Accreditation - Hartnell College!!

Institutional Self Evaluation – 12-05-12
Hartnell secures personnel records and maintains the confidentiality of personnel records.
The HR Office is currently housed in a trailer on the west side of the Main Campus, away
from the main activity of the college. The trailer is locked and alarmed when nobody is
working. Only HR staff members and the security force have security codes to activate and
deactivate the security alarm, and only HR and custodial staff members have keys to the
trailer. Thus, only HR staff can go in and out of the HR Office alone.
Inside the trailer, personnel files are contained in a locked room. There is only one key to this
room, and it is kept inside a combination-protected lock box.
Because this room is not large enough to contain all files, the files of temporary employees
are kept in a locked cabinet behind the HR staff member who exclusively handles them.
Benefits files are kept in locked files in the office of the HR Benefits Specialist, whose office
door also locks.
The HR office is scheduled to be moved in 2013 into a building in a central location of Main
campus soon. College employees are currently working with an architect to ensure that the
security and confidentiality of files will be maintained in the new location.
HR staff members work with the IT staff to ensure that electronic access to confidential
information is appropriately limited. All electronic materials are fire walled and password
controlled.
All employees have access to their personnel files after an appropriate notice (24 hours), in
accordance with law and the collective bargaining agreements.
Self Evaluation
The college meets this standard.
Planning Agenda
None.
III.A.4
The institution demonstrates through policies and practices an appropriate understanding
of and concern for issues of equity and diversity.
III.A.4.a
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