Personnel Records and Confidentiality of Personnel Information

Personnel Records and Confidentiality of Personnel Information

PYD EP personnel files are defined as documentation regarding its administration, support, and teaching staff members. The contents of these personnel files regard copies of the staff members’ initial applications, qualifications (if necessary), iqammas (national registration cards) or other Saudi visas, evaluations, any disciplinary action (if necessary), and personal leave such as bereavement.

To safeguard this information, only authorized individuals have access to these personnel files. PYD EP utilizes both file cabinets and digital folders to protect these records; access is limited only to certain administrative and support staff members. Health records can be revealed to medical and first aid workers. Active members of faculty have the right to access their own records. An individual may review these records by appointment with the support staff member(s) in charge of safeguarding these files. It is possible for these individuals to request copies of these records at no charge.

Any request a member of staff has to edit any erroneous information in his or her records may be made to the appropriate support staff member in writing. Some errors (such as those regarding birth) may only be fixed when accompanied by appropriate documentation. The designated support staff official may consult with the Program Director and Assistant Director(s) if necessary. The content of the personnel files may not be disclosed to third parties without the official consent of individual who is the subject of the file request.

 

The following is the schedule for record retention:

Medical records 30 years after termination
Faculty promotion/demotion 30 years after termination
Grievance/other leave records 30 years after termination
Payroll 10 years after termination
Applications (successful candidates) 10 years after termination
Applications (unsuccessful candidates) 5 years after termination