Employees

‘Personal information’ means any information which relates to or identifies you as an individual.

When you applied or were appointed to become an employee (or equivalent) you were told how the University would use your personal information during the recruitment process and for related purposes. You were referred to this webpage for a fuller statement of the uses we would make of your personal information if you became an employee (or equivalent). In addition to the information published here, when you use specific services and facilities offered by the University, you will be told about any other uses of your personal information. For example, there are separate statements for individuals who engage with the Academic Records, Andrews Community Counseling Center, etc., and individual Departments may supplement this webpage with more specific information for their employees (or equivalent).

The information published here applies to the use, sharing and disclosure of your personal information by Andrews University (http://www.andrews.edu), its affiliated schools and owned entities.

The University will keep a record of the details you provided on your application form, any supporting documents requested and additional details provided by any references and recorded following any interview process. We will maintain various administrative and financial records about your employment at Andrews, and about your use of the academic and non-academic facilities and services that we offer. Where relevant, we may supplement these records with personal data from the public domain (e.g. your publications) or other sources.

Your personal information is created, stored and transmitted securely in a variety of paper and electronic formats, including some databases that are shared between the University and its affiliated schools. Access to your personal information is limited to employees (or equivalent) who have a legitimate interest in it for the purpose of carrying out their position duties, and our use of your personal information will not be excessive. In addition to this, the University may process some information about you that is classed as ‘sensitive’ or ‘special category’ personal data, and which requires additional protections. This includes information concerning your ethnicity, religious beliefs or health/disability for planning and monitoring purposes, or in order to provide care, help or suitable adjustments. For certain roles, other sensitive information may be processed, such as information about past criminal convictions, working with children or vulnerable adults, and your fitness to practice in certain regulated professions. Access to, and the sharing of, your ‘sensitive’ personal data are controlled very carefully. You will normally be given further details about our use of any such data when we collect it from you.

The University will process your personal information for a range of contractual, statutory or public interest purposes, including the following:

• To assess your suitability for a particular role or task.
• To support you in implementing any health-related adjustments to allow you to carry out a particular role or task.
• To administer remuneration, payroll, retirement and other standard employment functions.
• To administer HR-related processes, including those relating to performance/absence management, disciplinary issues and complaints/grievances.
• To operate security (including building access), governance (including conflicts/declarations of interest), audit and quality assurance processes and arrangements.
• To deliver IT services to you.
• To deliver services (e.g. libraries), services (e.g. dining, wellness) and employee benefits to you, and where appropriate to monitor your use of those services in accordance with University policies (e.g. on the acceptable use of IT).
• To communicate effectively with you by mail, email and phone, including the distribution of relevant newsletters.
• To support your training, health, safety, and welfare requirements.
• To compile statistics and conduct surveys and research for internal and statutory reporting purposes.
• To fulfil and monitor our responsibilities under equalities, immigration and public safety legislation.
• To enable us to contact others in the event of an emergency (we will assume that you have checked with the individuals before you supply their contact details to us).
• To provide benefit coverage(s), we require personal information regarding your dependents.

We consider the processing of your personal information for these purposes to be either necessary for the performance of our contractual obligations with you (e.g. to manage your employment), or necessary for compliance with a legal obligation (e.g. the administration of taxes), or necessary for the performance of tasks we carry out in the public interest (e.g. non-statutory reporting or research). We require you to provide us with any information we reasonably ask for to enable us to administer your employment or affiliation. If we require your consent for any specific use of your personal information, we will collect it at the appropriate time and you can withdraw this at any time. Where we ask for any sensitive information, such as that concerning your ethnicity, religious beliefs or health/disability, you will normally have the option to refuse your consent by not supplying it, unless your religious affiliation is a condition of employment. We will not use your personal information to carry out any wholly automated decision-making that affects you.

Your personal information is shared as permitted or required by law, on a considered and confidential basis, with a range of external organizations, including the following:

• National Center for Education Statistics (https://nces.ed.gov/)—only in aggregate.
• The external providers of any employee benefits or retirement.
• Where relevant and necessary, your own or other Departments.
• Relevant Government Agencies (e.g. IRS, SSA, USCIS), and Higher Education Agencies (e.g. accreditation bodies).
• Any relevant professional or statutory regulatory bodies (e.g. North American Division).
• On occasion and where necessary, the police and other law enforcement agencies.
• On occasion and where necessary, auditors.
• On occasion and where necessary, subsidiary companies of the University.
• Companies or organizations providing specific services to, or on behalf of, the University.

We will provide references about you to external inquirers or organizations where you have requested or indicated that we should do so. We will include your basic contact details in our internal online directory, NIDA. Some information about University Officers and other employees (e.g. appointments or committee memberships) may be published or otherwise made public. Other than as set out above, we will not normally publish or disclose any personal information about you to other external inquirers or organizations unless you have requested it or consented to it, or unless it is in your vital interests to do so (e.g. in an emergency situation).

We store your personal information as part of your employment record for the duration of your employment (and it may be used as part of our assessment of any future application you make for further employment at Andrews). After you leave certain records pertaining to your employment are retained indefinitely so that the details of your employment can be confirmed and for statistical or historical research. Information about how long different types of information are retained by the University is published at https://www.andrews.edu/services/archives/schedules/general/2019-02-14-general-rrs.pdf. Alumni benefits and services are made available to certain categories of former employees; more information about the use of your personal information is published at https://www.andrews.edu/services/its/data-privacy/alumni-donor.html.

You may have certain legal rights related to the privacy of your information provided by laws such as FERPA, GDPR or others. To request information about or avail yourself of those rights, please send an email to privacy@andrews.edu. Please describe in the email the specific right you are requesting assistance with. Please note that additional information may be required to address your request. Andrews University will notify you of the results of its review of your inquiry.