Personnel Records

It is important that your personnel records contain accurate and up-to-date information. Any changes of name, address, telephone number, or number of dependents should be reported to the Office of Human Resources promptly. We also request that you supply us with the name, address, and telephone number of the person you wish to have contacted in the event of an emergency. CHSU will not take adverse action against an employee who updates his/her personal information based on a lawful change of name, social security number, or federal employment authorization document.

CHSU will not display, disseminate, or require you to use your social security number for any purposes, unless strict security devices are in place or required by law.

CHSU shall immediately disclose to affected employees, any breach of the security of our computerized systems that includes personal information. Personal information is a first name or first initial and last name in combination with the individual’s social security, driver’s license or California Identification Card number. A breach of security includes unauthorized acquisition of computerized data that compromises the security, confidentiality or integrity of personal information. Good faith acquisition of personal information by an employee or agent of CHSU in the course of performing work-related duties is not considered a breach, provided the personal information is not used or subject to further unauthorized disclosure.

If a current employee’s personal information is released, CHSU will provide written e- mail notification to the individual. Former employees will be notified through written correspondence to the most recent address on file. Notification may be delayed if a law enforcement agency determines the notification will impede a criminal investigation.

Upon written request, employees may inspect their own personnel files relating to their performance or to any grievance concerning you. You are entitled to a copy of any document that you have signed, including documents relating to the obtaining or holding of employment. If CHSU receives a written request from you or your representative, we will make personnel records available for inspection or provide a copy of those records within 30 days. Please arrange a mutually convenient time with the Office of Human Resources for review of your file.

CHSU will not provide you with records relating to the investigation of a possible criminal offense, letters of reference or rating reports or records obtained prior to your employment, California Health Sciences University 2 prepared by examination committee members or obtained in connection with a promotional examination. Prior to production CHSU may redact.