VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U021

• Degrees and awards received • Name of the undergraduate college(s) attended • Residency program matched • Photographs • Participation in student activities • Marital status • Social security number for COMLEX and USMLE testing registration and for financial aid purposes where required VCOM notifies eligible students about directory information and students may request the VCOM withhold all or part of their directory information at any time by completing the Student Directory Opt Out Request and Authorization form, which may be obtained from the Office of the Registrar. VCOM notifies eligible students annually of their rights under FERPA. EMPLOYEE RECORDS The Office of Human Resources maintains an employee record for each employee. Typical documents kept in that record include an application for employment, resume/curriculum vitae, letters of reference, performance reviews, letters of disciplinary action, authorizations of change in salary or rate, copies of employment verifications, copies of requests for changes of address or name, and other pertinent correspondence to or from the employee. While departments and supervisors may maintain similar records regarding employees, the originals of any of the above documentation must be sent to the Office of Human Resources. Personnel files maintained by the employer are not restricted to the types of documents listed above. They include files that are maintained on the local, departmental level unless the records are exempt from disclosure, or are otherwise privileged or confidential by law. Files do not include recommendations, peer evaluations, or notes not generated by the employer but could include e-mails or notes written by a supervisor that evaluate performance or record discipline. An employee or former employee who wishes to inspect their file must make a written request to the Director of Human Resources. The Director of Human Resources will schedule a time for the individual to inspect their personnel file per legal guidelines. Any present or former employee is legally entitled to request a correction of the material in their personnel file if they believe it to be inaccurate or misleading. An employee or former employee must make a written request to the Director of Human Resources. Upon receipt of such a request, the Director of Human Resources will consult with legal counsel to assure the College adheres to any applicable state laws related to correction of personnel records. POLICY REVIEW AND ENFORCEMENT This records retention policy is designed to ensure compliance with applicable federal and state laws and regulations and industry best practices. Both federal and state law requires VCOM to maintain certain types of records, usually for a specific period. Failure to retain these records for the minimum period of time required could subject VCOM and its employees to penalties and fines, cause the loss of rights, obstruct justice, spoil potential evidence in a lawsuit, place VCOM in contempt of court, or seriously disadvantage VCOM in litigation. No one person or department/division can be directly responsible for all College records. Therefore, every department/division managing College records is responsible for: 8. 9.

VCOM Records Retention Policy

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