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With the launch of UCPath on January 2, 2020, information/instructions below may change. If you have questions or need assistance, please visit the Employee Experience Center at: http://eec.hr.uci.edu/.
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Organization of employee personnel record |
- Ensure that each employee's personnel record is organized into the following separate files:
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Conducting reference checks |
- It is recommended that you conduct reference checks on your final candidate(s). If the final candidate is a UCI employee, you should contact the employee's current department and arrange to view the employee's General file.
- Remember, this is only one indicator of performance. Look collectively at all information obtained during the recruitment process.
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References in confidential file |
- Completed references on the successful candidate are to be placed in the employee's confidential file.
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Additions to employee's General file |
- When placing a document in the employee's General file, you should:
- Ensure that it is accurate, timely, and relevant
- Talk to the employee first
- Provide the employee with a copy
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Employee comments on General file |
- Employees may make comments regarding materials in her/his General file, e.g. performance evaluations.
- The comments must be in writing.
- Employee comments must be directly related to a specific document in the General file.
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Employees' documents in General file |
- Employees may add documents to their General file such as letters of appreciation/recognition or training certificates
- These should first be shared with the supervisor
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Request to remove disciplinary documents |
- Discipline-related documents (e.g. counseling memo, written warning) may be removed from the General file
- Upon written request by the employee
- Only if there has been no similar action within the last 2 years. This may vary by contract.
- Place a copy of written request in employee's Confidential file
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Maintaining working files |
- It is appropriate to keep working files for your employees
- Include work samples, notes from discussions with employee, feedback from clients or colleagues
- Typically used as 'memory jogger' for performance evaluations
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Working files constitute personnel record |
- If you keep working files, remember:
- They are not secret
- They should not duplicate what is already in the employee's personnel record
- They become part of the employee's personnel record
- They are to be used for stated purpose, then destroyed
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Employee access to personnel records |
- Employees have access to their personnel record both while employed and after separation
- An employee can request to view it at any time
- The employee may only view her/his file in the presence of a department representative
- The employee may also request a copy of her/his files
- Requests must be in writing and indicate what they wish access to
- Place a copy of the written request in the employee's Confidential file
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Employees allowing other persons access to their personnel records |
- Employees may grant access to their record to a third party
- Access must be granted in writing
- Access should be confirmed with the employee
- The access letter should be placed in the employee's General file
- Access is valid for 30 days unless stated otherwise
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Contacts for employee subpoenas |
- If you receive a subpoena for a current or former employee:
- For campus employees, contact Rick Coulon, Material and Risk Management, (949) 824-7419.
- For Medical Center employees, contact Nance Hove, UCIMC Risk Management, (714) 456-5676.
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Location of personnel records |
- Personnel records should be kept centrally in either the employee's home department or coordinating point / dean's office.
- Records should be locked
- Employees should not have custody of their own records
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Supervisor access to employee records |
- As supervisor, you have access to a current employee's entire record.
- If the employee has transferred from another UCI department, past Confidential and Medical files should remain sealed in the tamper-proof envelopes unless there is an immediate business-need to have access to those files.
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