|
|
One (1) official personnel file shall be maintained for each
employee in an office designated by the President for that
purpose and in a format designated by the President. The term "personnel file" as used in this
Agreement shall refer to the one (1) official personnel file
used in personnel actions. A log (including, but not limited to, name, date and purpose) shall be maintained to record all access to an employee's personnel file by any non-Human Resources employee or by a Human Resources employee for the purpose of making a personnel decision/recommendation. An employee shall normally be sent
a copy of any material to be placed in the personnel file
at the time of placement. An employee shall be provided with
a copy of material which could lead to an adverse personnel
action no later than fourteen (14) days after the placement
of such material in his/her personnel file. |
|
|
An employee shall have the right of access to reports, documents,
correspondence, and other material officially maintained in
his/her campus personnel file.
|
|
|
An employee
may request an appointment for the purpose of inspecting his/her
personnel file. Such requested appointments shall be scheduled
during normal business hours. The manner of inspection shall
be subject to reasonable conditions. |
|
|
An employee
may be accompanied by a person of his/her choice when inspecting
his/her personnel file. |
|
|
Following
receipt of an employee's written request, the campus shall,
within a reasonable period of time established by the campus,
provide a copy of all requested material. The employee shall
bear the cost of duplicating such materials, except as provided
for in Article 10, Grievance Procedure, or Article 18, Evaluation,
or when such materials have bearing on disciplinary action or
corrective action matters. |
|
|
If,
after examination of his/her records, an employee does not agree
with the contents of any material in the file, the employee
may submit a written rebuttal. This written rebuttal shall become
part of the employee's personnel file. |
|
|
If,
after examination of his/her records, an employee believes that
any portion of the material is not accurate, relevant, or complete,
the employee may request, in writing, correction of the record.
Within twenty-one (21) days of an employee's request for correction
of the record, the President shall notify the employee in writing
of his/her decision regarding the request. If the President
denies the request, the President shall state the reason(s)
for denial in writing, and this statement shall be sent to the
employee. If the President grants the request for correction
of the record, the record shall be corrected. The employee shall
be sent a copy of the corrected record and a written statement
that the incorrect record in question has been permanently removed
from the employee's personnel file. |
|
|
Final
personnel decisions relating to promotion, retention, permanency for permanent or probationary employees shall be
based primarily on material contained in the employee's personnel
file and open to the employee's inspection. Final personnel
decisions relating to disciplinary actions shall be based primarily
on material contained in the employee's personnel file and open
to the employee's inspection. |
|
|
If a
personnel decision as referenced in provision 11.8 above must
be based on information not contained in the employee's personnel
file, that information shall be committed to writing and this
written statement shall be a part of the employee's personnel
file. An employee may request the effective date of any pending
personnel action based on such information be extended by the
appropriate administrator to allow the employee to utilize procedures
outlined in provisions 11.6 and 11.7 of this Article. The appropriate
administrator shall respond in writing. Such a request shall
not be unreasonably denied. |
|
|
Materials submitted by an employee during a performance evaluation
shall be deemed incorporated by reference in the official
personnel file, but need not be physically placed in the file.
An index of such materials shall be prepared by the employee
and submitted with the materials. Such an index shall be permanently
placed in the personnel file. Materials incorporated by reference
in this manner shall be considered part of the personnel file
for the actions set forth in provision 11.8 of this Article.
Upon the completion of a performance evaluation, indexed materials
may be returned to the employee.
|
|
|
No one
shall have access to pre-employment materials in the personnel
file, except when such access is required pursuant to the Information
Practices Act of 1977 or when such material may have an effect
on a personnel action under consideration. |
|
|
Attendance
and payroll records maintained separately from the personnel
file may be reviewed by the employee within a reasonable period
of time after the request is made. Such attendance and payroll
records shall be excluded from provisions of Article 11, Personnel
File. |
|
|
Upon
the employee's request, a reprimand in the personnel file shall
be permanently removed three (3) years from its effective date.
If a notice of disciplinary action has been served on the employee
and such a reprimand is related to the disciplinary action,
this provision shall not be implemented. |
|
|
Employees'
personnel files shall be held in confidence and shall be subject
to inspection only by persons with official business. |
|
|
The
classification/reclassification of a position to which an employee
is assigned shall not be considered a personnel decision as
defined in provision 11.8 above. |
