![]() permit an individual who disagrees with the refusal to correct or amend the record to have placed on or with the record a concise statement setting forth the reason(s) for the individual’s disagreement.inform the individual of its refusal to correct or amend the record in accordance with the individual’s request and of the reason(s) for the refusal and.furnish the correction or amendment to any person or organization specifically designated by the individual who may have within two years prior received such information or.within a reasonable period of time correct, amend or supplement any portion that the individual reasonably believes is not accurate, timely, or complete and.The College will permit an employee, former employee, or applicant to request correction or amendment of any record and will respond to such request, as follows: ![]() The employee should consult with the Office of Human Resources regarding all other changes in personal data that may affect benefits or payroll deductions (number of dependents, additional training acquired, degrees awarded, or marital status). Employees should be instructed to update data such as name, address, etc. The exception to this open file policy is that access is not given to pre-employment information that was obtained on a confidential basis.ģ.8.5 Accuracy and Correction of Information in Employee Recordsĭepartment heads and other supervisors are responsible for accurately recording and submitting information on employees in their department or school. Supervisors have access to the files for their employees.Īn employee may review the employee’s official personnel file in the presence of the associate vice president for human resources or designee at a mutually convenient time. The Office of Human Resources keeps the official personnel file for each employee. For staff and administrators, a supervisor should provide the Office of Human Resources with copies of documents used in making employment decisions (such as promotions, demotions, and dismissals) to be made part of the official file. The file includes such items as, employment application, resume, offer letter, reports of any disciplinary actions, certificates of training/development, letters of reference, and performance reviews.Įlectronic files stored in IC HR Cloud are part of an employee’s official file.Ī faculty or staff member who is the subject of a medical or insurance record maintained by the Office of Human Resources is allowed to have access to that information either directly or through a licensed medical professional designated by the individual.Īny individually identifiable medical record generated by the College’s group medical insurance plan is maintained separately from any employment-related record and is handled in accordance with confidentiality protections of federal and state law. Employees submit medical claims directly to the insurance company. Records pertaining to work-related insurance for employees, such as workers' compensation, long-term disability, and New York State disability, are available only to authorized personnel on a need-to-know basis.ģ.8.4 Access to the Official Personnel FileĪccess to the official personnel file is limited to the staff of the Office of Human Resources and deans, directors, and other supervisory personnel on a need-to-know basis. The record-keeping systems will contain only personally identifiable employee information that is relevant and necessary to the proper administration of the College, or that is required by laws or regulations. The government seeks voluntary compliance with the Commission’s recommendations regarding employment records and will resort to legislation only if employers ignore them.Įmployment records, to the extent they are educational records, are entitled to the protections afforded under the Buckley Amendment.ģ.8.2 Limits on Collection of Personal Data These policies and procedures are based on the recommendations of the Privacy Protection Study Commission established under the Privacy Act of 1974 to study the creation, maintenance, use, and disclosure of employment records. The following policies and procedures reflect the College’s high regard for the confidentiality of employee data. ![]() 3.8.1 Privacy Protection Study Commission
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