Administrative Policies

Personnel Records Administration

Policy Number: 2.4

Current Effective Date: 11/03/2023

Original Effective Date: 04/30/1999

Revision Dates: 11/20/2003, 12/07/2004, 04/21/2009, 11/03/2023

Revision Number: 4

Revision Summary: conversion to new format, procedure added

Responsible Official: Vice President Human Resources

References: Administrative Procedure 2.4-P

1. Purpose

This policy describes the process for maintaining employee personnel files.

2. Scope

This policy applies to all KCTCS employees.

3. Policy

KCTCS maintains an official personnel file on each employee in an electronic content management system administered by college and System Office Human Resources staff. KCTCS maintains these records in accordance with federal and state laws, regulations, and guidance for privacy, accuracy, and legal compliance.

4. Procedure

Administrative Procedure 2.4-P implements this policy.