Employment and Related Matters
                     Staff Personnel Records

CODING:   30-01-20-70:00           EFFECTIVE DATE:    07/01/90             REVISION DATE:   00/00/00        LAST REVIEWED:  12/20/04

PURPOSE: To set policy regarding administration of staff personnel records.

RESPONSIBILITY: The Vice President for Human Resources is to ensure compliance with this policy.

POLICY:

It is the policy of the University to maintain personnel records on each staff member which are directly related to the staff member's employment history with the University.

PROCEDURE:
 

1. The central personnel file maintained in the campus Human Resources Office shall be the official University personnel record.

2. All staff member personnel files are regarded as confidential and will only contain information that is required by the University in conducting its business or as required by Federal, State, or local laws.

3. An staff member shall, within five (5) working days of a written request to the Department of Human Resources, have an opportunity to review his/her personnel file in the presence of an authorized Human Resources representative.

4. Access to a staff member's file is prohibited to other staff members with the following exceptions:

 

• Authorized Human Resources representatives;
• Staff member's immediate supervisor and/or Department Head; or upward in the chain of command.
• Management considering the staff member for a transfer into their department (e.g., job bid, layoff, etc.);
• University legal counsel, AA/EEO Office, Risk & Claims Office;
• Such access must be strictly for business reasons.

5. Staff members may not remove or alter any information in the personnel file. If an staff member has information which he/she would like included in the file they may submit the information to the campus Human Resources Office for review. If deemed appropriate by the campus Human Resources Office, this information will be included in the staff member's file or the staff member will be informed, in writing, of the reason(s) why the information will not be included.

6. If the staff member feels that certain material is irrelevant, inaccurate, or obsolete, he/she may submit a written request to the campus Human Resources Office to remove the material from the file. The campus Human Resources Office will either remove the material or inform the staff member in writing, as to the reason that the information should remain in the file.

7. Staff members requesting copies of information from their files will be charged for copies at the prevailing rate per page. Staff members will be required to pay either by cash or personal check at the time of receipt of their requested copies.

8. All requests for personnel information from sources outside of the University shall be directed to the appropriate campus Human Resources Office. The campus Human Resources Office will only release information in response to written requests, and only after obtaining the written consent of the individual who is the subject of the inquiry. The University, however, will comply with requests for information from law enforcement agencies or through the normal subpeona and court order processes.

9. In order to keep the University’s personnel records current, all employees should update personal information when necessary. The following items can be updated online at the Web for Employees site, https://banweb.umdnj.edu:8090.

1. Address
2. Telephone
3. Emergency Contacts

Changes to the following items must be made in writing to the Campus Human Resources office:

1. Name (new Social Security card must be presented)
2. Marital Status
3. Number of Dependents
4. Educational Accomplishments

10. Former staff members shall be allowed to review their personnel records after the date of their separation in accordance with applicable law(s).

 
by direction of the President

Vice President for Human Resources