E3.18 Access to Personnel Files

Effective Date: August 30, 2019
Last Reviewed: August 30, 2019

This Policy applies to all persons currently employed or formerly employed by Stonehill College; however, this Policy shall not apply to faculty members in tenure track positions or who have achieved tenure with respect to records which apply to the faculty member’s scholarship or any other matters directly related to the faculty member’s tenure and promotion which shall be governed by Policy A09.3.

For the purposes of this Policy a “personnel file” or “personnel record” shall be defined as a record kept by the College that identifies an employee, to the extent that the record is used or has been used, or may affect or be used relative to that employee's qualifications for employment, promotion, transfer, additional compensation, or disciplinary action. Such records include, but are not limited to the name, address, date of birth, and job title and description; rate of pay and any other compensation paid to the employee; starting date of employment; the job application of the employee; resumes or other forms of employment inquiry submitted to the College; all employee performance evaluations and employee evaluation documents; written warnings of substandard performance; lists of provisional periods; waivers signed by the employee; copies of dated termination notices; and any other documents relating to disciplinary action regarding the employee. A personnel record shall be maintained in typewritten or printed form or may be handwritten in indelible ink.

Stonehill shall notify an employee within 10 days of the College placing in the employee's personnel record any information to the extent that the information is, has been used, or may be used, to negatively affect the employee's qualification for employment, promotion, transfer, additional compensation or the possibility that the employee will be subject to disciplinary action.

Upon written request, Stonehill shall provide an employee an opportunity to review the employee's personnel record within 5 business days of such request. The review shall take place in the Office of Human Resources during normal business hours. An employee shall be given a copy of the employee's personnel record within 5 business days of submitting to the Office of Human Resources a written request for such copy.

Correction or removal of any information contained in a personnel record must be agreed upon by the College and the employee. If an agreement is not reached, the employee may submit a written statement explaining the employee's position which shall thereupon be contained therein and shall become a part of such employee's personnel record along with the original information. The statement shall be included when the original information is transmitted to a third party.

This Policy shall at all times be interpreted consistent with Massachusetts General Laws Chapter 149, Section 52C.

Contents of a personnel file remain the property of Stonehill College. It is the policy of Stonehill College to furnish information contained in the employee’s personnel file when a lawful subpoena or court order has been properly served. As a general practice, the employee will be notified when such a request has been received unless instructed by a Court or an authorized law enforcement agency not to disclose such information.