Overview
Human Resources & Strategic Talent Management (HRSTM) supports the UMBC community by administering employment, compensation, benefits, performance, leave, and related personnel services. In fulfilling this mission, HRSTM collects, uses, shares, and safeguards a range of data to manage HR operations effectively, comply with legal and regulatory requirements, and ensure transparency and fairness in staffing processes.
HRSTM maintains data related to employee recruitment, hiring, classification, payroll, benefits enrollment, leave, performance evaluation, and other employment-related matters. This information supports the administration of employment contracts, payroll and benefits processing, compliance with federal and state employment laws, and institutional planning and reporting.
HRSTM leverages integrated systems such as PeopleSoft, time and leave tracking tools, performance management platforms, and benefits administration systems to ensure HR data is processed accurately and securely. As a state entity, UMBC also utilizes the State of Maryland’s SPS Workday system and the Payroll Online Service Center (POSC) for certain payroll and benefits functions. While HRSTM can view high-level enrollment indicators (e.g., employee-only or family coverage elections), UMBC does not have visibility into detailed dependent-level information, beneficiary designations, or individual health claims data maintained by benefit carriers or state systems.
In addition to internal systems, HR data may be processed or transmitted through authorized third-party platforms, including PageUp (applicant tracking), The Work Number (Equifax) for employment verification, and Skillsoft Percipio for training administration. Data exchanges with these systems occur through secure file transfer processes or approved system integrations and are governed by contractual safeguards.
Internal sharing of HR data is governed by need-to-know principles, and external sharing is limited to legally required disclosures or contracted services. All data handling is subject to UMBC’s privacy, security, and records management policies.
Through these practices, HRSTM demonstrates UMBC’s commitment to responsible data stewardship, protecting employee privacy, and ensuring transparency in how employment data is collected, used, and shared.
Note on Union Employees and Student Workers
UMBC’s workforce includes multiple employee types whose data may be subject to additional policies or contractual requirements. For union-represented employees, certain data collection, usage, and sharing practices are guided by the terms of collective bargaining agreements (e.g., related to job classifications, evaluations, and grievance processes). For student employees, HRSTM collects and manages data relevant to their specific employment classification (such as undergraduate hourly, graduate assistantships, or work-study), which may be coordinated with Financial Aid or academic departments. While the core principles of data privacy and stewardship remain the same, HRSTM ensures that data management practices reflect the appropriate rules, contracts, and institutional obligations for each employment group.
Recruitment & Applicant Records
Resume, CV, cover letters, interview notes, references, background check results, applicant demographics.
Employment & Classification Data
Job title, department, classification, position status (full-time, part-time, exempt/non‑exempt), hire date, payment records, termination date.
Salary, wage rates, bonuses, overtime records, payroll deductions, tax withholdings,
Health insurance, retirement accounts, life/disability insurance, dependent data, benefit elections, claims data (where applicable).
Time worked, hours, leave balances and usage (sick leave, vacation, FMLA, personal), approved leave requests.
Performance & Development
Performance evaluations, goals, training history, professional development activities, disciplinary actions.
Contact & Demographic Information
Name, address, phone, email, emergency contacts, birthdate, gender, veteran status, citizenship status, and other legally permitted demographic data.
How We Use the Data We Collect:
Human Resources & Strategic Talent Management (HRSTM) uses the data it collects to administer employment and personnel services across UMBC. This includes supporting recruitment, onboarding, payroll, benefits, leave administration, and employee performance. Data is also used to ensure compliance with university policy, collective bargaining agreements, and federal and state employment laws such as FLSA, FMLA, and EEO/AA reporting requirements.
HRSTM systems such as PeopleSoft and performance management platforms are used to process job classifications, run payroll and benefits operations, manage time and leave, support professional development, and provide documentation for audits and legal obligations. HR data also supports internal reporting, workforce planning, and strategic decision-making across UMBC’s administrative units.
Recruitment & Applicant Records
To evaluate candidates, conduct background checks, maintain hiring histories, and support equal employment opportunity compliance.
Employment & Classification Data
To track job roles, eligibility, status changes, promotions, and classification consistency across the institution.
To run payroll, calculate deductions and tax withholdings, and ensure compliance with wage and hour laws.
To enroll employees in benefits, manage claims and eligibility, report to benefits providers, and support open enrollment.
To monitor leave usage, approve leaves, ensure compliance with federal/state leave laws (e.g. FMLA), and calculate paid time off.
Performance & Development
To conduct performance reviews, set goals, document improvement plans, provide training, and facilitate employee growth.
How Do We Collect HR Data?
HR data is collected through a variety of secure and authorized channels. Applicant information is gathered during recruitment processes through online job application portals and applicant tracking systems such as PageUp. Data may be exchanged between PageUp and internal HR systems through secure, approved file transfer or system integration processes.
Once hired, employee information is collected through onboarding forms, HR systems (such as PeopleSoft), and benefits enrollment platforms.
HRSTM also participates in secure two-way file exchanges with authorized third-party systems to support employment verification (e.g., The Work Number through Equifax) and workforce training platforms such as Skillsoft Percipio. These integrations are limited to the data necessary to provide the contracted service and are governed by appropriate contractual and security safeguards.
Ongoing data, such as time and leave usage, performance evaluations, and training records, is collected through institutional HR tools, supervisor-submitted records, and employee self-service systems. Certain demographic and employment-related data may also be imported or synchronized from other institutional systems to ensure accuracy and consistency across the university.
All data is collected in accordance with university policies and applicable employment laws and is limited to what is necessary to carry out HR functions or comply with legal obligations.
Recruitment & Applicant Records
Collected via HR’s applicant tracking systems, online application portals, and submission of supporting documents.
Employment & Classification Data
Entered via HR onboarding systems, position management modules, and departmental HR/manager inputs.
Collected from payroll system entries, timesheets, job data feeds, and compensation modules.
Collected through benefits enrollment systems, HR self-service portals, and forms submitted by employees.
Collected via timekeeping systems, electronic leave request tools, and departmental approvals in HRIS.
Performance & Development
Collected via performance management systems, training platforms, and appraisal forms submitted by supervisors.
Contact & Demographic Information
Collected at hire, HR self-service updates, and institutional data integrations (e.g. employee directory)
HR data is shared selectively and securely to support legitimate university functions and to comply with legal, regulatory, and contractual requirements.
Internally, data may be shared with authorized personnel in payroll, finance, departmental leadership, and compliance offices for employment processing, financial reconciliation, reporting, and operational management purposes. Access is role-based and governed by need-to-know principles.
Externally, HR data may be transmitted to State of Maryland systems (including POSC and SPS Workday) for payroll and benefits administration. HR data may also be shared with authorized third-party service providers under contract, including:
- The Work Number (Equifax) for employment and income verification
- PageUp for applicant tracking
- Skillsoft Percipio for employee training administration
- Benefits carriers and retirement vendors
All third-party data sharing is governed by contractual agreements that require limited use, appropriate security safeguards, and defined data retention and deletion controls. Data sharing practices are also subject to UMBC’s privacy, security, and records management policies.
Recruitment & Applicant Records
Shared internally with hiring committees, EEO compliance offices; with third-party background check vendors under strict contract; externally for legal or regulatory obligations.
Employment & Classification Data
Shared internally across administrative units (department HR, payroll, planning offices) as needed; with auditors and regulators when required.
Shared with payroll service providers, financial offices, tax authorities, auditors, and benefit providers under strict confidentiality protections.
Shared with benefit carriers, insurance providers, third-party administrators, and regulatory agencies as needed, under contractual protections
Shared internally for approvals, HR review, compliance audits, and for leave administration; shared with external regulators if required by law.
Performance & Development
Shared internally with supervisors, HR leadership, training units, and relevant committees; shared externally only when required by contract or regulation.
Contact & Demographic Information
Shared internally for directory services, institutional reporting, HR operations, and as required for diversity reporting or compliance.
HRSTM retains employment-related records in accordance with UMBC’s Management Advisory Service’s Office guidance and:
- State of Maryland records retention schedules
- Applicable federal and state employment laws
- Collective bargaining agreements (where applicable)
- Institutional audit and compliance requirements
Retention periods vary by record type (e.g., payroll, recruitment, benefits enrollment, disciplinary records). Records are maintained only as long as necessary to fulfill legal, regulatory, operational, or contractual obligations. Retention periods vary by record type and are governed by applicable records retention schedules, laws, and university policies.
What Actions Can Individuals Take?
UMBC employees—including faculty, staff, student workers, and contingent employees—can take several actions to review, update, and manage their personal and employment-related information:
- Review and Update Your Information: Employees can log into the SPS Workday portal and UMBC’s HR systems (e.g., PeopleSoft HR, POSC) to view and update personal details such as mailing address, emergency contacts, phone number, and tax withholding elections.
- Manage Benefits and Retirement: Through Workday and vendor-specific platforms (e.g., CareFirst, Delta Dental, Fidelity, TIAA), individuals can manage their health insurance, retirement contributions, beneficiary designations, and other benefit elections during open enrollment or qualifying life events.
- Access Pay and Leave Records: Employees can view pay stubs, leave balances, and leave usage history through the payroll system or leave management portals. Timekeeping corrections can typically be submitted through departmental processes or self-service options.
- Request Personnel File Review: Employees may request access to review their personnel files through the Human Resources Office in accordance with university policy and applicable state employment laws.
- Correct or Dispute Information: If an employee notices an error in their job classification, performance evaluation, or benefits status, they may work with HR staff or their department to initiate corrections or submit a formal request for review.
- Exercise Privacy Rights: Employees may also submit a request through the UMBC Privacy Request Form to inquire about the categories of data maintained, request corrections, or—in cases where data is not considered business-critical—request deletion of certain personal information.
These actions support transparency and ensure that individuals can manage the information that UMBC Human Resources collects and maintains about them. HRSTM is committed to data stewardship practices that respect employee privacy while enabling essential university operations.
Submit a Privacy Request Form
If you would like to review, correct, or request the deletion of your personal data held by UMBC, or opt-out of third party sharing, please fill out our Privacy Request Form and follow the instructions. This form ensures that your request is processed promptly and in accordance with privacy regulations. Our team will review your submission and respond as soon as possible. For any questions or assistance, please contact our privacy office at privacy@UMBC.edu.