Access to Personnel File

[Faculty Handbook Category #1]

Although personnel records are the property of the college, employees have a right to review their personnel records under Minnesota law. Consistent with the law, active employees may review their personnel record under the following conditions:

· the request is made in writing;

· no more than one request is made in any six-month period;

· the review of the record takes place in the Human Resources Office in the presence of a Human Resources representative.

As permitted by law, certain items will be excluded from the personnel record prior to its review, such as, written references by another person, certain medical records, etc.

If an active employee wishes to obtain a copy of his/her personnel file, he/she must make a separate written request for a copy.

If an employee disputes information contained in the personnel record, he/she may:

· request a copy of the disputed information;

· request that it be removed from the record.

If the college does not agree to remove disputed information, the employee may submit a written statement explaining his/her position. This statement will be kept with the disputed information.

Employees who leave the college may request a review of their personnel record once each year after separation for as long as the personnel record is maintained. Separated employees who wish to have a copy of their personnel files must make a written request for a copy.