Personnel files should only include items that are related to an employee's job or employment status.
Examples of items that should not be included in the personnel file are:
- Pre-employment records (with the exception of the application and resume)
- Monthly attendance transaction documents
- Whistleblower complaints, notes generated from informal discrimination complaint investigations, Ombuds, or Campus Climate
- Records related to the resolution of the grievance, complaint, or allegation unless they are normally a required part of the official personnel file
- Medical information, including medical records or correspondence related to any medical condition of the employee or the employee's family
- Supervisor's working files
- Marginal notes on documents that reflect opinions or judgments that are not supported by fact or documentation
- Court orders such as notices of garnishment or restraining orders
- I-9 Forms: Completion of this document is federally mandated for every employee hired after November 6, 1986.
If a department chooses to keep a copy of the I-9 form, it must not reside in an employee's personnel file. Any copies of I-9 forms must be maintained separate and apart from personnel files. If a government agency with authority to view I-9 forms conducts an audit of I-9 forms, the audit will occur in the Office of Record in People & Culture.