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University of Oregon

Records & Data Management

It is the employer’s responsibility to maintain accurate employee records. Both state and federal law apply to the maintenance of employment histories which include, but are not limited to employment related actions such as recruitment and selection, promotion, classification, compensation, performance, discipline, and training. Accuracy of employment data and dates maintained in these records determine an employee’s eligibility for university programs and services, Oregon University System (OUS) opportunities, as well as both the Public Employee Benefit Board (PEBB) and the Public Employee Retirement System (PERS). The official personnel record for all classified employees is located in Human Resources. This file is maintained under conditions which ensure the integrity and safe keeping of the file. Upon reasonable notice an employee may inspect their official personnel file. Ref: SEIU Article 16 – Personnel Records.

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 Identity Protection

Events and trends over the past few years have heightened awareness of problems arising from identity theft and related misuse of personal information. Commonplace availability of key personal information such as Social Security Number (SSN) and the absence of strong measures for protecting privacy have contributed to identity theft with disastrous ramifications for the victims. To help protect our faculty and staff, the university issues a unique numeric identifier to each employee that is used to conduct university business.