Our office is dedicated to the accurate handling, verification, and maintenance of personnel records. The team aims to provide timely and efficient service to all employees and other customers by organizing support based on last name groupings.
|
Assists with Last Names |
Records Assistant |
Office Phone Number |
Team |
Team Lead |
|
A – C |
Brandon Simmons |
301-952-6170 |
Gold |
Louis Wilson |
|
D – J |
Edwin Stewart |
301-952-6125 |
Blue |
Eisheena Daniel |
|
K – Q |
Dominique Comer |
301-780-6409 |
Gold |
Louis Wilson |
|
R – Z |
Mia Carroll |
301-952-6102 |
Blue |
Eisheena Daniel |
For assistance, please contact the appropriate team member based on your last name for the most efficient support. If your assigned Records Assistant is not available and immediate assistance is required, you may call the office at 301-952-6373.
I am a current/former PGCPS employee. How can I request a review of my personnel file?
Current PGCPS employees may review their personnel file upon request. If you wish to review your file, please send an email request to pgcps.hrrecords@pgcps.org. A team member from the ERVO will contact you to schedule a time to visit the office and review your personnel file within ten (10) business days of receiving the request. Please note, all file review appointments occur at the Sasscer Administration Building, located at 14201 School Lane, Upper Marlboro, MD 20772.
Besides myself, is anyone else allowed to review my personnel file?
Yes, authorized staff within the Division of Human Resources and the school system’s Office of General Counsel may request access to review personnel files. Union representatives, with signed authorization from the employee, may request to view your personnel file on your behalf.
How do I request a copy of my personnel file?
If you want to request a copy of your personnel file, you must do so through the Maryland Public Information Act (MPIA), which is separate from this file review process. The MPIA (Md. Code, Gen. Prov. Art. section 4-101 et seq.) grants the public a broad right of access to inspect or copy public documents, subject to certain exceptions. PGCPS Administrative Procedure 1120 provides more detail on requesting public documents from PGCPS under the PIA. You may also visit the Office of General Counsel's website for more information on how to submit an MPIA request.
I am a current PGCPS employee. How do I request a standard verification of employment letter?
PGCPS employees may use the enhanced Employment Verification feature in Oracle Self-Service for all standard employment verification requests. This enhancement is designed to be faster and more convenient for employees. A more detailed explanation of this feature can be found by clicking here. Employees may also review the step-by-step instructions on how to submit the online request.
What information is included in the standard employment verification produced through Oracle Self-Service?
Employees have the option of selecting employment verification only or employment verification with salary/pay information. The request will generate an official letter on letterhead with a signature and include the following details: Employee’s name, last four digits of the social security number, position or job title, department or organization, work location, date of hire, and annual or hourly rate of pay.Substitute employees will only be able to request employment verification through Oracle Self-Service. Requests for verification with pay information must be submitted through the Employment Verification Form.
Who can submit an employment verification to request my information?
As a current or former PGCPS employee, you may request employment verification. In addition, the following entities and offices may submit a request to verify your employment.
Do you verify employment over the telephone?
Yes, the ERVO will accept and respond to verbal verification requests, with verified authorization from the requesting company/agency. Companies/agencies with a signed release from the employee may call 301-952-6373 between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday. For such requests, the ERVO will only verify information the company has already obtained from the employee. Note: The office is closed when the school system is closed for scheduled holidays, inclement weather days, or other Board-approved closures.
I am a former PGCPS employee, and I do not have access to the Oracle Self-Service platform. How do I request verification of my previous employment?
All former employees may submit employment verification requests using the Employment Verification Form. This replaces the previous process of submitting emails to the ERVO. All email requests will be returned with instructions to complete the required form.
Which types of employment verification requests are not considered standard and can not be processed through Oracle Self-Service?
Some examples of non-standard verification include, but are not limited to the following:
If you have a verification form from a company/agency, the new Employment Verification Form allows you to upload the company/agency’s form.Note: Student loan forgiveness forms may be submitted through the automated system on the Federal Student Aid website to pgcps.hrrecords@pgcps.org.
How long will it take to complete my verification request?
All employment verification requests are treated with urgency and processed in the order received by the ERVO. October through April is considered the non-peak season, and requests are generally processed within five (5) business days. May through September is considered peak season, and requests are generally processed within ten (10) business days.
How will I know if/when my request is ready for pick up?
If you requested to pick up your completed employment verification, we will contact you via telephone and email when your request is ready. The ERVO representative will coordinate a mutually agreed-upon time for pick up, between the hours of 8:00 a.m. and 4:30 p.m. You must present either a PGCPS or government-issued photo identification when picking up your completed verification.
If you are unable to pick up the completed verification in person and would like to authorize someone else to do so on your behalf, please email the ERVO a signed release along with a copy of your photo identification. The authorized recipient must present a government-issued photo identification and sign for the completed verification.
Does the ERVO maintain copies of completed verification forms? If so, how long?
At this time, the ERVO does not maintain copies of the employment verification letters generated through Oracle Self-Service. The employee may request as many letters of verification as s/he needs, as often as is necessary. Non-standard employment verification requests that are processed directly by ERVO will be saved for 90 days before the document(s) are securely discarded.
Does the ERVO process House Bill 486/373 - Education Child Sexual Abuse and Sexual Misconduct Prevention forms, or related employment history forms for current or former PGCPS employees?
No, the ERVO does not process these forms. All employment history review forms related to child sexual abuse and sexual misconduct prevention, as required by various states, are completed by the PGCPS Employee and Labor Relations Office (ELRO). For timely review and completion of your request, all forms should be emailed to elro.investigation@pgcps.org. Requests are processed in the order received. If you have any questions or need to check the status of your request, you may contact the ELRO at the email address referenced above or by phone at 301-952-6385.
