Confidential Information
All other information contained in faculty employment records is considered confidential and may not be released to any person or agency without the faculty member’s written consent or prior approval by the University legal adviser. This includes:
Social security number –– confidential
Birth year –– confidential
Marital status –– confidential
Reason for leaving the University –– confidential
Sick leave accrual –– confidential
Copies of periodic performance evaluations –– confidential
Retirement benefit status –– confidential
Grievances, reprimands –– confidential
Confidential information may not be released to the faculty member by telephone unless the faculty member’s identity has been positively confirmed by the department chair or head.
Exceptions to this policy are limited to:
University personnel who have a demonstrably legitimate need to review the records in order to fulfill their official, professional responsibility with regard to the faculty member.
Upon receipt of a subpoena or other court order or process or request by a federal or state investigative agency seeking access to faculty records, the recipient’s unit head must notify the University’s legal adviser prior to releasing any confidential information. The legal adviser will determine whether or not appropriate University personnel should appear in court to test the validity of the subpoena, court order, or process.
Personnel records files more than 25 years old as outlined in ORS 351.065.
