Common use of EMPLOYEE PERSONNEL RECORDS Clause in Contracts

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall be maintained at the ODG central office in Montpelier. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will honor this authorization upon its receipt. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human Resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, Agreement or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agent shall honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personnel files at the employee’s request after five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in the case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s official personnel file shall be is that file maintained at the ODG central office Court Administrator’s Office in Montpelier. An employee’s annual performance evaluation as well as the record of any formal level of discipline (reprimands and more severe) shall be stored at such location. Supervisors at an employee’s work location may also keep supplemental records regarding issues related to any need for corrective action and any other personnel record about which the employee is given actual notice at the time the supervisor places such record on file. If any form of discipline is proposed for an employee, such supervisory notes, as well as the official personnel file, must be regarded as discoverable and made available to the employee upon request. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file are file(s) will be provided to be giventhe employee, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her authorized representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, of this Agreement, or hearing before the Vermont Labor Relations Board, Agreement is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization to the Judiciary for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will Judiciary shall honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s requestrequest to the Court Administrator, from the employee’s official personnel file and destroyed. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authorityManager, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human Resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-one (1) time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personnel files at the employee’s request after five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An If an employee has been investigated and no discipline results from the investigation, upon an employee’s request, all records relating to such investigation shall be allowed to place in his/her removed from the employee’s official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with as the concurrence end of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendationsinvestigation.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Department of Human Resources, an employee’s official personnel file is that file maintained by the Department of Human Resources on behalf of an employee’s agency or department and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-one (1) time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personnel files at the employee’s request after five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An If an employee has been investigated and no discipline results from the investigation, upon an employee’s request, all records relating to such investigation shall be allowed to place in his/her removed from the employee’s official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with as the concurrence end of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendationsinvestigation.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human Resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-one (1) time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEA-VSEA- related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days workdays after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human Resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his or her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his or her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-one (1) time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/his or her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-one (1) time basis, at no cost to him/him or her. 4. The employee has the right to provide written authorization for his/his or her bargaining representative or attorney to act for him/him or her in requesting access to his/his or her personnel file and receiving the material (s)he he or she is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEA-VSEA- related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/his or her official personnel file a written rebuttal to a letter of reprimand, suspension, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days workdays after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/his or her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. ‌ 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Department of Human Resources, an employee’s official personnel file is that file maintained by the Department of Human Resources on behalf of an employee’s agency or department and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, Agreement or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agent shall honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personnel files at the employee’s request after five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in the case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human Resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, note or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personnel files at the employee’s request after five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human Resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his or her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his or her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-one (1) time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/his or her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-one (1) time basis, at no cost to him/him or her. 4. The employee has the right to provide written authorization for his/his or her bargaining representative or attorney to act for him/him or her in requesting access to his/his or her personnel file and receiving the material (s)he he or she is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEA-VTA- related material will be placed in an employee’s official personnel file. Grievance material or any other VSEAVTA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/his or her official personnel file a written rebuttal to a letter of reprimand, suspension, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days workdays after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/his or her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human Resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, note or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personnel files at the employee’s request after five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. If an employee has been investigated and no discipline results from the investigation, upon an employee’s request, all records related to such investigation shall be removed from the employee’s official personnel file at the end of the investigation. 7. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in case of a later grievance settlement). 78. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Department of Human Resources, an employee’s official personnel file is that file maintained by the Department of Human Resources on behalf of an employee’s agency or department and shall accompany the employee to his new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, note or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personnel files at the employee’s request after five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. If an employee has been investigated and no discipline results from the investigation, upon an employee’s request, all records related to such investigation shall be removed from the employee’s official personnel file at the end of the investigation. 7. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in case of a later grievance settlement). 78. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human Resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, Agreement or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agent are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personnel files at the employee’s request after five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in the case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Personnel Department, an employee's official personnel file is that file maintained by an employee's agency or department and shall accompany the employee to his or her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his or her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s 's official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/his or her representative at the employee’s 's request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/him or her. 4. The employee has the right to provide written authorization for his/his or her bargaining representative or attorney to act for him/him or her in requesting access to his/his or her personnel file and receiving the material (s)he he or she is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agent are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ ' notes, or written records of relief from duty (including investigation notes) which are more than two years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s 's request, from the employee’s 's official personnel file and destroyed. No grievance material or any other VSEA-related material will be placed in an employee’s 's official personnel file. Grievance material or any other VSEA-related material placed in an employee’s 's official personnel file prior to the effective date of this Agreement, shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/his or her official personnel file a written rebuttal to a letter of reprimand, suspension, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days workdays after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/his or her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, Agreement or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agent are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEA-VSEA- related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in the case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Department of Human Resources official personnel file is that file maintained by the Department of Human Resources on behalf of an rtment and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel em l file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s and/ request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, Agreement or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agent shall honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written o records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official employe troyed. Suspensions of three (3) or fewer days shall be removed from personnel file and destroyedfiles at the e er five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance rievance material or any other VSEA-related material placed in an employee’s official employe personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in the case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human Resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his or her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his or her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-one (1) time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/his or her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-one (1) time basis, at no cost to him/him or her. 4. The employee has the right to provide written authorization for his/his or her bargaining representative or attorney to act for him/him or her in requesting access to his/his or her personnel file and receiving the material (s)he he or she is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/his or her official personnel file a written rebuttal to a letter of reprimand, suspension, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days workdays after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/his or her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Department of Human Resources the Department of Human Resources on behalf of epartment and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel mater el file after July 1, 1986, are to be given, on a one-one (1) time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s th s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including s investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, employe Suspensions of three (3) or fewer days shall be removed from personnel files s request after five (5) years if the employee’s official personnel file and destroyedemployee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official employ ficial personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of empl this Agreement, Agreement shall be removed upon the request of the employee. 6. An If an employee has been investigated and no discipline results from the investigation, upon an employe uest, all records relating to such investigation shall be allowed to place in his/her removed from the em s official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with as the concurrence end of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendationsinvestigation.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Personnel Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agent are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human Resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his or her new agency in Montpelier.case of permanent transfer. The employing agency or department shall inform the employee where his or her official personnel file is being maintained.‌ 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-one (1) time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/his or her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-one (1) time basis, at no cost to him/him or her. 4. The employee has the right to provide written authorization for his/his or her bargaining representative or attorney to act for him/him or her in requesting access to his/his or her personnel file and receiving the material (s)he he or she is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEA-VTA- related material will be placed in an employee’s official personnel file. Grievance material or any other VSEAVTA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/his or her official personnel file a written rebuttal to a letter of reprimand, suspension, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days workdays after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/his or her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human Resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, Agreement or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agent are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEA-VSEA- related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in the case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. ‌‌ 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Department of Human Resources, an employee’s official personnel file is that file maintained by the Department of Human Resources on behalf of an employee’s agency or department and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, Agreement or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agent shall honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personnel files at the employee’s request after five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in the case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. ‌ 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Department of Human Resources, an employee’s official personnel file is that file maintained by the Department of Human Resources on behalf of an employee’s agency or department and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-one (1) time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personnel files at the employee’s request after five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An If an employee has been investigated and no discipline results from the investigation, upon an employee’s request, all records relating to such investigation shall be allowed to place in his/her removed from the employee’s official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with as the concurrence end of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendationsinvestigation.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Department of Human Resources the Department of Human Resources on behalf of new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file doc 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going t rate for photocopy cost per page. 3. Any material, document, note, note or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, shall be removed upon the request of the employee. 6. If an employee has been investigated and no discipline results from the investigation, upon an official personnel file at the end of the investigation. 7. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days workdays after receipt of such adverse personnel action (except in case of a later grievance settlement). 78. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Personnel Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, note or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agent are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Department of Human Resources, an employee’s official personnel file is that file maintained by the Department of Human Resources on behalf of an employee’s agency or department and shall accompany the employee to his or her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his or her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-one (1) time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/his or her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-one (1) time basis, at no cost to him/him or her. 4. The employee has the right to provide written authorization for his/his or her bargaining representative or attorney to act for him/him or her in requesting access to his/his or her personnel file and receiving the material (s)he he or she is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEAVTA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-VTA- related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/his or her official personnel file a written rebuttal to a letter of reprimand, suspension, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days workdays after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/his or her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. ‌ 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Department of Human Resources, an employee’s official personnel file is that file maintained by the Department of Human Resources on behalf of an employee’s agency or department and shall accompany the employee to his new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, note or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personnel files at the employee’s request after five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. If an employee has been investigated and no discipline results from the investigation, upon an employee’s request, all records related to such investigation shall be removed from the employee’s official personnel file at the end of the investigation. 7. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days workdays after receipt of such adverse personnel action (except in case of a later grievance settlement). 78. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Department of Human Resources ersonnel file is that file maintained by the Department of Human Resources on behalf of an empl s agency or department and shall accompany the employee to his new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s his/ request at the going rate for photocopy cost per page. 3. Any material, document, note, note or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief sup elief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s e s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personn (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. If an employee has been investigated and no discipline results from the investigation, upon an official personnel file at the end of the investigation. 7. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days workdays after receipt of such adverse personnel action (except in case of a later grievance settlement). 78. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. ‌ 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human Resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, note or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personnel files at the employee’s request after five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. If an employee has been investigated and no discipline results from the investigation, upon an employee’s request, all records related to such investigation shall be removed from the employee’s official personnel file at the end of the investigation. 7. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days after receipt of such adverse personnel action (except in case of a later grievance settlement). 78. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Department of Human Resources, an employee’s official personnel file is that file maintained by the Department of Human Resources on behalf of an employee’s agency or department and shall accompany the employee to his new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, note or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. Suspensions of three (3) or fewer days shall be removed from personnel files at the employee’s request after five (5) years if the employee has no other discipline in that time period. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. If an employee has been investigated and no discipline results from the investigation, upon an employee’s request, all records related to such investigation shall be removed from the employee’s official personnel file at the end of the investigation. 7. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days workdays after receipt of such adverse personnel action (except in case of a later grievance settlement). 78. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Personnel Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his/her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his/her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-time basis, at no cost to him/her. 4. The employee has the right to provide written authorization for his/her bargaining representative or attorney to act for him/her in requesting access to his/her personnel file and receiving the material (s)he is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agent are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-related material placed in an employee’s official personnel file prior to the effective date of this Agreement, shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/her official personnel file a written rebuttal to a letter of reprimand, warning, counseling letter, disciplinary suspension, or personnel evaluation. Such rebuttal must be submitted within thirty (30) work days workdays after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/her official personnel file any work-related commendations.

EMPLOYEE PERSONNEL RECORDS. 1. An employee’s personnel file shall Except for pre-employment documents as may be maintained at the ODG central office Human Resources Department, an employee’s official personnel file is that file maintained by an employee’s agency or department and shall accompany the employee to his or her new agency in Montpeliercase of permanent transfer. The employing agency or department shall inform the employee where his or her official personnel file is being maintained. 2. With the exception of material that is confidential or privileged under law, an employee will be allowed access to his/her official personnel file during normal working hours. Subject to the exception stated above, copies of all documents and materials placed in an employee’s official personnel file after July 1, 1986, are to be given, on a one-one (1) time basis, to the employee at no cost to the employee. Additional copies will be provided to the employee and/or his/his or her representative at the employee’s request at the going rate for photocopy cost per page. 3. Any material, document, note, or other tangible item which is to be entered or used by the employer in any grievance hearing held in accordance with the Grievance Procedure Article, Article of this Agreement, or hearing before the Vermont Labor Relations Board, is to be provided to the employee on a one-one (1) time basis, at no cost to him/him or her. 4. The employee has the right to provide written authorization for his/his or her bargaining representative or attorney to act for him/him or her in requesting access to his/his or her personnel file and receiving the material (s)he he or she is entitled to have in accordance with the preceding part of this Article. The ODG will State or its agents are to honor this authorization upon its receiptreceipt for the purpose of investigating a potential grievance or for processing an existing grievance, but not as a blanket authorization. 5. Letters of reprimand or warning, supervisors’ notes, or written records of relief from duty (including investigation notes) which are more than two (2) years old and have not resulted in other discipline or adverse performance evaluation against the employee will be removed, on the employee’s request, from the employee’s official personnel file and destroyed. No grievance material or any other VSEAVTA-related material will be placed in an employee’s official personnel file. Grievance material or any other VSEA-VTA- related material placed in an employee’s official personnel file prior to the effective date of this Agreement, Agreement shall be removed upon the request of the employee. 6. An employee shall be allowed to place in his/his or her official personnel file a written rebuttal to a letter of reprimand, suspension, warning, counseling letter, disciplinary suspension, or personnel performance evaluation. Such rebuttal must be submitted within thirty (30) work days workdays after receipt of such adverse personnel action (except in case of a later grievance settlement). 7. An employee, with the concurrence of the appointing authority, shall have the option of placing in his/his or her official personnel file any work-related commendations.