Release of Information in Payroll Computer Database
Revised Date: 03/06/97
Western Oregon University will not release information to the general public from an employee’s payroll file or computer data base unless the University has written authorization from the employee to release the information. Address disclosure forms signed by employees are strictly enforced. Students are not required to sign disclosure forms. Instead, they sign Request to Restrict Directory Information forms with the Registrar’s Office.
Requests from lending institutions are handled very carefully, verifying only information given the lender by our employees. The University will verify that an employee works at the University but will not divulge additional information about the employee without a written authorization from the employee. A credit application asking that information be released, signed by the employee, is considered to be a written authorization.
The purpose of this policy is to provide for confidentiality of employee records, especially those designated by Higher Education as sensitive, which include social security number, gender, ethnicity, citizenship, birth date, address, phone number, and other payroll records (such as net pay, deductions, etc.) Gross pay is considered a public record.
III. PROCEDURES (INCLUDE WHEN APPLICABLE)
President’s Staff requests for information on their own employees will be honored. The President’s Staff has designated employees that they have delegated this responsibility to. Information regarding employees from other departments or other state agencies will be honored on a “need to know” basis. These requests should be directed to the Budget Director.
Adopted by Cabinet on November 19, 1991.
It is the responsibility of the employee to authorize information they want released and sign disclosure forms for information they do not want released.
It is the responsibility of every office to protect the confidentiality of employee information that is considered sensitive.