Policy Manual

Employee Records

The Office of Human Resources maintains a personnel file for each employee that contains vital employment information. Upon request, employees will be provided with the opportunity to inspect and verify the accuracy of their personnel file. To ensure that personnel records are up to date, it is the employee's responsibility to promptly notify the Office of Human Resources in writing of any changes in name, home address, marital status, number of dependents, beneficiary changes, telephone number, and person to notify in case of emergency. It is also important to notify the Office of Human Resources of scholastic achievements that may enhance your opportunities for advancement. Updates in such information can also be initiated through the employee self-service portal.

Access to employee records is subject to state statutes on personnel records. Georgia College & State University is a public university and is therefore subject to the Georgia Open Records Act, which means that employee information can be made available upon request.

As a service to employees, the Office of Human Resources will furnish upon written request of third parties outside the University an employee's dates of employment at the University and his or her title or position. In instances where payroll information is requested (e.g., salary information for the purpose of obtaining a mortgage), the requesting party will be advised that this information will only be made available with the written consent of the employee. Such requests should be submitted to Payroll Services.