Employee Files

Policy Number: 8.2.97
Effective Date: February 27, 2023
Revision History: May 26, 2016
Policy Contact: Chief Human Resource Officer

I. Purpose and Policy Statement

The Office of Human Resources creates and maintains the official employee file for each individual hired at GGC. Each official employee file contains documents relevant to the employee’s record of employment including but not limited to their application, resume, transcripts, offer letter, performance evaluations, and onboarding documents. Items considered a part of the Employee Benefits File are maintained by the Office of Payroll and Benefits. Faculty evaluations and portfolios including promotion and credentialing files shall be retained in Academic Affairs.

Employees have access to their file. The file may be reviewed at any time that is mutually agreeable under the supervision of a member of the Office of Human Resources. Nothing may be removed from the file of an employee. Upon request by the employee, a copy of any document in the file will be provided within three (3) workings days.

Georgia Gwinnett College follows the provisions of the Georgia Open Records Act (O.C.G.A. §§ 50-18-70 through 50-18-77) with respect to access to employee files by others.

II. Scope

This policy pertains to all employees of Georgia Gwinnett College.

III. Roles and Responsibilities

1. Chief Human Resource Officer (“CHRO”) or designee: Oversees policy updating and maintenance; provides interpretation of the policy when questions arise; oversees the creation and maintenance of employee files.
2. Human Resources: Creates and maintains employee files; provides access to files when requested by employees; fields, researches and responds to questions.
3. Deans: Maintains faculty evaluations files; provides access to files when requested by faculty; fields, researches and responds to questions.
4. Provost: Maintains promotion and credentialing files; provides access to files when requested by faculty; fields, researches and responds to questions.

IV. Related Regulations, Statutes, Policies, and Procedures

Georgia Open Records Act (O.C.G.A. §§ 50-18-70 through 50-18-77)
BOR Human Resources Administrative Practice Manual Policy on Employee Personnel Records