4.16.1 Personnel Records

A. Purpose

To ensure that the University of Texas at Tyler maintains an official personnel file for each employee in accordance with UT System Policy UTS139 – Texas Public Information Act.

B. Authority/Persons Affected

UT System Policy UTS139 – Texas Public Information Act

Persons affected: All employees

C. Definitions

N/A

D. Policy and Procedures

The University of Texas at Tyler shall maintain an official personnel file for each employee.

  1. Personnel File
    1. Maintenance

      The official personnel file of a University of Texas at Tyler employee shall be maintained by Human Resources.

    2. Contents

      An employee’s official personnel file shall contain employment related documents, including, but not limited to the following: appointment letters, performance evaluations, disciplinary actions, counseling documentation, commendations, retirement documents, tax-sheltered annuity documents, group insurance and flexible spending account documents, employment application(s), resume(s), grievances filed by the employee with responsive documentation.

  2. Access to Information in Personnel File

    1. The Texas Public Information Act

      1. The Texas Public Information Act provides that the personnel file of an individual employee is to be made available to the employee or employee’s designated representative. Information in the personnel file of an individual employee is subject to public disclosure, without the consent of the employee, except when the disclosure of such information would constitute a clearly unwarranted invasion of personal privacy.

    2. Procedure for Access

      1. Employees (or their designated representative) who wish to review their personnel file may arrange to do so with a representative of Human Resources. When only inspection is requested (i.e., no copies made), no charge will be assessed.

      2. It is the policy of The University of Texas at Tyler to recover the full costs for retrieving and copying public records, including personnel files. Employees will be assessed charges for copies in accordance with the guidelines set forth in UT System Policy UTS139 – Texas Public Information Act.

      3. All other inquiries about and requests for employee personnel records shall be directed to the custodian of public records for The University of Texas at Tyler, the Chief Business Officer. If it is determined that the personnel file of a U. T. Tyler employee may contain information excepted from disclosure under the Texas Public Information Act, the Chief Business Officer of U. T. Tyler should be informed immediately.

      4. Any U. T. Tyler official or employee receiving inquiries or requests for personnel records or information concerning employees of a component institution should forward the request immediately to the chief business officer of the component institution.

      5.  Procedures for handling records requests shall be in accordance with UT System Policy UTS139 – Texas Public Information Act.

E. Responsibilities

See Policy and Procedures section.

F. Review

This policy shall be reviewed by Human Resources every five years or as legislation changes.

ORIGINALLY APPROVED:  12/01/2001

LAST AMENDED:  04/22/2008

REVIEWED:  AY 2014-15