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Personnel Files

University of Central Missouri Procedure

Procedure Name:  Personnel Files

Date ApprovedApproved by the President on January 1, 2005

Procedure Category:  Employment

Date Effective:  January 1, 2005

Policy Authority:  Board of Governors Policy 1.2.040

Date Last Revised:  

Approval Authority:  University President

Review Cycle:

Responsibility:  Director of Human Resources



Note: Official faculty personnel records are maintained in the Office of the Provost.

Individual Personnel Files

Individual personnel files are official university records that are created at time of hire and are maintained by the Office of Human Resources during and after employment at UCM. They include but are not limited to:

  • Appointment and employment records
  • Pay rate increase information
  • Performance appraisal information
  • Disciplinary actions
  • Education and/or training documentation
  • Applications for employment and/or resume and other information submitted at hire
  • Applications for transfer

Supplemental files, depending on the circumstances, may also be developed. For example, information on medical conditions and absence forms will be maintained separately from the primary personnel file, but will be considered to be a part of the personnel file. Americans with Disabilities Act-related files are maintained separately. Grievance files are maintained in a separate location to provide greater security for the employee. Personnel decisions are not usually based on these special files.

Access to Files

Access to personnel files is controlled and is limited to the employee and management personnel who have an official “need to know,” including the employee's direct supervisor. Exceptions may be granted by University Counsel.

Employee inspections of official personnel information contained in personnel files may be done at a mutually agreed upon time and may be scheduled with the area Human Resources Generalist. Information gathered prior to employment, i.e., employment references are not available for review.

Updating File Information

Employees are responsible to keep Central Missouri informed of any changes regarding their records. Supervisors are also responsible for maintaining current employee address and phone information. Changes should be reported to Human Resources as soon as they occur.

Past Employee Personnel Files

Past employee personnel files are the sole property of Central Missouri and as such are sealed from viewing or copying once an individual is no longer employed at UCM. Exceptions may be made by the University General Counsel or the Director of Human Resources.


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