College Policy Number/Title:
At Howard Community College, the only documents included in an employee's personnel file include:
Employee's Personnel File Management
An employee's personnel file will be available to the employee for examination in the office of human resources with reasonable notice and during normal business hours; a human resources staff member will be present during the examination. The employee may elect to be accompanied by a third party at the time of file examination. Upon the employee's written request, the file may be made available to standing committees or other individuals of the college. Reference letters furnished to the college at the time of initial employment will not be available for review by the employee.
Single copies of documents in the personnel file are available to the employee upon request, and with reasonable notice. Multiple copies of documents or a copy of the complete file is available upon request and at the employee's expense. Copies of reference letters furnished to the college at the time of initial employment are excluded from this provision.
Employees who feel that irrelevant or unjustified materials have been included in their personnel files may submit a written objection with a petition to the associate vice president of human resources for the removal of such material. If agreement cannot be reached, the employee may pursue an appeal process as specified in the college's "Appeal" procedures 63.13.01 and 63.13.02 of the "Appeal" policy 63.13. "Appeal" procedures 63.13.01 and 63.13.02 of the "Appeal" policy 63.13.
An employee does not have the authority to add items to the employee's personnel file; it is the property of the college and its contents are at the discretion of the college. Only those in the employee's supervisory chain of command or human resources can add items. Only those in the employee's supervisory chain of command or human resources can add items. Originators wanting to update or add information to a personnel file will forward the materials to the associate vice president of human resources for inclusion in the file providing the information meets the requirements of the contents described above. Anonymous correspondence will not be included in an employee's personnel file.
An employee's personnel file will be available for inspection in the office of human resources to the employee's supervisor and others in the designated supervisory chain of command as well as the college attorney, president or authorized designee, the board of trustees and employees of the office of human resources. With permission of the employee or under court order, access to personnel files is available to authorized individuals or agencies outside the college.
Effective Date: 11/14/14