Guidelines/Procedures

PURPOSE 

The purpose of this policy is to protect the confidentiality of personal information and to permit employees to designate that their personal information (name, home address, social security number and home telephone number) as non-public and not available for public access.

PROCEDURES

1.  According to state law, all employee information is public, unless the employee designates certain personal information as non-public.  Employees may notify HR Records that he or she does not want his or her personal information released to the public.  If the employee does not so designate, the information becomes public and available to the general public upon receipt of a request under the Texas Open Records Act.

2.  Upon receipt of a public request for employee information under the Texas Open Records Act, HR Records shall identify whether the employee has designated non-release of his or her personal information.  In submitting the requested information under the Act, HR Records shall block out the personal information and submit all documents as requested in a timely manner.

3.  Employees are permitted to view and/or copy the information in his or her personnel file.  The employee must contact HR Records and make an appointment to view the file in the HR Records Office.

4.  Administrators and supervisors in the employee’s chain of command are permitted to review personnel files, as needed, to carry out the responsibilities of their position.  Other individuals and agencies may, upon request, be authorized by the Associate Vice President of Human Resources to review a personnel file.  The personal file will contain any personal information that is usually included in the file.

5.  Access to an employee’s personnel file by third parties will be given to government agencies and other investigative agencies only pursuant to a court order or subpoena, unless approved by the Associate Vice President of Human Resources.  Employees whose records are subpoenaed will be notified of the Subpoena by the Office of Human Resources.  These materials will contain any personal information that is usually included in the file.

6.  Benefits information is not filed in the employee’s master personnel file and is confidential information.  This information is not public and may not be released to anyone, except as approved by the Associate Vice President of Human Resources.