III. Faculty Employment Policies and Procedures
III.G. Personnel Records
Official personnel files are maintained in the Office of Human Resources, dean's office and academic unit office. The file in the Office of Human Resources contains information on employment status and personnel actions. Promotion and tenure documents are located in the dean's office, and documents relevant to professional performance and assessments are maintained in the academic unit office. For details of maintenance requirements on official files see Manual of Policies and Procedures, Policy 1109, Records Management.
Faculty members have access to information retained in all personnel files of which they are the subject, in accordance with law, except for letters of recommendation or reference kept in personnel files. See Manual of Policies and Procedures, Policy 1316, Release of Information From Employee Records. Individuals seeking access to their personnel files should arrange an appointment with human resources, the dean of the college and/or the AUH. A faculty member may be required to review his or her file in the presence of a human resources official, a member of the staff of the dean's office, or a member of the staff of the academic unit office. If the faculty member believes that some of the contents of a file should be removed or corrected, he or she may submit a written request for the removal or correction to the administrative custodian of the file, who will determine if the material will be removed or corrected. If the administrative custodian of the file denies the request, the faculty member may place a statement in the file.
In compliance with the Virginia Freedom of Information Act, (Code of Virginia, Section 2.2 – 3700), and the Manual of Policies and Procedures, Policy 1316, Release of Information From Employee Records, certain personal information must be disclosed to third parties upon request and may be disclosed without the knowledge and consent of the subject faculty member. Other personal information normally shall not be disclosed to third parties without the written consent of the faculty member.
The university must comply with discovery requests, subpoenas and warrants ordering records to be turned over to a court or party to litigation. The university shall attempt to inform a faculty member if his or her records are the subject of such discovery requests, subpoenas and warrants, unless prohibited by the terms of the document.