Georgia Tech Human Resources Records Department maintains the employment records for all affiliates, faculty, staff, student, and retirees who are documented in the Human Resources Management System, PeopleSoft.
The employee records consist of paper, microfiche, and electronic and are stored in a restricted area within Human Resources. These records are the property of Georgia Tech. See services provided below.
Policies
Georgia Tech Human Resources works to ensure that employees' files are accurate, relevant, and safe from improper disclosure. Federal and state legislative laws require certain information be gathered and maintained in employee files.
As a University System of Georgia (USG) institution, Georgia Tech follows the established Records Retention Guidelines provided by USG, which identify the retention type, period, reasoning, and disposition information.
The Institute follows the official USG Records Retention guidelines. See this clearly defined plan for a record retention schedules for reference.
Forms
- The Public Service Loan Forgiveness (PSLF) Program forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. (If your loan is private and not a federal loan, contact your service loan provider.)
- Federal agents may visit the Records department to view employee files. This statement should be moved from Forms to Review Personnel File. Also provide more instructions to the Federal Agents on what they need to review GT’s Employee Records (ex. Federal Badge, Release Form, Privacy Act of 1974)
Services Provided
- Maintains Personnel Records — Georgia Tech Human Resources Records Department maintains a personnel file for each employee of the institution. The official records of employment include New Hire Documents; Employee Exit Check List; Personal Service Form (PSF); and records relating to benefits enrollment forms, offer letters, pay and compensation information, and records relating to other employment practices.
- Responds to Records Request — As a state university, Georgia Tech is subject to the provisions of the Georgia Open Records Act (ORA).
- Access and restrictions to viewing records:
- File reviews are by appointment only and require a 24-hour advance notice. You may email your request to any staff member in the Records Department. File reviews can be initiated by an employee reviewing their personnel file.
- Department managers/supervisors are allowed to review the performance reviews of their direct reports.
- Department managers, HR Business Partners/Representatives, and supervisors are allowed to review the performance reviews of job applicants external to their department upon consideration of being hired.
- HR Representatives are permitted to review files of the employees within the unit they represent.
- In all cases, photo identification must be presented at the time of the review and a Records staff member will monitor the review process to ensure the integrity of the file.
- An employee may obtain copies of documents from their personnel file. There is no charge for the first 10 pages, but there is a $0.25 fee per additional page, payable only by check made to the order of Georgia Tech.
- Access and restrictions to viewing records:
- Provides Separation Notices — This notice is issued to all separated employees of Georgia Tech stating the reason for separation and length of employment. These notices are sent out via mail twice a month, on the 15th and the last day of the month.