UAMS ADMINISTRATIVE GUIDE

NUMBER: 4.5.23
DATE: 07/01/91
REVISION:

SECTION: HUMAN RESOURCES
AREA: EMPLOYMENT
SUBJECT: PERSONNEL RECORDS REVIEW AND FOI REQUESTS

POLICY

The purpose of this policy is to inform all departments within the University of Arkansas for Medical Sciences (UAMS) of the procedures to be followed concerning personnel records review and FOI requests. It is the policy of UAMS to allow all employees, including former employees, the opportunity to review information contained in their personnel files in the UAMS Office of Human Resources (OHR) or in their respective departments. Medical information is not part of the personnel record and is subject to different rules of disclosure. Employees and former employees seeking release of medical information must contact the Family Medical Center, the UAMS Medical Center's Medical Record Information Service,1 or the medical records department of the clinic/facility at which service was provided. The Arkansas Freedom of Information Act (FOIA) also requires UAMS, as a state agency, to allow the review of personnel records of any employee upon request from any citizen, although certain aspects of personnel records are exempt from FOIA, including social security number, performance evaluations, disciplinary actions, and benefits information. All personnel files and associated documents are maintained in confidence, as permitted by law, and are the property of UAMS.

PROCEDURE

  1. The Office of Human Resources and/or individual UAMS departments will release to any citizen, as verification of employment, a current or former employee's name, position(s) held, appointment date, termination date, and reason for separation. Salary will be released only when the inquirer specifically asks for it.
  2. The Office of Human Resources will provide copies of any and all documents in the personnel record of an employee upon receipt of a court order or subpoena, or with the written approval for release from the employee. A charge for copying may apply.
  3. Current and former employees may request an appointment to review their personnel files held by OHR and/or by their respective department (if applicable).
  4. Employees may not remove or alter any document within their personnel file, but may add supplemental documents which are clearly labeled as the employee's opinion. The file may not be removed from OHR.
  5. It is desirable, but not necessary, for the employee's supervisor or other department representative to be present during personnel records review to answer specific questions regarding information included in the file.
  6. Employee's personnel files may also be reviewed by any and all of the following: A current supervisor, a prospective supervisor (pending employee transfer or promotion), and members of an appointed grievance committee. Supervisors and other appropriate members of management who wish to review an employee's personnel file should request an appointment with OHR.
  7. Documents filed in an employee's personnel file may be removed only upon written request from the Department Director who originally issued the document. Such written requests must include an explanation of the reason for removing the document and will become a part of the record.
  8. Departments receiving an FOIA request must notify the Office of Human Resources. OHR will notify the employee, or former employee, within 24 hours that a request has been made. The employee/former employee must contact the Arkansas Attorney General within 72 hours with any objections to the release of information. The OHR will make a determination concerning the release of information in accordance with the Attorney General's opinion.

REFERENCE
1
The UAMS Medical Center of Arkansas Policy and Procedures Manual, Policy # GS-1