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 T.C.A §10-7-503.
As defined in T.C.A §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.
In compliance with T.C.A §10-7-504(f)(1), the following information is treated as confidential and 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 same information of immediate family or household members.
1. This information must be redacted wherever possible, but access to otherwise public information shall not be limited or denied because a record contains confidential information.
2. Further, this information is available to law enforcement agencies, courts, or other governmental agencies performing official functions.
T.C.A. §10-7-504(a)(26) treats as confidential the following information:
1. Job performance evaluations, including but not limited to job performance evaluations completed by supervisors, communications concerning job performance evaluations, self-evaluations of job performance prepared by employees, job performance evaluation scores, drafts, notes, memoranda, and all other records relating to job performance evaluations.
2. This does not include evaluations completed by students or others such informal surveys.
The Human Resources Office will serve as the official custodian of these records.
1. The college will inform employees about records maintained about them and to permit them, upon request, to review the material.
2. Pursuant to T.C.A. §8-50-108, an employee may inspect their own personnel file at any reasonable time.
3. Any employee requesting their 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. Material in the file may be copied for the employee by the Human Resources staff. Any employee requesting to have their 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 them aware that their file is being reviewed.
Charges for paper and labor for copies will be assessed in accordance with TBR policy 1.12.00.00, Public Records. Access the complete TBR policy at https://policies.tbr.edu/.

Revision History: 11/10/2008

TBR Policy Reference: 5.01.00.10

Revision Date Effective: 08/12/2024

Revision Approval By: Christopher L. Whaley, President

Original Date Effective: 02/20/1989

Original Approval By: Sherry L. Hoppe, President

Office Responsible: Vice President for Business & Finance

Reviewed: 07/31/2024

Roane State Community College

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