506.0 |
Personnel Records and Administration |
| P – 506.0 |
The function of handling personnel records
and related personnel administration functions at the College
has been assigned to the Human Resources Department. The
administration of these records is compliant with all applicable
laws, including the Health Insurance Portability and Accountability
Act (HIPAA).
|
| Pr – 506.0.1 |
Employees must notify the Human Resources department
of any change in relevant personal information such as legal
name, home address, emergency contact information, beneficiary
change, or educational achievement. |
| Pr – 506.0.2 |
In accordance with applicable law and benefit
enrollment requirements, the employee must notify the Human
Resources Department within 30 days of experiencing a family
status change, such as marriage, divorce, birth, adoption,
death of a family member, or a spouse’s job status change,
in order to make any necessary benefit modifications. |
| Pr – 506.0.3 |
Except as indicated elsewhere in this policy,
only authorized College staff are permitted access to an employee’s
personnel file. These include Human Resources staff acting
in the normal course of their duties, and supervisory employees
considering the employee for transfer, disciplinary action,
or other employment action. |
| Pr – 506.0.4 |
Active employees are permitted to review information
contained in their personnel files by scheduling an appointment
with the Director or Associate Director of the Human Resources
Department. Employees may also request copies of all documents
that they have signed which have been placed in their personnel
files. |
| Pr – 506.0.5 |
In order to safeguard the privacy of the employee,
any requests from individuals or entities outside the College
for information from an employee’s personnel file will
be granted only with the written permission of the employee,
except as outlined in Pr-506.0.6. |
| Pr – 506.0.6 |
Written permission of the employee will not
be necessary in certain situations, such as review by an auditor,
governmental investigator, or a College attorney; or a lawfully
issued subpoena or court order requiring production of such
documents. |
| Pr – 506.0.7 |
All medical records will be kept in a confidential
file separate from the personnel file. Content of an employee’s
medical records is shared only with College staff or agents
of the College who have a bona fide “need to know” in
order to carry out their job duties. Disclosure of an employee’s
medical information to individuals outside the College requires
the written permission of the employee, unless such disclosure
is in compliance with applicable laws or a lawfully issued
court order or subpoena. All such disclosures will be in compliance
with the privacy provisions of the Health Insurance Portability
and Accountability Act (HIPAA). |
