6/30/2019 Contents of the Official Personnel File | Human Resources

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» Contents of the O cial Personnel File

Contents of the Official Personnel File

PERSONNEL FILE GUIDELINES (/HR-NETWORK/CENTRAL-GUIDE-MANAGING-HR/PERSONNEL-FILES)

 The O cial Sta Personnel File (/hr-network/central-guide-managing-hr/personnel-

les/personnel)

 Maintenance of O cial Personnel File (/hr-network/central-guide-managing-hr/personnel-

les/personnel/maintenance)

 Contents of the O cial Personnel File (/hr-network/central-guide-managing-

hr/personnel- les/personnel/contents)

 What should NOT be in the O cial Personnel File? (/hr-network/central-guide-managing-

hr/personnel- les/personnel/not-included)

 Medical File (/hr-network/central-guide-managing-hr/personnel- les/medical)

 Supervisor's Working File (Optional) (/hr-network/central-guide-managing-hr/personnel-

les/supervisors-working)

 Access to Files (/hr-network/central-guide-managing-hr/personnel- les/access)

 Transfer of Files (/hr-network/central-guide-managing-hr/personnel- les/transfer)

 Records Retention (/hr-network/central-guide-managing-hr/personnel- les/records-retention)

 Additional resources (/hr-network/central-guide-managing-hr/personnel- les/additional-

resources)

Information that should be maintained in the o cial personnel le includes, but is not limited to:

Employment

Application
Resume
Prescreening application notes
Employment interview report form
Education veri cation
Employment veri cation
Other background veri cation
Emergency Contact Form
Request for non-medical leave of absence and approval/denial of leave
Employment o er letter
Checklist from new employee orientation showing subjects covered
Security clearance status
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Sta oath of allegiance

Welcome letter

Payroll

Monthly time sheets

Individual attendance record
Authorization for release of private information
Authorization for all other payroll actions

Performance Management

New employee progress reports

Performance appraisal forms
Performance improvement program records
Report of coaching/counseling session
Corrective action letters
Employee written warning notice

Training and Development

Training history records

Training program applications/requests
Training evaluation forms
Certi cations or commendations
In-house training noti cation letters
Nominations for departmental or campus awards
Training expense reimbursement records
Safety training/meeting attendance/summary forms

Wage/Salary Administration

Job card performance and standards

Physical, Environmental and Mental Demands Form
Service veri cation request
Compensation history record
Compensation recommendations
Noti cation of wage and or salary increase/decrease
Summons for jury duty
Any change in employment status including requests for reduction in time

Separation (Non-Medical)

Exit interview form

Final employee performance appraisal
Exit interviewer's comment form
Record of documents given at time of separation

‹ Maintenance of O cial Personnel File up What should NOT be in the O cial

(/hr-network/central-guide-managing- (/hr- Personnel File? › (/hr-network/central-
hr/personnel- network/central- guide-managing-hr/personnel-
les/personnel/maintenance) guide- les/personnel/not-included)
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6/30/2019 Contents of the Official Personnel File | Human Resources

managing-
hr/personnel-
les/personnel)

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