Published on Rhodes College: College Handbook Employee Policies (

Personnel Records

The Human Resources Office maintains a personnel file on each employee of the College. Contained in these files is information relevant to the employment relationships and statistical and legal information required by governmental regulations.

Employees are responsible for regularly reviewing their employee record in Workday to ensure accuracy. If necessary, they should update their data in Workday with changes to name, contact information (both personal and work), marital status, federal withholdings, payment elections, beneficiary changes, emergency contacts, etc. 

Access to Personnel Records in the Human Resources Office. Employee records are property of Rhodes College. The confidential nature of personnel records is respected by the College and access is granted to those current employees with a clearly demonstrable job-related necessity. Current employees have access to their own personnel files; however, the removal and/or copying of records is prohibited. To review documents not included in Workday, employees must make an appointment with Human Resources.

References. The Human Resources Office will verify current and past employment giving current job title and employment dates. Salary information will be verified by written request only. Due to legal implications of releasing employment information, employees must obtain, complete and return the Rhodes Reference Release Form from Human Resources. The Human Resources Office will verify that a Reference Authorization Release Form has been signed and is on file.

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