The office of human resources is the primary custodians of the official employment records of all staff members employed at the University both past and present.

            Every staff member must report changes in personal status including name and address changes, so that the records properly reflect the current status of every person employed and so that informational bulletins including earning statements can be sent on a timely basis.

            As a matter of policy with regard to employee personal privacy, we will collect and use only that information that is necessary or relevant to the operating needs of the University. Internal access will be limited to those who have legitimate business reasons. Information regarding an employee's home address and telephone number will not be released unless there is an obvious "need to know" or in case of an emergency. Employees' home addresses and telephone numbers will not be given to other employees for use in mailings.

            The following information is designated as directory information and will be provided and verified: dates of employment, job title or position, and department. All other information maintained in the personnel file for all staff members is considered confidential and is released only after written request and consent of the employee. Information will be released to government agencies when required by federal and state laws. Information may be disclosed in response to summons, judicial order or subpoena.

            All reference checks by outside employers requesting information on current or former employees and verification of employment must be referred to the office of human resources. Departments should not release information. The office of human resources is authorized to reply to inquiries by verifying dates of employment and termination and job titles and department.

            The employee's personnel file shall be available for examination and review by the employee. Such review or examination shall take place during regular business hours in the office of human resources in the presence of the record's custodian or his/her designee, and only upon prior notice. Employees will be required to sign a written form requesting access to his/her file and present valid identification.