Ohio Administrative Code › Title 3357:12 - Zane State College › Chapter 3357:12-3 - Employees; Office Work Hours; Title IX Policy; Wages › Section 3357:12-3-20 - Personnel records

Current through all regulations passed and filed through July 1, 2024
(A)
								Personnel records are governed by the Public Records
			 Act in section  149.43  of the Revised Code. All
			 employees will have access to their own personnel files for review when they
			 request it. The college will not maintain records of the race, religion, sex,
			 or national origin of employees except as required by a federal or state court
			 or agency or federal or state law or regulation concerning programs designed to
			 eliminate discrimination. An employee has the right to correct, ask for a
			 deletion, or write a statement of disagreement with any item in the file in the
			 presence of a human resources representative. He or she, however, may not
			 remove any item from the file.
(B)
								The college
			 maintains a separate medical insurance records file for each employee.
The college will provide employees
				copies of their medical insurance records upon request unless a physician has
				certified that doing so will cause serious medical harm to the employee; in
				which case copies of records will be released to a physician designated by the
				employee. Medical records may also be released to the state workers'
				compensation office and medical insurance companies in accordance with state
				law. Individuals tested for the HIV virus and results of such tests or
				information identifying individuals diagnosed as having AIDS or AIDS-related
				conditions will not be released except in accordance with sections
				 3701.243  and
				 3701.248  of the Revised Code to
				the extent the Revised Code is consistent with the Americans with Disabilities
				Act.
(C)
								 It is important that your personnel file is accurate
			 and up to date. Please notify the human resources department of any changes in
			 the following:
Name or Address
Marital status
Telephone number
Person(s) to notify in case of an emergency
Dependents
Medical plan coverage
Beneficiaries
Courses and degrees completed
Tax information
STRS/SERS/ARP information
Annuity information
(D)
								 All requests for information about a current, retired,
			 or terminated employee must be referred to the human resources department. The
			 human resources director may disclose to prospective employer's, dates of
			 employment, final title or position and job location, and final salary without
			 authorization from the employee. The college may, but does not have to, release
			 additional information at the employee's request. Employees requesting further
			 disclosure of employment information must sign a release form. This holds true
			 other than for a request pursuant to section
			  149.43  of the Revised
			 Code.
(E)
								 Information will also be given to duly authorized
			 requests from law enforcement agencies, including investigations, summonses,
			 subpoenas, and judicial orders. The college need not inform an employee that
			 personal information has been disclosed to law enforcement agencies if it
			 concerns an investigation into the employee's on-the-job conduct, especially
			 when the employee's actions endanger other employees or college security and
			 property.
(F)
								 The college will retain its duties and privileges as
			 an employer consistent with good business practices. This includes the
			 collection, retention, use, disclosure, and confidentiality of employee
			 information.
(G)
								 A copy of the "Zane State College Employment Contract
			 and Administrative and Professional and Faculty Addendum" are available on the
			 college's network via the common drive.
(H)
								 The human
			 resources department also issues the employee parking decals, identification
			 cards, and employee handbook upon hire.