RSCC Policy PA-16-01; Personnel Records

Roane State Community College

Policy Number: PA-16-01

Subject: Personnel Records

The following policy of the Tennessee Board of Regents on personnel records shall apply to all employees of the institutions governed by the Board.
Under the provisions of T.C.A. § 10-7-503, personnel records are considered public records and may be inspected, extracted, or copied by any citizen of Tennessee during normal business hours, in accordance with reasonable rules of the office having custody of such records.
However, T.C.A. § 10-7-504(f)(1) treats as confidential the following information:
1. Home telephone and personal cell phone numbers;
2. Bank account information;
3. Social security number;
4. 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 their job;
5. Residential information, including the street address, city, state, and zip code for any state employee; and
6. The same information of immediate family members 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, an all other records relating to job performance evaluations.
2. This does not include evaluations completed by students or other such informal surveys.
Roane State Community College has designated Human Resources as the official custodian of permanent personnel records.
1. The Human Resource office shall be responsible for maintaining the permanent personnel files.
2. The Human Resource office consists of a Director of Human Resources and a Human Resource manager.
The Office of Human Resources will assure that employees are informed about records maintained about them and to permit them, upon request, to review the material.
1. Pursuant to T.C.A. § 8-50-108, a state employee may inspect their own personnel file at any reasonable time. The employee will not be allowed to remove the file from the human resources office.
2. Any employee requesting his/her personnel file must complete an Employee Personnel File Access Request which is located in the Human Resource Office. This request will also become part of the personnel file.
3. The employee may request copies of any material contained in such file, which copies shall be furnished to the employee by the Human Resource staff upon payment of the cost of such reproduction. The employee should allow three (3) working 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 three (3) working days notice and will contact the employee to make that person aware that his/her file is being reviewed.
Nothing in this policy shall require the maintenance of any record for any period of time in excess of any retention period established by the institution, the Board, or State or Federal law.

Revision History: 11/10/2008, 08/12/2024

TBR Policy Reference: 5.01.00.10

Revision Date Effective: 11/25/2024

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: 11/11/2024

Roane State Community College

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