Formal Review - PPSM 80 – Staff Personnel Records

March 17, 2015

Unit Managers: Please post a paper copy of this message in your area for employees who may not have regular computer access.


To: UCSC Staff Employees

From: Lori Castro, Interim Assistant Vice Chancellor, Staff Human Resources

Re: Formal Review & Employee Comment: PPSM 80 – Staff Personnel Records

The University of California is proposing revisions to PPSM 80 Staff Personnel Records, a policy which applies to staff employees in the Professional & Support Staff, Managers & Senior Professionals, and Senior Management Group members.

A systemwide workgroup with representatives from HR Policy, OGC, UCPath, Records Management, Information Technology Services, and two campuses has reviewed the policy as part of the normal policy review cycle.  Revisions, intended to clarify policy language and to reflect record-keeping in the electronic age, include:

  • A definition of personnel records in any format
  • The expansion of criteria for records not to be released to the public
  • The addition of a new section regarding Access to Records by Governmental Agencies
  • As best practice, when an employee transfers from one UC location to another, the new location becomes the office of record

The proposed policy is posted at: http://ucnet.universityofcalifornia.edu/tools-and-services/administrators/policies/proposed/ppsm-80.pdf 

The policy’s scope applies to all non-represented staff employees. Non-represented staff employees who wish to provide comments on the proposed policy should direct their comments to Lori Castro at lhcastro@ucsc.edu by April 15, 2015.  Participation for exclusively represented employees is subject to collective bargaining.