Employee Records
Creating Employee Records
The University creates an
official employee record
for each employee. These records are established under the employee's name and a unique
identification number. While all official employee records reside in the Records and Data
Management Division, departments and supervisors may also maintain a file of pertinent
employment and performance data. However, departments and supervisors should provide original,
relevant documents to the Records and Data Management Division.
In accordance with the Health Insurance Portability and Accountability
Act of 1996 (HIPAA) and the Immigration Reform and Control Act of
1986, medical records and
Employment
Eligibility (I-9) forms are maintained separately and are not
part of the official employee records.
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Updating Employee Information
It is important that the University have current and accurate information for all employees.
As a result, employees should be encouraged to report any changes in status (name, address,
telephone number, marriage, etc.) in a timely matter. Supervisors who become aware of changes in
an employee's status should:
If the employee does not complete the steps listed above, the supervisor should forward the
information to the Records and Data Management Division on behalf of the employee.
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Maintaining Employee Records
Maintaining and updating employee records is the responsibility of the following departments:
- Records and Data Management Division
- Student Employment
- Office of Research Services
- Office of Faculty Personnel
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Retaining Employee Records
The University retains official employee records for the entire
employment period and for seven years after the employee leaves
the University. Thereafter, selected data from the employee records
will be extracted and retained. All other information will be
destroyed in a secure manner.
When the employee leaves the University, supervisors should forward leave records for employees
in regular ungraded and graded positions to the Records and Data Management Division for
inclusion in the employee's records.
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Licensure Verification and Retention
Many departments have employees who are required by law to hold a license in the District of
Columbia, Maryland, or Virginia to perform their jobs. Expiration of a license may subject
an employee to termination.
Departments and supervisors are responsible for:
- Verifying the licensure status of any relevant employees
- Maintaining on file a copy of the current license
- Maintaining a current listing of employees and their licensure status
- Ensuring that relevant files are available for review by management and by accrediting agencies
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