University Policy 7530
Download a Printable Version of Policy 7530
Effective Date
July 2019
Last Revision Date
April 22, 2026
Responsible Party
Human Resources and Workforce Strategy, (208) 426-1616
Scope and Audience
This policy applies to all University employees.
Additional Authority
- Idaho Code Title 74, Chapter 1 (Idaho Public Records Act)
- Idaho State Board of Education Policy, Section II.P.4
- University Policy 1020 (Public Records Management)
- University Policy 8060 (Information Privacy and Data Security)
1. Policy Purpose
To outline the authority and responsibilities for the maintenance, security, storage, retention, and access of Employee Records, who has access to Employee Records, and the procedure for disclosing such information.
2. Policy Statement
Boise State University makes every effort to protect employees’ privacy rights and interests and prevent inappropriate or unnecessary disclosures of information from any employee’s personnel file or records. Boise State University strives to ensure all personal and job-related information about employees is handled in a secure, confidential, and lawful manner.
3. Definitions
3.1 Employee Records
Records linked to a potential, current, or former employee created during normal University operations.
3.2 Personally-Identifiable Information (PII)
Any data that can be used to identify a specific individual, either on its own or when combined with other information. PII data includes:
- Full name
- Boise State University employee identification number
- Date of birth
- Place of birth
- Physical/personal traits
- Driver’s license number
- Passport number
3.3 Sensitive Personally-Identifiable Information (SPII)
Sensitive information is a subset of Personally-Identifiable Information that, if disclosed without authorization, could result in harm, identity theft, or a breach of privacy. SPII includes:
- Social security number (SSN)
- Bank account or direct deposit information
- Tax forms (e.g., W-4)
- Medical or health-related information from a medical provider
- Benefits enrollment forms
- Citizenship or immigration status
- Background check results
4. Official Personnel File
a. Human Resources and Workforce Strategy oversees the maintenance, security, storage, retention, and access of records that comprise the Official Personnel File. Records that make up the Official Personnel File include, but are not limited to, the following records: employment applications and related documents, job offers, employment contracts, annual performance evaluation facilitated by Human Resources and Workforce Strategy, formal disciplinary actions, performance evaluations, etc.
b. An employee may request to view or obtain a copy of any records in their Official Personnel File from Human Resources and Workforce Strategy.
c. Other than an employee who may obtain access to their Official Personnel File, the following individuals can request access to an employee’s Official Personnel File from Human Resources and Workforce Strategy:
- University President
- Office of the General Counsel
- Current supervisor and other supervisors within the chain of command of the employee (access will be granted only in strict consultation with Human Resources and Workforce Strategy)
- Prospective hiring authorities in the University and among State of Idaho agencies when the employee or former employee is being considered for transfer, reemployment, and/or promotion. Any person authorized by court order or applicable law.
d. Questions regarding the release of any Employee Records should be directed to Human Resources and Workforce Strategy.
5. Employee Health Information File
a. Employee Health Information Files are maintained by Human Resources and Workforce Strategy and kept separate from the Official Personnel File. An employee may request to view or obtain a copy of any record in their Employee Health Information File from Human Resources and Workforce Strategy. Under no circumstances can a supervisor access or view an employee’s confidential Employee Health Information File.
6. Supervisor Files
a. Supervisor documentation (whether maintained in hard copy or digital format) may be contained in a supervisor file (i.e., department file, desk file, or working file), and should be maintained by a supervisor or kept in a secure, central location within a department. Supervisor documentation should only contain notes to help the supervisor remember specific occurrences, such as verbal coaching sessions, commendations and/or complaints from customers, staff, vendors, or citizens, electronic or written instructions given to the employee, copies of performance evaluations, copies of performance improvement plans, and copies of informal and formal corrective action.
b. Supervisor files must not contain any Sensitive Personally-Identifiable Information about an employee. Supervisor files also must not contain any employee health information. If an employee provides a supervisor with any health information or documentation, including but not limited to a return-to-work release or medical documentation supporting a request for accommodation under the ADA, the supervisor must immediately forward the documentation to Human Resources and Workforce Strategy. Under no circumstances may the supervisor or the department retain a copy of any health information or documentation.
c. Supervisor files are considered official Boise State University records and must be kept in a secure location. In the event an employee terminates or transfers out of a department, the supervisor file must be sent to Human Resources and Workforce Strategy, who will coordinate forwarding the file to the new supervisor.
7. Requests for Amendment to Employee Files
a. An employee may, pursuant to Idaho Code § 74-113, request in writing an amendment of any record pertaining to that employee. Within ten (10) days of the receipt of the request, Human Resources and Workforce Strategy will:
- Make any correction of any portion of the record that the individual establishes is not accurate, relevant, or complete; or
- Inform the employee in writing of the refusal to amend in accordance with the request and the reasons for the refusal, as set forth in Idaho Code § 74-113.
b. An employee may reply to or suggest the deletion of derogatory evaluation material or statements of an accusatory nature placed in their Official Personnel File. Such requests for deletions or replies to material should be in writing to Human Resources and Workforce Strategy.
8. Retention and Destruction of Employee Files
a. Retention and destruction of employee files must be in accordance with existing state and federal law, University policy (see University Policy 1020), and Idaho State Board of Education policy. Therefore, information that an employee or former employee requests may or may not exist based on the timing of the request.
b. All Employee Records are property of Boise State University, and no University employee will have any personal or property right to such records, even if the employee developed or compiled them.
9. Disclosure of Information
a. Except for individuals allowed access as specified in Section 4.c, only the following information will be released to verify employment:
- Last name and first name only
- Work location
- Position held
- Dates of employment
- Employment status
- Salary and salary history
- Classification and pay grade
- Any other information allowed by applicable law
b. All other personnel information related to an employee or applicant, including, but not limited to, information regarding sex, race, marital status, birthdate, home address and telephone number, applications, testing and scoring materials, grievances, discipline information, correspondence and performance evaluations, and protected health information, must not be disclosed to the public without the employee’s or applicant’s written consent, except as otherwise allowed by law (see Idaho Code §74-106 for a list of records exempt from disclosure).
c. If specifically authorized by the employee in writing, reference information for prospective employment will be provided to a non-government agency.
10. External (Non-State Agency) Requests for Employee Records
Upon receipt of a subpoena or other request for an employee’s records, the subpoena or request must immediately be sent to the Office of General Counsel for review and response in accordance with applicable law.
Revision History
April 22, 2026