1. Accessing the Personnel File by Employee

Employee

1.1 Contact the Human Resources Department in advance either verbally or in writing to request to view the personnel file.  

1.2 Set up a date and time to come into the Human Resources Department to review the file.  

1.3 Bring identification to show the Human Resources staff member.  

Human Resources Staff Member  

1.4 Pull the personnel file, verify that the employee is who s/he claims to be, sit with the employee while s/he reviews the file to ensure that all documents remain in the file.

1.5 If necessary, make requested copies and/or refile the personnel file.

Supervisor, Manager or Administrator  

2.1 Notify the Human Resources Representative of the need to review an employee’s personnel file.  

Human Resources Representative  

2.2 Verify supervisor, manager or administrator should have access to file and arrange for documents to be available in the Human Resources Department.  

2.3 Make copies if appropriate.

Employee  

3.1 Contact Human Resources regarding any changes to official records.  

Human Resources Technician    

3.2 Provide the appropriate form for employee to complete regarding information changes.

3.2.1 The following forms are used by the Human Resources Department to update information:  Employee Change of Address Form, New Mexico Educational Retirement Board Form, NMPSIA Employee Record Change Card.

Employee  

3.3 Complete the form(s) and return them to the Human Resources Department for processing.  

Human Resources Technician  

3.4 Make the changes in the BANNER system.  

3.5 Route the changes to the appropriate location such as ERISA (CNM's third party administrator for insurances) and/or Payroll on either a Personnel Data Form (PDF) or ERISA change form.

Employee  

4.1 Submit a written request by memorandum to the Human Resources Director requesting the changes.  

4.2 Specify the exact nature of the request and supply all pertinent information available to assist the Human Resources Director in responding to the request.  

Human Resources Director  

4.3 Review the information with the appropriate supervisor to determine if the change is appropriate. 

4.4 Confer if necessary with legal counsel, depending upon the nature of the request.

Human Resources Director  

5.1 Send a notice to the employee within 30 days of receipt of the request that the change or deletion will occur and the date of the change or deletion.  

5.2 Send a copy of the change notice to the employee.  

Human Resources Director  

6.1 Send a notice to the employee within 30 days of the request that the change to the record is denied.  State the reason for the denial and the fact that the employee may file a written notice of disagreement for the file.  

6.2 File a copy of the denial notice and the disagreement response from the employee (if applicable) in the employee's personnel file.

Human Resources  

7.1 Retain the personnel file within the Human Resources Department until such time as the employee terminates employment. 

7.2 Upon termination, send the Human Resources and departmental personnel folders to Records Retention for retention in accordance with the State of New Mexico General Retention and Disposition Schedule.  

 

Forms:	Employee Change of Address Form NM Educational Retirement Board NMPSIA Employee Record Change Card
Support Materials:	Not Applicable
Reference Materials:	Employee Handbook 10.01, Official Personnel File Inspection of Public Records Act State of New Mexico General Retention and Disposition Schedule Collective Bargaining Agreements