Franklin & Marshall College

The College maintains employment-related records and files for all employees.  Employment records are considered confidential, and relevant information is only shared with those who have a business need-to-know. Human Resources does not release personal information about employees, former employees, or retirees except at the written request of the individual or as required by law.  

Employee Access to Personnel Files

An employee may review his/her personnel file. An employee who wishes to review his/her personnel file is asked to schedule an appointment in advance with a Human Resources Administrator, 291-3996. Personnel files may not be removed from the Human Resources office.

Reporting Changes

Faculty and professional staff are asked to help assure their personnel and payroll records are accurate and up-to-date. Human Resources must be promptly notified of relevant status changes affecting fringe benefits eligibility, such as:

• marriage
• divorce
• birth or adoption of a child
• death of a dependent
• a child's loss of benefits eligibility due to age or other factor
• employment status change (such as reduction in working hours)
• leave of absence

Such changes must be reported to Human Resources, 358-4836, no later than within 31 calendar days of the event / change.

Faculty and professional staff are also asked to assure their legal name, mailing address, phone number, and emergency contact information on record with Human Resources and the Payroll Coordinator is up-to-date and accurate. Address and phone number changes may be made through "Inside F&M".

A member of the faculty or professional staff who has a change of address is also asked to notify benefit providers. Please see http://www.fandm.edu/humanresources/article/frequently-requested-phone-numbers-and-websites for a list of providers and phone numbers.

An employee who wishes to change his/her legal name is to provide Human Resources and the Payroll Coordinator with a copy of the updated Social Security card and W-4 tax form showing the new name.

Human Resources records the race / ethnicity of each employee, and summary data is reported as required by Federal law.  Employees may "self-identify" in terms of race or ethnicity. An employee may report his/her race/ethnicity to Human Resources by calling 358-4836.

A member of the faculty or professional staff is asked to contact Human Resources if he/she obtains a formal degree or professional certification and would like such information recorded in his/her file.

Department managers and department chairs are asked to promptly notify Human Resources, via an Employment Notification and Change of Status Form, whenever a member of their staff experiences a change in the terms of his/her employment, such as:

• a job title change
• a change in department
• a salary account change
• a change in reporting relationship (a different supervisor)
• a change in the scheduled number of weekly work hours
• a leave of absence
• resignation or retirement

(All promotions and changes to compensation must be authorized in advance and in writing by the professional staff member's Senior Officer and the Vice President for Finance and Administration.)

Former Employees / Employment References

A former Franklin & Marshall employee's personal information (address, phone number, new place of employment, etc.) is kept confidential. Any requests for such information, including requests for an employment reference, are to be forwarded to Human Resources. When Human Resources receives a request for an employment reference, former job title(s) and dates of service will be provided. Former employees who would like Franklin & Marshall to provide a more detailed employment reference must provide Human Resources with a signed statement, authorizing the College to release employment-related information to prospective employers.  College employees are asked not to provide employment references on behalf of Franklin & Marshall College, including through social networking sites.