Human Resources

Staff Policies and Procedures Manual

B. Records Maintenance Policy

1. Files maintained by the college

Properly maintained personnel records are made up of a series of files containing information on each employee. The following files and documents will be maintained:

Personnel file

The following types of information will normally be maintained in the personnel file:

Application/resume/inquiries Annual salary letters
Non-medical leaves of absence Performance evaluations
Offer letter/employment contract Training and education
Acknowledgement of receipt for policies and handbooks Discipline records
Personnel/payroll action forms Emergency contact
Employee status (part-time/full-time/tenured) Certifications or licenses
Job history such as position, promotion, demotion, layoff, seniority Offer letters/acceptances
Records of employee choices, such as declining promotions or training Attendance records

 

In addition benefits information will be included in the personnel files and will contain information on employee benefits including information on enrollment and beneficiaries.

Employees may include appropriate materials in their personnel file upon request by contacting Human Resources.

Grievances filed by an employee will be maintained in a separate file but will be considered a part of the official personnel record of the employee.

All medical information will be excluded from the employee's personnel file and maintained in a confidential medical file. Medical information is maintained in a confidential manner to meet requirements and restrictions imposed by federal law for personal characteristics, genetic information, etc.

INS I-9 form file

I-9 forms for all employees will be maintained in a single file in the Human Resource Department.

Payroll files

A payroll file will be maintained in the Payroll Office. The payroll file will include the following payroll information: employee name; Social Security number; home address; date of birth; gender;occupation; time and date that work week begins; regular hourly pay rate; hours worked each, week; total daily/weekly straight-time earnings; weekly overtime earnings; total wages paid each pay period; date of payment and pay period covered; additions or deductions in each pay period.

Medical file

A separate confidential medical file will be maintained for employees and may include the following information:

Results of drug and alcohol tests Results of hearing tests
Other records of diagnoses Doctor's notes and excuses
Documentation of medical leaves of absence Physical examination reports
Post hire, fitness-for-duty examinations Medical certifications for FMLA and OFLA

 

Any medical information about an employee, whether or not specifically listed above, will be maintained only in this separate medical file. Worker's compensation claims and accident investigation reports will be maintained in a separate file in Human Resources.

The Americans with Disabilities Act requires employers to maintain confidential medical records which are separate from other personnel records. Supervisors generally may not be provided with medical information about employees. Supervisors are entitled to know any necessary restrictions on an employee's duties and information necessary to make reasonable accommodations. Safety and first-aid personnel may be advised of medical information if they have a need to know this information in order to perform their safety or first-aid functions.

Safety training records

Safety training records are maintained by the departments responsible for the training, such as environmental/safety, community safety, and the sports center in the case of driver's safety training.

Complaint files

Occasionally Reed College deals with issues that are in dispute such as complaints arising under its policy against harassment and complaints arguably arising under various statutes. If an investigation is conducted, the materials relating to the complaint, the investigation and results will be maintained in a separate file.

Supervisors' files

Reed College's policy is to discourage the practice of supervisors keeping informal personnel files on employees. Reed College recognizes, however, that it may be necessary for a supervisor to keep

records concerning employee performance which, because of an ongoing need for access and updating, cannot be solely maintained with the remainder of the employee's personnel file. Such files should be kept in a locked, confidential file and should be destroyed when the employee terminates if there appears no likelihood for legal action. If the likelihood exists, the supervisor should maintain the records until the matter is resolved recognizing that they may become subject to subpoena. No medical records may be maintained by supervisors.

last revised: 2/13/2012

last reviewed: 2/13/2012

Back to site map

Go to complete printable manual