Personnel Files
Effective November 8, 2026
The university is committed to maintaining personnel files in a manner that protects the privacy of its employees and allows university business to be conducted effectively while meeting legal requirements.
General questions pertaining to personnel files should be directed to college/unit HR representatives.
Questions related to clarification and interpretation of this program should be directed to Workforce Policy and Compliance at hrpolicy@cornell.edu.
Purpose
The university maintains personnel files for all employees to support business operations, meet legal and regulatory obligations, and ensure a complete and accurate record of employment history. Personnel files document an employee's employment with the university from the date of hire through the date of separation.
This program establishes employees' rights regarding access to personnel files and provides direction to colleges, units, and departments on the proper creation, maintenance, retention, and administration of personnel records.
Applicability
This program reflects the requirements of applicable New York State law governing personnel files. For employees whose work locations are outside New York State, the university will comply with any applicable state or local laws governing personnel files. Where such laws conflict with or provide greater rights than this program, the requirements of applicable law will govern.
This program applies to all employees, including faculty, staff, and student employees, across all colleges and units except Weill Cornell Medicine.
Employees covered by a collective bargaining agreement should refer to the applicable agreement. To the extent the provisions of the collective bargaining agreement conflict with the provisions under the law, the more favorable provisions will apply.
Maintenance of Personnel Files
Personnel files are maintained by the university in accordance with applicable law, university policy, and operational requirements. Personnel files are primarily stored in Workday, the university’s HR system of record, but may also include documents maintained outside of Workday in departmental files.
Documents and information that comprise an employee’s personnel record may be maintained by:
- The Division of Human Resources, including HR Information Systems (HRIS); and
- The college/unit HR office or other office designated by college/unit practice such as the department or business office.
The Office of Human Resources is responsible for establishing governance, privacy standards, and approval requirements for personnel files. College/unit HR offices may serve as custodians of portions of an employee’s personnel record in accordance with those standards.
Personnel files will be maintained in a secure and confidential manner and will be accessible only to individuals with a legitimate business need, employees exercising rights provided by law or university policy, or others authorized or required by law.
Personnel files will be retained in accordance with applicable law and University Policy 4.7, Record Retention.
Note: During the course of employment, an individual may work in multiple colleges, units, or departments. As a result, portions of the employee's personnel record may be maintained in more than one authorized location or system.
Contents of Personnel Files
For purposes of this program, “personnel record” has the meaning set forth in applicable New York State law. Personnel files generally include records used or maintained in connection with an employee’s qualifications for employment, promotion, transfer, compensation, or disciplinary action.
Questions regarding the appropriate content of personnel files should be directed to the college/unit HR representative.
Workday/system-related questions should be submitted via the HR System Support Form.
Access to Personnel Files
Personnel files are maintained by the university and contain information that is confidential and accessible only to authorized individuals with a legitimate business need, employees exercising rights provided by law, and others as required by law, court order, or subpoena.
Requests from Current and Former Employees
Current employees may access certain personnel information through Workday at any time.
Current and former employees may submit a written request to obtain a copy of their personnel files. The university will provide access to personnel files within the timeframe required by applicable New York State law.
Requests to access personnel files must be submitted through the HR System Support Form.
Access by Direct Supervisors and Other University Officials
Supervisors within an employee’s direct line of supervision, as well as designated HR representatives, may access relevant job-related personnel files of employees who report to them.
Access may also be granted to other university officials, including deans, department heads, HR professionals, representatives from the Office of General Counsel, and hiring officials involved in promotion or transfer decisions, provided such access is authorized by the Vice President and Chief Human Resources Officer or the applicable college/unit HR office and is based on a legitimate legal or business need.
Caution: Authorization to access a personnel file does not, by itself, permit disclosure of information contained in the file. Unauthorized disclosure of personnel file information may result in disciplinary action, up to and including termination.
Third Party Requests
Personnel files will not be disclosed to individuals or entities outside the university except as authorized by the employee, required by law, or necessary to further a legitimate university interest.
Personnel files may be disclosed under the following circumstances:
- Requests authorized in writing by the employee.
- Requests from federal, state, or local law enforcement agencies where disclosure is expressly required by law.
- Subpoenas or requests for records as part of a legal proceeding accepted by the Office of General Counsel pursuant to University Policy 4.13, Acceptance of Legal Papers.
- Requests for information necessary to protect the legal interests of the university.
- Requests from labor unions or authorized representatives acting on behalf of represented Cornell employees, as permitted by law or applicable collective bargaining agreements.
Process servers presenting summonses or subpoenas for documents or information contained in an employee’s personnel file must be directed to the Office of General Counsel in accordance with University Policy 4.13, Acceptance of Legal Papers.
Notice of Information That May Negatively Affect Employment
In accordance with applicable New York State law, the university will notify employees when information is added to a personnel file that has been used or may be used to negatively affect the employee's qualifications for employment, promotion, transfer, compensation, or disciplinary status. Such notice will be provided in the manner and timeframe required by law.
Disputed Information in Personnel Files
Employees may request the correction or removal of information contained in their personnel file that they believe is inaccurate or otherwise disputed.
Requests must be submitted to the local HR representative.
Where the employee and the university do not agree on a correction, removal, or amendment, the employee may submit a written statement explaining their position to their college or unit HR representative. The written statement will be maintained as part of the employee's personnel file.
Important: This review process is administrative in nature and does not constitute an appeal, grievance or challenge to an employment decision.
Responsibilities
| Employees |
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| Human Resources |
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| Office of General Counsel |
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| Staff and Labor Relations |
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