Which is not included in the personnel record?
Examples of items that should not be included in the personnel file are: Pre-employment records (with the exception of the application and resume) Monthly attendance transaction documents. Whistleblower complaints, notes generated from informal discrimination complaint investigations, Ombuds, or Campus Climate.
What are examples of personal files?
Examples of these are letters, emails, diaries, photographs and daily planners. Personal records also include things like student identification cards and drivers’ licenses. Dance cards, in which people kept a record of their dance partners at various social events, could be considered a type of personal record.
What documents should not be in a personnel file?
What Not to Keep in a Personnel File
- Medical records. Do not put medical records into a personnel file. …
- Form I-9s. Do not put Form I-9s into your employees’ personnel files. …
- Unnecessary material. Although an employee’s personnel file may contain any other job-related documents, don’t go overboard.
Who has the right to see your personnel records?
An employee’s personnel file usually contains information related to their performance, salary, and any investigations of misconduct or medical issues. As a result, these records are generally considered private and can be accessed by only the employer and the employee.
What are examples of employment records?
5 types of employee records
- Attendance records. Attendance records include information about each employee’s time in the workplace. …
- Benefits records. …
- Training records. …
- Payroll withholdings. …
- Unemployment records.
What are the types of records?
Types of Records
- I. Administrative Records. Records which pertain to the origin, development, activities, and accomplishments of the agency. …
- II. Legal Records. …
- III. Fiscal Records. …
- IV. Historical Records. …
- V. Research Records. …
- VI. Electronic Records.
What employee information should an employer keep?
Employers should keep all job-related documentation such as hiring records, performance reviews, disciplinary actions and job descriptions in an employee’s general personnel file. Consider whether the document would be relevant to a supervisor who may review this file when making employment decisions.
What employee information is confidential?
Confidential Employee Information
Personal data: Social Security Number, date of birth, marital status, and mailing address. Job application data: resume, background checks, and interview notes.
Can I request to see my personnel file?
As an employee, do I have a right to see my personnel files? The short answer is ‘yes’. You have a right to make a SAR to your employer, asking to see your personnel files, at any time. Your employer has the right to ask why you want to see your files, but must then provide all your records to you.
What is confidential in a personnel file?
Summary: A staff employee’s confidential file contains documents not directly related to the employee’s job and may contain personal information. The confidential file is part of an employee’s personnel record.
What information can Human Resources release?
Verification of Employment
If the company inquires further about salary, HR can give out that information as well, but it has the right to ask for express consent from the applicant. You do not have to give out any information whatsoever, including employment verification data and salary information.
What HR keeps confidential?
The Dimensions of Employee-HR Confidentiality
This data, which can pertain to age, sex, religion, race or national origin, must remain confidential. 2. Similarly, social security numbers, birth dates, home addresses and spousal information also must remain confidential within employee personnel files.