Current through all regulations passed and filed through September 16, 2024
(A) Policy statement. The university shall
establish and maintain such employee files as necessary in accordance with
state and federal laws and applicable collective bargaining agreements. The
office of human resources is the sole repository of the official employee
personnel files and, as such, maintains a file for each full-time member of the
faculty and full-time and part-time members of the professional/administrative
and classified civil service staffs. The chief human resources officer serves
as the custodian of these official files.
(B)
Definition.
"Personnel file" - any employee's official human resources file that serves as
a chronology of the employee's history with the university.
(C)
Procedures.
(1) Employees may examine their
own personnel file by appointment during regular
business hours.
(2) Employees may
place into their personnel file a written
statement commenting on or disagreeing with any document contained in the
file.
(3) Employees will receive a
copy of each document placed in their personnel
file by others at the time it is placed in the file.
(4) The office of human resources maintains a
log of all non-university employees accessing these files. This office will
notify employees and the appropriate bargaining unit when a non-university
employee has accessed their personnel
file.
(5) Periodically, the
president, or designee, shall identify a person or persons to conduct an
unannounced spot check of the official employee personnel files and provide a
written report of the findings.
(6)
Information contained in
personnel files will be used in a manner
appropriate to the normal operation of the university and may be reported to
the appropriate state or federal agency as required by law.
(7) Employee personnel files are subject to Ohio's public records
law.
(8)
Medical records, benefits records, workers' compensation
records, and employment eligibility verification documents are not part of
personnel files and are separately maintained by the office of human
resources.
(9) All files
maintained by the office of human resources are
maintained in accordance with applicable records retention schedules and
are periodically examined for the purpose of purging the files of material no
longer appropriate for retention.
