(Approved by USM BOR on April 21, 2017; UMGC President on July 1, 2017)
Purpose and Applicability
This policy establishes responsibility for maintenance, access and control of employee files for all University of Maryland Global Campus (UMGC) Nonexempt, Exempt and Overseas Staff on Regular and Contingent Status and Faculty employees. Nonexempt Staff employees who are included in the representation of the collective bargaining unit are subject to the Memorandum of Understanding (MOU) and applicable UMGC HR Policies; where there is a conflict between the two, the MOU will prevail.
Employee File: A confidential business record and property of the Institution that employs the employee. The file, in electronic or paper format, consists of personal demographics and information relating to the individual's employment.
Verification of Employment
All requests for verification of employment for current or former employees are to be directed to the Office of Human Resources. Non-confidential information such as dates of employment, position(s) held, and current salary may be released on request. Confidential information shall not be released unless the Office of Human Resources is in receipt of a written release signed by the employee, court order, or subpoena.
The UMGC President has designated the Chief Human Resources Officer (CHRO) to administer this policy; to develop procedures as necessary to implement this policy; to communicate this policy to the UMGC community; and to post the policy and any applicable procedures on the UMGC website.