salary, may be made available pursuant to an Open Records Request. All Open Records requests must be processed through the Office of the General Counsel.
All employees can review the information contained in their own Employee file, although KSU reserves the right to remove certain sensitive documents, including letters of reference and management planning documents such as succession or promotion plans. To prevent abuses of this access privilege, KSU also reserves the right to limit the number of times an employee can access his or her file during a 12-month period. Employees who are interested in reviewing the contents of their Employee file should contact the OHR and provide at least a two day notice of their desire to schedule a mutually convenient time for an appointment.
To ensure that KSU's Employee files are up-to-date and contain accurate, complete information, employees are asked to notify their supervisor or OHR of any changes that need to be made in the following categories:
•name:
•telephone number;
•home address;
•marital status:
•number of dependents;
•beneficiary designations;
•scholastic achievements; or
•individual to notify in case of an emergency.
Employees can request correction or deletion of information in their Employee records as appropriate by submitting a written request to the Human Resource Director. The Human Resource Director ordinarily checks with the head of the department where the record originated.
Resource Director notifies the employee in writing that the amendment will be made as requested or that the amendment request has been denied. In cases where a requested amendment is denied, the Human Resource Director must explain the reasons for refusing to make the change. A copy of the response must be placed in the individual's record if the request is denied.
If the Human Resource Director refuses to amend or delete the record, the individual has the right to enter into the record a statement setting forth the reasons for the individual's disagreement.