Archives & Records Management Handbook

Chapter 3 Records Management -- Services to Departments

Personnel Records System The institutional copy of university personnel records, (classified and non-classified), administered by Human Resources, are microfilmed and computer indexed by the University Archives. Use copies of the filmed personnel files are maintained in the Human Resources office and the University Archives. Employment Records and Verification As part of the personnel files maintenance function, the University Archives is responsible for completing employment verifications on all previous employees, including student employees. Employment verifications for current employees are completed by the Office of Human Resources. Employment verification requests come from credit bureaus, financial institutions, prospective employers, and other entities with a legitimate need for personnel information. If your office should receive an employment verification request, please forward it to the Archives if it concerns a former employee (including student employees), or to Human Resources if it concerns a current university employee.

Personnel documents and microfilm jackets, University Archives, ca. 1975. The University Archives has had the responsibility for maintaining the university's personnel records since the early 1970s. Initially the records were filmed and stuffed into microfilm jackets. Today, the records are filmed and indexed on a computer assisted retrieval (CAR) system. [OSU Archives P169:85.]

Much of the employee information maintained by OSU is confidential; please see the Confidentiality and Access section in Chapter 2 for a list of employee information (faculty and staff) that can be released without an authorization from the employee. Questions about personnel information release policy should be directed to Human Resources Employee Records and Information at 7-3103.

The Family Educational Rights and Privacy Act (FERPA), affects the way Oregon State University departments must handle requests for information about students who are employed by the University. Any employment records related to a student who is employed because of his/her status as a student at Oregon State University may not be disclosed without the consent of the student. This includes Graduate Teaching Assistants and Graduate Research Assistants, even though they hold an academic appointment. Such records are protected student records and do not fall within the exception for directory information (see Confidentiality and Access in Chapter 2 for student directory information which may be disclosed).

Every request for student employment information must be accompanied by a written authorization to release the information signed by the student (or his or her legal representative). An authorization form for the release of privacy information should contain a statement that specifies what information may be released. The following is an example of a statement you may find in an authorization for the release of employment information:

I authorize Oregon State University to provide (name of company) any and all information and documentation that they request, including personnel records, payroll records, attendance records, termination documents, or any other such documents concerning my employment or employment related activities.

An original or photocopy of a signed information release authorization form is acceptable if it is not more than two years old.

Questions about the release of student employment information should be referred to the University Archivist or the Legal Advisor's Office.

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