Policy Number:         720 

Date Effective:          10/03/1980

Date Reviewed:        12/19/2023                                                   

Dave Revised:          12/19/2023

References:              Collective Bargaining Agreements; HRS Procedures

POLICY

Human Resource Services shall maintain official personnel files.  An employee’s position title(s), duration of employment, and salary are public information and must be released on request.  Other records are confidential and access to them is limited, as set forth in established University and Human Resource Services procedures and applicable collective bargaining agreements.

PROCEDURE

Employees are entitled, upon request, to review their personnel file at Human Resource Services during office hours.  Personnel files may contain the following documents:  personnel information forms, hiring documentation, pay documents, Board of Regents contracts, performance evaluations, documentation of disciplinary action, documentation pertaining to employment or working conditions, and personal data such as address, phone number, tax exemptions, and insurance and annuity information.

An employee's supervisor may review the employee's personnel file upon request.  Personal information regarding insurance, annuities, and exemptions is removed prior to that review.

No information reflecting critically upon an employee shall be placed in the employee's personnel file unless the employee has received a copy of such information.

An employee may file a written response to performance evaluations and disciplinary action letters contained in the employee's personnel file.  Disciplinary warning letters shall be maintained in accordance with applicable collective bargaining agreements or personnel policies.  Copies of statements, documents, and other information employees want to place in their personnel files must be provided to each employee's supervisor.

Access to employee personnel files is permitted for job-related purposes.  Individuals who have access to an employee’s personnel file include the employee’s supervisor in the direct line of managerial authority, the HRS Associate Vice President, legal counsel representing the University of Montana, and Human Resource Services staff for the purpose of preparing or maintaining those files.  Others with limited access to employee personnel files include internal and independent auditors of federal and state agencies.  Other persons or agencies may obtain access to employee personnel files only with the employee’s written permission or with a valid legal order.