Confidentiality of Personnel Information

The following items regarding each individual’s University employment are considered public information and may be released upon request:

  • name
  • age (not date of birth)
  • date of original employment or appointment
  • terms of any contract by which the employee is employed whether written or oral, past and current, to the extent that the agency has the written contract or a record of the oral contract in its possession
  • current position
  • title
  • current salary
  • date and amount of each increase or decrease in salary at the University
  • date and type of each promotion, demotion, transfer, suspension, separation, or other change in position classification at the University
  • general description of the reasons for each promotion at the University
  • date and type of each dismissal, suspension, or demotion for disciplinary reasons. If the disciplinary action was a dismissal, a copy of the written notice of the final decision of the head of the department setting forth the specific acts or omissions that are the basis of the dismissal
  • office or station to which the employee is currently assigned (this includes work-related contact information, such as department address, department telephone and facsimile numbers, and e-mail address)

Any additional information regarding employees not specifically identified above is considered confidential under State law unless otherwise explicitly authorized by the Human Resources Act. The Human Resources Act requires that University employees who are in or come into possession of such confidential personnel information maintain its confidentiality.

Note: Any employment records relating to an individual who is employed as a result of his/her status as a student are education records. In such a case, the items above would not be public personnel information.

 

Employee Access to Personnel Information

Employee Relations in the Department of Human Resources reviews requests for SHRA, CSS, DMSS, and EHRA personnel files. Requests for EHRA Faculty and Non-Faculty file data is also shared with the appropriate division for review and provision.

An employee may examine his/her personnel file and receive a copy of the records in the personnel file that are open to examination upon request; however, original documents may not be borrowed and must be maintained in the file.

The University releases or permits examination of confidential personnel records only as provided by federal and State laws, including as provided in the Human Resources Act.

For employees requesting a copy of their personnel file, or for a hiring manager requesting a personnel file of a final candidate, a request must be made in writing to Kimberly Winslow, HR Administration, at winslowk@ecu.edu. Once the personnel file request has been received, please allow at least 24 hours for processing.

 

Public Records Request

ECU accepts information requests from the public and the news media. The university is committed to a policy of openness, honesty, and cooperation with members of the public and the news media.  All requests for public information should be directed to the Records Officer in the Office of University Counsel through email at recordrequest@ecu.edu to initiate a public records request.

 

Internal Request for HR data and reports

Internal Requests for HR data and reporting is provided by sending a request using the Team Dynamix ticket system.

For HR data or a new ecuBic report to be developed,  please use the Data and Report Request.

For modifications to an existing ecuBic report, please use the HR Report Modification Request.

 

Records Retention & Disposal

Required Access to Information: The personnel information listed above shall be made available for inspection and examination and copies thereof made by any persons during regular business hours, subject to the following provisions. All disclosures of records shall be accounted for by keeping a written record of the following information: Name of employee, information disclosed, date information requested, name and address of the person to whom the disclosure is made (if the person requesting the information is willing to provide such information). The information must be retained for a period of two years. This does not apply to the processing of personnel records or routine credit reference. For more information on records retention and disposal, visit the University’s Records Management at ECU page.

 

Total State Service 

SHRA/CSS/DMSS employees working (or in pay status) at least 20 hours per week in a permanent, probationary, or time-limited position earn credit towards total State service.

Total State Service is credited for employment with:

  • Any State agency (subject to or exempt from the State Human Resources Act);
  • Any governmental unit now a State agency;
  • Local units of the North Carolina Department of Human Resources (mental health, public health, and social service) or any local Emergency Management Agency (civil defense) time;
  • County Agricultural Extension Service;
  • Community college or public-school system;
  • North Carolina General Assembly; and
  • Other public sector employers as directed and approved by the North Carolina Office of State Human Resources.

Credit is given for any month in which an employee is in pay status for one-half or more of the regularly scheduled workdays and paid holidays in that month.

Military leave (under certain conditions) and workers’ compensation are creditable toward total State service. Paid leave or paid time-off is also credited toward total State service.

While total State service does not have to be continuous, breaks in service and unpaid leave of absences (excluding military leave and workers’ compensation) are not counted towards total State service. Leave paid upon separation is also not credited towards total State service.

Total State Service is used for determining eligibility for:

  • longevity payment
  • vacation leave earning rates
  • service appreciation program awards

NOTE: An employee’s total State service is not used to calculate retirement credit.

 

Total State Service records are maintained within the Department of Human Resources. If an employee believes his or her service credit is incorrect, he or she should contact the HR Benefits Office at 252-328-9887.