Personnel File

Necessary job-related and personal information about each employee is retained in the official personnel file kept by the Department=s Office of Human Resources. Contents include basic employee identification, completed employment applications and other hiring related documents, position announcements, certification and training records, notices of salary adjustments and benefit coverage information, performance evaluations, disciplinary records and other relevant job-related information or documents deemed essential by the Department. Personnel files of current and former employees are kept indefinitely.

Employees have the right to inspect information contained in their personnel files. Individuals will be given access to their files only in the presence of an authorized Department official and at a mutually convenient time and place. Personnel files may not be removed from the Office of Human Resources outside the required release to Department of Education Legal Counsel for litigation purposes. At the request of the employee, the Office of Human Resources will provide copies of documents on file. The personnel file is accessible to a supervisor for administrative or employment purposes. Individuals who review personnel files shall date and sign the inside left cover of the file.

It is essential that the employees assist the Department in keeping his/her file current by providing certificates of completed education and training and other pertinent information. Employees shall promptly notify their supervisors and the Office of Human Resources in writing of changes in address, telephone number, name, tax exemption, insurance beneficiary, number of dependents, certification status or other pertinent information.

If there are questions regarding information contained in an employee=s personnel file, the employee should bring the matter to the attention of the Office of Human Resources. The Office of Human Resources will consider the employee's objection and correct or remove erroneous or improper information. If the Department decides to retain the disputed information in the file, the employee is entitled to attach a written objection to that item, making the objection a part of the permanent file.

No information in a personnel file will be disclosed to anyone outside the Department without written consent from the employee or former employee specifically authorizing the release of the information unless required to do so by law. The Department reserves the right, however, to verify basic information, such as employment status and job title, without notification to the individual involved, and to cooperate with law enforcement, public safety or medical officials who have a valid need to ascertain limited, specific information about an individual. The Department will also provide employment references, upon request, pursuant to W. Va. Code § 55-7-18a.