Content and Inspection of Personnel Files. 9.1.1. All official records of the employee’s personnel history shall be maintained in the Human Resources Department. No documents of any kind relevant to job performance shall be placed in the employee’s official personnel file after the date of employment without a copy being given to the employee prior to being placed into the file. Materials used in any disciplinary action involving the employee or affecting the employee’s employment status shall be provided to the employee and shall be placed in the employee’s official Human Resources Personnel File.
Content and Inspection of Personnel Files. All official records of the employee’s personnel history shall be maintained in the Human Resources Department. No disciplinary or performance documents shall be placed in the employee’s official personnel file after the date of employment without a copy being given to the employee prior to being placed into the file. Materials used in any disciplinary action involving the employee or affecting the employee’s employment status shall be placed in the employee’s official Human Resources Personnel File. Upon reasonable notice, not to exceed thirty (30) calendar days, each employee has the right to inspect the employee’s own official personnel file at reasonable intervals during normal business hours, accompanied by a Union representative, if the employee desires. A Human Resources representative shall be present during file inspection. If an employee believes that material has been placed into the employee’s file without the employee receiving a copy, upon request, the employee shall be given a copy. All provisions of Article 9, Personnel Files, are subject to the grievance procedure. Copies of materials and documents contained in the file shall be provided to the employee upon request. Material relating to performance or discipline shall be signed by a person who has knowledge of the facts and a copy of such material shall be provided to the employee. The employee shall acknowledge receipt of a copy of such material by signing the actual copy to be filed with the understanding that such signature merely signifies reading the material and does not indicate agreement with its contents. If the employee declines to sign the material relating to performance or discipline, the supervisor shall so note and place the date declined on the document. Employees have the right to answer any material filed and this answer shall be attached to the file copy. Such material shall not be used exclusive of this answer. Material will be removed or otherwise deleted from an employee’s personnel file if the employee and Employer agree that such material is incorrect or if such material is determined to be incorrect as a result of the grievance procedure. Information of a positive nature received by the Employer pertaining to the performance of an employee shall be placed into the employee’s personnel file at the employee’s request. The employee shall be advised of any such material received. No anonymous material may be included in the File of any employee.
