Management of Employee Information

Value Statement

The Austin Community College District (“ACC” or “the College”) supports its employees’ right to confidentiality of personal information.

Administrative Rule

1. ACC employees may designate their personal information as confidential, including:

• • home address
  • Social Security number
  • emergency contact information
  • home telephone number
  • information that reveals whether the employee has family members

1. If so designated, in accordance with the Texas Public Information Act (PIA) the information may not be released for public access.
2. Any employee who has access to personnel or confidential files shall keep confidential all information contained in the files to which the employee has access as a part of their position with the College. Willful or intentional disclosure of restricted personnel information to unauthorized persons will be cause for disciplinary action in accordance with College policies.
3. According to state law, personnel files are considered public records. Personnel files are College files that contain information pertinent to an employee’s employment status (including compensation data, placement information, payroll data, disciplinary action, and performance evaluations).
4. The Office of Human Resources (HR) is responsible for monitoring access to, and maintenance and storage of active personnel records.
5. HR shall ensure that employees have an opportunity to restrict public access to their personal information under the PIA. New employees shall have the opportunity to designate their choice to restrict personal information no later than 14 days after the start date of employment. If the information is designated non-public, HR shall ensure that such information is redacted and not accessible on any documents or materials submitted under the PIA.
6. Each employee is responsible for designating whether or not their personal information may be released to the public via the College’s processes designed for such purposes. If it is not restricted, such personal information becomes public information, in accordance with state law.