Executive Policy 9.175 Executive Policy 9.175

Personnel Records Management

Executive Policy Chapter 9, Personnel
Executive Policy EP 9.175, Personnel Records Management
Effective Date:  January 2024
Prior Dates Amended:  N/A
Responsible Office: Office of the Vice President for Administration
Governing Board of Regents Policy: N/A
Review Date:  January 2027

University personnel records should be complete, accurate, up-to-date, and safe from improper disclosure.  Federal and state laws require that certain information be gathered and maintained in secure personnel files.  Sound personnel decisions require that the University collect and retain information concerning employment history and performance.  This policy sets forth University expectations, regarding the establishment, use, and maintenance of an employee’s personnel records.

Employee personnel records are defined to include the application for employment, and records which are used or have been used to determine an employee’s qualifications for promotion, compensation, termination, or disciplinary action. A detailed list of appropriate contents for University employees is provided in Administrative Procedures 9.075, Personnel Records – University of Hawai‘i Employees.

Due to the decentralized nature of personnel matters at the University, the documents which form an employee’s personnel records may be found (1) on computerized record-keeping systems (e.g., online Human Resources Information System, Online Leave System, online application and recruitment system, etc.) and/or digital imaging systems, (2) in hard copy format at secured spaces at campus or System offices, and (3) as a combination of digital and hard copy personnel documents. All such documents comprise an employee’s personnel records.

The Human Resources Information System (e.g., PeopleSoft) is the University’s official repository of all personal data affecting employee’s status and pay.

All system-directed changes to personnel records (e.g., change of funding, FTE, tenure status, etc.) and employee self-directed changes to personnel records (e.g., benefits coverage through the State of Hawaii Employee-Union Health Benefits Trust Fund (EUTF), and Employees’ Retirement System (ERS), address, name changes, etc.) shall be managed by the employee's designated HR Representative, except for the following, which are managed through the State of Hawai'i Payroll System: changes in tax withholdings and designation of beneficiary.  See matrix listing systems, forms, and/or documents requiring update based on changes or corrections to personnel records.

The University permits an employee or their authorized representative to have access to all data in their personnel record in accordance with Administrative Procedure 9.025, Access to Personal Records. Limitations on access to and disclosure of employee personal records are in accordance HRS 92F.

Personnel files are maintained in accordance with Executive Policy 2.216, Institutional Records Management.

Vice Presidents, Associate Vice Presidents, Chancellors, Provosts, Vice Chancellors, Vice Provosts, Deans and Directors who have been delegated personnel functions or their designees (henceforth referred to as the designated Human Resource (HR) Representative) are responsible for the University’s official personnel records and ensuring these records are complete, accurate, up-to-date, and maintained in accordance with applicable University policies and procedures and appropriate collective bargaining agreements.

The Office of the Vice President for Administration

AP 9.025, Access to Personal Records
AP 9.075, Personnel Records – University of Hawai’i Employees

No Exhibits and Appendices found