ACD 811: Access to and Release of Official Personnel Records Information
To determine who will be granted access to personnel records and to define the circumstances under which release of information will be authorized
Arizona Revised Statutes § 41–1346
Arizona Board of Regents Policy Manual - 6–912
Office of the Provost of the University
A faculty member or academic professional, or a person authorized by the faculty member or academic professional in writing, may review his or her official personnel records with the exception of confidential references and external letters of review for hire, tenure/continuing appointment, and promotion, upon presentation of proper identification. Requests must be made 24 hours in advance to the Office of the Provost of the University during normal office hours (8:00 a.m. to 5:00 p.m.), Monday through Friday so that confidential letters of reference may be removed from the file. Photocopying is not allowed but notes may be taken. A faculty member or academic professional may submit written statements protesting or supplementing data contained in the record. All such statements must be signed and dated by the individual.
Personnel records and information are confidential, and their disclosure, other than as provided for in this policy, would be contrary to the best interests of the state and is unauthorized. Any unauthorized access, release, or use of personnel information shall constitute employee misconduct. Accordingly, except as provided for in this policy, personnel records shall be treated as exempt from the Arizona Public Records Law.
Only the following information contained in personnel records will be released without the individual’s consent:
Information Considered to Be Public Record
Information Required by Lawfully Issued Administrative Summons or Judicial Order, Including a Search Warrant or Subpoena
General counsel must review and approve disclosure of information required by lawfully issued administrative summons or judicial order, including a search warrant or subpoena. A reasonable effort will be made to notify the faculty member or academic professional prior to compliance. The university may seek a protective order to prevent disclosure of certain documents, such as performance evaluations, on the basis that a qualified privilege exists to protect those documents in the employee evaluation system that are used to make determinations of retention.
A reasonable charge may be assessed the requesting party for this service.
Information Required in Compelling Circumstances
Access to personal records or disclosure of personnel information may be provided in compelling circumstance affecting the immediate health or safety of the individual or others.
Information Requested for a Legitimate Business Purpose
Access to personnel records will be granted only to the following persons:
Any of the contents of the official personnel record (except confidential letters of reference or recommendations) may be released with the written consent of the faculty member or academic professional. This may include verification for:
Character or personal reference requests are referred to individual departments.
The following information will be published in the online ASU Directory: