Policies & Procedures

I. PURPOSE

The purpose of this policy is to protect confidential personnel information and records.

II. DEFINITIONS

Personnel File – Records maintained by Human Resources regarding a specific employee.   An employee’s personnel file may include records related to application, selection, promotion, demotion, transfer, leave, salary, contract for employment, benefits, suspension, performance, attendance, disciplinary actions, and termination.

Confidential Employee Information – Written or Verbal information regarding an employee’s application, selection, promotion, demotion, transfer, leave, salary, contract for employment, benefits, suspension, performance, attendance, disciplinary actions, termination, address, phone number, dependents, marital status, family members, child support obligations, health and medical information.

III. POLICY

1. Maintenance of Personnel Files
   
   Human Resources is responsible for maintaining all personnel files.
   
   
2. Access to Personnel Files and Confidential Employee Information
   
   In the course of performing official job duties, University employees may learn of, or have access to, confidential employee information. Such information should be treated as confidential and private.  Such information may be shared only as part of one’s official job duties. All University employees must hold any confidential employee information in trust and confidence, and not use or disclose it, directly or indirectly, except as may be necessary in the performance of duties for the University, or as otherwise required by law. Failure to comply with the requirements of this policy may result in disciplinary action up to and including termination in accordance with relevant University policies.
   
   
3. Third Party Requests for Personnel Files
   
   Human Resources may provide a personnel file, or a portion thereof, as required by state or federal law, in response to a subpoena, valid power of attorney, or with the written permission of the employee who is the subject of the personnel file.   Pursuant to the Virginia Freedom of Information Act, the University may disclose an employee’s position, job classification, official salary or rate of pay and allowances or reimbursements for expenses.
   
   
4. Employee Access to Personnel Files
   
   Any employee may view his or her own personnel file upon written request to Human Resources.

Revised and approved by the Board of Visitors, September 12, 2025.
Revised and approved by the Board of Visitors, September 7, 2002.
Revised and approved by the Board of Visitors, December 7, 2012.