Ohio Administrative Code › Title 3364 - University of Toledo › Chapter 3364-25 - Benefit Policies; Employment › Section 3364-25-04 - Personnel records

Current through all regulations passed and filed through July 1, 2024
(A) Policy statement
The human resources department
									 ("HR")  is
				responsible for maintaining the official employment record for each staff employee. Employement records for
				faculty are maintained in the office of faculty affairs (health science campus)
				or office of the provost (main campus).
(B) Purpose of policy
To ensure that university employment records are accurate,
				relevant, and safe from improper disclosure.
(C) Employment records contents
The employment record
				includes, but are not limited to, current and
				background information sufficient to justify initial and continued employment
				and current reports of work performance evaluation.
(D) Employment records maintenance
HR is
				responsible for obtaining initial records or required licensure,
									 certification or
				registration for new employees. After hire, the employee's department
				management is responsible for 
									verification of
				licensure/certification renewals. 
									Verifications are maintained in the employee's
				departmental file.
The employee is responsible for providing accurate information
				for payroll records and tax purposes, proper beneficiaries for life insurance,
				and other changes in personal information. It is the responsibility of all
				staff employees and faculty members to advise 
									HR of any changes
				in personal information. Employees are able to maintain records data including
				their current mailing address and telephone number through the university's
				self-service system.
Occupational health records are maintained in a
				separate file. These records include records relating to the employee's
				health/immunization status at the time of
				
									hire and any encounters occurring thereafter.
If there is a change in family status affecting insurance, the
				employee must report the change to the HR
				benefits office within thirty days of the event; ensuring the correct
				enrollment/change form(s) have been completed.
(E) Procedures
(1) Access to employment files
Employees, while on non-work time
				or with the permission of their supervisor, may
				request access to their employement
										 during normal business
				hours.
An employee's representative or the public may review the
				employment 
										record if the representative or the public signs an
				inspection of employee information form.
The employee(s) and/or the authorized representative may review
				the employment file prior to disciplinary hearings or in the processing of
				grievances related to such information.
The employee(s) and/or the authorized
				representative may review the employment record prior to disciplinary hearings
				or in the processing of grievances related to such information.
Internal access to employment 
										records are
				limited to supervisory employees who are considering the employee for
				promotion, transfer, accommodations, or other personnel action, and to other
				officials who have a legitimate need to know. All other internal requests will
				be treated as requests for public records.
Documents maintained in an employment
				
										record
				are generally considered public records under Ohio law. However, some documents
				contained in an employment 
										record or otherwise maintained by the university
				are not public, including but not limited to, medical records, intellectual
				property records, certain investigatory files and any other record made
				confidential by law or not considered a public record.
(2) Requesting copy of employment
			 record
In accordance with and to the extent permitted by the Ohio
				Public Records Act, the university will provide copies of material on file to
				the employee or the employee's authorized representative upon payment of a
				reasonable fee established in accordance with the university's policy on
				availability of public records.