COP 05-0105: Employee Files and Transcripts

Purpose Statement

To provide detail about items contained in employee files and the procedures to be followed in gaining access to those records.

Guidelines

The Office of Human Resources serves as the custodian of personnel records and shall maintain an electronic employment file for each employee on the College payroll. The file will contain documents pertinent to the individual’s employment at the College in accordance with federal law, State Board of Education Rules, Florida Statutes and College procedures.

The College recognizes an employee’s rights and expectations that information in the college’s personnel files is accurate, relevant, and safe from improper disclosure. The College complies with the Public Records Act, Chapter 119, Florida Statutes, and the State Board of Education Rules in relation to the granting of access to employee records. Furthermore, the State Board of Education Rules define those records where there shall be limited access. The President or designee shall approve the release of any employment files in accordance with applicable state and federal laws, rules, and regulations.

1. The Office of Human Resources is responsible for overseeing the record keeping for all personnel information and is responsible for maintaining the official employee file.
2. The Office of Human Resources and General Counsel are the only authorized departments to release information about employees.
3. Supervisory and management employees who need for information exempt from inspection under state law regarding another employee may review exempt information in that employee’s file, but only with approval from the Chief Human Resources and Organizational Development Officer.
4. Employees are to refer all requests from outside the College for personnel information concerning applicants, employees, and past employees to the General Counsel’s Office.
5. All questions concerning release of employee information should be addressed by the Chief Human Resources and Organizational Officer in consultation with General Counsel.
6. Any information requested in a properly served subpoena will be released, provided that all appropriate legal considerations are met. Subpoenas should be directed to the General Counsel’s office for processing.
7. Reference checks from outside employers concerning current or former employees or employment verifications will be completed under the direction of the Chief Human Resources and Organizational Development Officer. All telephone requests and written requests, for employment information will be forwarded to the Human Resources Office for processing.

Procedures

Information Contained in Employee Files Electronic

Employee electronic files shall contain information for efficient personnel administration to include the following:

• Application materials and references
• Loyalty oath
• Personnel Data Sheet
• Dates of appointment
• Periods of employment
• Licensure and credentialing documents (if applicable)
• Personnel actions to include compensation details
• Contracts (if applicable)
• Employee reviews and disciplinary actions
• All other employment documents required by federal or state law

All forms required of an employee, including any required academic transcripts and credentials, must be submitted within thirty (30) days of an employee’s first day of employment. The Chief Human Resources and Organizational Development Officer retains final authority regarding the content of the personnel file.

Maintaining Employment Files

Employees have a responsibility to make sure their personnel records are up to date and should notify the Human Resources Office in writing of any changes in the following: name, address, telephone number, and number of dependents (for benefits and tax withholding purposes only) and persons to be notified in case of emergency.

Inspection of Employment Files

1. Personnel records of College employees shall be open to inspection pursuant to the provisions of Chapter 119, Florida Statutes, and subject to any applicable exception from disclosure pursuant to applicable law(s) and any other applicable laws. Inspection of personnel records shall be subject to the following:
   1. Request for personal inspection of a College personnel file or job application must be made in the Human Resources Office.
   2. In the absence of a release signed by the employee/applicant any request for personal inspection of a personnel file or job application is referred to the General Counsel’s Office.
   3. An employee may review their personnel file upon request. The Chief Human Resources and Organizational Development Officer or designee will require that inspections be at a reasonable time and place in order to protect the records. All inspections will be made in the Human Resources Office under the supervision of a member of the Human Resources department.
2. The following is typically provided by the Office of Human Resources in an information request regarding a present or former employee:
   • Dates of employment with the College.
   • Position held at the College.
   • Employment status (i.e., full-time permanent, part-time temporary, etc.).
   • Current or final salary.

Academic Transcripts

• Faculty: Applicants for regular and adjunct faculty positions must submit unofficial copies of transcripts for all degrees conferred at the time of application. Upon offer of employment, official transcripts for all degrees conferred and any other coursework used to credential the faculty member to teach, must be submitted unopened to the Office of Human Resources within 30 days. In the case of regular and adjunct faculty, failure to provide the required transcripts within the prescribed time frame may result in not being offered a contract or being allowed to teach in the current or subsequent terms.
• Staff: Individuals hired for any non-instructional positions that require a degree must submit unopened official transcripts for degrees conferred that are required for the position within 30 days of hire.

Foreign Transcripts

For colleges where the transcripts are in English and the faculty member has an original official copy, a notarized photocopy shall be considered the official transcript requirements for the Human Resources personnel file.

Any transcripts from outside the United States must be evaluated by a transcript and evaluation service sanctioned by the National Association of Credential Evaluation Services (NACES) at the employee or applicant’s expense, and meet the following requirements:

• The transcript must be in English or accompanied by a certified translation.
• The translation must be properly stamped, certified, and noted with the equivalency of the degree.
• The translation document will be considered the official transcript required for the Human Resources personnel file.