an employee's employee file, the OHR makes these copies available on written request.
All medical information relating to an employee is kept in the separate Medical Records System files maintained by the University Health Center. Access to these medical files is tightly controlled. Ordinarily, medical information about an employee is supplied only to the worker's designated physician in accordance with the worker's written specific request.
Questions or issues about the application or enforcement of these security measures should be addressed to the Human Resource Director.
All managers, supervisors, and other authorized employees of KSU must sign the official employee file log maintained by OHR for recording all access to or reviews and receipt of employee file information. When a request for information from an employee's employee file is received by OHR and OHR views the disclosure as possibly intruding on the employee's privacy, the employee will be notified by OHR. However, routine or ordinary employment procedures, including, but not limited to, performance evaluations, merit increase reviews, promotion and transfer consideration, and disciplinary investigations, normally are not subject to this notification procedure.
On occasion, KSU must provide information and data from its employee records and files to local government and U.S. agencies in accordance with recordkeeping and reporting requirements imposed by such agencies.
In instances where a government agency requests information beyond that which it normally requires, KSU ordinarily advises the affected employees of the agency's information request.
If, however, an agency's information request occurs in the course of an agency investigation or if an agency asks KSU to keep such a request confidential, KSU, in its discretion, can comply with the agency's request. KSU ordinarily honors subpoenas demanding production of information with respect to any employee, but usually advises an employee of the subpoena and nature of the information requested, unless otherwise prohibited by law.
In response to an information request from an outside organization, individual, or other non-governmental entity, KSU normally verifies only the employment status and dates of employment for former or present employees. Salary may additionally be provided on letters for financial institutions. KSU does not provide any other information unless and until it has received from the worker or former employee a written request that it disclose or confirm additional specific information.
Please be advised that certain employment information, such as position title and