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General Description
Requirements
Policy Provisions
Performance Evaluation
Subject Experts
Personnel Files
Policy

Document Number: StaffHR--111 Revision #: 1.0
Document Owner: Executive VP Date Last Updated: 08/17/2012
Primary Author: Director of Human Resources Status: Approved
Date Originally Created: 01/11/2012

General Description
Description:

Information about personnel files relative to HR policy.


Purpose:

Delineation of policy


Scope:

All faculty, staff, and administrators


Responsibility: Administration
Human Resources

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Requirements
Relevant Knowledge: In order to comply with this policy you should know:
Current University policy
Federal statutes

Terms and Definitions: Additional training

Corrective Action

Loss of privilege, general

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Policy Provisions
1.

Personnel Files


1.1

Employment Record File


Federal and state laws require the collection and retention of detailed personnel information. The Human Resource Office houses a separate file on each employee of Cumberland University, faculty and staff, in a separate and secured file cabinet accessible only to those with a legitimate need to review the information. These files include information that (1) is employment-related; (2) relates to compensation, including benefits; (3) concerns disciplinary action; and (4) provides general personnel data. Information regarding an employee's health or request for medical leave will be maintained in a separate and secured file cabinet accessible only to those with a legitimate need to review the information.

 

The file for all staff members contains the Cumberland University employment application, official transcripts and copies of offer letters,, biographical information, evaluations, records of discipline, grievance, or appeals of administrative decisions, transcripts and certifications of all relevant credential information for the staff member.

 

Staff members are required to furnish official transcripts of all undergraduate, graduate and post-graduate work to the Human Resource Office in the personnel files.

 

The personnel files are the property of the University. The files may be reviewed by the employee, his/her immediate supervisor, the executive member in charge of area of position (most cases the Vice President of the staff members Department), and/or the President of the University with a legitimate need to have access to the information contained. It is also open to the legal counsel of the university when needed for official legal matters relative to the university, but it is not open to anyone else except by legal process. The employee, upon request, may review the files by contacting the Director of Human Resources for an appointment. A record will be maintained that shows the viewing activity of the file.

 


1.2

Submissions and Exclusions of Records


Staff Members may submit written responses to evaluations or documentation within their personnel files. They may provide statements offering their own interpretations of employment activity and provide evidence with regard to any grievance, appeal and/or disciplinary action documented in their personnel file. Staff Members have the right to challenge and request removal of any documentation in their file that is factually incorrect, providing they have documentation to make such a case. The Vice President with oversight responsibility for the Department and/or the President can accommodate this request. 

 


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Performance Evaluation
Performance Metrics: Compliance with standard policy and procedure
Compliance with federal mandate

Consequences: Further training
Loss of privileges

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Subject Experts
The following may be consulted for additional information.
Director of Human Resources

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