{"id":22713,"date":"2016-11-08T10:06:03","date_gmt":"2016-11-08T18:06:03","guid":{"rendered":"http:\/\/policies.wsu.edu\/prf\/?page_id=22713"},"modified":"2026-02-20T15:07:48","modified_gmt":"2026-02-20T23:07:48","slug":"bppm-90-07","status":"publish","type":"page","link":"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-07\/","title":{"rendered":"90.07 Release of Personnel Records"},"content":{"rendered":"\n<h1 class=\"wp-block-heading wsu-font-size--xxmedium\">University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual)<\/h1>\n\n\n\n<h2 class=\"wp-block-heading\">Release of Personnel Records<\/h2>\n\n\n<div class=\"wsu-row wsu-row--single\" >\r\n    \n<div class=\"wsu-column\"  style=\"\">\r\n\t\n\n<p><strong>UPPM 90.07<\/strong><\/p>\n<p><strong>For more information contact:<\/strong><br \/>\u00a0 \u00a0Human Resource Services<br \/>\u00a0 \u00a0509-335-4521 \/ <a href=\"mailto:hrs@wsu.edu\">hrs@wsu.edu<\/a><\/p>\n<hr \/>\n<div id=\"toc_container\">\n<h3>Contents<\/h3>\n<ul class=\"toc_list\">\n<li><a href=\"#One_0\">1.0\u00a0 \u00a0Overview and Purpose<\/a><\/li>\n<li><a href=\"#Two_0\">2.0\u00a0 \u00a0Requirements<\/a>\n<ul class=\"toc_list\">\n<li><a href=\"#Two_1\">2.1\u00a0 \u00a0Individual\u2019s Own Records<\/a><\/li>\n<li><a href=\"#Two_2\">2.2\u00a0 \u00a0Requests From Within WSU<\/a><\/li>\n<li><a href=\"#Two_3\">2.3\u00a0 \u00a0Non-WSU Requests<\/a><\/li>\n<li><a href=\"#Two_4\">2.4\u00a0 \u00a0State Officials \/ Prospective Employers<\/a><\/li>\n<li><a href=\"#Two_5\">2.5\u00a0 \u00a0Employment Verification<\/a><\/li>\n<li><a href=\"#Two_6\">2.6\u00a0 \u00a0Providing References<\/a><\/li>\n<li><a href=\"#Two_7\">2.7\u00a0 \u00a0Subpoenas \/ Court Orders<\/a><\/li>\n<li><a href=\"#Two_8\">2.8\u00a0 \u00a0Public Records Requests<\/a><\/li>\n<li><a href=\"#Two_9\">2.9\u00a0 \u00a0For Academic Research<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#Three_0\">3.0\u00a0 \u00a0Resources<\/a><\/li>\n<\/ul>\n<\/div>\n<h3 id=\"One_0\">1.0\u00a0 \u00a0Overview and Purpose<\/h3>\n<p>University personnel are responsible for disclosing and withholding disclosure of personnel records in accordance with applicable laws and the following University guidelines.<\/p>\n<p>Personnel records provide information about employees, applicants for employment, and volunteers. <strong>Note:<\/strong> Certain personnel records are accorded special treatment and greater protection, e.g., reasonable accommodation records, Family Medical Leave Act (FMLA) records, and medical records.<\/p>\n<p>Personnel records for WSU employees are subject to the public records law, including the Public Records Act (<a href=\"https:\/\/app.leg.wa.gov\/rcw\/default.aspx?cite=42.56\">RCW 42.56<\/a>). For general information regarding the release of University records under the Public Records Act, refer to <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-05\/\">UPPM 90.05<\/a>.<\/p>\n<h3 id=\"Two_0\">2.0\u00a0 \u00a0Requirements<\/h3>\n<p>The Offices of Human Resource Services (HRS), Payroll Services, and other departments provide access to personnel records in accordance with the following guidelines:<\/p>\n<h4 id=\"Two_1\">2.1\u00a0 \u00a0Individual&#8217;s Own Records<\/h4>\n<p>An individual employee, applicant, or volunteer has access to any of their own personnel records.<\/p>\n<p>Any department holding personnel records is to provide them upon request to the employee who is the subject of the records. The department may contact HRS and\/or Payroll Services for assistance.<\/p>\n<h4 id=\"Two_2\">2.2\u00a0 \u00a0Requests From Within WSU<\/h4>\n<p>Any employee may review their own personnel record upon showing their WSU ID card or upon written request.<\/p>\n<p>Upon written authorization or as otherwise recognized by law, the individual employee, volunteer, or applicant may authorize a representative to access personnel records available to the individual.<\/p>\n<p>Supervisors and administrators may review an individual&#8217;s personnel record in order to make employment decisions. <strong>Note:<\/strong> These officials do not have access to medical files or related records unless the individual provides permission or the officials have access as otherwise allowed by law.<\/p>\n<p>Any University employee with a &#8220;need to know&#8221; associated with WSU business may review personnel files. Such access must be approved in advance by the chair or director of the department holding the records.<\/p>\n<h4 id=\"Two_3\">2.3\u00a0 \u00a0Non-WSU Requests<\/h4>\n<p>Human Resource Services and Payroll Services provide access to personnel records or personally-identifiable information in compliance with the Public Records Act or when otherwise required by law. See also Public Records Requests below and <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-05\/\">UPPM 90.05<\/a>.<\/p>\n<h4 id=\"Two_4\">2.4\u00a0 \u00a0State Officials \/ Prospective Employers<\/h4>\n<p>Personnel and payroll records are open to the inspection of the Washington Personnel Resources Board, the state auditor, and the director of the Department of Personnel or the director&#8217;s designee in conformance with <a href=\"https:\/\/app.leg.wa.gov\/wac\/default.aspx?cite=357-22-015\">WAC 357-22-015<\/a>. Personnel and payroll records are open to inspection of prospective employers subject to limitations set forth in the Public Records Act or otherwise under state or federal law.<\/p>\n<h4 id=\"Two_5\">2.5\u00a0 \u00a0Employment Verification<\/h4>\n<p>For verification of WSU employment, an external requester submits written requests to HRS or Payroll Services. HRS or Payroll Services verifies information provided by the requester, including:<\/p>\n<ul>\n<li>Dates of employment;<\/li>\n<li>Position title or classification;<\/li>\n<li>Employing department(s); and<\/li>\n<li>Verification of current salary and salary payment history.<\/li>\n<\/ul>\n<p>HRS or Payroll Services does not directly provide employment information without a release from the subject employee.<\/p>\n<h4 id=\"Two_6\">2.6\u00a0 \u00a0Providing References<\/h4>\n<p>In accordance with <a href=\"https:\/\/app.leg.wa.gov\/rcw\/default.aspx?cite=4.24.730\">RCW 4.24.730<\/a>, an employer providing an employment reference is presumed to be acting in good faith and is immune from civil and criminal liability so long as the disclosed information relates to:<\/p>\n<ul>\n<li>An employee\u2019s ability to perform their job;<\/li>\n<li>The diligence, skill, or reliability with which the employee carried out the duties of their job; or<\/li>\n<li>Any illegal or wrongful act committed by the employee when related to the duties of their job.<\/li>\n<\/ul>\n<p>The presumption of good faith may only be effectively challenged if a current or former employee is able to show clear and convincing evidence that information the employer disclosed involves any of the following:<\/p>\n<ul>\n<li>Knowingly false;<\/li>\n<li>Deliberately misleading; or<\/li>\n<li>Made with reckless disregard for the truth<\/li>\n<\/ul>\n<p>An employing official may decline to respond to an employment reference. However, if reference information is provided, the department should create a written record that includes the identity of the person or entity to which reference information is disclosed. The department is to forward a copy of the written record to HRS for placement in the employee&#8217;s personnel file. An employee or former employee has a right to inspect the written record upon request.<\/p>\n<p>Departments are to retain copies of reference disclosures in accordance with University records retention requirements (<a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-01\/\">UPPM\u00a090.01<\/a>).<\/p>\n<p>Reference resources are available on the <a href=\"https:\/\/hrs.wsu.edu\/\">HRS website<\/a>.<\/p>\n<p>Direct questions regarding employee references to HRS.<\/p>\n<h4 id=\"Two_7\">2.7\u00a0 \u00a0Subpoenas \/ Court Orders<\/h4>\n<p>If the request for a record is based upon a court order or subpoena, telephone the Office of the Attorney General at 509-335-2636; <a href=\"mailto:wsu.atg@wsu.edu\">wsu.atg@wsu.edu<\/a>.<\/p>\n<h4 id=\"Two_8\">2.8\u00a0 \u00a0Public Records Requests<\/h4>\n<p>The public may submit requests to the University&#8217;s Public Records Office for personnel records by submitting a Public Records Request (<a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-05\/\">UPPM 90.05<\/a>); <a href=\"mailto:wsu.pubrecords@wsu.edu\">wsu.pubrecords@wsu.edu<\/a>.<\/p>\n<p>Direct questions regarding the disclosure of University records to the Public Records Office; telephone 509-335-3928.<\/p>\n<h4 id=\"Two_9\">2.9\u00a0 \u00a0For Academic Research<\/h4>\n<p>Access to personnel records may be granted for legitimate academic research provided that:<\/p>\n<ul>\n<li>Research procedures and the reporting of findings do not violate the individual&#8217;s privacy as protected by state or federal law and the information is otherwise accessible pursuant to state and federal law.<\/li>\n<li>Names are not included in the study or in any way linked with the data.<\/li>\n<li>Case histories or records are sufficiently disguised to prevent identification of the individuals involved.<\/li>\n<li>Researchers obtain the individual&#8217;s written permission if individual identification occurs.<\/li>\n<li>Researchers comply with the policies and procedures in <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-45-50\/\">UPPM 45.50<\/a> regarding human subjects.<\/li>\n<\/ul>\n<h3 id=\"Three_0\">3.0\u00a0 \u00a0Resources<\/h3>\n<p>Public Records Act (<a href=\"https:\/\/app.leg.wa.gov\/rcw\/default.aspx?cite=42.56\">RCW 42.56<\/a>)<\/p>\n<p>Liability immunity\u2014Disclosure of employee information to prospective employer (<a href=\"https:\/\/app.leg.wa.gov\/rcw\/default.aspx?cite=4.24.730\">RCW 4.24.730<\/a>)<\/p>\n<p><a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-01\/\">UPPM 90.01<\/a> University Records\u2013Retention and Disposition<\/p>\n<p><a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-05\/\">UPPM 90.05<\/a> Release of Public Records<\/p>\n<p><a href=\"https:\/\/hrs.wsu.edu\/\">HRS website<\/a><\/p>\n<p style=\"font-size: .8rem\">_______________________<br \/><strong>Revisions:<\/strong>\u00a0 Feb. 2026 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-652\/\">652<\/a>); Jan. 2017 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-485\/\">485<\/a>); Dec. 2013 (Rev. 422); Mar. 2009 (Rev. 337); Oct. 2005 (Rev. 267); July 2004 (Rev. 246); June 1991 &#8211; new policy (Rev. 86).<\/p>\n\n<\/div>\r\n\n<\/div>","protected":false},"excerpt":{"rendered":"<p>University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual) Release of Personnel Records<\/p>\n","protected":false},"author":1061,"featured_media":0,"parent":50633,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"wsuwp_university_location":[],"wsuwp_university_org":[],"_links":{"self":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22713"}],"collection":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/users\/1061"}],"replies":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/comments?post=22713"}],"version-history":[{"count":21,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22713\/revisions"}],"predecessor-version":[{"id":69975,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22713\/revisions\/69975"}],"up":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/50633"}],"wp:attachment":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/media?parent=22713"}],"wp:term":[{"taxonomy":"wsuwp_university_location","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_location?post=22713"},{"taxonomy":"wsuwp_university_org","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_org?post=22713"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}