Handbook of Operating Procedures

I. POLICY AND GENERAL STATEMENT

Individual departments, schoolsandRecords Management Systems and Services(“RMSS”) are responsible for maintainingemployment-relatedrecords (e.g., applications, resumes, reference check information, appointment letters, and benefits information). Departments/schoolsarealsoresponsible for maintaining job-related recordsfor each employee as necessary(e.g., licensures, job descriptions, informal disciplinary memos,and otherpertinent documentation).Each department will maintain a separaterecordforanymedical related information, which must bestoredin a secure location.

Information within an employee record may be subject to disclosure by the university under the Texas Public Information Act, including home address and telephone number. (Refer toHOOP Policy 132 Handling Requests for Public InformationandHOOP Policy 181 Records Management Program). Employees have the right to elect to keep certain information private by completing aPublic Access Option Formavailable through Human Resources.

II. PROCEDURE

A. External Request: Employment Verification

External requests for employment verifications concerning current and former employees must be directed toHuman Resources.

B. Review of Employee Record by Current and Former Employees

Current employees who wish to review their departmentalemployee recordsshould contact their supervisors. Each department is responsible for the release of departmentalemployee recordsto current employees. Former employees should be directed to Human Resources.

Human Resources is responsible for the release ofinstitutionalemployee record information maintained in RMSS and will process and record all requests for disclosure that are submitted from current and former employees. Current and former employees who wish to review theirinstitutional员工记录必须联系Chief Human Resources Officer, who will arrange a mutually convenient time at which therecordsmay be reviewed. A costfor copying employeerecords may be assessed. Payment must be made in cash.

To the extent applicable, requeststo access employee recordswill be handled in accordance withHOOP Policy 132 Handling Requests for Public Information.

C. Review of Employee Records by Others

Requests from external third partiesto review employee recordsmust be made in accordance with the Texas Public Information Act. Refer toHOOP Policy 132 Handling Requests for Public Information.

Only employees with a need to know may accessemployee records other thantheir own.Departments willdetermine access for departmentalrecords.Human Resources will determine access forrecordsmaintained in RMSS.

D. Retention of Records

Please refer to theRecord Retention Schedulefor instructions on maintainingemployeerecords.

III. CONTACTS

• • Human Resources
  • 713-500-3130
  • //www.tjghsg.com/hr/department/employee-relations
• • Records Management Systems and Services
  • 713-500-8508
  • https://inside.uth.edu/it-administration-and-finance/contact
• • Office of Legal Affairs (questions regarding the Texas Public Information Act)
  • 713-500-3268
  • legal@uth.tmc.edu
  • https://inside.uth.edu/legal/contact-us.htm

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