GBL Personnel Records


Tria Bullard
Director of Board and Executive Services, (541) 506-6103

Board Policy Code: GBL
Adopted: 06/12/91
Revised/Readopted: 07/09/97, 02/08/05

An official personnel file will be established for each person employed by the college. Instructional personnel files will be kept in the Dean of Instruction's office. All other personnel files will be kept in the office of the President.

All records containing employee medical condition information such as workers' compensation reports and release/permission to return to work forms will be kept confidential, in a separate file from personnel records. Such records will be released only in accordance with the requirements of the Americans with Disabilities Act or other applicable law.

The President will be responsible for establishing procedures regarding the control, use, safety and maintenance of all personnel records. Employees will be given a copy of evaluations, complaints and written disciplinary actions to be placed in their personnel file and may submit a written response to be attached to the file copy.

Except as provided below, or required by law, college employees' personnel records will be available for use and inspection only by the following:

  1. The individual employee. An employee or designee may arrange with the personnel office to inspect the contents of his/her personnel file on any day the personnel office is open for business;
  2. Others designated in writing by the employee;
  3. The comptroller or auditor, when such inspection is pertinent to carrying out their respective duties, or as otherwise specifically authorized by the Board. Information so obtained will be kept confidential. No files will be removed from their central location for personal inspection;
  4. A Board member when specifically authorized by the Board of Education. Information will be kept confidential. No files will be removed from their central location for personal inspection;
  5. The President and members of the central administrative staff;
  6. College administrators and supervisors who currently or prospectively supervise the employee;
  7. Employees of the personnel office;
  8. Attorneys for the college or the college’s designated representative on matters of college business.

The President may permit persons other than those specified above to use and to inspect employee records when, in his/her opinion, the person requesting access has a legitimate official purpose. The President will determine in each case the appropriateness and extent of such access.

Release of personnel records to parties other than those authorized to inspect them will be only upon receipt of a court order.

Legal Reference(s)

ORS 341.290 (2)
ORS 652
OAR 589-008-0100 (4)
Americans with Disabilities Act of 1990, 42 U.S.C. Sections 12101-12213; 29 CFR Part 1630 (2000); 28 CFR Part 35 (2000).