Personnel-file

University employees files are considered public records. Absent an expressly applicable exception, such as medical records and student education records, nearly all of the records in a personnel file are a public record. However, social security numbers are protected from disclosure and should be redacted before the public records are released. Upon written request to the university, an employee may review his or her personnel file and make photocopies of the documents contained therein.

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If you receive a request for documents, regardless of whether the request specifically cites the public records law, you should immediately contact University Counsel at (330) 672-2982. Do not delay in contacting University Counsel after receiving a request for documents. Do not begin searching for or copying documents before talking to University Counsel.

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Generally, university employee personnel files are considered public records. Absent an expressly applicable exception, such as medical records and student education records, nearly all of the records in a personnel file are a public record. However, social security numbers are protected from disclosure and should be redacted before the public records are released.

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No. The term personnel record is defined by law as explained above. We cannot exempt a document from disclosure merely by not placing it in a person's department or central university personnel file. If a document falls within the definition of "personnel record," which is quite broad, then it must be disclosed to the employee upon request, regardless of its physical location.

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