HR Policies: 6.13.4
Personnel Files
Subject: Operating Procedures
Number: 6.13.4
Issued: 1/1/80
Revised: 7/7/00
Official staff human resource (i.e.
personnel) files are maintained in the Office
of Human Resources. The file contains records that are necessary,
appropriate and relevant for university business.
Requests for Review
To ensure that files are accurate, complete and up-to-date, staff may
review their human resource files by appointment
and may, at their expense, obtain copies of any materials contained in
the file. Request for a human resource file review should be made
to HRIS/Records Administration
(255-6883 ) in the Office of Human Resources. An appointment will be arranged
by Records Administration for the staff member to review his/her file
and, if needed, to discuss its contents.
In all cases, the file is to be viewed only within the Office of Human Resources.
Records in Files
The official staff human resource file includes the following.
| • | Employment Application, |
| • | Resume (If attached to the Employment Application) |
| • | I-9 Form |
| • | Payroll/Salary Forms |
Access to Staff Human Resource Files
Staff human resource files are kept
confidential and are used only:
• For university business;
• By the staff themselves, and
• Where and when required by law, court order or subpoena
Request for Information
The staff member's direct line supervisor will be given access to
relevant job related human resource records of the staff member.
Other university officials may be given access to a staff member's personnel record if and only if::
(a) The need to know has been demonstrated and subsequently approved by Records Administration in the Office of Human Resources or
(b) The staff member grants written permission.
No copies may be made of records within the staff member's file, unless approved by Records Administration .
Request for Outside the university
Staff human resource files will not be made available to those outside
the university, unless written permission is obtained from the staff
member. Exceptions to this rule are as follows:
(a) Public information, routinely contained within the Cornell Staff Directory, specifically name, confirmation of employment, and positions title.
(b) Request by Federal, State or local law enforcement agencies where expressly provided for by law.
(c) Requests for information to protect the legal interests of the University.
Contact the local hr representative or designee or Records Administration (255-6883) in the Office of Human Resources for more information.