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Home > Employee Relations > Smoking Guidelines

Accessing Human Resources and Departmental Personnel Files
Requesting access to Human Resources Records personnel files
Contact the campus Human Resources office to view the personnel file. The nature of the request and the name of the employee record to be viewed must be included at the time of the request. A time to view and/or receive copies of the record will be set up within the day of the request and no later than the end of the next business day.
If a designated representative makes the request, the representative must present the Employee Written Authorization for Release of Personnel File(s) form signed by the employee.
At no time during the examination of the employee record will it be out of the direct supervision of the university record keeper.
Accessing departmental personnel files

  • Department files include: main office personnel files, supervisor's files, and any file maintained by the employee's name or identification number.
  • Access to departmental personnel files is conducted through the department's designated record keeper.
  • The department should contact the campus Human Resources office to review files prior to release.

The following are examples of information typically kept in HR records and departmental files. This is not meant to be an exhaustive list.


Information kept in Human Resources personnel files

Information kept in departmental personnel files

Medical documentation must always be kept in a file separate from the personnel file

PAFs and E-Docs

E-Docs

Doctor's statements

Performance appraisals

Performance appraisals

FMLA paperwork

Commendations

Commendations

ADA accommodations paperwork

Corrective actions

Corrective actions

Resume and application

Resume and application

Worker's Compensation paperwork

Performance Improvement Plans

Performance Improvement Plans

 

Certificates, nominations, awards

Certificates, nominations, awards

 

W-4s

Job description

 

Benefit enrollment information, beneficiaries

Supervisor's notes that have been shared with the employee

 

Guidelines Regarding Indiana Smoking Ban State Law

For all Staff and Temporary Employees

Overview

Since January 1, 2008, all IU campuses have had policies that provide for a tobacco-free or smoke-free campus.

On July 1, 2012, Indiana’s new statewide smoking ban went into effect. House Enrolled Act No. 1149 prohibits smoking in most public places and places of employment. Smoking is prohibited within eight feet of a public entrance to a public place and place of employment. Smoking is also prohibited in state-owned vehicles.

The Indiana smoking ban requires covered employers to inform each of their current and prospective employees of the smoking prohibitions. An employer must post conspicuous signs at each public entrance that references the smoking ban. Owners, managers or other persons in charge of a place of employment or public space are responsible for enforcing the law and making sure all employees and customers comply.

Prior to the new Indiana state law, violations of the tobacco-free of smoke-free policies on each campus by employees was a violation of University policy. As of July 1st, violations of University policy may also result in a violation of state law and a police-issued citation. Failing to comply is a Class B infraction with a required payment of a fine in accordance with county procedures; similar to a traffic ticket.  Three or more infractions is considered a Class A infraction. Indiana University police are to report employee infractions to University HR/Campus HR offices for Staff and Temporary employees and to Academic Affairs offices for Academic employees. University police are to report student infractions to Student Affairs.

Guidelines for University HR and Campus HR offices in Addressing Violations: Inform, Educate, and Review

IU Policies Violation

Indiana Smoking Ban Violation (IN Law)

Page updated: 27 June 2013
UNIVERSITY HUMAN RESOURCES
Contact Employee Relations: • 812-856-6047

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regard to race, color, ethnicity, religion, age, sex, sexual orientation or identity, national origin, disability status, or protected veteran status.
This institution is also a provider of ADA services.

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