Personnel Records

1.0 Policy
1.1 It is the policy of Robert Morris University to regard employee information as confidential and to respect each employee's privacy by protecting the receipt, possession, use and retention of the information.

2.0 Scope
2.1 This policy applies to full-time, regular part-time, and part-time employees.

3.0 Procedure
3.1 Necessary personal and job-related information about each employee is retained in an official personnel file that is maintained in the Human Resources Department.

3.2 Each personnel file should contain at least the following:
  • employee name, address, job title
  • completed employment application
  • wage information including pay changes
  • performance evaluation
  • disciplinary documentation
  • documentation of other personnel actions

3.3 Employees can inspect their files.

3.3.1 An employee interested in reviewing his/her file should contact the Human Resources Department.

3.3.2 An employee may review this file only in the presence of an authorized individual of the Human Resources Department.

3.3.3 The University reserves the right to withhold from inspection confidential information such as references.

3.3.4 An employee may take notes on or request to have a copy of information contained in his/her file. If information is copied from the file, the employee will be charged the fee per page established by the University for pages over 10.

3.3.5 Employees who question the accuracy or completeness of information in their file should direct their concerns to the Human Resources Department. The University will consider any objections and remove erroneous or improper information. Any information will not be removed without the authorization of the Assistant Vice President for Administration and Human Resources. Should disputed information remain in the file, the employee may submit a written statement identifying the alleged errors or inaccuracies. The statement will remain in the file as long as the disputed information is retained in the file and will be included with any relevant portions of a file to which a third party has been given access.

3.4 Internal access to a personnel file is limited to department managers who are considering an employee for a promotion, transfer or other personnel action.

3.4.1 Other University department managers/officials who have a legitimate, verifiable need to review the file will have access to the file.

3.4.2 All requests for access to the files have to be approved by the Assistant Vice President for Administration and Human Resources or his/her designee.

3.5 Employee information is not to be disclosed to any party outside the University unless the employee provides the University with a signed authorization to release the information.

3.5.1 The University reserves the right to verify basic information (employment status, hire date and job title) and to cooperate and comply with law enforcement, public safety, or other officials who demonstrate a legitimate need to know specific information.

3.6 Employees are responsible for notifying the Human Resources Department of any changes in their name, address, marital status, telephone number, and dependents.

Effective: 02/01/2000