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University Human Resources

Home > Employee Relations > Smoking Guidelines

Accessing Human Resources and Departmental Personnel Files
Requesting access to Human Resources Records personnel files
Contact the campus Human Resources office to view the personnel file. The nature of the request and the name of the employee record to be viewed must be included at the time of the request. A time to view and/or receive copies of the record 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 record will it be out of the direct supervision of the university record keeper.
Accessing departmental personnel files

  • Department files include: main office 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 the campus Human Resources office to review files prior to release.

The following are examples of information typically kept in HR records and departmental files. This is not meant to be an exhaustive list.

Information kept in Human Resources personnel files

Information kept in departmental personnel files

Medical documentation must always be kept in a file separate from the personnel file

PAFs and E-Docs


Doctor's statements

Performance appraisals

Performance appraisals

FMLA paperwork



ADA accommodations paperwork

Corrective actions

Corrective actions

Resume and application

Resume and application

Worker's Compensation paperwork

Performance Improvement Plans

Performance Improvement Plans


Certificates, nominations, awards

Certificates, nominations, awards



Job description


Benefit enrollment information, beneficiaries

Supervisor's notes that have been shared with the employee


Guidelines Regarding Indiana Smoking Ban State Law

For all Staff and Temporary Employees


Since January 1, 2008, all IU campuses have had policies that provide for a tobacco-free or smoke-free campus.

On July 1, 2012, Indiana’s new statewide smoking ban went into effect. House Enrolled Act No. 1149 prohibits smoking in most public places and places of employment. Smoking is prohibited within eight feet of a public entrance to a public place and place of employment. Smoking is also prohibited in state-owned vehicles.

The Indiana smoking ban requires covered employers to inform each of their current and prospective employees of the smoking prohibitions. An employer must post conspicuous signs at each public entrance that references the smoking ban. Owners, managers or other persons in charge of a place of employment or public space are responsible for enforcing the law and making sure all employees and customers comply.

Prior to the new Indiana state law, violations of the tobacco-free of smoke-free policies on each campus by employees was a violation of University policy. As of July 1st, violations of University policy may also result in a violation of state law and a police-issued citation. Failing to comply is a Class B infraction with a required payment of a fine in accordance with county procedures; similar to a traffic ticket.  Three or more infractions is considered a Class A infraction. Indiana University police are to report employee infractions to University HR/Campus HR offices for Staff and Temporary employees and to Academic Affairs offices for Academic employees. University police are to report student infractions to Student Affairs.

Guidelines for University HR and Campus HR offices in Addressing Violations: Inform, Educate, and Review

IU Policies Violation

Indiana Smoking Ban Violation (IN Law)


IU all campuses

Page updated: 27 June 2013
Contact Employee Relations: • 812-856-6047

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation or identity, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University’s Notice of Non-Discrimination here which includes contact information.

The Annual Security Reports, containing policy statements and crime statistics for Indiana University campuses, are available through Public Safety and the IU Police Department web sites at protect.iu.edu/police-safety/annual-reports/index.html. A paper copy will be provided upon request from Public Safety at .