1.02 Staff Member Personnel Files

Policy No. 1.02

Human Resources maintains personnel files for each staff member. This policy addresses the contents of and access to these files.

Human Resources Personnel File: Only information relevant to employment will be placed in a staff member’s personnel file. A manager must present to the staff member any document they intend to place in a personnel file prior to it being filed. The following documents are examples of what is maintained in a personnel file, but it is not intended to be an exhaustive list:

  • Résumé, cover letter and/or employment application
  • Letter containing offer of employment
  • Information on security and confidentiality
  • Job description(s) and annual performance appraisal(s)
  • Any written corrective action
  • A copy of a dated resignation notice
  • A copy of a dated termination notice

Staff member personnel files are contained in a secure and confidential manner. Contents of the personnel file are only accessed by Human Resources, managers, department heads, and others on a need-to-know basis, and in the ordinary course of business. Upon production of a subpoena or court order, representatives of government or law enforcement agencies, in the course of their business, may be allowed access to a staff member’s personnel file.

Staff members may review or obtain a copy of their personnel file by submitting a written request to Human Resources. In accordance with the Massachusetts Personnel Record Law, M.G.L. c. 149, § 52C, requests to access one’s personnel file will be processed within five business days. A staff member who believes that any information in their personnel file is incorrect may request a correction. If Berklee does not agree with the staff member’s requested correction, the staff member may submit a written statement explaining their position on the matter. This statement will become part of the staff member’s personnel file.

Information and documentation contained in the personnel file will be retained for the duration required by federal, state, and local law.

Berklee reserves the right to amend, suspend, or cancel this policy at any time, with or without notice. In the event that a conflict exists between this policy and the terms and conditions of the Berklee faculty union contract agreement, the union contract agreement will supersede this policy.

 

December 2018