University of Washington Human Resources

Employee personnel file

Last updated: August 26, 2024

The University of Washington maintains an official personnel file that contains employment records required for business and legal purposes for each employee. You have the right to access your official personnel file, submit documents for inclusion, and petition for the retention of materials that would otherwise be removed or destroyed. You may also authorize another person to have access to your official personnel file.

Accessing your official personnel file

Complete the Official Personnel File Access Request. You will be contacted within five business days to confirm that we have received your request. Current employees may opt to receive their records via UW email address, a secure OneDrive link (required for electronic transmission of medical records), or to collect them in person at their UW Human Resources (UWHR or UW Medicine) office at an agreed-upon date and time. File requests are generally completed within 10 business days.

UWHR can provide a one-time photocopy of file contents free-of-charge. After the initial copy is made, only new documents placed in the file will be copied upon request, but no sooner than 6 months from their last request.

If you no longer work for the University, you may still use this form within three years of your date of separation. If your separation date is more than three years, please submit a public records request via the Office of Public Records and Open Meetings. Separated employees or their authorized delegate are required to retrieve copies of their records in person, with photo identification.

What documents can I expect to find in central personnel records?

Comprehensive record of all personnel actions affecting UW classified non-union, professional, and contract covered staff. Includes information that has a reasonable bearing on the efficient and effective management of the UW and provides a basis for employment and post-employment benefits.

Your official personnel file may include, but is not limited to:

• Results of background checks and education verification.
• Hire confirmation letter, offer acceptance letter.
• Request for crediting of previous state employment.
• Employment Security Department notices.
• Formal corrective action documentation.
• Layoff documentation.
• Letters of resignation or termination.