Employee Records/Data
1. Confidentiality
As employees working in the public sector, our employment status is a matter of public record. As a matter of public record, the department may disclose the following information:
- employee name
- employee date of hire
- employee work phone
- position(s) held
- salary rate(s)
- termination date, if applicable
Further disclosure requires a written disclosure authorization from the employee.
Information which may not be released:
- Social Security Number
- home address and home phone number
2. Access
The following parties may inspect an employee's file:
- the employee
- the employee's supervisor or potential supervisor
- an employee's official representative with the employee's signed authorization
- a bargaining unit representative
- Human Resources staff
- a representative of the Employment Relations Board with a subpoena or signed authorization
- a legally authorized law enforcement agency.
An investigatory office from the Bureau of Labor and Industry, Civil Rights Division, Department of Justice, or Equal Employment Opportunity Commission may inspect a record that is pertinent to an official investigation.
3. Content
The personnel file shall contain the following mandatory documents which shall be retained for a given number of years according to the mandated records retention schedule:
- employment application - first UO job
- employment application - current job
- Personnel Information Form & Payroll Request form(s)
- performance appraisals
- summary of training completed
- letters of commendation/recommendation
- notices of disciplinary action
- notices of layoff
- documentation of resignation
- Personnel Records Disclosure Form
Note:
- Medical records are not retained in the official personnel file but are in a confidential file, physically separate per the Americans with Disabilities Act and the Family and Medical Leave Act.
- No information reflecting critically on an employee shall be placed in the employee's personnel file unless the employee is notified.
- The employee shall be entitled to prepare a written explanation/opinion regarding critical information believed to be incorrect or a misrepresentation of the facts. The written explanation/opinion shall be included as part of the employee's personnel file until such timeas the critical material is removed.
- In addition to hard copies in the employee's personnel file, electronic records are also maintained in the payroll data base