/Institutions/Cumberland-University/json/2022-2023/University-Policy-local.json

/Institutions/Cumberland-University/json/2022-2023/University-Policy.json

Policy > Human Resources > Faculty Policies > Faculty Personnel Files

Faculty Personnel Files

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Document Number: FacHR--115

Revised: 11/14/2018
Revised: 09/01/2019

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General Description

Description:
Information about faculty personnel files relative to HR policy.
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Policy Provisions

1. Faculty Personnel File
Faculty personnel files may be electronic or hard copy documents or other sources of information, or a combination of both. The university will maintain a file of records for each employee. Records of past employees may be digitized. Hard copies must be maintained for ten years after the individual is no longer employed at the university. Electronic copies may be secure shredded ten years after the individual is no longer employed at the university.

1.1 Employment record file

Federal and state laws require the collection and retention of detailed personnel information. The Office of Human Resources houses a separate file on each employee of Cumberland University, faculty and staff. These must be appropriately secured, accessible only to those with a legitimate need to review the information. These files include information that (1) is employment-related, i.e. all forms and documents submitted prior to hire and subsequently as related to performance; (2) relates to compensation, including benefits; (3) concerns disciplinary action; and (4) provides other general information.

 

Information regarding an employee’s health or request for medical leave must be maintained and secured separately, accessible only to those with a legitimate need to review the information.

The file for all full-time, part-time, and adjunct faculty contains the completed Cumberland University employment application, including all materials required at the time of employment (see FacHR-101).

The personnel files are the property of the University. The files may be reviewed by the employee, his/her immediate supervisor, the executive member in charge of area of position (most cases the Provost and Vice President for Academic Affairs), and/or the President of the University with a legitimate need to have access to the information contained. It is also open to the legal counsel of the university when needed for official legal matters relative to the university, but it is not open to anyone else except by legal process. The employee, upon request, may review the files by contacting the Director of Human Resources for an appointment. A record will be maintained that shows the viewing activity of the file.

1.2 School dean's and program director’s personnel files

School deans and program directors may but are not required to keep personnel files for faculty and staff. Personnel files vary considerably in their contents according to the practices and discretion of the administrators involved. They should, however, contain records of all information the dean or program director considers noteworthy beyond that which is maintained by the Office of Human Resources as specified above, such as accolades or discipline if such are warranted, grievances and appeals, and/or certifications of academic and scholarly work. Deans will have copies of Annual Activity reports for school faculty reporting to them, which may be stored electronically.

Faculty may review the materials in this personnel file by making an appointment through the dean’s or program director’s office.

Viewing must occur in the presence of another individual. This file is also open to the Provost and Vice President for Academic Affairs, and to the legal counsel of the university when needed for official legal matters relative to the university, but is not open to anyone else except by legal process. A record will be maintained that shows the viewing activity of the file.

1.3 Provost and Vice President for Academic Affairs personnel files

Depending upon the administrator, the contents of the files housed in the Office of Academic Affairs may vary greatly. What records the Provost and Vice President for Academic Affairs keeps on faculty members is a matter of the administrator’s personal discretion.

Faculty may review the materials in this personnel file by making an appointment through the Office of Academic Affairs. Viewing must occur in the presence of another individual. This file is also open to the responsible school dean, to the university President as warranted, and to the legal counsel of the university when needed for official legal matters relative to the university, but is not open to anyone else except by legal process. A record will be maintained that shows the viewing activity of the file.

1.4 Submissions and exclusions of records

Faculty may submit written responses to evaluations or documentation within their personnel files. They may provide statements offering their own interpretations of employment activity and provide evidence with regard to any grievance, appeal and/or disciplinary action documented in their personnel file. Faculty have the right to challenge and request removal of any documentation in their file that is factually incorrect, providing they have documentation to make such a case. The Provost and Vice President for Academic Affairs can accommodate this request.