FOREWORD - Wentworth Institute of Technology

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WIT Employee HandbookSection II: Employment PolicyII B. CURRENT EMPLOYEES1. EMPLOYEE IDENTIFICATIONAll employees should carry a Wentworth photo identification (ID) card on theirperson while on campus. A photo ID may be obtained at the CommunicationCenter.2. PERSONNEL RECORDSA file of each employee's employment record is maintained in the HumanResources Department. Included in the file are employment application data,performance appraisals, salary records and other documents related to theindividual's employment or required by law.3. CREDIT INFORMATIONWhenever the Human Resources Department receives requests for creditinformation from credit agencies, retail stores and banks, non-confidentialinformation, such as dates of employment, job title, name of department, andother identifying information, will be verified. Confidential information will not begiven to any agency unless the employee specifically authorizes it in writing.4. REFERENCESReferences for current and former employees are given through the HumanResources Department only. No individual employee is authorized to commenton the performance of a former employee or provide references unlessauthorization has been verified by Human Resources.Wentworth will provide as references only the former employee’s position, titleand dates of employment, unless the former employee expressly authorizesWentworth in writing to disclose additional information. Wentworth reserves itsright to make exceptions to this policy, in its discretion, for exigent circumstancessuch as safety, security or the prevention of crime.5. ACCESS TO PERSONNEL FILESPersonnel records are maintained by the Human Resources Department foradministering Wentworth’s personnel program. A personnel file may containpersonal data as well as employment information. Accordingly, the HumanResources Department regards these files as highly confidential. Disseminationof personnel records will be monitored so that only those parties authorized bythe employee, approved administratively, or legally warranted receive it.Each employee may review the entire contents of his/her official personnel fileduring normal office hours at a time reasonably convenient to the partiesconcerned and in the presence of a Human Resources representative. A requestfor access to review the file shall be made in writing in advance by the individualon a "Request to Review Personnel File" form provided by Wentworth. TheMarch 200926
WIT Employee HandbookSection II: Employment Policyemployee shall be given the opportunity to review his/her file within five (5)business days after Wentworth receives a request form. The employee maymake copies of materials in his/her file.Other Wentworth officials may have access to an employee's file or relevantportions thereof when there is a reason for such review and a request for it hasbeen approved by the Vice President of Human Resources or his/her designatedrepresentative. A request for access to review the file shall be made in writing inadvance by completing the "Request to Examine An Employee's Record ByAdministration" form. The employee may be present during any such review ofhis/her personnel file.6. MAINTENANCE OF PERSONNEL FILESThe Human Resources Department is responsible for maintaining personnelrecords, and for adding, correcting and removing materials from those records.The Human Resources Department should be notified of changes such as:• name, address, telephone number• beneficiary and dependents listed in insurance policies• marital status• number of dependents for withholding tax purposes• person(s) to notify in case of accident• completion of educational courses and programsVoluminous materials may not be placed in personnel files, but a summary sheetreferencing such materials may be placed in the file.If an employee disagrees with any information contained in a personnel record,the employee may petition the Director of Human Resources, in writing, tocorrect or remove that information. The employee’s written statement shall thenbecome part of the employee’s personnel file.Files will be maintained for at least three years after termination of employment.March 200927
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FOREWORD - Wentworth Institute of Technology

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