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Privacy and Security Notice

Administrative Manual - 211 Records, References & Recognition

211.01 Employee Records

  1. POLICY

    JSA establishes and maintains only those personnel records pertaining to individuals as employees of the organization or as applicants for employment that are relevant and necessary to the administration of personnel programs. These records shall be maintained with accuracy, relevance, timeliness, and completeness. Appropriate and reasonable safeguards shall be established to ensure security and confidentiality of all employee records.

  2. OFFICIAL PERSONNEL RECORDS
    1. Individual personnel records are maintained by Human Resources and may include the following information:
      1. Employment (e.g., JSA application, resume, and skill tests).
      2. Pay and benefits.
      3. Training and education.
      4. Honors and awards.
      5. Duties and job classification.
      6. Performance appraisals and related information.
      7. Corrective actions (normally for the past two years only).
      8. Time and attendance.
      9. Personnel data changes.
      10. Other relevant or necessary information.
    2. Human Resources has the ultimate authority to determine whether or not an item is included in an employee's official personnel records.
    3. Other than the items listed in B.1. above, and Personnel Data Change (PDC) forms, no items shall be included in an employee's official file unless the employee has initiated the item; or, at the very least, been offered a copy of the item.
  3. RECORDS MAINTAINED BY SUPERVISOR

    Any file maintained on an employee by a supervisor shall contain only job-related information necessary for carrying out supervisory duties. Care should be taken to ensure confidentiality of all employee information. Information contained in the supervisor's file may include the following:

    1. Time and attendance records.
    2. Performance appraisals.
    3. Notes, memos or documents relating to an employee's job performance.
    4. Position description.
    5. Resume.
    6. Leave availability reports.
    7. Delegation of authority memorandums.
    8. Salary information.
  4. ACCESS
    1. The following persons shall have the right of access to an employee's personnel file maintained within Human Resources. An appointment must be made to review any file and a Human Resources representative shall be present when the file is reviewed.
      1. The employee who is the subject of the file.
      2. Legal counsel for the subject employee.
      3. The designated records custodian of Human Resources.
      4. The employee's respective Associate Director or designee, Department Manager or Group Leader, and performance appraisal rater and reviewer.
      5. JSA Human Resources staff members while in the performance of their official functions and on a strict need-to-know basis.
      6. JSA administrators who are acting in compliance with federal, state or local laws, on a strict need-to-know basis.
      7. Authorized government inspectors and auditors, on a strict need-to-know basis.
    2. Since records maintained by a supervisor constitute a temporary, informal, working file and not a permanent record of official personnel actions, normal access to these files is limited to the direct supervisor (the file holder), the subject employee, and the employee's performance appraisal rater (if not the direct supervisor). However, in investigating situations, JSA Human Resources staff members, authorized government investigators, and the subject employee's legal counsel may have access to these records, depending upon the specific circumstances and governed by a strict need-to-know criterion.
  5. CHANGES IN NAME, ADDRESS, PHONE NUMBER

    Any change in an employee's name, address, phone number shall be reported promptly to Human Resources (Compensation and Benefits) so that the correct information is available in the event of emergency and for necessary administrative purposes.

  6. CHANGES IN THE NUMBER OF DEPENDENTS

    Changes in the number of dependents of an employee shall be reported on a W-4 form for income tax purposes. These forms may be obtained from, and returned to, the Payroll Office or Human Resources (Compensation and Benefits).


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