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Employee Records

Effective Date Jan 3, 2017

Applicable Employee Classes:

All Florida Tech Employees

Revised Date:

January 2017

Approved by:

Dr. T. Dwayne McCay, President

8.4 Employee Records


The university maintains that information stored in university personnel files is accurate and kept secure from improper disclosure. State and federal laws require certain information be maintained in personnel files. The university will comply with applicable laws with regard to the management, retention, and disposal of employee records. All personal employee information will be regarded as confidential, and careful consideration must be given to ensuring this confidentiality unless disclosure is required by law. The Office of Human Resources maintains the official personnel record for all faculty, staff and student employees.

The university will, as a service to the employee, release the following information unless informed in writing by you that the information is not to be released:

  •  Name
  •  Job title

Any other information regarding your employment at Florida Tech (such as salary and dates of employment) will not be released without the employee’s written permission. Each request for information must contain a signed consent form by the current or former employee.


Requests for information about current or past employees who have provided written permission to release employment information must be referred to the Office of Human Resources for response. Requests to verify employment should be faxed to: (321) 674-7519 or mailed to: Florida Institute of Technology-Office of Human Resources, 150 W. University Blvd, Melbourne, Florida 32901.

The university is subject to numerous record retention requirements.  All records must be maintained in a consistent and logical manner ensuring the university:

    1. Meets legal standards for protection, storage and retrieval

    2. Minimizes the cost of record retention

    3. Utilizes electronic storage in the Banner Document Management System where possible

    4. Destroys inactive records that have no value upon passage of the applicable retention period

    5. Disposes of records in a manner appropriate for the data contained

After the required retention period, documents must be destroyed in an acceptable manner:

    1.    Recycle non-confidential paper records

    2.    Shred or render unreadable confidential paper records

    3.    Erase or destroy electronically stored data

Keeping employee records accurate and up-to-date is important because it enables the university to reach employees or family members in an emergency, properly maintain insurance and other benefits, and compute payroll deductions. The Office of Human Resources should be promptly notified, in writing, and signed by the employee, of any change in:

• Address or telephone number

• Marital status

• Name

• Beneficiary or dependents listed in your insurance policy

• Number of dependents for withholding tax purposes

• Person to notify in case of emergency

Employees should notify the Office of Human Resources about the completion of training or education courses so that this information may be added to the employee’s record and the employee may receive proper consideration as job opportunities arise throughout the university.

Access to Personnel Files

Internal access to personnel files is limited to supervisory personnel who are considering the employee for promotion, transfer, or other personnel action and to other officials who have a legitimate need to know.

Current employees may review their personnel file by contacting the Office of Human Resources. Such requests will be responded to within five working days, at which time the employee will be provided an appointment time to view their file. At no time may any employee remove documents from their file, but copies of a document may be obtained provided the employee signed the document. Examples would be past retirement plan salary reduction agreements, employment offer letters, prior evaluations, etc.