Chapman University : Personnel Records for Staff and Administrative
Employees
Documents to be included in the Personnel, Benefits and/or Workers' Compensation Files shall be forwarded by individual departments to the Department of Human Resources.
All Personnel, Benefits and Workers' Compensation files shall be secured in locked files in the Department of Human Resources.
Personnel, Benefits and Workers' Compensation Files shall be retained by the University as required by law. An outdated file will be destroyed in such a manner as to protect the privacy of the former employee.
Except as stated in this section, no official or employee of the University may divulge to another person, any information contained in the personnel records of another University employee.
Employees may contact the Department of Human Resources to schedule an appointment to review the contents of their own personnel files. Employees are entitled to one photocopy of any document contained in their personnel files which bears the employees' signatures. Employees may, with the approval of the Human Resources Director, enter a written document into their Personnel File in the case of dispute or clarification with any of the contents of his/her Personnel File. Employees may not remove, alter, augment, deface or eradicate any documents maintained in their personnel files.
Authorized Chapman University Administrative personnel who have a "need to know" may review the contents of the Personnel Files of employees assigned to their areas of responsibility, upon securing approval from the Human Resources Director.
Supervisors may review the files of employees who work within their areas of authority upon securing approval from the Human Resources Director.
For a valid reason, and with the approval of the Human Resources Director, the employee may authorize in writing access to his or her file by a person not indicated above.
For the purpose of telephone verification of employment for financial or related reasons, Human Resources will supply only dates of employment and title of the employee in question. This information will be given only upon the written approval of the employee,
Upon the approval of the Human Resources Director, the University may permit access to and copying from personnel files pursuant to subpoena, or lawful requests from a federal, state or local government agency when such request is relevant to investigations, hearings or other proceedings pending before such agencies or the courts.
Fair Employment Practice Act/CA Labor Code Sect. 1420.4. All employment records and files such as applications, references, interview forms, interview notes and rejection notices for a period not less than two years. In the case of a verified complaint, all files and records must be maintained until final disposition of the charge.
CA Labor Code Sects. 1174 & 1353 - All payroll records
showing hours worked daily and wages paid to employees, names and addresses
of all employees employed for a period of not less than one year.
CA Labor Code Sect. 1197.5 - Records showing wages, wage
rates, job classifications and other terms and conditions of employment
for all employees for a period of not less than two years.
Unemployment Insurance Code - Employee's name, status, social security number, date of hire/rehire, date of termination, wages paid at termination, for a period of not less than four years after date of termination.
Industrial Welfare Commission Orders - Records to include employee's full name, home address, occupation, social security number, date of birth, timesheets, total wages paid each pay period, total hours worked each pay period, for a period of not less than three years.
Fair Labor Standards Act - All payroll records containing the following: name, home address date of birth, gender and occupation of every (non-exempt) employee. Time of day and day of week on which the employee's workweek begins and ends. Regularly hourly rate of pay for any week in which overtime is worked. Hours worked each workday and total hours worked each week. Total daily, or weekly straight time wages, total overtime computation for any workweek containing overtime, total additions to or deductions from wages, retroactive payment of wages, including the amount of such wages period covered and the date of payment. Such records must be maintained for a period of not less than two years.
Fair Labor Standards Act - For exempt employees, employee name, home address, date of birth, gender and occupation. Time of day and day of week that workweek begins and ends. Total wages paid each pay period, date of payment, and pay period covered by such payment. Such records must be maintained for a period of not less than three years.
Age Discrimination in Employment - All records which contain the employee's name, address, date of birth, occupation rate of pay, days worked, and compensation earned each week. All other personnel records which relate to hiring, promoting, or discharging employees, job descriptions, occupational qualifications, hiring and promotion policies, classified advertisements, job applications, and other matter pertinent to determination of whether an action is based on a factor other than age, including employee benefit records for a period of not less than one year following date of last action.
Occupational Safety and Health Act of California - Log and summary of occasional injuries and illness (OSHA 200) for a period of not less than five years.
South Coast Air Quality Mgt. District Rule 708.4(g) - A written record of actions taken for a predicted second or third stage episode, containing the time of day episode message was received, actions taken to notify employees including the time of day such action was taken, measures taken on the day of the predicted episode to determine the effectiveness of the plan, and the estimated reduction of vehicle miles traveled, and actions to be taken to improve effectiveness of plan, for a period of one year following each episode.
Equal Pay Act - Any records which explain or relate to payment of wages, rates of pay, performance evaluations, job descriptions, merit systems, or other matters which describe or explain the basis of any differential to employees of the opposite sex. These must be maintained for a period of not less than two years following the date of the personnel action.
Occupational Health and Safety Act 1970 (29CFR Part 19l0 - Employee Exposure and Medical Records) - Records of employee exposure to toxic substances or harmful physical agents. Results of environmental monitoring (including personnel, area, grab, wipe or other forms of sampling) Material Data Safety Sheets or any other record which reveals the identity of a toxic substance or harmful physical agent. Employee medical records pertaining to work related illness, injury or medical complaint. All such records are to be maintained for a period of not less than thirty years.
The above obligations are likewise incumbent upon the Office of the Provost and the Vice Provost for Life-long Learning, who shall authorize their staffs to follow these regulations as policy of the University, the laws of the State of California, and Federal statutes in respect to Faculty personnel files under their care.