The Office of Human Resources maintains a copy of each staff member’s personnel file. This file contains payroll and benefits forms as well as all change-in-status forms and other correspondence regarding a staff member’s employment history at Duke. These files are available for review by a staff member upon request. The staff member should contact the Human Resources Office to schedule an appointment. In all cases, the file is to be viewed only within the Office of Human Resources. Ordinarily, the only information that will be released from a staff member's personnel file in response to an outside inquiry will be job titles and dates of employment – except in instances when further information is required to be divulged by law or by the audit provisions of an applicable contract or grant. A staff member may authorize the release of additional information by submitting a written request to the entity or department Human Resources representative or the Duke Human Resources office. To ensure accurate contact information and to comply with the Internal Revenue Service's tax reporting requirements, staff members must immediately report any of the following changes to their supervisor and/or to Duke Human Resources:

• Name
• Address
• Emergency contacts
• Immigration status
• Marital status