St. Thomas University
Policy Statement

Personnel files are the property of the University. Documents in these files are not removed or destroyed while a staff member is currently employed at the University. These documents are the historical record of an employee's work and benefits history while employed at St. Thomas University.

The human resources office is responsible for the maintenance and retention of employee personnel files. Upon request, and provided reasonable notice is given, employees can view their personnel files during normal business hours in the presence of the director of human resources.

Personnel files contain copies of the employee's resumé and performance reviews. Employees are responsible for advising the human resources office of any changes to personnel records such as additional dependents, changes in marital status, home address, telephone number, etc.

The president, the director of human resources, the immediate supervisor and the employee will have access to the file for the purpose of adding material. Material deemed adverse to the employee is added to the file only after notification of the employee concerned. Access to a complete file is restricted to staff who administer employment, benefits and compensation policies. The employee may see all sections of his/her file. If a supervisor has an operational need to see one of their employees' files, the supervisor will be shown the relevant information by the director of human resources.

The information provided is held in confidence and is used only for University administrative purposes. Subject to any legal requirement to provide information, in the event of information queries from outside sources, only appointment and length of employment with the University is confirmed without obtaining the consent of the employee.