A.POLICY

Personnel records are governed by the Public Records Act (Ohio Revised Code Section 149.43). All employees will have access to their own personnel files for review when they request it. The College will not maintain records of the race, religion, sex, or national origin of employees except as required by a federal or state court or agency or federal or state law or regulation concerning programs designed to eliminate discrimination. An employee has the right to correct, ask for a deletion, or write a statement of disagreement with any item in the file in the presence of a Human Resources representative. He or she, however, may not remove any item from the file.

The College maintains a separate medical insurance records file for each employee. The College will provide employees copies of their medical insurance records upon request unless a physician has certified that doing so will cause serious medical harm to the employee; in which case copies of records will be released to a physician designated by the employee. Medical records may also be released to the state workers’ compensation office and medical insurance companies in accordance with state law.

B.POLICY GUIDELINES

It is important that your personnel file is accurate and up to date. Please notify the Office of Human Resources of any changes in the following:

• Name or Address
• Marital status
• Telephone number
• Medical plan coverage
• Dependents
• Beneficiaries

• Person(s) to notify in case of an emergency
• Courses and degrees completed
• Tax information
• STRS/SERS/ARP information
• Annuity information

All requests for information about a current, retired, or terminated employee must be referred to the Office of Human Resources, and Human Resources may disclose to prospective employer’s, dates of employment, final title or position, job location, and final salary without authorization from the employee. The College may, but does not have to, release additional information at the employee’s request. Employees requesting further disclosure of employment information must sign a release form. This holds true other than for a request pursuant to Ohio Revised Code Section 149.43.

Information will also be given to duly authorized requests from law enforcement agencies, including investigations, summonses, subpoenas, and judicial orders. The College need not inform an employee that personal information has been disclosed to law enforcement agencies if it concerns an investigation into the employee’s on-the-job conduct, especially when the employee’s actions endanger other employees or College security and property.