3.37 / Official Personnel Files

  1. Purpose

    The purpose of this statement is to set forth University policy with regard to the maintenance of official personnel files for faculty, support staff and unclassified professional employees of the University.

  2. Preamble

    The University shall maintain one official personnel file for each employee of the University and said official personnel file shall be maintained in accordance with this policy statement.

  3. Policy

    1. The official personnel file shall contain all documentation relating to the employment relationship between the University and the respective employee, except for medical information, which shall be maintained in the Office of Human Resources.

    2. The official personnel file shall be maintained as a confidential personnel record.

    3. Each employee should be aware of all documentation in the official personnel file and shall be provided access to his/her own official personnel file upon request.

    4. Should an employee dispute or disagree with information or documentation in the official personnel file, the employee should discuss his/her concerns with the immediate supervisor. After such discussion, the employee shall be provided the opportunity to add an explanation or commentary to the official personnel file.

    5. The official personnel file shall be maintained as follows:

      1. The official personnel file for faculty shall be maintained in the Office of Academic Affairs, as provided in Section 4.14.

      2. The official personnel file for university support staff shall be maintained in the Office of Human Resources.

      3. The official personnel file for unclassified professional employees shall be maintained by the President or the Vice President for the unclassified professional employees in their respective areas.

  4. Implementation

    This policy shall be included in the WSU Policies and Procedures Manual and shared with appropriate constituencies of the University.

    The General Counsel shall have responsibility for publication, dissemination and implementation of this University policy.

(Faculty should see also Faculty Personnel Records at Section 4.14 of this manual.)