EmployEE Handbook - Marymount University

Personnel Records
Employee personnel records are established and maintained in the Office of Human
Resource Services for all Marymount University employees. Employee files are kept
and maintained in accordance with applicable Federal and Commonwealth of Virginia
statutes. Employee files include information pertaining to: applications, certifications,
appointments, reappointments, performance reviews, promotions, reassignments,
transfers, separations, change in status, change in rate of pay, changes in the position title
or rank, leaves of absences, sabbaticals, benefits documentation, and any other transaction
pertinent to the employment record.
To establish an employee record, an authorized Personnel Action Form is required from
the department head. The document identifies the employee, employing department,
position, effective date, appropriate pay and funding information. Along with this form,
the new employee must complete all the required tax and employment forms before pay
processing can begin.
Employees desiring to examine their personnel file should contact the Office of Human
Resource Services to arrange a mutually convenient time. Employee files will not leave
the Office of Human Resource Services. An employee may request copies of material in
his/her file; these copies are to be made by a Human Resource Services employee. The
University may charge reasonable fees when requested to provide copies of all materials
contained in the official employment record or when frequent requests for copies of
materials are received from the same employee.
It is vital for all employee data to be current. Should a change in residence or status occur,
the employee must notify the Office of Human Resource Services as soon as possible.
All name and address changes must be submitted in writing on an Address Change Form,
which is downloadable from the Human Resource Services website, with the employee’s
signature and date. Whenever a marital status change occurs, new beneficiary forms for
life insurance should be completed by the employee and returned to the Office of Human
Resource Services. In some cases, new tax forms may be needed or desirable.
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