||Approved Date 12-18-2012
Effective Date 12-18-2012
Revision No. 1.0
This policy establishes guidelines for establishing, viewing, and maintaining employment records.
2.0 Revision History
||Added a clause about accessing records.
3.0 Persons Affected
3.1 Casper College employees.
The policy of Casper College is to ensure the following.
4.1 The college abides by all federal, state, and local laws regarding employment records.
5.1 Employment Records. This is a set of documents pertaining to an employee’s employment. There are three general types of records: personnel records, payroll records, and other employment records.
5.2 Personnel records. These records typically include, but are not limited to, the employee’s application, letter of appointment, appraisals, disciplinary actions, training and education, awards, and termination.
5.3 Payroll records. These records include rate of pay, work hours, pay, overtime records, court documents, etc.
5.4 Other employment records. These records typically include, but are not limited to, federally required employment documents, benefits, grievances, workers’ compensation claims, leave slips, Family and Medical Leave Act documents. These records may be kept in separate files for confidentiality and legal reasons.
6.1 The director of human resources is responsible for ensuring compliance to this policy and for maintaining administrative, executive, and classified staff employees’ personnel, payroll, and other employment records.
6.2 The vice president of academic affairs is responsible for maintaining benefitted and adjunct faculty employees’ personnel employment records.
6.3 The dean of continuing education is responsible for maintaining continuing education instructor personnel employment records.
6.4 The director of career services is responsible for is responsible for maintaining student employees’ personnel employment records.
7.1 Supervisor Accessing Records
7.1.1 Supervisors request access to an employee’s records from the responsible record holder for legitimate managerial reasons.
7.1.2 The record holder provides the supervisor access to the employee’s records within two business days. The record holder may deny access if providing access would constitute a violation of federal, state, or local laws.
7.1.3 Supervisors may view the records and request copies. They may not remove the original records from the record holder’s office.
7.2 Employees Accessing Records
7.2.1 Employees request access to their employment records from the responsible record holder.
7.2.2 The record holder will grant employees full record access to their own employment records within two business days except for records pertaining to litigation, grievances, etc.
7.2.3 Employees may view their records and request copies. They may not remove the original records from the record holder’s office.