Longwood University  Chief Administration and Finance Officer:      Human Resources        201 High Street, Lancaster 335, Farmville, VA  23909            Phone: 434.395.2074      Fax: 434.395.2666

 Policy 5207
CONFIDENTIAL EMPLOYEE INFORMATION

I.     PURPOSE

The purpose of this policy is to ensure that strict confidentiality is maintained in relation to information 
entrusted to the Human Resources (HR) Office. Although information security is the job of all 
employees of the HR Office, primary monitoring of the information security program is assigned to the 
Human Resources Information System (HRIS) Specialist, whose duty is both records management 
officer and security officer for electronic information security within the department.

II.     DEFINITION

Any information entrusted to the HR Office's custody on any employee is considered confidential
with the following exceptions: employee's name, current or most recent classification, and most
recent salary. These exceptions are made as a convenience to employees and past employees, 
and are intended to expedite the process of employment verification or employee credit applications.

III.     POLICY

Any employee may have access to his or her own personnel file. Former employees have no 
inherent right to view their personnel files. Retirees will be deemed employees for the purposes 
of this policy.

        A. Written Requests: An employee may request access to his or her personnel file by
        written request to the HR Office. The writing should include the purpose of the request 
        and should be signed and dated by the employee.

        B. Viewing: Typically, when requests are made during normal business hours, employees 
        may view the personnel file immediately.

        C. Removal: Personnel files should not leave the HR Office. An employee of the HR 
        Office should be present when employees are viewing their personnel file.

        D. Personnel Files: Personnel files may only leave the HR Office per subpoena or other 
        court order.

        E. Copying: Employees may obtain copies of documents contained in their own
        personnel file. Requests should be made in writing, signed and dated by the
        employee making the request. If the number of pages is five (5) or less, there will 
        be no charge assessed. If the number of pages is more than five (5), a ten (10) cent 
        per page charge will be assessed. Due to the fluctuating workload in the office, some 
        delay in copying may be anticipated, particularly if the request is voluminous.

        F. Supervisory Access: An employee's supervisor may access an employee's
        personnel file on a "need to know" basis. What this means is the purpose must be   
        necessary for a job-related reason, and access to contents of the file will be limited
        to that part of the file necessary. Again, requests should be made in writing, signed
        and dated, and an employee of the HR Office should be present, the file may not be 
        removed, and the copying limitations described in section "D" above will apply.

        G. Disclosure of Contents to Third Parties: Absent court order, individuals outside
        an employee's chain of command may not access information contained in the
        employee's personnel file which is considered confidential, without prior consent
        of the employee. Spouses and relatives are considered third parties unless in
        possession of a valid power of attorney for the employee. An employee's legal
        representative is also considered a third party. Exceptions will be made for
        survivorship activities associated with decedents' estates.

        H. Incorrect Information: Under normal circumstances, it is the employee's
        responsibility to keep the HR Office informed of changes in information like address,
        phone number, dependents, marital status, in-state child support obligations, etc. If 
        erroneous information within anyone's personnel file is discovered, the file should be 
        corrected within the same business day, whenever possible.

IV.     PROCEDURE

A secure information environment is an absolute requirement.

A. Doors: Any time one of the office suite's in the HR Office is left unoccupied 
during normal working hours, the door should be locked.

B. Personnel Files: Personnel file cabinets should be locked at the end of each
business day. HR Office employees working with specific personnel files should 
insert a disposition sheet into the file slot in use indicating where the file is and when 
it will be returned to the file cabinet.

C. Desk Areas and Public Access Areas: No confidential files or other confidential 
records should be left on desks or table tops overnight. They should be returned to 
file storage facilities or locked in desks overnight. No confidential information 
should be left in full view in public access areas at any time.

D. Breaches of Security: Any time office keys are lost or misplaced or any time
any HR Office employee has reason to believe information security has been
compromised, that information should be conveyed to the HRIS Specialist and 
the HR Director.

E. Use of Student Employees: At no time will student employees have access to
faculty personnel files for any reason. Similarly, student employees will not be
asked to perform duties that would otherwise compromise information security. 
Student employees should be used for non-critical, non-confidential,
supplementary service provision activities only.

Revised and approved by the Board of Visitors, September 7, 2002.

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