Privacy of Records
The Human Resources Department maintains an official employee personnel file for each employee, containing information about initial employment, changes in employment or personal status, employee benefit program participation and performance evaluations. Federal and State laws are strictly followed and provide the guidelines for the release of information. Generally, only the following can be released from an employee’s file without the employee’s consent*:
- Position title and job description
- Dates of employment
*Exceptions to the above include requests made under the Texas Public Information Act and/or other legal authority.
Any document may be placed in the employee’s personnel file at the employee’s request. An employee has the right to receive a copy of any document in his/her file. The file is available for review during normal office hours to the employee or to a designated representative upon written request by the employee. No document of a negative nature will be placed in an employee’s personnel file without the employee’s knowledge.
Personal Information Changes
Changes of address, telephone number, and emergency contact information must be changed on-line with BANNER (www.epcc.edu/banner). Employees are encouraged to also notify their supervisor of these changes in personal information. Changes in marital status and number of dependents must also be reported. Failure to do so may result in the loss of some employee benefits and other inconveniences. These benefit changes may be made at ERS On-Line at www.ers.state.tx.us.
Any employee occupying a position which requires college coursework MUST have an OFFICIAL TRANSCRIPT for all applicable college credits on file in the employee’s personnel file, and all degrees and coursework must be from an accredited college or university. It is the responsibility of the employee to arrange for and assure that official transcripts are on file in the Human Resources Department. Transcript request forms are available in the Human Resources Department.