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Updating records letter

University Human Resources is the custodian of employment files and records.

Files or records specific to individual employees will be accessed only when needed for legitimate reasons related to an employee's job, consideration for a transfer, promotion or job change, bonus, recognition or commemoration, or as needed to respond to a legal inquiry.

Brown University partners with Equifax/The Work Number and transmits to them all data required to verify employment and income.

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It includes but is not limited to information related to an application for employment, performance appraisals or reviews, documentation of disciplinary action if any, records of transfer, promotion or job change, compensation history and other similar information.

An employee file may also include information related to an individual employee's benefits enrollment data, leaves of absence and related information.

Employee: Employees are responsible for updating their employment record in the Human Resources/Payroll system should their name, home address, citizenship, marital status, emergency contact or other data change as they occur.

Student employees must submit a consent form if they wish employment information to be released by the University to The Work Number.

University Human Resources (UHR): UHR will maintain employee files and records in a manner that ensures confidentiality and will not permit individuals inside or outside of the University to view an employee's personnel file unless a written release has been provided by the employee or such access is required by law or by the Office of the General Counsel.

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