Frequently Asked Questions: Employee Review of Personnel Files
Q: Which offices maintain personnel files for Vanderbilt staff?
A: The office of Human Resource Records Management maintains the official employment records for Vanderbilt staff.
Q: Can a staff member see his/her personnel file?
A: Yes. A staff member who wishes to see his/her personnel record should contact the Employee Relations Representative for his/her area to arrange for a mutually convenient time to review appropriate material.
Q: When can the file be reviewed?
A: A staff member may review his/her record in the presence of a Human Resources staff member during regular business hours.
Q: Can a staff member receive a copy of his/her personnel record?
A: No. The personnel records are the property of Vanderbilt and cannot be duplicated without explicit authority from a Director of Human Resource Services. A staff member may take notes on materiel found in his/her personnel record.
Q: What is the appropriate material available for review?
A: The following material is available for review by a staff member: Vanderbilt application form, offer letter, performance plans, discipline letters, authorization for deductions, employment history – including salary information. Required certifications, performance development documents, including orientation records. Mandatory continuing education records, benefits information (maintained in separate record) and job related certifications.
Q: What material is excluded from review?
A: The following material is excluded from review by a staff member: Documents relating to the investigation of possible criminal offenses or violation of university policy, letters of reference, medical information related to leave certification, I-9 documentation, and any other documents that Vanderbilt considers confidential, proprietary or privileged.
Q: Can a manager who is considering hiring a staff member view the staff members record prior to making a decision?
A: Yes. Again the manager should contact Employee Relations to arrange for the review. The viewing of the record does not substitute from speaking with the current manager and giving the required reference checks.
Q: Can a manager review a current staff member’s record?
A: Yes. The manager should contact Employee Relations to make the arrangements.
Q: Can records be removed from the record?
A: No. Records cannot be removed from a file; however, a staff member may submit a rebuttal if he/she disagrees with material found in the record.
Q: Can a former staff member view his/her personnel record?
A: A former staff member cannot view his/her personnel record, but a copy of the entire personnel file can be purchased by signing a release form and providing a duplication fee of $2.00/page.