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University of Oregon

Classified Employee Records and Data

Information which may not be released to representatives of outside entities includes the following:

1. Confidentiality

Certain information regarding employment status is considered a public record for employees working at the University of Oregon. University departments may disclose the following information as a matter of public record:

  • employee name
  • employee date of hire
  • employee work phone
  • position(s) held
  • salary rate(s)
  • termination date, if applicable

Disclosure of other information outside the University requires a written authorization from the employee.

Information which may not be released to representatives of outside entities includes the following:

  • Social Security Number
  • home address and home and personal cell phone number

However, this information may be released to OUS and UO staff members if needed to conduct their duties.

2. Access

The following parties may inspect a classified employee's file:

  • the employee
  • the employee's supervisor or potential supervisor
  • an employee's official representative with the employee's signed authorization
  • a bargaining unit representative
  • Human Resources and other UO staff, as appropriate
  • a representative of the Employment Relations Board with a subpoena or signed authorization with the approval of the general counsel's office
  • a law enforcement agency that presents a written authorization signed by the classified employee
  • government agencies conducting official investigations with approval of the general counsel’s office

An investigatory office from the Bureau of Labor and Industry, Civil Rights Division, Department of Justice, or Equal Employment Opportunity Commission may inspect a record that is pertinent to an official investigation.

3. Content

The personnel file shall contain the following mandatory documents which  are retained for a given number of years according to the collective bargaining agreement and legal records retention schedule:

  • employment application - first UO job
  • employment application - current job
  • Personnel Information Form & Payroll Request form(s)
  • performance appraisals
  • summary of training completed
  • letters of commendation/recommendation
  • notices of disciplinary action
  • notices of layoff
  • documentation of resignation
  • Personnel Records Disclosure Form

Note:

  • Medical or psychological records are not retained in the official personnel file but are in a confidential file, physically separate per the Americans with Disabilities Act and the Family and Medical Leave Act.
  • No information reflecting critically on an employee shall be placed in the employee's personnel file without notification to the employee. 
  • The employee shall be entitled to prepare a written explanation or rebuttal regarding critical information believed to be incorrect or a misrepresentation of the facts. This documentation shall be included as part of the employee's personnel file until such time as the critical material is removed.
  • In addition to hard copies in the employee's personnel file, electronic records are also maintained in a number of data bases including the payroll data base