7.1.8 Faculty and Unclassified Administrator Records (FAM V.C)
Official personnel records are maintained in three areas: the Office of Human Resources, the Provost’s office and the appropriate office of the Deans. The Vice President of Human Resources is required to maintain state employee records for all College personnel, including academic personnel. The State Human Resources Regulations22 specify that the official individual personnel file shall include but not necessarily be limited to the following:
- employment application;
- all human resources actions reflecting the employee’s work history with the agency
- documentation directly related to the employee’s work record; and
- all performance evaluations.
This official individual personnel file shall be available for the faculty member’s or administrator’s review upon the request of the faculty member or administrator. (Rev. Aug. 2018)
The Office of the Provost also maintains files on each faculty member and unclassified academic administrator. The Executive and Senior Vice Presidents maintain files on all unclassified administrators in their areas. These files shall include but are not limited to the following:
- Curriculum vitae;
- Evidence of accuracy of the curriculum vitae (academic credentials validated by appropriate documentation);
- Contract and/or letter of initial employment;
- Job description for unclassified administrators;
- Letter authorizing sabbaticals or other leaves of absence;
- Copies of recommendations and action on tenure, promotion, and thirdyear evaluation;
- Copies of annual salary letters;
The appropriate Academic Dean or Dean of Libraries will maintain copies of annual and third-year evaluations and correspondence relating to professional development, honors and College employment.
22 State Human Resources Regulation 19-720 “Recordkeeping.”
Related Policies, Documents or Forms
7.1.8 Faculty and Unclassified Administrator Records (FAM V.C)
Revision Log
Web Publication Date: 1/20/2026