(Source: Office of the Provost and Summary of Policy No. 101 in Personnel Policy Manual, Almanac, October 6, 1981)

     Every person entrusted with University files should keep in mind that the contents of individual personnel files are confidential. Under no circumstances should confidential personnel files be opened to any unauthorized person or group. Personal appraisals of candidates are most sensitive and are received under an expressed or implied pledge of confidence which must be respected. Unless it is known that applicants for a position consent to being identified publicly as having applied, the specific identities of such persons should not be disclosed.

     Employees may not review the following records pertaining to themselves:

• material received under a stated or implied assurance of confidentiality. This includes letters and reports of review and recommendation, whether concerning a specific personnel action or without reference to any specific personnel action;
• those parts of evaluations and affirmative action records which contain confidential information about other applicants and employees;
• certain other records concerning benefits, security, and medical and hospital information.

     Unless specifically excepted (see below), employee records may not be disclosed to third parties without the express written permission of the employee. The exceptions are follows:

• The University may, at its discretion, disclose directory information (name, employment dates, title, department).
• The University may accede to a lawful subpoena, warrant, court order, or government requirement. Employees shall be notified of all such disclosures.
• Properly authorized University officials may have access to specific employee records in the course of their duties and shall protect the confidentiality of these records.
• In emergencies, the provost or the vice president for human resources may authorize disclosure of pertinent information, in order to protect the health, safety, or property of any person.
• They may also authorize disclosure of pertinent information, in order to protect the legal interests of the University.
• Collective bargaining agreements may require disclosure of certain information.

     All full-time and part-time employees of the University, except for student employees, are covered by this policy. The provost or designee administers the policy with respect to the records of faculty members, and the vice president for human resources administers it with respect to the records of other employees.