The Human Resources department is assigned to manage personnel records and related personnel administration functions for the College. The Human Resources and Payroll departments are authorized to respond to requests for employment verification.

Personal Information Changes

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.

In accordance with applicable laws and benefit enrollment requirements, employees 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.

Employee Access to Personnel Files

Except as indicated elsewhere in Administrative Procedures, only authorized College staff are permitted access to employee personnel files. These include Human Resources staff acting in the normal course of their duties and supervisory employees considering employees for transfer, disciplinary action, or other employment action.

Active employees are permitted to review information contained in their personnel files by scheduling an appointment with the Vice President or Associate Director of Human Resources. Employees may request copies of all documents they have signed which have been placed into their personnel files.

Outside Access to Personnel Files

In order to safeguard the privacy of employees, any requests from individuals or entities outside the College for information from employee personnel files is granted only with the written permission of the employee. Written permission of the employee is not necessary in certain situations such as review by an auditor, governmental investigator, or College attorney; or a lawfully issued subpoena or court order requiring production of such documents.

Employee Medical Records

All employee medical records are kept in confidential files separate from personnel files. Content of employee 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 job duties. Disclosure of employee 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).

Verification of Employment

The Payroll department is authorized to complete employment verification for current employees; the Human Resources department is authorized to complete employment verification for former employees.

Dates of employment and position held will be released to prospective employers. Additional employment-related information will be provided only if the employee has completed and signed a release form.

 

Content Owner: Human Resources

Issued:

Revised: 05/2006

Policy