Human Resources takes great care to manage employee records properly. It is important to understand which records are considerd public and which are kept private as well as who may obtain access to employee records.
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, including an employee's representative, requires a written authorization from the employee.
Certain information may not be released to representatives of outside entities. This information includes:
- 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.
Access to Records
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.
Personnel File Contents
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
- 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