Procedure 5.08.01 - Contents of the Personnel File - Procedures


Any person needing copies of this information should make a request in writing to the Human Resources Office. The information will be provided within three (3) business days. (See Policy 303 – Privacy of Employee Personnel Records

Full Time Employees

The following items must be submitted by or for a new full time employee in order for the personnel file to be complete.

  1. A completed SCC employment application
  2. Official transcripts from the college(s) attended. The prospective employee may provide the college an official transcript (sealed) from his/her institution or request that the institution send a copy of the transcript directly to the Human Resources Office.
  3. Resume or CV ( if applicable)– The Curriculum Vitae is a more detailed summary of educational and academic backgrounds as well as teaching and research experience, publications, presentations, awards, honors, affiliations and other details.
  4. An initial salary calculation worksheet
  5. A copy of the contract
  6. E-Verify (employment authorization)
  7. Background verification / Employment References

Part Time Employees

The following items must be submitted by or for a part time employee in order for the personnel file to be complete.

  1. A completed SCC employment application
  2. Official transcripts from the college(s) attended. The prospective employee may provide the college an official transcript (sealed) from his/her institution or request that the institution send a copy of the transcript directly to the Human Resources Office.
  3. Resume or CV (if applicable)
  4. A copy of the contract
  5. E-Verify (employment authorization)
  6. Background verification / Employment References as required

Student Employees

A temporary personnel file will be maintained for students (other than College Work Study) employed by the college on a part time/temporary basis. The following items will be included for the personnel file to be complete.

  1. A completed SCC employment application for part time employees
  2. A copy of the contract
  3. E-Verify (employment authorization)

Student employees serving in a Tutor capacity will be required to have an instructor recommendation in lieu of a background verification or employment reference.

Additional Information

Additional documents to be filed in the Full Time Employee Personnel File include:

  • Performance Evaluations
  • Personnel Action Forms
  • Position Descriptions
  • Letters of Commendation
  • Disciplinary Actions
  • Offer Letter
  • Special License/Certification
  • Orientation Checklist
  • Receipt of Handbook and Policy Information Training Records