Common use of Access to Official Personnel Files Clause in Contracts

Access to Official Personnel Files. The Administration of the University shall maintain an Official Personnel File for each administrator. Such file shall contain a continuous record of the administrator’s status as an employee of the University and shall contain copies of Official Personnel Correspondence and Transactions with the administrator. Each Annual Evaluation made after the effective date of this Agreement and all evaluations of the administrator’s performance made prior to the effective date of this Agreement and all recommendations for personnel action shall be maintained in the Official Personnel File. In addition, there shall be included any other material relevant to the administrator’s professional activities. Except as is hereinafter provided, no other materials shall be included therein. 1. All such materials placed in the Official Personnel File of an administrator shall be dated when received and numbered sequentially. 2. The Administrator shall have the right to examine his Official Personnel File. 3. The Administrator shall have the right to place in his Official Personnel File a written statement made in response to materials contained in his Official Personnel File to which it is responsive. 4. Once annually, upon written request of the individual administrator, the University administration shall reproduce one (1) copy of such materials. 5. The Official Personnel File shall be available for inspection by the Administrative Area Supervisor, the University Human Resources Officer, the University Contract Administrator, the Director, Human Resources, the Chief Administrative Officer, the President of the University, and the Board of Trustees or President as its designee, and, when so authorized in writing by the administrator, by a representative of the Association. Except as is provided herein or by the laws of the Commonwealth or of the United States, such files shall be maintained by the University as being confidential in nature and no access shall be had thereto save in conformity with this provision. 6. An inspection sheet shall be maintained for each administrator’s Official Personnel File. Whenever any of the foregoing individuals or the Board of Trustees inspects the Official Personnel File of an administrator, the name of such individual or Board of Trustees and the date and time of inspection shall be annotated on the inspection sheet. 7. A copy of any material which may impact upon the administrator’s employment will be sent to the administrator within five (5) days after it is placed in the Official Personnel File.

Access to Official Personnel Files. The Administration of the University shall maintain an Official Personnel File for each administrator. Such file shall contain a continuous record of the administrator’s status as an employee of the University and shall contain copies of Official Personnel Correspondence and Transactions with the administrator. Each Annual Evaluation made after the effective date of this Agreement and all evaluations of the administrator’s performance made prior to the effective date of this Agreement and all recommendations for personnel action shall be maintained in the Official Personnel File. In addition, there shall be included any other material relevant to the administrator’s professional activities. Except as is hereinafter provided, no other materials shall be included therein. 1. All such materials placed in the Official Personnel File of an administrator shall be dated when received and numbered sequentially. 2. The Administrator shall have the right to examine his their Official Personnel File. 3. The Administrator shall have the right to place in his their Official Personnel File a written statement made in response to materials contained in his their Official Personnel File to which it is responsive. 4. Once annually, upon written request of the individual administrator, the University administration shall reproduce one (1) copy of such materials. 5. The Official Personnel File shall be available for inspection by the Administrative Area Supervisor, the University Human Resources Officer, the University Contract Administrator, the Director, Human Resources, the Chief Administrative Officer, the President of the University, and the Board of Trustees or President as its designee, and, when so authorized in writing by the administrator, by a representative of the Association. Except as is provided herein or by the laws of the Commonwealth or of the United States, such files shall be maintained by the University as being confidential in nature and no access shall be had thereto save in conformity with this provision. 6. An inspection sheet shall be maintained for each administrator’s Official Personnel File. Whenever any of the foregoing individuals or the Board of Trustees inspects the Official Personnel File of an administrator, the name of such individual or Board of Trustees and the date and time of inspection shall be annotated on the inspection sheet. 7. A copy of any material which may impact upon the administrator’s employment will be sent to the administrator within five (5) days after it is placed in the Official Personnel File.

Access to Official Personnel Files. The Administration of the University Each College shall maintain an Official Personnel File for each administratormember of the bargaining unit, which shall be kept in a secure place in the custody of the President. Such file shall contain a continuous record of the administrator’s unit member's status as an employee of the University College. For the purposes of this Agreement, Official Personnel Correspondence shall mean correspondence from the Board of Trustees or from the Administration of any College to or concerning a member of the bargaining unit which is stamped Official Personnel Correspondence and which gives notice of any personnel action taken or proposed to be taken or of any official commendation, reprimand or disciplinary action. The Official Personnel File shall contain copies the following: a. Copies of Official Personnel Correspondence and Transactions with personnel actions concerning the administrator. Each Annual Evaluation made after the effective date of this Agreement and unit member; b. Except as is hereinafter provided, all evaluations of the administrator’s performance of the unit member made prior to the effective date of this Agreement and all recommendations for personnel action shall made thereafter pursuant to the provisions of Article IX hereof; provided only that the record of any student evaluations may be maintained kept in the Official Personnel File. In addition, there shall be included any other material relevant form of summaries thereof; and c. An updated official transcript submitted pursuant to the administrator’s professional activitiesprovisions of Article IX hereof. Except as is hereinafter provided, no other materials shall be included therein. 1. All such materials placed in the Official Personnel File of an administrator a unit member shall be stamped Official Personnel Correspondence, dated when received and numbered sequentially, and all materials contained in each Official Personnel File shall be logged sequentially and a copy of each document forwarded to the respective unit member. 2. The Administrator Unit members shall have the right without undue delay to examine his their Official Personnel File. Under no circumstances shall the Official Personnel File be removed from its place of safekeeping by the unit member, and access to the Official Personnel File shall, where feasible, be only in the presence of someone in authority. 3. The Administrator Unit members shall have the right to place in his their Official Personnel File a written statement made in response to materials that are contained in his Official Personnel the File to which it is responsiveor that may affect their employment status. 4. Once annually, upon Upon written request of the individual administratormember of the bargaining unit, the University College administration shall reproduce reproduce, without undue delay, one (1) copy of such materials. 5. Within sixty (60) days following the conduct of the seventh (7th) evaluation of the unit member at the College, there shall be removed from the Official Personnel File of such unit member the earliest of such evaluations. Thereafter, no more than six (6) evaluations of the unit member shall remain in the Official Personnel File. The evaluations to be removed from the Official Personnel File shall be returned to the unit member. 6. The Official Personnel File shall be available for inspection by the Administrative Area SupervisorDGCE Chair, the University Human Resources OfficerXxxx, the University Contract Administrator, the Director, Human Resources, the Chief Administrative OfficerVice President, the President of the UniversityCollege, and the Board of Trustees or President as its designee, and the Board and, when so authorized in writing by the administratorunit member, by a representative of the Association. Except as is provided herein or by the laws of the Commonwealth or of the United States, such files shall be maintained by the University as being confidential in nature and no access shall be had thereto save in conformity with this provision. 6. An inspection sheet shall be maintained for each administrator’s unit member's Official Personnel File. Whenever any of the foregoing individuals person or the Board of Trustees body inspects the Official Personnel File of an administratora unit member, the name of such the individual or Board of Trustees individuals conducting such inspection and the date and time of inspection thereof shall be annotated noted on the inspection sheet. 7. A copy of any material which may impact upon the administrator’s employment will Unless required by law, no other person or agency shall be sent given access to the administrator within five (5) days after it is placed in the an Official Personnel FileFile without the express written permission of the unit member concerned.

Access to Official Personnel Files. The Administration of the University Each College shall maintain an Official Personnel File for each administratormember of the bargaining unit, which shall be kept in a secure place in the custody of the President. Such file shall contain a continuous record of the administrator’s unit member's status as an employee of the University College. For the purposes of this Agreement, Official Personnel Correspondence shall mean correspondence from the Board of Trustees or from the Administration of any College to or concerning a member of the bargaining unit which is stamped Official Personnel Correspondence and which gives notice of any personnel action taken or proposed to be taken or of any official commendation, reprimand or disciplinary action. The Official Personnel File shall contain copies the following: a. Copies of Official Personnel Correspondence and Transactions with personnel actions concerning the administrator. Each Annual Evaluation made after the effective date of this Agreement and unit member; b. Except as is hereinafter provided, all evaluations of the administrator’s performance of the unit member made prior to the effective date of this Agreement and all recommendations for personnel action shall made thereafter pursuant to the provisions of Article IX hereof; provided only that the record of any student evaluations may be maintained kept in the Official Personnel File. In addition, there shall be included any other material relevant form of summaries thereof; and c. An updated official transcript submitted pursuant to the administrator’s professional activities. Except as is hereinafter provided, no other materials shall be included thereinprovisions of Article IX hereof. 1. All such materials placed in the Official Personnel File of an administrator a unit member shall be stamped Official Personnel Correspondence, dated when received and numbered sequentially, and all materials contained in each Official Personnel File shall be logged sequentially and a copy of each document forwarded to the respective unit member. 2. The Administrator Unit members shall have the right without undue delay to examine his their Official Personnel File. Under no circumstances shall the Official Personnel File be removed from its place of safekeeping by the unit member, and access to the Official Personnel File shall, where feasible, be only in the presence of someone in authority. 3. The Administrator Unit members shall have the right to place in his their Official Personnel File a written statement made in response to materials that are contained in his Official Personnel the File to which it is responsiveor that may affect their employment status. 4. Once annually, upon Upon written request of the individual administratormember of the bargaining unit, the University College administration shall reproduce reproduce, without undue delay, one (1) copy of such materials. 5. Within sixty (60) days following the conduct of the seventh (7th) evaluation of the unit member at the College, there shall be removed from the Official Personnel File of such unit member the earliest of such evaluations. Thereafter, no more than six (6) evaluations of the unit member shall remain in the Official Personnel File. The evaluations to be removed from the Official Personnel File shall be returned to the unit member. 6. The Official Personnel File shall be available for inspection by the Administrative Area SupervisorDGCE Chair, the University Human Resources OfficerXxxx, the University Contract Administrator, the Director, Human Resources, the Chief Administrative OfficerVice President, the President of the UniversityCollege, and the Board of Trustees or President as its designee, and the Board and, when so authorized in writing by the administratorunit member, by a representative of the Association. Except as is provided herein or by the laws of the Commonwealth or of the United States, such files shall be maintained by the University as being confidential in nature and no access shall be had thereto save in conformity with this provision. 6. An inspection sheet shall be maintained for each administrator’s unit member's Official Personnel File. Whenever any of the foregoing individuals person or the Board of Trustees body inspects the Official Personnel File of an administratora unit member, the name of such the individual or Board of Trustees individuals conducting such inspection and the date and time of inspection thereof shall be annotated noted on the inspection sheet. 7. A copy of any material which may impact upon the administrator’s employment will Unless required by law, no other person or agency shall be sent given access to the administrator within five (5) days after it is placed in the an Official Personnel FileFile without the express written permission of the unit member concerned.