Introduction to Staff Personnel Files

1. Introduction to StaffPersonnel Files Danielle G. Schulte Employee Relations UCSD-Human Resources 858-534-8011 dgschulte@ucsd.edu

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 record • The file follows the employee • Not everything goes into the file

4. Personnel Files - What goes in: • Employment application and resume • Requisition form • College transcript (if applicable) • Job descriptions (current & former) • Hiring, promotion, demotion, transfer, layoff, rates of pay, other forms of compensation (e.g. PANS)

5. 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

6. Personnel Files: What goes in?cont’d • Training • Personnel data form • Patent Agreement • Confidentiality agreements • Computer 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, 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

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 evaluation

10. 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?

11. Personnel Files: Retention • When an employee goes to another department? • When an employee leaves the University?

12. Personnel Files: Questions?