Office of Origin: Human Resources            
Responsibility: Executive Director, Human Resources 
Original Date Adopted: 10/25/22 (estimated)
Dates Reviewed: 10/25/22, 2/5/24, 9/10/25 (C)
Last Date Board Approved: 10/25/22

At Lake Michigan College, (the College), there will be only one official personnel file for each employee, which will be maintained in Human Resources (HR). The employee has the right to review the contents of the personnel file, excluding letters of recommendation, with a member of HR. Excluding authorized College personnel or agents, no third party will be permitted access to an employee personnel file without the written consent of the employee unless disclosure is ordered in a legal action or government claim. 

Employees should keep their personnel file up to date by informing HR of any changes. Employees also should inform HR of any specialized training or skills they acquire, as well as changes to any required visas. Unreported changes of address, marital status, etc. can affect withholding tax and benefit coverage. Important life changes such as birth or adoption of a child, marriage, or divorce should be reported to HR as soon as possible and no later than 30 days after the event if employee benefits changes are needed. Benefits changes will not be possible until the following open enrollment period if 30-day notice is not met. 

In Michigan, employee records are public records subject to disclosure under the Freedom of Information Act.

References:  Freedom of Information Act (FOIA) policy