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This policy is not intended to create any contract or any contract rights between MassArt and its employees, including those employees excluded from this policy, unless a written contract between MassArt and the employee states otherwise. This policy may be changed at any time at the discretion of Human Resources.
POLICY STATEMENT
All requests for professional references or employment verifications for current and former employees must be submitted to the Human Resources Office in writing. Other than verification of title, salary, and dates of employment, no additional employment data will be released without a written release of information form signed by the person who is the subject of the reference unless the College is required by law to release such information. Release forms must be submitted to Human Resources prior to information being released. Consequently, if you are contacted by an individual outside of Massachusetts College of Art and asked to provide information regarding an employee, active or inactive, please refer the inquiry to Human Resources. Employment References for faculty, other than employment verifications that can be sent to Human Resources, should be referred to the Senior Vice President of Academic Affairs.
PRACTICE
The Human Resources Office is responsible for responding to requests to verify employment for current and former employees. Human Resources personnel shall require the following:
- Requests must be faxed, emailed or mailed to the Human Resources Office
- Requests must include a signed, written permission from the individual whose information is being verified.
- HR reviews the signed waiver indicating what information we are allowed to release.
- HR staff verify dates of employment, position held, and salary information. If additional information is requested, such request must be forwarded to the Executive Director of Human Resources for permission to release additional information.
PROCEDURES
Completing the Form
Completing an employment verification form in most cases will require HR staff to gather the information from a variety of sources. HRCMS, the Commonwealth Information Warehouse, old payroll cards, and Personnel Files.
Current personnel files are kept in the HR Office. Former employee personnel files are kept in the HR storage room or at offsite storage. Academic Files are kept in the office of the Provost/Senior VP of Academic Affairs. For access to the files stored offsite, please email the Archivist/Records Manager.
Record Keeping Requirement
A copy of the completed employment verification form must be kept in a confidential folder in the employees personnel file.
Date Issued: 10/05/2004
Revision Date(s): 07/20/2005, 9/21/2018