Access to Personnel Files Policy

Responsible Unit: Human Resources | Executive lead: CHRO 
Created: 2008 | Reviewed/Revised: 5/8/2019; 2/10/23 | Effective: 4/11/2023 
Compliance: NWCCU 2.F.1, RCW 49.12 250, RCW 49.12.260  
Approving Body: PAC | Classification: Institution-wide 

Policy:  
Employees have the right to review and inspect their personnel files during normal business hours in the Human Resources Office with at least 24 hours prior notice. An employee may take notes regarding the contents of the file and may place a statement in the file if an error is found. 

Employees are permitted to see any records used to determine their qualification for employment, promotion, or wage increases and any records used to discipline the employee except for any records relating to a criminal investigation or any letters of reference maintained by PNWU. Employees are permitted to have a copy of any document signed by the employee relating to their obtaining employment. 

A former employee shall retain the right of rebuttal or correction for a period not to exceed 2 years from the separation date. Unless directed by court order, state law, or subpoena, a terminated employee may not receive copies of their personnel file. 

All personnel files will be secured and kept confidential by Human Resources. 

Definitions: 
N/A 

Procedure: 
N/A 

Related documents: 
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Policy Resources

For assistance with policies and procedures contact:

Lori Fulton
lfulton@pnwu.edu