| University of Washington Administrative Policy Statements |
May 1, 2002 | 57.9 |
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Table of Contents |
Departmental Guidelines for the Release
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| 1) | Information Required
By Government Agencies—The Payroll
Office and the University's Internal Audit Office
are responsible for releasing their records to
federal and state agencies as required by law. |
| 2) | Employment Verification—The
Payroll Office and the Academic Human Resources
Office are responsible for verifying employment.
Requests must be made in writing. The basic information
that can be released includes the following:
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The requester's name and identification should be obtained before releasing any information.
| 1) | Security Clearance—A
statement signed by the employee authorizing the
release of information should be obtained prior
to the release. Release only the information requested
on the form provided by the agent. In the absence
of an authorization, verify employment as described
above. |
| 2) |
Law Violation Investigation—A police officer should produce a subpoena or some other form of a court order. In this case, follow the directions as given in Section 3.c, "Subpoena of Record." In the absence of a subpoena, release only the following:
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Requests should be made to the appropriate medical centers' Patient Data Services offices which will be answered according to each medical center's policy.
The Director of Public Records and Open Public Meetings responds to requests for records which are not in accordance with past practices and advises departments regarding the laws which apply to public records.
| #1 | Upon receiving a request, the
Director of Public Records and Open Public Meetings
obtains the records from the office of origin, determines
the records' status under the Public Disclosure Act,
and makes the appropriate records available to the
requester at the Office of Public Records and Open
Public Meetings. |
| #2 | If requested, the necessary arrangements
are made for copying records. |
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| #3 | If, under the Public Disclosure
Act, records are exempt from disclosure, the Director
of Public Records and Open Public Meetings notifies
the requester in writing. If that decision is appealed,
the Director of Public Records and Open Public Meetings
forwards the appeal to the President's Office. |
||
| #4 | Records are returned to the office of origin
when the process has been completed. |
The following are examples of records requests processed by the Director of Public Records and Open Public Meetings:
Records that document any University deliberative process or proceeding.
Documents generated during the University's purchasing process.
Research grant administration records.
Government research records where regulations of the funding agency may dictate special requirements regarding access under the Freedom of Information Act.
Budget and payroll records that are not available to the public in the Visitors Information Center or the reference desk in Suzzallo Library.
Former employees' own personnel records.
Personnel records of an employee requested by his/her designated agent (i.e., an attorney, union representative, relative, or other person) which require written authorization from the employee.
Requests by third parties, including former employees, for personnel records other than employment verification (as described in Section 3.d.2, "Employment Verification").
Employees who, for personal rather than job-related reasons, want access to University records that would not normally be available to them.
Employees may make such requests either to the Director of Public Records and Open Public Meetings or the custodian of the records. If records from several offices are desired, the employee may find it more convenient to apply to the Director of Public Records and Open Public Meetings to coordinate their release. In addition, the following procedures apply to specific requests:
| 1) | Staff Employees—Upon
written request by an employee to the appropriate
human resources office, arrangements are made
to allow the employee or employee representative
to review the individual's personnel file at the
human resources office. |
| 2) |
Faculty Members—Faculty members who have filed petitions with the Faculty Adjudication Committee should check with the Vice Provost for Academic Affairs in the Provost's Office before applying to the Director of Public Records and Open Public Meetings. |
A copy of the final performance evaluation will be made available to the employee after the evaluation interview. Performance evaluations can be released only to the employee, the supervisor, and the supervisor's superior. It is the employing department's responsibility to maintain these as well as all other personnel records in a locked or secured file. The performance evaluations must be destroyed at the end of three years.
Requests for Attorney General's records should be made to:
Attorney General
Temple of Justice
P.O. Box 40100
Olympia, WA 98504–0100.
The Washington Personnel Resources Board (WPRB) rules (Titles 251 and 359 WAC) and job specifications are available at the Visitors Information Center. Requests for any other WPRB records should be made to:
Washington Personnel Resources Board
521 Capitol Way S., P.O. Box 47500
Olympia, WA 98504–7500
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Location: |
328 Schmitz Hall 206–543–9686 Box 355840 |
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Location: |
4014 University Way N.E. |
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Phone: |
206–543–4150 |