Montana State University
SECTION CONTENTS

1105.00  Employee Files
1105.10    Reference
1105.20    Procedures
1105.30    History

1110.00  Release of Information
1110.10    References
1110.20    Procedures
1110.30    History

1105.00 Employee Files

Modified November 2001

1105.10 Reference

  • Section 453.00, "Personnel Records/Personnel Files," MSU Faculty Handbook.

1105.20 Procedures

A.     Employee Files

Employee files are maintained by Human Resources on all employees, except students paid through Student Financial Aid. Items which may be included in this file are:

1.      Personnel Transaction Forms (PTF's) and Reappointment Sheets;

2.      Annual and Sick Leave Accrual and Usage Records;

3.      Performance appraisals;

4.      Letters of commendation;

5.      Warning, lay-off, suspension and termination notices.

            The Banner HR System contains information on the employee's history of employment with Montana State University-   Bozeman and current terms and conditions of employment, as well as personal information such as educational              background and home address.

      B.  Departmental and Supervisory Files

Departmental and supervisory files may also be maintained. The department should develop a system for maintaining employee records in a confidential manner. Departmental and supervisory files may be subject to discovery in the event of a civil proceeding involving the university.

Any official requests such as employment verification should be referred to Human Resources. Upon the employee's termination with the department, the departmental and supervisory records should be retained for a minimum of three years before being destroyed in a confidential manner.

The Office of the Provost/Vice President for Academic Affairs also maintains employment information on faculty as a part of the Promotion and Tenure review process. Questions regarding this information should be referred to the Academic Vice President's office.

1105.30 History

Approved by the Director of Administration on March 20, 1987. Section 1303, "Personnel Folders," MSU Classified Personnel Manual, revised March 1977. Revision approved by the Vice President for Administration on September 17, 1992. This modification approved by the Vice President for Administration & Finance on November 29, 2001.


1110.00 Release of Information

Modified November 2001

1110.10 References

  • Section 3-0110, "Employee Record Keeping," Montana Operations Manual.
  • Section 453.00, "Personnel Records/Personnel Files," MSU Faculty Handbook.

1110.20 Procedures

  1. Public Information - Upon request, Human Resources may release the following public information without the employee's approval:

        Verification of employment

        Name of job title/position

        Full or part-time status

        Name of department

        Department address and phone number

        Employment starting date

        Salary/grade

        Rank

Human Resources will advise employees in writing after an inquiry has been made, indicating the individual requesting the information and the specific information requested.

Requests for employment verification should be referred to Human Resources.

  1. Collective Information - Collective information which does not identify the individual employee will be released as requested without the employee's authorization.
  2. Non-public Information - Except for legitimate employer related use, any non-public information identifiable to an individual employee will be released only upon the written authorization of the employee.

1110.30 History

Section 12:01, "Release of Information," MSU Classified Personnel Manual, revised March 1977. Approved by the Director of Administration on March 20, 1987. Revision approved by the Vice President for Administration on September 17, 1992. This modification approved by the Vice President for Administration & Finance on November 29, 2001.


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