To provide employees, upon proper request, the right to inspect their personnel records.

Current or former employees or their representatives may review certain personnel records twice per calendar year at reasonable intervals, upon making a request to University Human Resources Management (UHRM). Former University of Chicago employees have access to their personnel records for one year after separation, according to Illinois state law. The University of Chicago complies with applicable Illinois state laws.

1. Personnel records that are accessible for review by current or former employees are any documents which have been used or which are intended for use in determining the employee's qualifications for employment, promotion, transfer, additional compensation, discharge or other disciplinary action.
2. Certain documents are not subject to employee access; refer to the Wage and Salary Administration (Records) Office for details. Records Office staff will coordinate with units to obtain personnel records.
3. An employee who wants to inspect his/her personnel records must make a written request to the Records Office, which will schedule an appointment for the employee to access his/her personnel records, generally within seven (7) working days of the request.
4. An employee who is involved in a current grievance can designate, in writing, a representative to inspect the employee's personnel records which may have bearing on the resolution of the grievance.
5. Valid identification must be presented by the employee and/or the employee's representative before being allowed access to the employee’s personnel records.
6. Personnel records must be viewed in the presence of UHRM staff and may not be removed from the premises.
7. An employee may have single photocopies of any documents inspected. The University may charge a reasonable fee for copies, if a large number of copies is requested.
8. To correct or remove information from a personnel record, there must be a mutual agreement to do so between the employee and the employee's unit or UHRM.
9. An employee may attach an explanatory statement to any disputed document in his/her personnel records.