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Home > Employee Relations> Staff Personnel Files

Accessing Human Resources and Departmental Personnel Files
Requesting access to Human Resources Records personnel files
Contact the campus Human Resources office to view the personnel file. The nature of the request and the name of the employee record to be viewed must be included at the time of the request. A time to view and/or receive copies of the record will be set up within the day of the request and no later than the end of the next business day.
If a designated representative makes the request, the representative must present the Employee Written Authorization for Release of Personnel File(s) form signed by the employee.
At no time during the examination of the employee record will it be out of the direct supervision of the university record keeper.
Accessing departmental personnel files

  • Department files include: main office personnel files, supervisor's files, and any file maintained by the employee's name or identification number.
  • Access to departmental personnel files is conducted through the department's designated record keeper.
  • The department should contact the campus Human Resources office to review files prior to release.

The following are examples of information typically kept in HR records and departmental files. This is not meant to be an exhaustive list.


Information kept in Human Resources personnel files

Information kept in departmental personnel files

Medical documentation must always be kept in a file separate from the personnel file

PAFs and E-Docs

E-Docs

Doctor's statements

Performance appraisals

Performance appraisals

FMLA paperwork

Commendations

Commendations

ADA accommodations paperwork

Corrective actions

Corrective actions

Resume and application

Resume and application

Worker's Compensation paperwork

Performance Improvement Plans

Performance Improvement Plans

 

Certificates, nominations, awards

Certificates, nominations, awards

 

W-4s

Job description

 

Benefit enrollment information, beneficiaries

Supervisor's notes that have been shared with the employee

 

Accessing Human Resources and Departmental Personnel Files

Requesting access to Human Resources Records personnel files

Contact the campus Human Resources office to view the personnel file.

If a designated representative makes the request, the representative must present the Employee Written Authorization for Release of Personnel File(s) form signed by the employee.

At no time during the examination of the employee record will it be out of the direct supervision of the university record keeper.

Accessing departmental personnel files

Department files include: main office personnel files, supervisor's files, and any file maintained by the employee's name or identification number.

Access to departmental personnel files is conducted through the department's designated record keeper.

The department should contact the campus Human Resources office to review files prior to release.

Examples of information typically kept in files (not meant to be an exhaustive list)

Human Resources
personnel files

Departmental
personnel files
Medical documentation must always be kept in a file separate from personnel file
PAFs and E-Docs E-Docs Doctor's statements
Performance appraisals Performance appraisals FMLA paperwork
Commendations Commendations ADA accommodations paperwork
Corrective actions Corrective actions Worker's Compensation paperwork
Resume and application Resume and application  
Performance Improvement Plans Performance Improvement Plans  
Certificates, nominations, awards Certificates, nominations, awards  
W-4s Job description  
Benefit enrollment information, beneficiaries Supervisor's notes that have been shared with the employee  

Indiana Law on Access to Employment Records

Indiana Open Records Law: Indiana Code 5-14-3-2 Section 4(b)

Personnel files of public employees and files of applicants for public employment are closed except for:

All other items are closed to the public. See examples below.

An employee shall have access to his/her entire record.

Examples of Items Closed to the Public

If you have questions about whether a record or piece of information should be treated as open or closed to the public, contact University Counsel.

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HR at IU South Bend

Page updated: 21 August 2014
UNIVERSITY HUMAN RESOURCES
Contact Employee Relations: • 812-856-6047

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation or identity, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University’s Notice of Non-Discrimination here which includes contact information.

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