14.1 Personnel files exist as a record of an individual's employment history, achievements, and contributions within the USNH. The uses of personnel files are important to the faculty/staff member as well as the institution.
14.1.1 The campus personnel office maintains the official personnel file. If other employee files exist, they are subject to the same conditions as those applicable to the official file. All personnel actions are based solely on the contents of the official personnel files.
14.1.2 The official personnel file is maintained for three years following an employee's termination, and then basic employment information may be microfilmed or converted to a confidential form for personnel office use. Former employees have the same access to their individual personnel file in the same manner as active employees.
14.1.3 Faculty promotion and tenure files are not classified as personnel files and are not governed by the provisions of this policy. The use and retention of these files are governed by policies on each campus. Such files will be retained for a minimum of three years.
14.2 Authorized Users. Personnel officers, appropriate administrators and the employee may be users of personnel files. Personnel Officers include those formally designated as such by the institution. The personnel office will decide whether and to whom any information should be released. Documents or other information may be copied with permission of the personnel office. A record indicating the data and identifying those persons beyond personnel officers or appropriate administrators who have had access to personnel files will be maintained.
14.2.1 Personnel officers and appropriate officials of the University System of New Hampshire may have access on an official need to know basis.
14.2.2 Employee. Most material within the individual's personnel file is available for inspection by the individual employee. The personnel file may not be removed from the Human Resources Office; however, the individual may request review of his/her own file or receive a copy of information in that file. Reasonable fees may be charged for the copying.
14.2.2.1 Exception. Per N.H. RSA 275:56 (Employee Access to Personnel Records) shall not require the disclosure of: Information in the personnel file of a requesting employee who is the subject of an investigation at the time of his/her request if disclosure of such information would prejudice law enforcement; or information relating to a government security investigation.
14.2.3 Third Parties. Third parties are not entitled to inspect personnel files. A third party is defined as a person or group other than the staff member, his or her designee, personnel officers, or appropriate officials of the University System or institution. Information in the personnel file may be released to a third party only upon written request signed by the employee.
14.2.3.1 Information available verbally to third parties is limited to the employee's name, position, salary, and length of time of University System employment unless a written release to provide additional information is provided by the employee.
14.3 Composition of Files. Documents within the personnel file may include but are not limited to performance appraisals, letters of commendation, compensation and benefit documents, documentation related to disciplinary actions taken, copies of correspondence to third parties requesting job reference information, application material. If, upon inspection of his/her personnel file, an employee disagrees with any of the information contained in the file, then removal or correction of the information may occur with institutional approval. The employee may also submit a written statement explaining his/her version of the information with supporting evidence. Such statement shall be maintained as part of the employee's personnel file.
14.3.1 Unsolicited letters, comments, etc., will be made a part of the personnel file only if they have substantive merit, are free of innuendo, and are signed by the author. Such materials will be made available to the employee for inspection and response if desired.
14.3.2 Letters of commendation, caution, consultation, and reprimand are considered to be of decreasing significance with the passage of time.
14.3.3 Materials related to an employee's candidacy for a position will not be retained in the employee's personnel file but instead in the job search file.
14.3.4 Medical records will be kept in a separate file.
14.4 Computerized Personnel Information
14.4.1 All computerized information maintained on the Management Information System file is confidential. Only authorized staff accesses computer files containing personnel information.