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Policy 213 - Records of Employment

213. Records of Employment


Santa Clara University makes and maintains records it deems relevant for human resource administration. The records are the property of Santa Clara University and are maintained by Human Resources in the employee's personnel file. Employees have the right to inspect their personnel files as provided for by law. Copies may be provided, when requested, for a fee.


Supervisors or managers who create documents upon which employment decisions are based should submit them for inclusion in the personnel file after reviewing them with the employee. An employee desiring to review his or her personnel file makes a request for such review to Human Resources. The University will make available the employee’s personnel file in Human Resources, at a mutually convenient time for Human Resources and the employee. A designated member of the Human Resources staff will supervise the review. The employee may add to his or her personnel file information concerning any disputed item within the file.


It is the responsibility of the employee to update personal data in his or her personnel file, and to assure the accuracy of such. Employees are to report to Human Resources as soon as possible any change in personal data such as name or address changes, telephone number changes, changes in emergency contacts, etc.


Contact Human Resources if you have questions or would like more information about this policy.

Policy Approved: October 23, 1998

Last Updated: October 28, 1998

Last Reviewed: June 30 2022

Maintainer: Human Resources

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