University Business Policies and Procedures Manual

3710
PERSONNEL INFORMATION DISCLOSURE POLICY
Effective Date: July 30, 1982
Revised: 08/02/04
Subject to Change Without Notice

1. General

The University recognizes that, as a public institution, it has an obligation to the citizens of the State and a legal mandate from the legislature of the State to disclose, on request, the salary paid to any employee of the institution. In addition, the University recognizes its obligation to its employees not to disclose personal and private information maintained in personnel files. In order to satisfy both of these obligations, the University has adopted the following disclosure policy.

2. Disclosure of Information

2.1. Public Information

The following information for each University employee is considered public information:

• name
• job title
• organization
• dates of employment
• salary

2.2. Private Information

All other employee personal information is considered private and will not be disclosed except as required by federal and state regulations. Social Security numbers are private information and will not be disclosed in any form, including but not limited to off-campus mailings, electronic mailings, Internet interactions, or other electronic methods, except when there is a legitimate business need, such as Internal Revenue Service and insurance requirements.

2.3. Personnel Information

Selected portions of personnel files of University employees shall be made available to University officials who have a need to know the past performance of a prospective candidate, such as performance evaluations, hiring selections, etc. Employees may have access to all information in their own personnel files.  Personnel Action Notice's (PAN's), payroll data, performance evaluations, and other normal employment data (including documentation of disciplinary actions) initiated by the University shall be made available to the employee. References and evaluations obtained with an expectation of confidentiality will be maintained in confidence. 

All references and information obtained in the process of evaluating employees for initial employment at the University or for promotion or transfer within the University are available to hiring officers upon request.

2.4. Requests for Income Verification

Any requests for income verification should be sent to the University Payroll Department.

Comments may be sent to UBPPM@UNM.edu
http://www.unm.edu/~ubppm