Personnel Records

Effective Date: July 1, 2009

Board Approval: June 9, 2009

1. Purpose

1.1. To define the Tooele Applied Technology College (TATC) policy and procedure on “personnel files” and establish procedures for the inspection, copying, and challenges to the contents of such files.

2. References

2.1. Utah Code Title 63, Chapter 2, Government Records Access and Management Act (GRAMA)

2.2. TATC Employment Grievances Policy

3. Definitions

3.1. Personnel File. The current official file or files maintained by the Human Resource Office relating

to an employee of the College, which contains documents and data recorded in the usual course of

official College business relating specifically to the individual’s employment qualifications, working

assignments, promotions, compensation, job performance, personnel evaluations, disciplinary

proceedings, review proceedings, letters or memoranda, commendation or criticism relating to an

employee which were not solicited or written under a request or promise of confidentiality, and any

other document or data that is relevant to the employment of an employee of the College.

4. Policy

4.1. Disclosure. The College recognizes the right of each employee to examine, obtain a copy of, and

to challenge the accuracy of factual data in documents contained in the employee’s personnel file,

except for information and materials that are classified as “controlled” or “protected” under the

Government Records Access and Management Act, Utah Code Title 63, Chapter 2, or the

disclosure of which is forbidden pursuant to state or federal law.

4.1.1. Rights. No person has a right under this policy to inspect, copy, or challenge the contents

of the personnel file relating to any other individual, except to the extent that such person

may be authorized to do so pursuant to the Government Records Access and

Management Act and Utah Code Title 63, Chapter 2.

4.2. File Maintenance. The Human Resource Office, under the supervision of the Director of Finance

and Operations, shall maintain the personnel files of employees.

4.3. Inspection and Copying. Upon written request to the Human Resource Office, an employee of

the College shall be given a reasonable opportunity to inspect and/or obtain a copy, at their own

expense, of his or her personnel file, or any part as described in the request subject to the following

limitations:

4.3.1. Letters or memoranda of recommendation, evaluation, or criticism which were solicited or

submitted under a request or promise of confidentiality by the employee, shall be

temporarily removed from the individual’s personnel file before it is inspected by the

individual to which such letters or memoranda refer.

4.3.2. Information in an employee’s personnel file which relates to persons other than the subject

employee shall be temporarily removed from the file, before it is inspected by the

employee, if the information (1) is classified as “private,” “controlled,” or “protected”

information within the meaning of the Government Records Access and Management Act,

Utah Code Title 63, Chapter 2; (2) consists of personally identifiable information relating to

the salary or compensation of a person other than the employee who is the subject of the