Jun 20, 2024  

Human Resources

Personnel Records
06:83:00 Personnel Records


  1. The College shall maintain in the Human Resource Office under the auspices of the Director of Human Resources an official personnel file for each employee.
  2. The contents of an employee’s personnel file shall be limited to those signed documents essential to the employment, assignment, compensation, and evaluation of the employee. In accordance with the Americans with Disabilities Act, documents containing or referencing an employee’s medical condition will be maintained in a separate file.
  3. If an employee disputes the accuracy of information in his/her personnel file, the employee may request the Director of Human Resources to investigate, within a reasonable period of time, the validity and/or the appropriateness of having the information in the file. The Director of Human Resources shall determine what action to take with respect to the disputed information and shall inform the employee. If the employee disagrees with the Director’s determination, he/she may place a short statement of explanation into the file.
  4. Under the provision of TCA 10-7-503, any citizen of the State of Tennessee may review personnel files of any State employee during normal working hours, Monday - Thursday 8:00 A.M. - 4:30 P.M.; Friday 8:00 A.M. - 12 noon. However, TCA Section 10-7-503treats as confidential the following information: home telephone and personal cell phone numbers; bank account information; social security number; driver license information except where driving or operating a vehicle is part of the employee’s job description or job duties or incidental to the performance of his/her job; residential information, including the street address, city, state, and zip code for any state employee; and the same information of immediate family members or household members. This information must be redacted wherever possible, but access to otherwise public information shall not be limited or denied because a record contains confidential information.
  5. Employees will be notified of any request for review of their files except routine reviews for administrative needs. All requests to review personnel files must be presented in person or by subpoena. Employees may review material in their personnel files during the hours stated above.
  6. Individuals requesting permission to review personnel files must complete a Personnel Records Review Request form. A fee of $0.10/page will be charged for any items copied from the file. Employees will be given a Personnel Records Review Request to present with payment to the Bursar’s Office. He/she must return the form to the Human Resources Office to initiate reproducing of records.

Source: Chattanooga State Executive Staff meeting, May 11, 1997, Tennessee Code Annotated 10-7-503, and TBR Policy # 5:01:00:10.

Approved: Executive Staff, 05/20/09
Approved: President’s Cabinet, 05/20/09
Approved: President, 05/20/09
Reviewed and Revised: Human Resources, November, 2000