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MSUE Administrative Handbook: Human Resources
 

SUBJECT: PERSONNEL FILE ACCESS
 
POLICY: An employee may view the contents of his/her personnel file.
 
APPLIES TO: MSUE Provost-appointed academic staff and non-academic staff.
 
PROVISIONS/RESTRICTIONS:
 
  1. An employee personnel file is that file which contains materials of personnel actions and other documents reflecting an employee's employment history

    2.  
  2. The official personnel file for academic employees is located in the ANR Human Resources Office.

    3.  
  3. The official personnel file for non-academic employees is located in the MSU Human Resources Office.

    4.  
  4. A file maintained by the employee's supervisor and/or employing department is also considered a part of the employee's personnel file.

    5.  
  5. Items obtained in confidence, such as references, or prepared in confidence, such as Continuing Employment Recommendations and Position-Intensive Evaluations, are generally not available for review by the employee.  The interest is to promote candidness on the part of a responder, which is encouraged by confidentiality.   The content of such documents will be discussed with the employee at his/her request, but in such a way as to protect the anonymity of the author.
 
PROCEDURES:
 
An employee may request viewing his/her personnel file in person or may request a copy of his/her personnel file. Such requests should be made in advance.
 
DATE:    May 28, 1999