Policy 5.06 - Privacy of Employee Personnel Records

Guidelines related to the privacy of employee personnel records are described in Article 2A, Sections 115D-27 through 115D-30 of the Community College Laws of North Carolina. Personnel files are established by the college and are the property of the college. Personnel files are confidential and are only subject to inspection as authorized under G.S.115D (27-30) as outlined below: According to Section 115D-27, personnel files of employees of the Board of Trustees former employees of the Board of Trustees, or applicants for employment with Board of Trustees are not subject to inspection and examination as authorized by G.S. 132.6. This section defines a personnel file as consisting of any information related to an individual’s application, selection or non-selection, promotion, demotion, transfer, leave, salary, suspension, performance evaluation, disciplinary action, or termination of employment wherever located or in whatever form. All information contained in a personnel file, except as otherwise provided in this Article 2A, is confidential and is not be open for inspection and examination except to those authorized access according to Section 115D-29. However, section 115D-28 requires that certain employee information be maintained and be available for inspection by any person during regular business hours. This information includes the following with respect to all employees: name, age, date of original employment or appointment, current position, title, current salary, date and amount of most recent increase or decrease in salary, date of most recent promotion, demotion, transfer, suspension, separation, or other change in position classification, and the office or station to which the employee is currently assigned. Section 115D-30 guidelines permit an employee, former employee, or applicant for employment who objects to material in his/her file to place in his file a statement relating to the materials he/she considers to be inaccurate or misleading. An employee, former employee, or applicant for employment who objects to material in his/her file because he/she considers it inaccurate or misleading and the material has not been placed there in connection with a grievance procedure established by the Board of Trustees may seek the removal of such material from the file through grievance procedures to be established by the Board of Trustees.

Adopted: July 2002

Revised: March 1, 2009, July 20, 2010