There are three files for each staff employee: a payroll file in Finance, the central personnel file in Human Resources, and a departmental personnel file in the employee's department.

This Personnel Documents Distribution lists the normative contents of the payroll, central and departmental personnel files.

Access to these files is governed by state law and university policy:

• Policy 80 and UCD Procedure 80 (for non-represented employees)
• Union contract articles on "Records" or "Personnel Files" (for employees represented by a union).

The best summary of these documents is contained in UCD Policy & Procedure Manual 320-20: Privacy of and Access to Information.

Inspecting Personnel Files:

Employees may inspect their own central personnel file, supervisors may inspect the files of employees they supervise, and hiring authorities may inspect the files of employees who are being considered for their vacancies. The files may be requested via Aggie Service at the Shared Services Organization (aggieservice@ucdavis.edu)

Personnel Processes:

In addition to viewing your personnel file or the file of a potential hire, there are several additional personnel processes on campus that are handled by various staff in Employee and Labor Relations: we answer unemployment insurance questions and process employee complaints. 

Please review the following table to get more information or to contact the appropriate staff member:

Subpoenas for Personnel Records

A subpoena is a court order compelling a person or representative of an organization to deliver all records described in the subpoena to a named person on or before a given date. The person named in the subpoena must provide all records in their possession, but need not provide records they do not possess or create records that do not exist.

Policy & Procedure Manual Section 320-30, outlines procedures to be followed by campus departments upon receipt of a legal notice such as a claim, summons & complaint, or subpoena. UC Davis Health departments should refer to UC Davis Health Hospital Policies & Procedures Manual Section 1503 for appropriate procedures.

• Employee Access to Records & Subpoena Protocols - Police & Fire Procedures