Personnel Records

Handbook of Operating Procedures 5-9995

Personnel Records

University of Texas SealEffective June 01, 1985
Executive Sponsor: Senior Vice President and Chief Financial OfficerPolicy Owner: Assoc. Vice President for Human Resources
I. Policy Statement 

It is the policy of The University of Texas at Austin (“University”) to maintain an official personnel file for each employee.

II. Reason for Policy 

To provide procedures regarding maintenance of and access to employee personnel files.

III. Scope & Audience 

This policy applies to all University employees.

IV. Definitions (specific to this policy) 
V. Website (for policy)
VI. Contacts 
Contact Details Web
Human ResourcesPhone:512-471-4772Website:
VII. Responsibilities & Procedures 
  1. Personnel records include all information collected, assembled or maintained by The University relevant to the employment relationship of the individual with The University of Texas at Austin.
  1. The following employee personnel data is public information: name, sex, ethnicity, salary, title, and dates of employment.
  1. All information in the personnel file of an individual is available upon request to that individual employee or the employee's designated representative for inspection and duplication. Employees should direct all requests for access to their personnel files in writing to the Vice President and Chief Financial Officer, who is the Custodian of the Records.
  1. Appropriate University personnel, as designated by the administrative head of each office maintaining personnel records, shall have access to employee personnel records on an as-needed basis.
  1. Information in employee personnel files may be released (a) in compliance with a judicial order or subpoena, and (b) to representatives of state or federal agencies pursuant to authority granted to them by statute or regulations.
  1. The release of information in personnel files, the disclosure of which would constitute a clearly unwarranted invasion of personal privacy, is prohibited to all other individuals without the written consent of the individual employees or as required by law.
  1. These policies and procedures are in conformity with the Texas Public Information Act and the Open Records Decisions issued by the Attorney General pursuant to the Act.
VIII. Forms & Tools 
XI. History 

Last review date: June 1, 1985

    Editorial change made March 15, 2016.

    Editorial change made October 18, 2012.

Previously HOP 7.08