Presentation on theme: "Introduction to Staff Personnel Files Danielle G. Schulte Employee Relations UCSD-Human Resources 858-534-8011"— Presentation transcript:
Introduction to Staff Personnel Files Danielle G. Schulte Employee Relations UCSD-Human Resources
Topics to be covered today: What goes in a personnel file? What should stay out of the file? Who can see the file? What to do with the file when the employee leaves? How long do you need to keep the file?
Personnel Files: Generally The department maintains the employee’s official personnel record The file follows the employee Not everything goes into the file
Personnel Files - What goes in: Employment application and resume Requisition form College transcript (if applicable) current & former Job descriptions (current & former) Hiring, promotion, demotion, transfer, layoff, rates of pay, other forms of compensation (e.g. PANS)
Personnel Files: What goes in cont’d: Emergency contact information Service credits Military leave documents (i.e. orders) Letters of recognition Disciplinary notices or documents Performance evaluations
Personnel Files: What goes in? cont’d Training Personnel data form Patent Agreement Confidentiality agreements Computer use & security forms
Personnel files: What stays out Any records that contain medical information (FML, Workers Comp, disability); Immigration Forms: I-9s, Visas; Safety Training Records; Grievances/complaints
Personnel Files: Access Within the department: MSO/DBO, Supervisor (with need to know), HR contact, employee Outside the department: (official business need to know) Campus Counsel Risk Management AMAS Campus HR (i.e., ER/LR) Anyone that the employee provides written authorization to view his/her file
Personnel Files: Access cont’d Employment Candidates: Prior to an offer being made and accepted: You do not have the right to access a current UC employee’s personnel file without his or her authorization. You may ask the candidate to share a copy of his/her most current evaluation
Personnel Files: Access cont’d Employees May they view their personnel files? Make an appointment Private location Do not leave employee alone with file May an employee get a copy of his/her file?
Personnel Files: Retention When an employee goes to another department? When an employee leaves the University?