Personnel Files Access Procedures

Policy 5-002: Personnel File governs access to personnel files.

Employee Access:

Employees are allowed to review the contents of their personnel file during business hours. Employees will be required to show a picture ID before they are able to view their personnel file. It is recommended that employees call 801-581-5469 for an appointment and complete the Request to Examine/Copy Data from Personnel File before arrival.

Employees may have copies of documents from their personnel files for a nominal charge.

Supervisor Access:

Supervisor access is limited. Supervisors are allowed to review the contents of a personnel file for an employee who currently works in the supervisor's department, unit, etc., as well as the personnel file for a current University employee who has applied for an open position in the supervisor's department, unit, etc. In fact, it is highly encouraged that supervisors check references and contact HR prior to making job offers.

Employees and supervisors should contact Employee Relations at 801-581-5469 for assistance in reviewing personnel files.

Outside Parties:

When parties outside the University verbally contact us for a verification of employment, HR will release the dates of employment and the position held. For additional information, they must submit a written request which will be responded to in accordance with the Government Records Access Management Act (GRAMA).