Presentation on theme: "Introduction to Staff Personnel Files"— Presentation transcript:
1 Introduction to Staff Personnel Files Danielle G. SchulteEmployee RelationsUCSD-Human Resources
2 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?
3 Personnel Files: Generally The department maintains the employee’s official personnel recordThe file follows the employeeNot everything goes into the file
4 Personnel Files - What goes in: Employment application and resumeRequisition formCollege transcript (if applicable)Job descriptions (current & former)Hiring, promotion, demotion, transfer, layoff, rates of pay, other forms of compensation (e.g. PANS)Include old job descriptions too.
5 Personnel Files: What goes in cont’d: Emergency contact informationService creditsMilitary leave documents (i.e. orders)Letters of recognitionDisciplinary notices or documentsPerformance evaluations
6 Personnel Files: What goes in? cont’d TrainingPersonnel data formPatent AgreementConfidentiality agreementsComputer use & security forms
7 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
8 Personnel Files: Access Within the department: MSO/DBO, Supervisor (with need to know), HR contact, employeeOutside the department: (official business need to know)Campus CounselRisk ManagementAMASCampus HR (i.e., ER/LR)Anyone that the employee provides written authorization to view his/her fileAnyone within the UC system acting in their official capacity with a legitimate business need…..Legitimate business need does not include trying to decide if you are going to hire the person. [DISCUSS EVALUATION]
9 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 evaluationLong time rule/practice here on campus.If former employee (i.e. no longer with the UC and wanting to come back) you can look at his or her file (assuming it still exists).If you ask one you must ask them all
10 Personnel Files: Access cont’d EmployeesMay they view their personnel files?Make an appointmentPrivate locationDo not leave employee alone with fileMay an employee get a copy of his/her file?1 x free after that pay
11 Personnel Files: Retention When an employee goes to another department?When an employee leaves the University?Send to new department when asked or call department and let them know you will be sending it5 years, or indefinitely if disability retirement or disciplinary termination