Personnel file

Every member of AUAS staff has an individual personnel file. The files are available to employees and their supervisors in digital format.

The personnel file contains information specifically regarding the employment of the individual in question. You can read frequently asked questions about the personnel file here.
Supervisors can read more about the personnel file under Personnel file for supervisors.

You can find your personnel file in the DSPE, under the My information tab. To open documents, you need a secure connection via VPN.

Access after two-step verification

The AUAS makes use of two-step verification for an added layer of security surrounding access to the personnel files. In other words, the login process involves an extra security step for which you will need to use your mobile phone or a YubiKey (via what’s known as a token). This token will supply a code which you must then enter. With this method, hackers can no longer access your file if they have only your user name and password. Other systems will start to make use of this in the coming period as well. More information on installing this additional login step can be found in the A-Z list under the entry for Two-step verification.
For questions about the additional login step, you can contact the ICTS Service Desk via or 020 595 1402.
For questions concerning the Digital Servicepoint Employee (DSPE), please contact the AC Service Desk via or 020 595 1404.

Contents and organisation of your personnel file

The AUAS is required to register a number of documents and other pieces of information in connection with your employment in a personnel file. One of the required documents, for example, is a copy of your proof of ID.

Your personnel file contains all documents collected by the AUAS in connection with your employment, including your letter of appointment (including terms of employment) and reports on your annual consultations.

  • In most cases, documents will be automatically added to your personnel file when your supervisor edits or updates your employment information via the Digital Servicepoint Employee (DSPE).
  • As an employee, you can use the DSPE Tool to add diplomas and teaching certifications to your file. The Administration Centre will check the file you uploaded before it is added to your personnel file.
  • HR advisers can add documents to the employee file manually.
  • The Department of Records and Information Services (DIV) will add the outcomes of any objections and appeals (section 8).

All personnel files are divided into fixed sections:

    1. Personal information
      2. Employment relationship
      3. Salary, allowances and reimbursements
      4. Employee benefits (including leave)
      5. Illness, accidents and occupational safety & health (ARBO)
      6. Training and development
      7. Performance and assessment
      8. Disputes and disciplinary measures
      9. Secure section

If you disagree with the inclusion or content of a document, you may submit a request for its deletion to your HR adviser. If your request is denied, you can submit an objection in accordance to the Ombudsman.

Privacy, security and retention period

The information in the personnel file can be considered personal data. As a result, the General Data Protection Regulation (GDPR) applies to the contents of the file. The AUAS has taken various measures to bring the security of the digital employee files up to the required level. All documents have been stored in encrypted fashion, for instance, and are accessible only to employees who have the proper access rights. Viewing your employee file in the Digital Servicepoint Employee (DSPE) requires using two-step verification (via your mobile phone or Yubikey) to prove that you are the one logging in. More information on installing and activating this additional login step can be found in the A-Z list under the entry for Two-step verification.

You and your HR adviser have access to all items in your personnel file.
Your supervisor, new or otherwise, can view the entire personnel file – except for the ‘Secure’ section. It is, however, possible to have the HR staff transfer any reports from annual consultations held with your previous supervisor to the ‘Secure’ section of your file.
The director of Operational Management approves authorisations for HR staff, and thereby their access to the files. It is possible that special officers will need to be granted one-time access to a personnel file (or section of a file) via a guest account. In those cases, the head of the Department of Records and Information Services (DIV) will approve the temporary access.

It depends on the type of document and how long this may/must be retained in the personnel file. This is laid down by law for most documents. The majority of documents are retained for ten years after your employment has ended.

Any questions?

For questions or complaints regarding the content of your personnel file, see your supervisor or relevant HR staff.

Published by  Administration Centre 28 September 2021