You are viewing the archived Governance documents. To view the current governance structure and policies, go to: http://www.gpc.edu/governance

PERSONNEL FILES

SECTION 800 – HUMAN RESOURCES

802.21   PERSONNEL FILES

POLICY

There shall be one and only one official personnel file, which shall be maintained in the Department of Human Resources.  Each official personnel file shall contain the original copy of at least the information specified in the Personnel File Contents list appropriate to that employee.

Each employee has access to his/her personnel file.  The file may be reviewed at any time that is mutually agreeable under the supervision of a member of the Human Resources staff. Nothing may be removed from the file of an employee.  Upon request by the employee, a copy of any document in the file will be provided within three workings days.  Georgia Perimeter College follows the provisions of the Open Records Act (O.C.G.A. 50-18-70 through 50-18-76) with respect to access to personnel files by others.

Medical records, I-9’s, W-4’s and G-4’s are to be housed in separate files in the Human Resources Department.

Following termination of employment, the personnel file is to be held in the current file area for five years and then transferred to the archives for permanent retention (Board of Regents of the University System of Georgia Records Management Policies and Procedures).

Attachments: Personnel File Contents

Submitted by Human Resources Policy Council and Approved by CAB 9/27/01

PERSONNEL FILE CONTENTS
Full-time Employees

DOCUMENT ADMIN. / PROF. STAFF FACULTY CLASSIFIED STAFF

At time of employment:

     

DP 20/21 Position description/analysis

X

X

X

Letter of application

X

X

X

Resume

X

X

X

Official transcript(s)

X

X

 

References (3 documented on appropriate form)

X

X

X

Interview checklists (on appropriate form)

X

X

X

Writing sample

 

X

 

Faculty Profile (SACS approved graduate courses)

 

X

 

Georgia Perimeter College employment application

X

X

X

Faculty Information form

 

X

 

Teachers Retirement application (TRS)

X

 

X

Teachers Retirement or ORP application

 

X

 

Security questionnaire/loyalty oath

X

X

X

Direct Deposit form

X

X

X

Signed offer letter

X

X

X

Copy of Social Security card

X

X

X

Computer Security statement

X

X

 

Working Test period

X

 

X

Hazard Communication Training certificate

X

X

X

Drug Free Awareness signature sheet

X

X

X

       
       

During employment:

     

Three-month progress report

X

 

X

New faculty first-term progress report

 

X

 

Annual evaluation

X

X

X

Annual salary letter

X

 

X

Annual contract

 

X

 

Tenure/Promotion approvals1

     

Payroll worksheets

X

X

X

       

At time of termination or resignation:

     

Letter of resignation

X

X

X

Separation notice

X

X

X

Medical File: (under separate cover)

Insurance elections forms

X

X

X

Health/dental insurance card and/or form

X

X

X

Life/supplemental/dependent life insurance card

X

X

X

Section 125 designation sheet

X

X

X

Flexible spending accounts forms

X

X

X

Workers’ Comp info

X

X

X

COBRA Rights

X

X

X

Short/long term disability form

X

X

X

       

1 Portfolios shall be retained in a separate location in Human Resources/Academic Affairs

PERSONNEL FILE CONTENTS

Part-time Employees

DOCUMENT ADMIN./PROF. STAFF FACULTY CLASSIFIED STAFF

At time of employment:

     

Letter of application

X

X

X

Resume

X

X

X

Official transcript(s)

X

X

 

References (3 documented on appropriate form)

X

X

X

Interview checklists (on appropriate form)

X

X

X

Writing sample

 

X

 

Faculty Profile (SACS approved graduate courses)

 

X

 

Georgia Perimeter College employment application

X

X

X

Faculty / Employee Information form

X

X

X

Security questionnaire/loyalty oath

X

X

X

Direct Deposit form

X

X

X

Copy of Social Security card

X

X

X

Memorandum of Understanding

 

X

 

GA. Defined Contribution Plan application

X

X

X

Hazard Communication Training certificate

X

X

X

Drug Free Awareness signature sheet

X

X

X