Records
Michigan State University maintains comprehensive Personnel Files for all employees to ensure accurate and up-to-date records of employment history. These files are governed by the university's Personnel File Policy (UW-07-01), which outlines the standards for the creation, use, and maintenance of employee records. The policy applies to all MSU employees; including faculty, staff, graduate assistants, student employees, and paid interns ; and aligns with Michigan's Bullard-Plawecki Employee Right to Know Act. Personnel Files may include both paper and electronic records and are maintained centrally by Human Resources, the unit or digitally. MSU ensures that these records are handled in compliance with legal requirements, collective bargaining agreements, and MSU's records retention schedules.
Employee vs. Hiring Manager Request
There are two most common Personnel file requests which typically fall into two categories: Employee Requests and Hiring Manager Requests. Each follows a distinct process to ensure compliance with university policy and privacy standards.
1. Employee Request
An Employee Request is initiated by the employee themselves. Unless otherwise specified, Central Human Resources (CHR) will reach out to all departments where the employee has worked during their time at Michigan State University to collect all relevant Personnel File materials.
- If the employee is Faculty (FAS), CHR will also contact Faculty and Academic Staff Affairs (FASA) to gather any applicable documentation.
2. Hiring Manager Request
A Hiring Manager Request is typically made by a unit representative or search committee member involved in the hiring process.
-
Interview Requirement:
The employee must have already participated in an interview before their Personnel File can be reviewed. CHR will verify this before proceeding. If the interview has not yet occurred, access to the personnel file will be denied. -
Scope of File Collection:
Unlike employee requests, CHR does not reach out to all previous departments for hiring manager requests. However, if department files were previously collected and are now part of the official Personnel File, they will be included.
Why Central Human Resources May Reach Out
When Central Human Resources (CHR) requires access to department-level Personnel records, the following process is followed:
- CHR will contact the Major Academic Unit (MAU) Representative to initiate the request.
- The MAU Representative is responsible for reaching out to the relevant unit(s) where the employee currently works or has previously worked.
- The MAU Rep must collect all applicable Personnel File materials and submit them to CHR via FileDepot.
Turnaround Time
The standard turnaround time for fulfilling these requests is 3 business days, though this may vary depending on the nature and urgency of the request.
Common Reasons for Department File Requests
- Employee requests for their Official Personnel File
- Freedom of Information Act (FOIA) requests
- Requests from the Office of General Counsel (OGC)
- Requests from the Office of Civil Rights (OCR)
- Third-party requests
- Subpoenas
Items Included In Personnel File
A Personnel File will include, but is not limited to, the records listed below:
A Personnel File at Michigan State University serves as a comprehensive record of an employee’s employment history and professional documentation. It typically includes key documents related to an employee’s job, such as letters of recommendation with personal details removed, offer letters, acceptance forms, and onboarding paperwork. It also contains records of awards or honors, bonuses or stipends, salary history, and any disclosures required by university policy. Employment agreements, performance evaluations, and any special job terms are included, along with official records of disciplinary actions, coaching or improvement plans, and leave forms related to disciplinary, administrative, or sabbatical leave. Additionally, the file may include summaries of final investigation reports if the employee was a respondent in cases involving Relationship Violence and Sexual Misconduct (RVSM), Title IX, or gender-related claims under the Anti-Discrimination Policy (ADP).
Items Excluded In Personnel File
The documents listed below are generally not considered Personnel File content and due to such, should be maintained separately.
- Reference Letters (if not de-identified)
- Equal Employment Opportunity (EEO) Data
- Insurance and Benefit Information
- Medical Records and Health Information
- Background Check Reports
- E-Verify Documentation
- Leave of Absence Records related to:
- Family Medical Leave Act (FMLA)
- Disability
- Workers Compensation
- Medical or Sick Leave
- Reasonable Accommodation Requests and Documentation under the Americans with Disabilities Act (ADA)
- Information About Other Employees
If disclosure would constitute an invasion of privacy. - Employer Planning Materials
- Documents related to organizational planning that affect multiple employees, such as:
- Salary Increases
- Bonus Plans
- Promotions
- Job Assignments
Records maintained by an executive, administrative, or professional employee (e.g., a supervisor) are not automatically part of the personnel file. However, if such a record documents a concerning occurrence involving an employee, it may be added to the personnel file—but only if it is entered within six months of the date the occurrence became known.
Supervisor Files
Please Note: These are
not
Personnel Files.
Supervisor files must be maintained separately from official unit or departmental Personnel Files. They are intended for internal supervisory use only and
must not be shared
with others. Once any part of a supervisor file is disclosed, it may be considered part of the employee’s official Personnel record.
Why This Matters:
Improper handling of supervisor files—especially if they contain sensitive or potentially derogatory information—can have serious consequences for an employee’s record.
Legal Considerations:
While supervisor files are not classified as personnel files, they may still be subject to disclosure under the Freedom of Information Act (FOIA) or other legal processes, such as claims, charges, or complaints. Always manage these files with discretion and in accordance with applicable laws and institutional policies.
What Should Be Included in a Supervisor File?
Supervisor files are valuable tools for tracking employee performance and supporting effective management. The following types of information are appropriate for inclusion:
Observations and documentation of routine work performance.
Notes from discussions with employees, including coaching or feedback sessions.
Records of tasks assigned and progress updates.
Periodic updates on work progress or project milestones.
Achievements that support performance evaluations or merit recognition.
Commendations or praise received from colleagues, clients, or supervisors.
Documentation of behavior or conduct concerns, including issues that have not yet led to formal disciplinary action.
Retention Schedules
The Human Resources Records Retention Schedule applies to all personnel documentation at Michigan State University, regardless of format or media. For additional information regarding electronic records management, please go to the University Archives website at http://archives.msu.edu/.
Additional Resources
To request your Personnel File, please send an email to the following email address:
To request a review of an employee’s Personnel File by a Hiring Manager, please send an email to AVPHR.FileReq@msu.edu with the following information:
- Employee Name(s)
- Posting Number
- Business Reason for the Request
Sample Email:
"Hello, I would like to review the Personnel File of Jane Doe as they are an applicant on posting #11111."
Processing Time:
Requests are typically processed within
2–5 business days, though processing times may vary depending on request volume.
Disciplinary actions issued to an employee will be maintained in the employee’s official Personnel File. These records will remain in the file unless removal is permitted under the terms outlined in the applicable Collective Bargaining Agreement or through a Grievance Resolution, if applicable.
Key Points:
- Disciplinary records may be disclosed to a hiring manager if the employee applies for a different position within the organization.
- To request the removal of a disciplinary record, the employee must submit a written request to Central Human Resources (CHR). The request should specify the type of discipline the employee wishes to have removed.
- Upon receipt of the request, CHR will review the employee’s file and respond with a determination regarding whether the record can be removed.
For questions or assistance , please contact Records at AVPHR.FileReq@msu.edu
Yes, employees may review their Personnel File up to twice per year by submitting a written request to MSU Human Resources.
Covers how MSU handles digital records, including born-digital and digitized documents. This is especially useful for departments managing electronic files. Please visit the Electronic Records Management page on the University Archives & Historical Collections website for more information.
Questions can be directed to the Compliance Team at AVPHR.FileReq@msu.edu or by reaching out to the Solutions Center at SolutionsCenter@hr.msu.eduor by phone at 517-353-4434.
