UD Seal
Human Resources

Access to Personnel Records

Section: Human Resources Policies
Policy Name: Access to Personnel Records
Policy Owner: Executive Vice President
Responsible University Office: Office of Human Resources
Origination Date: September 7, 1999
Revisions:
Legacy Policy Number: 4-18
  1. PURPOSE
    To outline the procedures for access to personnel records.
  2. POLICY
    Individual personnel files are maintained in the HR Systems Administration Office. In addition, separate personnel files may be maintained in the employee’s department.

    Upon written request, data in the employee’s personnel files, with the exception of confidential employment references sent to or solicited by the University, shall be available for inspection by the individual employee with proper identification. Records must be reviewed in the presence of an official in the particular records office or department, and may not be removed. Employees shall make an appointment with the personnel official, at the appropriate records office or department, indicating the specific information desired to be reviewed.

    Copies of specific information, with the exception noted above, may be supplied at the employee’s expense.