Common use of Employee Personnel File Clause in Contracts

Employee Personnel File. A. The Board shall maintain in the District a personnel file on each employee. An employee shall have the right to inspect this file during regular business hours, provided such inspection shall not interfere with the employee’s regularly assigned duties and shall comply with the guidelines specified in Board Policy. Such inspection shall take place only in the presence of an administrator or administrative designee. Individual copies of any non-confidential material shall be given the employee on request. B. Without an employee’s permission, no portion(s) of an employee’s file shall be disclosed to third parties except as required by law or as shall be necessary in the performance of the Board’s or Administration’s duties. C. An employee shall be given a copy of any document placed in his/her personnel file that is disciplinary in nature or may otherwise have a negative impact on the continuing employment of the teacher. The employee’s receipt of a copy of such documents shall be acknowledged by the signature of the employee. D. Employees shall have the right to attach written responses to documents placed in their personnel file. Such written responses must be filed within fifteen (15) working days of the date the document is placed in the personnel file. E. All personnel files are kept in the District Office and include the following types of information: • Job application • Official transcripts of all course work completed • Health/physical forms • References • Dates of employment • Contracts • Valid certificate(s) for services performed • Supervisory evaluations • Promotions • Disciplinary actions • Awards received • Letters of resignation or retirement • Discharge Any other information the Administration deems to be relevant to the employee’s job and continued employment in the District Additional information required to be kept for school employees shall also be maintained by the District (e.g., TRS records, payroll information, leaves of absence data).

Employee Personnel File. A. 1. The Board shall maintain in the District a personnel file on each employee. The personnel file may be maintained electronically. An employee shall have the right to inspect this file during regular business hours, provided such inspection shall not interfere with the employee’s regularly assigned duties and shall comply with the guidelines specified in Board Policy. Such inspection shall take place only in the presence of an administrator or administrative designee. Individual copies of any non-confidential material shall be given the employee on request. B. Without an employee’s permission, no 2. No portion(s) of an employee’s file shall be disclosed to third parties except as required permitted by law or as shall be necessary in the performance of the Board’s or Administration’s duties. C. 3. An employee shall be given a copy of any document placed in his/her personnel file that is disciplinary in nature or may otherwise have a negative impact on the continuing employment of the teacher. The employee’s receipt of a copy of such documents shall be acknowledged by the signature of the employee. D. 4. Employees shall have the right to attach written responses to documents placed in their personnel file. Such written responses must be filed within fifteen (15) working days of the date the document is placed in the personnel file. E. 5. All personnel files are kept in the District Office (or, if maintained electronically, the personnel file is accessible in the District Office) and include may include, but are not limited to, the following types of information: • Job application • Official transcripts of all course work completed • Health/physical forms • References • Dates of employment • Contracts • Valid certificate(s) for services performed • Supervisory evaluations • Promotions • Disciplinary actions • Awards received • Letters of resignation or retirement • Discharge Any other information the Administration deems to be relevant to the employee’s job and continued employment in the District Additional information required to be kept for school employees shall also be maintained by the District (e.g., TRS IMRF records, payroll information, leaves of absence data).

Employee Personnel File. A. The Board All employee personnel records shall maintain be maintained under the following circumstances: Section 1. A copy of all personnel records relating to any employee shall be kept in an official personnel file which shall be located in the District College Human Resources office. This file may be electronic in nature. No other files, records or notations shall be kept by the Employer or any of its representatives except as may be prepared or used by the Employer or its counsel in the course of preparation for any pending case or claim or in the case of files kept in accordance with the provision of HIPPA. Section 2. An employee’s supervisor may maintain a file pertaining to an employee which shall contain job related information only. Such files shall be confidential. A supervisor may maintain personal notes, but the notes shall not be maintained in the supervisor’s file with other job related information. An employee may request to review the supervisor’s file, but shall not be entitled to review the supervisor’s notes. The supervisor’s file shall not follow the employee upon leaving the jurisdiction of the supervisor. The supervisor’s files shall be used to assist the supervisor with preparing employees’ performance evaluations, and any material in the file shall be destroyed thirty (30) days after the supervisor has met with the employee to review his or her performance evaluation, unless a grievance is filed over the contents of the evaluation. The supervisor’s file shall not contain a copy of any disciplinary action against the employee. Section 3. All personnel records shall be maintained in written format. Written material relative to an employee’s conduct or performance shall be placed in the personnel file on each employeeafter that employee has had an opportunity to read such material. An The employee shall acknowledge that he/she has read such material by affixing his/her signature to the actual copy to be filed, but it shall be understood that such signature merely signifies that he/she has read the material in question. Such signature indicates neither agreement nor disagreement with its content. If the employee refuses to sign the copy to be filed, then the administrator shall state in the file the above refusal. Section 4. The employee shall have the right to inspect this answer in writing any material filed in his/her personnel file, no later than 5 business days after receipt of such material, and his/her answer shall be attached to the file during regular business hourscopy. Section 5. Upon request, provided such inspection an employee and/or his/her authorized Union representatives, if authorized by the employee in writing, shall not interfere with the employee’s regularly assigned duties and shall comply with the guidelines specified in Board Policy. Such inspection shall take place only be given access, in the presence of an administrator or administrative designee. Individual copies of any a Lake Land College Human Resources Office staff member, to the non-confidential material shall be given the employee on request. B. Without an employee’s permission, no portion(s) of an employee’s file shall be disclosed to third parties except as required by law or as shall be necessary in the performance of the Board’s or Administration’s duties. C. An employee shall be given a copy of any document placed documents in his/her personnel file that is disciplinary in nature or may otherwise have without delay. Confidential documents are those materials used to evaluate a negative impact on person’s qualifications prior to employment to which the continuing employment individual waived the right to access (placement credentials, letters of reference, etc.), and any other document deemed confidential by Section 10 of the teacherPersonnel Record Review Act, 820 ILCS 40/10. The employee’s receipt of At his/her written request, each employee and/or his/her authorized Union representative, if authorized by the employee in writing, shall be furnished a copy of such documents any material in his/her personnel file within a reasonable period of time as deemed by the Human Resources Office. There shall be acknowledged by no charge to reproduce the signature first copy of any material in the file. No items may be removed from the employee. D. Employees shall have ’s file except for brief inspection or copying. In lieu of requiring the right employee to attach written responses travel to documents placed in their personnel file. Such written responses must be filed within fifteen (15) working days of the date the document is placed in College’s main campus to inspect the personnel file. E. All personnel files are kept in , the District Office and include the following types of information: • Job application • Official transcripts of all course work completed • Health/physical forms • References • Dates of employment • Contracts • Valid certificate(s) for services performed • Supervisory evaluations • Promotions • Disciplinary actions • Awards received • Letters of resignation file or retirement • Discharge Any other information the Administration deems to a certified copy thereof, shall be relevant delivered to the employee’s job work site for inspection. Such inspection may be made during working hours, with no loss of pay for time spent, and continued employment the employee may be accompanied by a Union representative if he/she so wishes. The inspection should occur during the employee’s break or preparation period when practicable. Section 6. No material in the District Additional information required to employee’s personnel file will be kept for school employees shall also be maintained duplicated without a subpoena, court order, or written authorization from the employee or the appropriate vice president, except as provided by the District (e.g., TRS records, payroll information, leaves of absence data)law.

Employee Personnel File. A. The Board All employee personnel records shall maintain be maintained under the following circumstances: Section 1. A copy of all personnel records relating to any employee shall be kept in an official personnel file which shall be located in the District College Human Resources office. This file may be electronic in nature. No other files, records or notations shall be kept by the Employer or any of its representatives except as may be prepared or used by the Employer or its counsel in the course of preparation for any pending case or claim or in the case of files kept in accordance with the provision of HIPPA. Section 2. An employee’s supervisor may maintain a file pertaining to an employee which shall contain job related information only. Such files shall be confidential. A supervisor may maintain personal notes, but the notes shall not be maintained in the supervisor’s file with other job related information. An employee may request to review the supervisor’s file, but shall not be entitled to review the supervisor’s notes. The supervisor’s file shall not follow the employee upon leaving the jurisdiction of the supervisor. The supervisor’s files shall be used to assist the supervisor with preparing employees’ performance evaluations, and any material in the file shall be destroyed thirty (30) days after the supervisor has met with the employee to review his or her performance evaluation, unless a grievance is filed over the contents of the evaluation. The supervisor’s file shall not contain a copy of any disciplinary action against the employee. Section 3. All personnel records shall be maintained in written format. Written material relative to an employee’s conduct or performance shall be placed in the personnel file on each employeeafter that employee has had an opportunity to read such material. An The employee shall acknowledge that he/she has read such material by affixing his/her signature to the actual copy to be filed, but it shall be understood that such signature merely signifies that he/she has read the material in question. Such signature indicates neither agreement nor disagreement with its content. If the employee refuses to sign the copy to be filed, then the administrator shall state in the file the above refusal. Section 4. The employee shall have the right to inspect this answer in writing any material filed in his/her personnel file, no later than 5 business days after receipt of such material, and his/her answer shall be attached to the file during regular business hourscopy. Section 5. Upon request, provided such inspection an employee and/or his/her authorized Union representatives, if authorized by the employee in writing, shall not interfere with the employee’s regularly assigned duties and shall comply with the guidelines specified in Board Policy. Such inspection shall take place only be given access, in the presence of an administrator or administrative designee. Individual copies of any a Lake Land College Human Resources Office staff member, to the non-confidential material shall be given the employee on request. B. Without an employee’s permission, no portion(s) of an employee’s file shall be disclosed to third parties except as required by law or as shall be necessary in the performance of the Board’s or Administration’s duties. C. An employee shall be given a copy of any document placed documents in his/her personnel file that is disciplinary in nature or may otherwise have without delay. Confidential documents are those materials used to evaluate a negative impact on person’s qualifications prior to employment to which the continuing employment individual waived the right to access (placement credentials, letters of reference, etc.), and any other document deemed confidential by Section 10 of the teacherPersonnel Record Review Act, 820 ILCS 40/10. The employee’s receipt of At his/her written request, each employee and/or his/her authorized Union representative, if authorized by the employee in writing, shall be furnished a copy of such documents any material in his/her personnel file within a reasonable period of time as deemed by the Human Resources Office. There shall be acknowledged by no charge to reproduce the signature first copy of any material in the file. No items may be removed from the employee. D. Employees shall have ’s file except for brief inspection or copying. In lieu of requiring the right employee to attach written responses travel to documents placed in their personnel file. Such written responses must be filed within fifteen (15) working days of the date the document is placed in College’s main campus to inspect the personnel file. E. All personnel files are kept in , the District Office and include the following types of information: • Job application • Official transcripts of all course work completed • Health/physical forms • References • Dates of employment • Contracts • Valid certificate(s) for services performed • Supervisory evaluations • Promotions • Disciplinary actions • Awards received • Letters of resignation file or retirement • Discharge Any other information the Administration deems to a certified copy thereof, shall be relevant delivered to the employee’s job work site for inspection. Such inspection may be made during working hours, with no loss of pay for time spent, and continued employment the employee may be accompanied by a Union representative if he/she so wishes. The inspection should occur during the employee’s break or preparation period when practicable. Section 6. No material in the District Additional information required to employee’s personnel file will be kept for school employees shall also be maintained duplicated without a subpoena, court order, or written authorization from the employee or the College President, except as provided by the District (e.g., TRS records, payroll information, leaves of absence data)law.

Employee Personnel File. A. The Board shall maintain in the District a personnel file on each employee. An employee shall have the right to inspect this file during regular business hours, provided such inspection shall not interfere with the employee’s regularly assigned duties and shall comply with the guidelines specified in Board Policy. Such inspection shall take place only in the presence of an administrator or administrative designee. Individual copies of any non-confidential material shall be given to the employee on request. B. Without an employee’s permission, no portion(s) of an employee’s file shall be disclosed to third parties except as required by law or as shall be necessary in the performance of the Board’s or Administration’s duties. C. An employee shall be given a copy of any document placed in his/her personnel file that is disciplinary in nature or may otherwise have a negative impact on the continuing employment of the teacher. The employee’s receipt of a copy of such documents shall be acknowledged by the signature of the employee. D. Employees shall have the right to attach written responses to documents placed in their personnel file. Such written responses must be filed within fifteen (15) working days of the date the document is placed in the personnel file. E. All personnel files are kept in the District Office and include the following types of information: • Job application • Official transcripts of all course work completed • Health/physical forms • References • Dates of employment • Contracts • Valid certificate(s) for services performed • Supervisory evaluations • Promotions • Disciplinary actions • Awards received • Letters of resignation or retirement • Discharge • Any other information the Administration deems to be relevant to the employee’s job and continued employment in the District Additional information required to be kept for school employees shall also be maintained by the District (e.g., TRS records, payroll information, leaves of absence data).