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Access to University Human Resource Services employee personnel files

• Access to University Human Resource Services (UHRS) employee personnel files is conducted through UHRS records and benefits area by the records manager.
• Contact the records manager through the UHRS front desk at 855-2172. The nature of the request and the name of the employee file to be viewed should be included. A time will be set up within the day of the request and no later than the end of the next business day.

Access to departmental personnel files

• Department files include: main office employee personnel files, supervisor's files, and any file maintained by the employee's name or identification number.
• Access to departmental personnel files is conducted through the department's designated record keeper.
• The department should contact Bloomington location employee relations at 856-6047 to review files prior to release.

Guidelines for requesting access to employee personnel files

• The nature of the request and the name of the employee file to be viewed must be included at the time of the request. A time to view the file and/or receive copies of the file will be set up within the day of the request and no later than the end of the next business day.

• If a designated representative makes the request, the representative must present the Employee Written Authorization for Release of Personnel File(s) form signed by the employee.

• At no time during the examination of the employee's file will the file be out of the direct supervision of the university record keeper.

The following are types of items typically kept in personnel files. This is not meant to be an exhaustive list.

Items kept in Human Resources personnel files	Items kept in departmental personnel files	Medical documentation should never be kept in personnel files
PAFs/ E-Docs	PAFs/ E-Docs	Doctor's statements
Performance Appraisals	Performance Appraisals	FMLA paperwork
Commendations/ Corrective Actions-SIR	Commendations/ Corrective Actions-SIR	ADA accommodations paperwork
Resume/Application	Resume/ Application	Worker's Compensation paperwork
Performance Improvement Plans	Performance Improvement Plans
I-9	I-9
Certificates, Dept. Awards, Nominations, Training	Certificates, Dept. Awards, Nominations, Training
W-4s	Counselings
Benefit enrollment information; beneficiaries	Job description
Criminal Record Report	Supervisor's notes that have been shared with the employee
Staff Merit Awards
Nominations for Staff Merit Awards