Policy

The employee files, pay and leave records held by Human Resources are highly confidential. Access to these records is only provided to employees of the Office of Human Resources and to those senior staff for whom the Director of Human Resources has determined access is appropriate. Auditors are given access to employee files from time to time and employees are given supervised access to their own employee file.

Standards and Guidelines

Employees wishing to view their own employee file will make an appointment with the appropriate representative from the Office of Human Resources. A staff member from the Office of Human Resources will be in attendance whilst the employee views their file. The employee may request copies of documents held on the file.

Copies of documents or information derived from the employee file can only be provided to third parties with the consent of the employee concerned, or where required by law, eg. as a result of a subpoena or Freedom of Information requirement. Nothing in this policy prevents the University from supplying third parties with statistical information that does not identify individuals.