UNIVERSITY OF PITTSBURGH PROCEDURE 07-06-05

CATEGORY:        PERSONNEL
SECTION:         Employee Support
SUBJECT:         Access to Employee Personnel Files
EFFECTIVE DATE:  August 19, 2002 Revised
PAGE(S):         1

I.   PURPOSE

     To provide the steps for requesting review of employee personnel
     files.

II.  SCOPE

     This procedure applies to current employees requesting review of
     their personnel file maintained in the individual's employing
     unit or in central University files.

III. DEFINITIONS

     Employee - Any person currently employed, laid off with
     reemployment rights, or on a leave of absence.  The term
     "employee" does not include applicants for employment, designated
     agents, or any other person.  The employee may be asked to
     provide adequate identification.

     Personnel File - Any application for employment, wage or salary
     information, notices of commendations, warning or discipline,
     authorization for a deduction or withholding of pay, fringe
     benefit information, leave records, employment history with the
     employer, including salary information, job titles, dates of
     changes, retirement records, attendance records and performance
     evaluations.

IV.  PROCEDURE

     Employee                      1.   Request access to review
                                        personnel file by completing
                                        FORM 0036 PITT 5000, Request
                                        to Review Personnel File
                                        (Exhibit A).

                                        -    For convenience, the form
                                             included in this
                                             procedure may be
                                             photocopied.

                                   2.   Submit the completed request
                                        to the unit where the file is
                                        maintained.

                                        -    Review of the file can be
                                             made only during that
                                             office's regular business
                                             hours.

     Record Custodian              3.   Provide access to the employee
                                        within a reasonable period of
                                        time.

                                        -    Items exempt from access
                                             should be removed from
                                             the file which the
                                             employee inspects. See
                                             Policy 07-06-05, Access
                                             to Employee Personnel
                                             Files.

V.   EXHIBIT

     Exhibit A - FORM 0036 PITT 5000, Request to Review Personnel File

VI.  REFERENCE

     Policy 07-06-05, Access to Employee Personnel Files