行政法规编号:6095-01

相关政策系列编号:6095

职位名称:人事记录

目的
To clarify the contents of, access to, 和 retention of employee personnel records.

声明
谈判单位员工
Management of personnel records for employees who are subject to collective bargaining agreements shall be governed by the respective agreements; failing such provisions, Board policies 和/or administrative rules shall apply.

人事记录内容
Individual personnel files are established 和 maintained by Human Resources for all 博天堂官方员工. The contents of the employee personnel file may include: initial employment application materials, training/education records, instructor approvals, supervisory commendations, disciplinary action memos, performance appraisals, position descriptions, 和/or personnel action forms indicating promotion, transfer, separation, retirement, 休假等.

No information reflecting critically upon an employee shall be placed in the employee's personnel file that does not bear the signature/initials of the employee or an acknowledgement 的收据.

If the employee is unavailable within a reasonable period of time to sign the material, Human Resources may place the material in the file, provided a copy of the document has been mailed to the employee's address of record.

If the employee believes the critical information is incorrect or is a misrepresentation of facts, the employee shall be entitled to prepare a written explanation or opinion 关于所制备的材料. This shall be included as part of the employee’s personnel record until the material is removed.

查阅人事记录

可访问性 to employee personnel files shall be limited to:

  1. 的员工,
  2. the employee's official representative with employee's signed written authorization,
  3. the employee's immediate supervisor 和 higher level supervisor in direct administrative 权力线，
  4. representatives of Academic Affairs for the purpose of determining instructor qualifications; 和
  5. Human Resources staff as part of assigned duties.

Employees may review their personnel files by contacting Human Resources.

Personnel files may not be removed from Human Resources; however, employees may request 和 be provided with copies of information contained in the file.

With the exception of information that is considered public, 博天堂官方 shall not disclose from official records personally identifiable information about any employee without explicit written authorization from the individual, except in the following circumstances:

  1. In response to a request to provide or verify information designated by the institution as directory information, which shall be limited to the fact of past or present employment, dates of employment, 和 title(s) or position(s).
  2. In response to a request by a properly identified law enforcement authority to provide an employee’s dates of attendance at work 和 home address;
  3. To protect the legal interest of the institution when the institution believes an employee or former employee may have engaged in illegal activities;
  4. To a law enforcement authority when the institution reasonably believes an employee or former employee may have engaged in illegal activities;
  5. Pursuant to a federal, state or local government statute or regulation that specifically requires disclosure of certain information to certain parties;
  6. To an agent or contractor of the institution such as a management consultant, government 承包商等., provided that only such information is disclosed as necessary for such agent or contractor to perform his/her function for the institution 和 the agent or contractor is prohibited from disclosing the information:
  7. In response to a lawfully issued administrative summons or judicial order, including 搜查令或传票;
  8. In compelling circumstances affecting the immediate health or safety of the individual, i.e.健康记录、残疾记录等.

保留人事记录

Employee personnel records shall be retained according to the guidelines established by the state archivist under Oregon Revised Statute 192.105和俄勒冈行政 规则 (166) 450-0090.

Records which have been the subject of an employee grievance settled by the decision of the employer, an arbitrator, or the court, such records may be removed before the 截止日期.

The retention schedule shall be suspended 和 the records kept intact:

  1. upon receipt of a charge of discrimination under the Federal Equal Employment Opportunity 行为;
  2. upon receipt of a request by the state auditor or attorney general;
  3. 根据法院的命令;
  4. upon receipt of notification of impending litigation; or
  5. when it can reasonably be assumed that the possibility of litigation exists.

Materials attached to, 和 part of a document, shall carry the same retention period 作为文档本身.

采用日期:1984年8月13日
DATE(S) OF REVISION(S): 08/14/07; 1/12/12; 11/9/17
DATE OF LAST REVIEW: 01/12/12; 11/9/17; 11/12/21