Frequently Asked Questions: Employee Review of Personnel Files

The office of Human Resource Records Management maintains the official employment records for Vanderbilt employees.

Yes. An employee who wishes to see their personnel record should contact the Engagement Consultant for their area to arrange for a mutually convenient time to review appropriate material.

An employee may review their record in the presence of a People Experience staff member during regular business hours.

Yes. An employee may review or receive a copy of their personnel file free of charge. Once a Personnel File Request form is completed and an employee specifies the type of documents that they would like to receive a copy of. People Experience will coordinate a pick up time for copies of all requested documents with the employee’s personnel file.

The following material is available for review by an employee: 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.

The following material is excluded from review by an employee: 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.

Yes. Again the manager should contact the Engagement Consultant to arrange for the review. The reviewing of the record does not substitute from speaking with the current manager and giving the required reference checks.

Yes. The manager should contact the Engagement Consultant to make the arrangements.

No. Records cannot be removed from a file; however, an employee may submit a rebuttal if they disagrees with material found in the record.

A former employee cannot view their 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.