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Employee Personnel Files

Employee records are maintained in hard copy and electronic formats and secured in a location within the Human Resources office and HRIS in accordance with NC G.S. 115D-28.

The following information is maintained for each employee and is available by formal request during regular business hours from Human Resources:

  1. Name;
  2. Age;
  3. Date of Original Employment or Appointment;
  4. The terms of any contract by which the employee is employed, whether written, verbal, past, or current, to the extent that the board has the written contract or a record of the verbal contract in its possession;
  5. Current Position;
  6. Title;
  7. Current Salary;
  8. Date and amount of most recent increase or decrease in salary;
  9. Date and type of each promotion, demotion, transfer, suspension, separation or other change in position classification;
  10. Date and general description of the reasons for each promotion;
  11. Date and type of each dismissal, suspension, or demotion for disciplinary reasons taken. If the disciplinary action was a dismissal, a copy of the written notice of the final decision of the board of trustees setting forth the specific acts or omissions that are the basis of the dismissal; and,
  12. The office or station to which the employee is currently assigned.

For the purpose of this policy, the term “salary” includes pay, benefits, incentives, bonuses, deferred, and all other forms of compensation paid by the College.

Subject only to rules and regulations for the safekeeping of records adopted by the Board of Trustees, every person having custody of the records shall permit them to be inspected and examined and copies made by any person during regular business hours. Any person who is denied access to any record for the purpose of inspecting, examining, or copying the record shall have a right to compel compliance with the provisions of this policy by application to a court of competent jurisdiction for a writ of mandamus or other appropriate relief. (1991, c. 84, s. 3; 2007-508, s. 2; 2010-169, s. 18(c)).

All other information is not made available for inspection except to persons or agencies authorized to have access to such records as allowed by North Carolina General Statute 160A168. Any person requesting access to confidential information will be required to submit satisfactory proof of identity to the President or the Vice President of Human Resources. Employees will be notified if restricted information from their personnel file is released and the name of the authorized person to whom the information was released.

Personnel files are subject to the North Carolina Public Records Act and shall be disclosed to third parties when required by Chapter 132 of the North Carolina General Statutes. Cape Fear Community College must comply with requests within the context of these rules.

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