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.

Examples of information typically kept in files (not meant to be an exhaustive list)

Human Resources personnel files	Departmental personnel files	Medical documentation must always be kept in a file separate from personnel file
PAFs and E-Docs	E-Docs	Doctor's statements
Performance appraisals	Performance appraisals	FMLA paperwork
Commendations	Commendations	ADA accommodations paperwork
Corrective actions	Corrective actions	Worker's Compensation paperwork
Resume and application	Resume and application
Performance Improvement Plans	Performance Improvement Plans
Certificates, nominations, awards	Certificates, nominations, awards
W-4s	Job description
Benefit enrollment information, beneficiaries	Supervisor's notes that have been shared with the employee

Indiana Law on Access to Employment Records

Indiana Open Records Law: Indiana Code 5-14-3-2 Section 4(b)

Personnel files of public employees and files of applicants for public employment are closed except for:

• The name, compensation, job title, business address, business telephone number, job description, education and training background, previous work experience, or dates of first and last employment of present or former officers or employees of the agency.
• Information relating to the status of any formal charges against the employee.
• The factual basis for a disciplinary action in which final action has been taken and that resulted in the employee being suspended, demoted, or discharged.
• All personnel file information shall be made available to the affected employee or his representative.

All other items are closed to the public. See examples below.

An employee shall have access to their entire record.

Examples of Items Closed to the Public

• Social Security Number
• Home address and home telephone number
• Benefit enrollments and beneficiaries
• Medical records
• Injury records
• Attendance records
• ADA related records including accommodations
• Reference letters
• Performance appraisals
• Merit award nominations
• Grievances and grievance responses
• Unemployment Compensation claims

If you have questions about whether a record or piece of information should be treated as open or closed to the public, contact University Counsel.