3000 Personnel Files

Policy Type: 

It is necessary for the orderly operation of the College to prepare a personnel information system for the retention of appropriate papers bearing upon an employee's duties and responsibilities to the College and College's responsibilities to the employee.

The Board of Trustees requires that sufficient records exist to ensure an employee‘s qualifications for the job held, compliance with federal, state, and local benefit programs, conformance with College rules, and evidence of completed evaluations. Such records will be kept in compliance with laws of the State of Michigan.

The Board delegates the maintenance of an employee personnel information system to the Director of Human Resources.

A single central file shall be maintained, and subsidiary records shall be maintained for ease in data gathering only. These records shall be maintained or destroyed consistent with the federal and state laws.

A copying cost may be charged for each copy given to the employee upon his/her written request at the rate determined by the President.

In accordance with the Bullard-Plawecki Right to Know Act, MCL 423.501, et seq., Employees' rights include a right to request and be given a review of their personnel records, a right to be supplied with copies of their records , a right to respond to statements in their personnel record, and a right to notice in certain circumstances where third parties seek a copy of their personnel record.

Personnel records shall not be available to Board members except as necessary to conduct disciplinary hearings and shall be available to school administrators as may be required in the performance of their job.

Personnel wishing to review their own records shall:

  1. request access in writing;

  2. review the record in the presence of the administrator designated to maintain said records or designee;

  3. make no alterations or additions to the record nor remove any material therefrom; and

  4. respond to any statements in the record.

When the College receives a court order or other request for an employee's personnel records, the College shall notify the employee with a copy of the request prior to producing the records.

Adopted Date: 
Monday, February 20, 1995
Board Approved