506 - Personnel Records and Administration

506 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 Vice President 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).
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