Review of Employee File

Employees may view their records in Human Resources at any time during regular working hours. The employee must present a staff identification card before access to records will be granted.

Contents of Employee File

Contents of individual employee files vary, but a typical folder will include some or all of the following: letters of offer and acceptance of employment (managerial/professional only), past and current PAFs, past and current PDFs, W-4 forms, I-9 forms, performance reports, letters of commendation, counseling forms, forms showing corrective action, records of service awards, tuition remission forms, and direct deposit forms.

Because an employee may have waived access to a letter of reference, such letters are not included in the file.

An employee may not insert materials into the employee file without written permission of the supervisor.

Medical Information

Medical information is not to be placed in employment files, either in the department or in Human Resources. Medical information is to be maintained in separate folders where confidentiality is assured. This includes information pertaining to accommodation under the Americans with Disabilities Act.

Adverse Documentation

Documentation that reflects unfavorably on an employee will not be placed in the employee file without evidence of the employee's knowledge. The following are proper forms of documentation:

• Materials bearing the employee's signature.
• Letters or memos addressed to the employee.
• Letters or memos showing a copy sent to the employee.

Confidentiality of Records

Because UNL is a public body, its records are available for public inspection. However, UNL employment records are confidential and will not be made available, except upon written authorization signed by the individual to whom the records pertain or in response to a legal mandate. In this context, employment records are those of persons who are employees of UNL and persons who are or have been either applicants or nominees for employment by UNL. Such records include the entire employment process beginning with application or nomination for appointment, search committee evaluation and appointing authority evaluation, through appointment and employment, and ending with separation from employment.

The following are not confidential and are considered by UNL as directory information:

• Employee's Name
• Gross salary
• Dates of hire and separation
• Type of appointment(s) held and term of each appointment
• Title or academic rank
• UNL employment address
• Postsecondary education degrees earned
• Awards or honors

Information other than directory information is accessible only to the employee, the department administrative personnel, UNL Human Resources, and other University offices with a need to know. Non-directory information should be released to others only with signed authorization from the employee or in response to a legal mandate.

Departments have three options for responding to requests for reference checks:

• Refer to Human Resources
• Provide directory information only
• With a signed release, respond to questions and provide information based only on what is documented in the employment file

For more information about responding to reference checks, inquire in Human Resources.

Note: Red text indicates a policy revision (May 1998).

Retention of Records

The following is a schedule of record retention in employing departments. For a complete retention schedule for all Business & Finance records click here.

Hiring process records for Office/Service and Professional/Managerial employees:

Records/applications of unsuccessful applicants- four years from date position is filled, then dispose.
Records/applications of successful applicants- four years following termination of employment, then dispose.

Employment History Files:

Files containing successful applications for employment, grievance records, performance reports, personnel action forms, requests for tuition assistance, employment eligibility verification (I-9) forms, employee withholding exemption certificates (W-4's), payroll deduction authorizations and workers' compensation claims and reports.

Retain ten years after separation, then archive unless verification of service is never made.

Payroll Time sheets and Leave Requests:

Retain four calendar years, provided audit has been completed, then dispose.

Work-Study Students six years.

Grant funded positions, two years beyond completion of audit.

Note: Red text indicates a policy revision (June 2002).

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If you would like more information about the department of Human Resources, visit the Human Resources website or call 402-472-3101. You may also email questions about Human Resources policies or procedures to hroffice2@unl.edu.