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RSCC Policy PA-16-01; Personnel Records

RSCC Policy PA-16-01; Personnel Records

Roane State Community College
Policy Number: PA-16-01
Subject: Personnel Records

Roane State Community College (RSCC) will ensure that personnel records are made available for anyone requesting access to them during normal business hours. This policy is in compliance with TCA §10-7-503.

In compliance with TCA §10-7-504(f)(1), the following information will be removed prior to public access to the rest of the record: home telephone number and cell phone numbers; bank account information; social security number; driver license information (except where driving or operating a vehicle is part of the employee's job description or job duties or incidental to the performance of his/her job); residential information, including the street address, city, state and zip code for any RSCC employee and the above information on immediate family or household members. The Human Resources Office will serve as the official custodian of these records.

As defined in TCA §10-7-301(b), public record(s) or state record(s) means all documents, papers, letters, maps, books, photographs, microfilms, electronic data processing files and output, films, sound recordings, or other material regardless of physical form or characteristics made or received pursuant to law or ordinance or in connection with the transaction of official business by any government agency.

Any employee requesting his/her personnel file must complete an Employee Personnel File Access Request form which is located in the Human Resources Office. This form will become a part of the person's personnel file. The employee will not be allowed to remove the file from the human resources area. Materials in the file may be copied for the employee by the Human Resources staff. Any employee requesting to have his/her personnel file copied should allow three (3) days for the service to be completed.

In the event that a file is requested by someone other than someone who has a business necessity to access the file, the employee, or someone in direct supervision of the employee, the Human Resources Office must have two (2) working days notice and will contact the employee to make that person aware that his/her file is being reviewed.

Charges for paper and labor for copies will be assessed in accordance with TBR policy 1:12:00:00.

TBR Policy Reference: 5:01:00:10
Revision Date Effective: 11/10/2008
Revision Approval By: Gary Goff, President
Original Date Effective: 02/20/1989
Original Approval By: Sherry L. Hoppe, President
Office Responsible: Vice President for Business & Finance
Reviewed: 04/18/2017

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