Personnel Database

Type

Procedure

Category

Human Resources

Department

Human Resources

Phone

(541) 463-5583

Primary Contact

Dennis Carr

Contact Email

Responsible Executive Authority

Chief Human Resources Officer

Purpose

This procedure describes the steps to take when requesting access to this database. The College's personnel database is a computerized file of standard employee information taken from the employment application form, Form W-4, Form I-9, the Personnel Action Form, the Personal Information Form, insurance enrollment forms, and other personnel and payroll forms.

Narrative

The personnel database is a computerized file of standard employee information taken from the employment application form, Form W-4, Form I-9, the Personnel Action Form, the Personal Information Form, insurance enrollment forms, and other personnel and payroll forms.

Access to the Personnel Database and Other Personnel Records

All requests for information or reports from the Personnel Database or other files and records maintained by Human Resources must be submitted in writing to the director of Human Resources. (See Personnel Files for rules governing access to official personnel files).

Requests will be reviewed for compliance with the Oregon Public Records Law (Oregon Revised Statutes 192.501-502) and other government legislation. Approved requests will require a minimum of ten working days for processing. Generally, information requested by departments to conduct college business will be provided without cost except when the time and/or duplication costs involved in producing the information are excessive. Other authorized requests will be subject to a fee based on the cost of time and materials used to produce the information.

Date Adopted

Wednesday, February 22, 2012

Date Last Reviewed

Thursday, October 9, 2014