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Posted by / 21-Apr-2020 21:10

Updating records letter

Departments may request review of employee files as a final step in their hiring process.Brown application forms authorize a review of employment records, however as a courtesy, employees should be notified by the department prior to a review of the file.Changes to Employee Files Employees may request that relevant documents be added to their employment files.Requests to add or remove documents from an employment file should be submitted to the Records and Data Coordinator in University Human Resources.Employees must submit a written request and release form (including a hold-harmless clause) if they wish to authorize the release of information in their employment record to respond to reference requests made by parties outside of the University.With a signed release form, performance and other relevant information may be released by UHR or others who have been specifically designated.

University Human Resources is the custodian of employment files and records.Note: State law does not allow for the complete removal of an arrest that results in a deferred sentence.The arrest will always be a part of the criminal record and the disposition will be updated to read Pled Not Guilty, Case Dismissed resulting in no conviction for that arrest.Employees wishing to designate a supervisor or other Brown employee to release a reference on their behalf must submit an original Reference Release Form to University Human Resources with a copy to the designated individual.Access by Other Employees and Supervisors to Personnel Files If employees are being considered for another position within the University, the supervisor of the new position will, upon request, be given access to relevant information about the employee's past performance record at Brown.

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Files or records specific to individual employees will be accessed only when needed for legitimate reasons related to an employee's job, consideration for a transfer, promotion or job change, bonus, recognition or commemoration, or as needed to respond to a legal inquiry.

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