Human Resources Manual

Policy No.: 2-8 This policy applies to:
Policy Name: Personnel Files Non-exempt staff
Effective Date: 08/01/04   Exempt staff
Revised:   Faculty

Policy

Loyola University New Orleans maintains an official personnel file on each employee. These files are located in the Human Resources Department. The personnel file includes such information as the employee’s job application, resume, payroll elections, documentation of performance appraisals and salary increases, and other employment records.

  • A separate file is maintained containing employee medical and benefits information.
  • A separate file is maintained containing immigration compliance information.

The Provost maintains an official personnel file on each faculty member. Faculty payroll, benefits and immigration compliance information is maintained in the Human Resources Department.

Loyola and its employees have a mutual interest in ensuring that personnel records are properly used. The Human Resources Department provides a system for the security of records. Precautions are taken to achieve reliability of the data and to prevent misuse of the data.
Generally, only supervisors and management personnel of Loyola University who have a legitimate reason to review information in a file are allowed to do so. A supervisor considering the hire of a former employee or transfer of a current employee may be granted access to the file.
Employees are allowed access to their individual records.

Human Resources will not make records available to persons not affiliated with the University except pursuant to a subpoena or court order.

Procedure

Supervisors or management personnel with a legitimate reason to review information in an employee file may request to review that file in the Human Resources Department in the presence of a Human Resources representative. The official file and its contents will remain in the Human Resources Department.

A current employee who wishes to review his/her own file should contact the Department of Human Resources. With reasonable advance notice, an employee may review his/her own personnel file in Loyola University New Orleans Department of Human Resources in the presence of a Human Resources representative. File contents may not be altered or copied by the employee nor will copies be provided to an employee of file contents.

If an employee disagrees with anything in the personnel file, the employee may request in writing that information be added, changed or removed. If the Director of Human Resources agrees that the information is incomplete, incorrect or has no relevance to the file, the information will be added, changed or removed. An employee may also make and have submitted to the file any written statement documenting the employee’s position on any information included in the employee’s personnel file.