Human Resources
Policies & Procedures
Illinois Institute of Technology		 Policy No. A. 7.00

Date of Issue 4/97

Subject: Personnel Records
7.01 The official personnel file of each employee is maintained in the Human Resources Department. Contents of such records are kept in strict confidence with review available only to:

a. The employee him or herself upon request through Human Resources

b. The current supervisor of the employee or prospective supervisors in cases of transfer consideration.

c. Human Resources personnel.

d. Others in accordance with legal or other authorized investigation of employment-related matters.

7.02 A current or former employee who wishes to see his/her file should contact Human Resources. If the request is made to a supervisor, the employee should be referred to Human Resources.

7.03 The official personnel file shall contain the employment application and/or resume, performance appraisals1 disciplinary notices1 and any employee responses to same, payroll authorizations, letters of commendation, copies of additional credentials earned since hire and other material concerning the employee's selection and continuation of employment. Entry of documents into the file is monitored by authorized Human Resources personnel.

7.04 Illinois law requires employee access to include those documents that have been, or are intended to be, used in determining that employee's qualifications for employment, promotion, transfer, additional compensation, discharge or other disciplinary action.

a. Determination of whether documents fit this description, including those found in departmental files or in supervisory notes, etc. should be made in conjunction with Human Resources before release to the employee.

b. State law requires IIT to comply with a request to review personnel records within seven working days and further requires availability of copies and rights to respond in writing. In order to assure compliance with this statute, consult Human Resources immediately upon an employee's request to review his/her record.


1These shall be entered into the personnel file only when signed by the employee or when supervisory notation is made indicating that it was reviewed with the employee who chose not to sign.

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