verifications and references concerning current and former employees must be directed to Human Resources.
B. Review of Personnel File by Current and Former Employees
Current employees who wish to review their departmental personnel files should contact their supervisors. Each department is responsible for the release of departmental personnel files to current employees. Former employees should be directed to Human Resources.
Human Resources is responsible for the release of employee record information maintained in RMSS and will process and record all requests for disclosure that are submitted from current and former employees. Current and former employees who wish to review their employee records must contact the Chief Human Resources Officer, who will arrange a mutually convenient time at which the file may be reviewed. A cost to copy employment records may be assessed. Payment must be made in cash.
To the extent applicable, requests for personnel files will be handled in accordance with HOOP Policy 132 Handling Requests for Public Information .
C. Review of Personnel File by Others
Requests to review personnel files from external third parties must be made in accordance with the Texas Public Information Act. Refer to HOOP Policy 132 Handling Requests for Public Information.
Only employees with a need to know may access a personnel file which is not their own. Supervisors may determine access for departmental files and Human Resources will determine access for files maintained in RMSS.
D. Record Retention
All personnel-related files must be maintained by the university for five years after the date of separation. When an employee separates from the university the department must do one of the following:
- maintain the files for the five-year period, or
- forward the files to the RMSS.
If an employee transfers to another department or operating unit within the university the department must do one of the following:
- maintain the employee's files in the department until five years after the employee leaves the university
- forward the employee’s files to the department or operating unit the employee is transferring to; or,
- forward the files to the RMSS.
|Records Management Systems and Services||713-500-3100||http://records.uth.tmc.edu/contact.htm|
|Office of Legal Affairs (questions regarding the Texas Public Information Act)||713-500-3268|