Information that should be maintained in the official personnel file includes, but is not limited to:
Employment
- Application
- Resume
- Prescreening application notes
- Employment interview report form
- Education verification
- Employment verification
- Other background verification
- Emergency Contact Form
- Request for non-medical leave of absence and approval/denial of leave
- Employment offer letter
- Checklist from new employee orientation showing subjects covered
- Security clearance status
- Staff oath of allegiance
- Welcome letter
Payroll
- Monthly time sheets
- Individual attendance record
- Authorization for release of private information
- Authorization for all other payroll actions
Performance Management
- New employee progress reports
- Performance appraisal forms
- Performance improvement program records
- Report of coaching/counseling session
- Corrective action letters
- Employee written warning notice
Training and Development
- Training history records
- Training program applications/requests
- Training evaluation forms
- Certifications or commendations
- In-house training notification letters
- Nominations for departmental or campus awards
- Training expense reimbursement records
- Safety training/meeting attendance/summary forms
Wage/Salary Administration
- Job card performance and standards
- Physical, Environmental and Mental Demands Form
- Service verification request
- Compensation history record
- Compensation recommendations
- Notification of wage and or salary increase/decrease
- Summons for jury duty
- Any change in employment status including requests for reduction in time
Separation (Non-Medical)
- Exit interview form
- Final employee performance appraisal
- Exit interviewer's comment form
- Record of documents given at time of separation