Employee Personnel Files
Employee personnel files are confidential whether collected and stored with the Office of Human Resources or elsewhere. Outside of Human Resources and Payroll staff, an employee’s current supervisor is the only other individual who will have access to personnel files. However, Roosevelt University will cooperate with law enforcement officials, University attorneys or local, state or federal agencies, and provide access to an employee’s personnel file to such individuals, in accordance with the applicable law. In addition, the University will permit an employee to inspect any personnel documents that are, have been, or will be used to make employment decisions, with certain exceptions, as provided by law. An employee has a right, in certain circumstances, to seek removal or correction of information in his/her personnel file and to submit a written statement for inclusion in it. Please refer all requests to review an employee’s personnel file to the Office of Human Resources.
Confidential health or medical records are not included in personnel files. The University is required to maintain the privacy of all health information. This information will not be used or disclosed without written authorization from the employee, except as described in the University’s HIPAA notice, a copy of which is attached to this policy. Authorization may be revoked in writing at any time. Employees are urged to review the University’s HIPAA notice, which provides information regarding an individual’s rights with respect to protected health information and a description of how to exercise those rights. The University maintains physical, electronic, and procedural safeguards that comply with federal regulations to guard nonpublic personal information. The HIPAA Privacy Officer in Human Resources is responsible for the development and implementation of the University’s policies and procedures regarding the privacy of health information. The Office of Human Resources is responsible for receiving complaints regarding such information.
Confidential Information Relating to Donors, Prospective Donors and Alumni
Work at the University may involve access to confidential or privileged information regarding donors, prospective donors, and alumni. No information about a donor, prospective donor and/or alumni, except that which is available in Roosevelt University publications, may be released without written permission from the individual, except to the extent that certain information may be released regarding former students, as described under “Educational Records” above. Written requests for information from individuals or media representatives requesting this information should be referred to the Assistant Vice President for Advancement Operations. To the extent such requests address information contained in student records, they should be directed to the University Registrar.
Computer and Data Confidentiality
Access to all systems and databases, including but not limited to Banner, BSR/Advance, and Ceridian, is granted solely for the purpose of performing legitimate, authorized, assigned responsibilities required for the administration of Roosevelt University. Any unauthorized or illegitimate use of systems, databases or data may result in disciplinary action up to and including termination of employment, expulsion from school, criminal prosecution, and/or civil action.
Release of Confidential Information to Third Parties
No confidential information, as defined under “Introduction” above, will be revealed to a consultant, vendor, or agent of the University without explicit written guarantee that the data will be used only for approved reasons, and will not be released to others without prior authorization from the individual whose personal and/or confidential information is contained in those records.
Transmission of Confidential Information
Neither electronic mail nor facsimile are secure methods to transmit information, and for this reason, neither is recommended. If it is necessary to transmit confidential information in this format, it is recommended that the following Confidentiality Notice be used.
Confidentiality Notice: This e-mail message or facsimile transmission, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged information. Unauthorized review, use, disclosure, distribution, or copying is prohibited. If you are not the intended recipient or the employee or agent responsible for delivering the message to the intended recipient, please contact the sender by reply e-mail or telephone and return the original message to the sender at Roosevelt University, 430 S. Michigan, Chicago, Illinois 60605, via the United States Postal Service. Thank you.