Common use of Disciplinary Record Removal and Limited Access File Clause in Contracts

Disciplinary Record Removal and Limited Access File. Records of oral and written warnings will not be utilized by the College if twelve (12) months have passed since the date of the incident from which such reprimand was issued, provided that no further disciplinary actions occur during the twelve (12) month period. Records of suspensions and demotions will not be utilized by the College if twenty-four (24) months have passed since the date of the incident from which such suspension or demotion was given, provided that no further disciplinary action occurs during the twenty-four (24) month period. However, where the disciplinary action flows from a pattern of conduct or where the date of the incident is not readily ascertainable or in dispute, the respective twelve (12) or twenty-four (24) month period shall run from the date the bargaining unit member was provided notice that the matter was under investigation or review. These records of disciplinary actions and all documents related thereto shall be removed from the employee’s personnel file and maintained in a “limited access” file utilized only for administrative purposes such as response and defense to actions filed in any court or administrative agency by the employee or by a third party, but in any case shall not be utilized in relation to any decision regarding disciplines. The “limited access” file may only be reviewed in accordance with the Ohio Public Records Law and shall be disposed in compliance with the College Record Retention Schedule. There will be no more than one “limited access” file and it shall be maintained in the Human Resource Department.

Disciplinary Record Removal and Limited Access File. Records of oral and written warnings verbal reprimands will not be utilized by the College beyond a nine (9) month period if no further disciplinary actions occur during the nine (9) month period. Records of written reprimands will not be utilized by the College beyond a twelve (12) months have passed since the date of the incident from which such reprimand was issued, provided that month period if no further disciplinary actions occur during the twelve (12) month period. Records of suspensions and demotions will not be utilized by the College if beyond a twenty-four (24) months have passed since the date of the incident from which such suspension or demotion was given, provided that month period if no further disciplinary action occurs during the twenty-four (24) month period. However, where the disciplinary action flows from a pattern of conduct or where the date of the incident is not readily ascertainable or in dispute, the respective twelve (12) or twenty-four (24) month period shall run from the date the bargaining unit member was provided notice that the matter was under investigation or review. These records of disciplinary actions and all documents related thereto shall be removed from the employee’s personnel file and maintained in a “limited access” file utilized only for administrative purposes such as response and defense to actions filed in any court or for administrative agency by the employee or by a third party, but in any case shall not be utilized in relation to any decision regarding disciplines. The “limited access” file may only be reviewed in accordance with the Ohio Public Records Law and shall be disposed of in compliance with the College Record Retention ScheduleSchedule (RC-2). There will be no more than one (1) “limited access” file and it shall be maintained in the Human Resource Resources Department.

Disciplinary Record Removal and Limited Access File. Records of oral verbal and written warnings reprimands will not be utilized by the College beyond a twelve month period if twelve (12) months have passed since the date of the incident from which such reprimand was issued, provided that no further disciplinary actions occur during the twelve (12) month period. Records of suspensions and demotions will not be utilized by the College if beyond a twenty-four (24) months have passed since the date of the incident from which such suspension or demotion was given, provided that month period if no further disciplinary action occurs during the twenty-four (24) month period. However, where the disciplinary action flows from a pattern of conduct or where the date of the incident is not readily ascertainable or in dispute, the respective twelve (12) or twenty-four (24) month period shall run from the date the bargaining unit member was provided notice that the matter was under investigation or review. These records of disciplinary actions and all documents related thereto shall be removed from the employee’s personnel file and maintained in a “limited access” file utilized only for administrative purposes such as response and defense to actions filed in any court or for administrative agency by the employee or by a third party, but in any case shall not be utilized in relation to any decision regarding disciplines. The “limited access” file may only be reviewed in accordance with the Ohio Public Records Law and shall be disposed in compliance with the College Record Retention ScheduleSchedule (RC-2). There will be no more than one “limited access” file and it shall be maintained in the Human Resource Department.