Policy

Employment Records and Verification Policy - New York and District of Columbia


This Policy on Employment Records and Verification applies to New York University in New York and Washington, D.C. (collectively, “NYU” or “the University”).

Personnel Files

The custodians and contents of an employee’s personnel file may vary by employee classification.

Custodians
NYU PeopleLink maintains electronic personnel files for Administrators and Professionals, and for employees covered under a collective bargaining agreement (“CBA”) between the University and Local 1, 30, 153, 810, and 3882 (hereinafter, “Bargaining Unit Staff”).

The Office of Academic Appointments maintains electronic personnel files for Professional Research Staff, and for full-time faculty and adjunct and part-time faculty (including adjunct and part-time faculty covered under the collective bargaining agreement between the University and Local 7902) (collectively, “Faculty”).

The Wasserman Center maintains electronic personnel files for undergraduate and graduate student employees (including graduate student employees covered under the collective bargaining agreement between the University and Local 2110) (collectively, “Student Employees”).

Contents
Personnel files may include the following documents: job applications (including cover letters and resumes), offer/appointment letters, and employment records regarding job duties, compensation, performance, transfer, promotion, tenure, disciplinary action, and separation, as applicable. Such documents should be forwarded to the appropriate custodian for placement in the employee’s electronic personnel file. (Please note: time records are kept in NYU myTime.)

Non-Personnel File Employee Records

The records listed in the chart below should be kept separate and apart from an employee’s personnel file and should be forwarded to and maintained by the appropriate custodian(s) in secure files.

Records Custodian(s)
Medical-related records
  • Office of Equal Opportunity (for purposes of assessing need for disability accommodation)
  • University Human Resources/Office of Academic Appointments (for purposes of confirming need for sick leave/FMLA leave in accordance with the applicable University policy)
  • Insurance & Enterprise Risk Management (for purposes of Worker’s Compensation)
Pregnancy-related records
  • Office of Equal Opportunity (for purposes of assessing need for pregnancy accommodation)
  • University Human Resources/Office of Academic Appointment (for purposes of confirming eligibility for bonding leave (or workload relief for full-time faculty) in accordance with the applicable University policy)
Worker’s Compensation records
  • Insurance & Enterprise Risk Management
Background checks & drug testing results
  • University Human Resources
Information regarding an employee’s status as a victim of domestic violence, sex offenses or stalking
  • Office of Equal Opportunity (for purposes of assessing need for accommodation based on domestic violence, sex offenses, or stalking)
Information volunteered by an employee for the purpose of self-identifying race, gender, ethnicity, disability, and veteran status pursuant to applicable law

 

  • Employee Systems & Services
  • University Human Resources/Office of Academic Appointments
  • Office of Equal Opportunity
  • Institutional Research
      (for purposes of affirmative action planning )

 

Form I-9 and supporting documentation
  • Employee Systems & Services
  • Wasserman Center

Please take note that, as a general matter, the records listed above are maintained by University Human Resources for Administrators and Professionals, and Bargaining Unit Staff; Office of Academic Appointments for Professional Research Staff and Faculty; and the Wasserman Center for Student Employees.

Access and Use

The custodians of personnel files and other employee records may only access and use such information for a legitimate business purpose. In addition to the custodians listed above, personnel files and other employee records may be accessed and used: (i) by authorized University personnel with a legitimate business need, (ii) by entities entitled by law, as determined by the Office of General Counsel, and (iii) as provided under a collective bargaining agreement with the University.

Employment Verification (Third Party Verifiers)

For All Employment Except Student Employment
NYU contracts with The Work Number®, an independent service, to provide a secure way for current and former employees to authorize third party verifiers to confirm their NYU employment (dates of employment and positions held) and salary information, as applicable. All requests for verification of employment and salary shall be directed to The Work Number®. To find out more about this service, please visit The Work Number® website (www.theworknumber.com), or call their client service center at 800-996-7566.

Please note: Where The Work Number® does not have the requested information regarding a current or former employee’s employment and/or salary, to have such information released to a third-party verifier, the current or former employee must complete, date, and sign the following Employee Request for Verification of Employment Form (PDF) and submit it to PeopleLink.

For Student Employment
All requests for verification of student employment (dates of employment and positions held) and salary shall be directed to the Wasserman Center or PeopleLink. If the request is directed to PeopleLink, to have the requested information released to a third-party verifier, a current or former student employee must complete, date, and sign the following Employee Request for Verification of Employment Form (PDF).


Notes
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  1. Dates of official enactment and amendments: Not Available
  2. History: N/A
  3. Cross References: N/A