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4.1.7.P. Procedure: Southeastern Technical College Official Personnel Files

Southeastern Technical College shall maintain an official personnel file on all Southeastern Technical College employees. Files will be maintained in accordance with TCSG Policy III. N. Personnel Files.

Filing Guidelines
Personnel files will be subdivided as follows:

Green File Folder (Human Resources file):

Panel 1:   State tax forms and federal tax forms

Panel 2:   New Hire Paperwork (ex: signed policies and procedures)

Panel 3:   All payroll information (ex:  direct deposits, foundation authorization cards, state charitable contributions, 401, 457, and/or 403 deduction authorizations, garnishments, etc.)

Panel 4:   Credit check and criminal background checks

Panel 5:   Pension information only for ERS and TRS (ex:  beneficiaries, applications to the plan, and miscellaneous TRS or ERS letters to the employee)

Panel 6:   All State health benefits information (ex:  confirmation statements, application to state health, flex information, etc.)


Brown File Folder (performance file):

Panel 1:   Application for employment, position announcement, job description, request to hire, and employment offer letter.

Panel 2:   Employee resume, cover letter, certifications, and transcripts

Panel 3:   Confirmation letter of salary

Panel 4:   Personnel Action Forms

Panel 5:   Staff Development Plans and forms

Panel 6:   Performance evaluations

Green files are for HR use only. Brown files may be viewed by the President, Provost, Vice Presidents, or an employee’s supervisor.

Adopted: June 25, 2009
Reviewed: July 16, 2018; July 15, 2019; July 22, 2020;