Information Governance Services

Access to and use of staff files

Further information

  • Conduct in the workplace
  • Request a new Personnel file

Staff files are highly confidential records and designated officers have varying levels of access.

  1. Access to and use of staff files
  2. Designated officers
  3. Movement of staff files
  4. Requests by staff to view their files
  5. Breach of confidentiality
  6. Selection of material to be placed on file
  7. Designated staff with unlimited access to staff files
  8. Designated staff with access limited to personal files of staff in a school other than their own

Access to and use of staff files

It is essential that staff members are able to feel confident that information relating to them is treated in an appropriate manner, with due attention paid to the need for non-disclosure of file contents outside normal University business transactions.

Failure by a staff member to comply with the guidelines outlined below may result in disciplinary action.

Designated officers

The designated staff with authority to access staff files are:

It is the responsibility of the head of the school to ensure that the list is current.

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Movement of staff files

Staff files which are being transferred from Records to another location outside the normal trolley distribution of files must be carried in a sealed envelope.

Staff using staff files in their normal course of business are requested to ensure the security of the file and its contents.

Staff files will not normally be distributed outside the central administrative offices unless special permission is granted. Deans, faculty administrative officers and administrative secretaries to Deans have been granted such special permission.

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Requests by staff to view their files

Staff members may view their files by submitting a formal written request to the Director, Human Resources.

The Director, Human Resources or nominee will preview the file to ensure that items with limitations are removed before viewing by the officer.

The Director, Human Resources or nominee will arrange for the file to be viewed in an appropriate location under supervision.

No material may be removed from the file during viewing but permission may be granted by the Director, Human Resources or nominee for material to be copied.

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Breach of confidentiality

Any breach of confidentiality or suspected breach of confidentiality in relation to staff files must be reported to the Director, Human Resources.

Limitation to access to material placed on staff files

Staff members may have access to all material placed on their own staff file with exception of:

  • referees' reports (unless the author gives written permission);
  • medical reports (unless the author gives written permission);
  • correspondence relating to workers' compensation (other than correspondence between the University and the person concerned or their agent);
  • material relating to litigation;
  • information which relates to the personal circumstances of another staff member;
  • information which could, in the opinion of the Director, Human Resources or nominee, lead to harassment or victimisation of other staff.

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Selection of material to be placed on file

No statement about a staff member's unsatisfactory work performance (actual or alleged) may be placed on the file without the staff member having sighted and signed the statement and being provided with a copy of the statement.

Where a statement has been placed on the file, as per the above paragraph, the staff member may require that their written reply shall also be placed on file.

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Designated staff with unlimited access to staff files

  • Vice-Chancellor (and Personal Assistant on behalf of Vice-Chancellor)
  • Senior Deputy Vice-Chancellor (and Personal Assistant on behalf of Senior Deputy Vice-Chancellor)
  • Executive Officer, Vice Chancellery
  • Pro Vice-Chancellor Research and Innovation (and Personal Assistant on behalf of PVCRI)
  • Pro Vice-Chancellor (Community and Development (and Personal Assistant on behalf of PVCCD)
  • Executive Director (Finance and Resources) (and Personal Secretary on behalf of Executive Director)
  • Internal Auditor
  • State Auditor
  • Director, Research Services (and Administrative Assistant on behalf od of DRS) (personnel files of researchers)
  • Human Resources Staff:
    • Director, Human Resources (and Administrative Officer on behalf of Director)
    • Manager Employee Relations and Management Services
    • Senior Employee Relations Officers
    • Employee Relations Officers
    • Manager (Personnel)
    • Manager (Systems Management)
    • Human Resources Advisers
    • Personnel Officers
    • Occupational Therapists
    • Insurance Officer
    • Superannuation Officer
    • Co-ordinator Salary Packaging
    • Personal Assistant (Salary Packaging)
    • Manager, Equity and Diversity
  • Financial Services Staff:
    • Team Leaders
    • Accounting Officers
    • Administrative Officer
    • Administrative Assistant
    • Accounting Assistant
  • Registrar's Staff:
    • Registrar (and Administrative Officer on behalf of Registrar)
    • Senior Administrative Officer (Research) (and Personal Secretary on behalf of Senior Administrative Officer)
    • University Archivist
    • Director Legal Services
    • Accounting Officers, Research Grants Office – Staff with research grants only

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Designated staff with access limited to personal files of staff in a school other than their own

  • Director, University Secretariat
  • Director, Financial Services
  • Assistant Director, Financial Services
  • Manager, Facilities Management
  • University Librarian
  • Pro Vice-Chancellor, Community and Development
  • Director, UWA Extension
  • Principal, Currie Hall
  • Manager, Publications
  • Director, Student Services
  • Manager, Student Administration
  • Director, Administrative Services (all staff file for Registrar's Office)
  • Administrative Officer, Administrative Services (all staff files for Registrar's Office)
  • Manager, Safety and Health
  • Director, Organisational and Staff Development Services
  • Director, International Centre
  • Senior Administrative Officer, Research Grants
  • Manager, University Communications Service
  • Director, Administrative Computing Services
  • Faculty Executive Officers
  • Deans
  • Administrative Secretaries to Deans
  • Heads of Schools

Matters relating to access to staff files should be referred to the Director, Human Resources, while matters relating to the management of staff files should be referred to the University Archivist.

 

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