Access to Central Personnel File
Talent and Culture
Access to Central Personnel Files
Responsible Unit:
Talent and Culture
Adopted:
Sept. 10, 1998
Revision History:
Nov. 13, 2013
Review Date:
N/A
General InformationReason For This ProcedureTo outline the process for accessing employee central personnel records housed in the Division of Human Resources, as defined in Higher Education Policy Commission Series 8 - Personnel Administration. This Procedure Applies ToThis procedure applies to all employees on all campuses who have a central personnel file housed in the Division of Human Resources of West Virginia University. Definitions
Personnel File -
Confidential file containing documentation regarding the employee’s appointment,
compensation, promotion, demotion, transfer, honorary awards, disciplinary
actions and election of benefits at the University.
ProcedureAn active employee, upon presenting proof of positive identification, is
entitled to inspect or to obtain a copy of his/her own personnel file during
normal business hours, by contacting Records Management in Human Resources
to make an appointment at least twenty-four hours in advance. Materials
which were gathered with the employee’s prior agreement to forfeit his/her
right of access, such as references, will not be provided to the employee
for inspection or copying.
A representative of Records Management shall be present with the employee
during the review of the personnel file. The date, time, and location of
each review shall be recorded in the personnel file. No documents may be
removed from the personnel file by an employee. An employee may petition
at any time for either the removal or addition of documents to his/her
own personnel file by contacting Employee Relations in the Division of
Human Resources, which shall make the final determination.
An employee may authorize the release of information in his/her personnel
file to a third party upon the execution of a written authorization. An
employee’s personnel file may be subject to review by appropriate University
officials on a need-to-know basis.
The University may disclose an employee’s personnel file information pursuant
to a court order, subpoena, or as required by law. The Office of Legal
Affairs shall review such requests prior to any disclosure.
ResponsibilitiesInterpretation:Responsibility for interpretation of this administrative procedure rests
with the Vice President for Human Resources or his/her designee.
Application:The Division of Human Resources is responsible for restricting file access
and maintaining the confidentiality of central personnel files.
ContactsAdditional information or questions regarding this procedure should be directed
to Records Management in the Division of Human Resources at (304) 293-5700
ext. 1, or at
Employment@mail.wvu.edu .
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