Personnel Files

NMSU limits access of official personnel files to the following:

  • employee_recordsthe individual employee and others authorized by the employee in writing with notary approval.
  • certain central senior management of the university (HR Services, Legal Counsel, Office of Institutional Equity, etc…)
  • in response to a lawfully issued request such as a subpoena or judicial summons

Process to Request to Review a File

NMSU employees, current and former, are authorized to review their personnel files or allow their personnel files to be reviewed by a third party under the following guidelines:

  1. Complete the Personnel File Review Request Form.
  2. Submit Form to the HR Service Center via: delivery to Hadley Hall, Room 17, email to or fax to 575-646-2806.
  3. Once the completed and signed form is received  an HRS representative will contact you to schedule an appointment to review the file.
  4. When appearing for your appointment, please have a photo ID available as it is required to view and/or request copies from a personnel file.


  • Personnel files may only be viewed in the HR Services office with an HR staff member present.
  • Copies of documents in the personnel file can be obtained for $1.00 per page; double sided copying is standard. HR Services can accept cash or check and is not able to provide change for large denomination bills (i.e. $20 or higher).

The HR Service Center at Hadley Hall, Room 17 is open during normal business hours, Monday through Friday 8:00am – 5:00pm.

Employee Personnel Files may contain:

  • Original Resume or Curriculum Vitae
  • NMSU Application
  • Hiring Forms
  • Offer letters
  • Signed Notice of Appointment and Reappointment
  • Personnel Action Forms (PAFs)
  • Performance Reviews/Evaluation Forms
  • Conflict of Interest Forms
  • Supplemental Compensation Forms/Documents
  • Direct Deposit Authorization Forms or other signed ACH Transaction Forms
  • Written Reprimands, Notice of Suspension or Notice of Termination
  • Position Reclassification Memos

Visit the RMR Personnel Files page for complete details.

Employee Department Personnel File Optional Document Listing

Download Department-Personnel-File-Checklist.docx (DOCX, 234KB)