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Personnel Records

Policy Number: HR-41
Effective Date: July 2002
Last Revision: May 2013
Responsible Officer: Associate Dean for Administration and Chief of Staff

PURPOSE

This policy was established to advise Faculty and Professional Staff Members of their rights regarding reviewing their personnel records and their responsibilities to keep the information within these files current.

APPLICABILITY

This policy applies to all Drexel University College of Medicine Faculty and Professional Staff Members. Since the Faculty and Professional Staff Member’s file is the property of Drexel University College of Medicine, terminated Faculty and Professional Staff Members do not have a right to company property once they are terminated.

IMPLEMENTATION

Implementation of this policy is the responsibility of the Department of Human Resources.

ADMINISTRATIVE OVERSIGHT

The Associate Dean for Administration and Chief of Staff is the Drexel University College of Medicine official responsible for the administration of this policy.

POLICY

Faculty and Professional Staff Members are responsible for ensuring that personal information contained in the human resources information systems’ electronic file is accurate and up to date. All changes* are to be entered via the human resources information systems within 30 days of the change. Name changes (along with required proof of change) are to be reported within 30 days to the Human Resources Department. Faculty and Professional Staff Members may review their files in the presence of a Human Resources representative after scheduling a time to do so. A Faculty or Professional Staff Member may not remove or copy any documents from her/his file. If there is a disputed item within the file, the Faculty or Professional Staff Member may add a written statement to the file. If a Faculty or Professional Staff Member is posting internally within Drexel University College of Medicine for a new position, the hiring manager has the right to request the most current performance review to use in determining employment for the new position. Prior reviews will not be provided to hiring managers and are considered confidential. Only authorized supervisors and management personnel will have access to personnel files. However, Drexel University College of Medicine will cooperate with and provide access to a Faculty or Professional Staff Member's personnel file to law enforcement officials or local, state, or federal agencies in accordance with applicable law. All requests to review a Faculty or Professional Staff Member’s personnel file should be referred to the Human Resources Department. Confidential health/medical records are not included in a Faculty or Professional Staff Member's personnel file. Drexel University College of Medicine will safeguard them from disclosure and will divulge that information only: as allowed by law; to the Faculty or Professional Staff Member's personal physician upon written request of the Faculty or Professional Staff Member or as required for worker's compensation cases.

*Changes that impact benefits should be reported to the Benefits Administrator. Appropriate documentation and proofs may be required.

DEFINITIONS

Faculty Member is defined as an individual employed by Drexel University College of Medicine in a tenured, tenure-track, non-tenured track or adjunct position who teaches at any college, school, center or institute in Drexel University College of Medicine.  A Faculty Member also is deemed to be exempt under the provisions of the Fair Labor Standards Act (FLSA) and/or applicable state law.

Professional Staff Member is defined as an individual employed in any non-faculty category by Drexel University College of Medicine, including an individual who is deemed to be either exempt or non-exempt under the provisions of the Fair Labor Standards Act (FLSA) and/or applicable state law.

PROCEDURES

  1. To review employment records within the personnel file, a Faculty or Professional Staff Member may make an appointment with Human Resources. Appointments are scheduled any business day between 9:00 AM and 4:30 PM. Identification will be requested to safeguard the file against possible access by an unauthorized person.
  2. Personnel files are confidential and will not ordinarily be released to anyone outside Drexel University College of Medicine unless the Faculty or Professional Staff Member supplies a written statement releasing the file (or a part of it), or unless required by law.
  3. The following records from a personnel file will be available for review:
    1. Employment application or resume
    2. Wage or salary information
    3. Notices of commendation, warning or discipline
    4. Authorization for deduction or withholding of pay
    5. Attendance and leave records
    6. Changes in employment status
    7. Performance evaluations

These materials are added to the personnel file periodically by the Faculty or Professional Staff Member’s department and other business offices at Drexel University College of Medicine. If a document is not available in the file, and the Faculty or Professional Staff Member or supervisor believes it should be, a HR Partner should be contacted.

AT-WILL EMPLOYMENT NOT AFFECTED

Notwithstanding anything to the contrary stated in this policy, nothing herein is intended to alter the at-will status of any Professional Staff Member.  Drexel University College of Medicine at all times retains the right to terminate any Professional Staff Member at any time for any lawful reason, or for no reason at all.