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Sinclair College

Employee Records

Employee Records

Policy Statement:

The College shall maintain appropriate employment records for all employees and shall provide that information, as appropriate, to requesting parties, including employment verification.


This policy applies to all employees of the College. The number and type of all records kept shall vary depending upon the position the individual holds within the College. At minimum, accurate records of employment dates and positions held shall be kept for all employees.


Personnel files for all full-time administrative/professional and support staff are maintained in the Office of Human Resources and are available for employee review. Should an employee wish to review his/her file, an appointment must be scheduled with the Office of Human Resources since a member of the Human Resources staff must be present during the review in order to respond to questions or clarify any information contained in the file.

It is important that personnel files contain accurate and up-to-date information. Employees shall report immediately to the Office of Human Resources any change of status (in marital status, in number of children or other dependents, in address or telephone number, etc.).

Employment verification shall be done only in writing. Requests for verification of employment or reference checks must be submitted to the Office of Human Resources and should include a stamped, self-addressed return envelope. Information provided is limited to dates of employment and position title; salary information is provided with a signed release from the employee. A copy of the information provided is retained in the Office of Human Resources for two months.

Records that are medical in nature shall be kept separate from the employee's personnel file and shall be kept confidential. This applies to records concerning medical condition or treatment and to records concerning the use of controlled substances and/or alcohol. Access shall be to the employee upon request and to supervisors or administrators on a need-to-know basis. Any employee desiring to view the contents of his/her own medical records file may do so and, upon request, will be provided with one (1) free copy of any medical records, including Blood Alcohol content and /or urinalysis test results, contained in the file.


Employees shall keep current all personal information that is maintained in the files.

The Office of Human Resources shall maintain files and manage the process of responding to requests for employment verification and reference checks.

  • Last Revised: 08/04/2023