Common use of Inspection of Personnel Files Clause in Contracts

Inspection of Personnel Files. 26 A. A Classified employee may, by request, inspect their Personnel File in Human Resources. Personnel 27 Files shall be available for inspection during the normal business hours of Human Resources. 28 B. The Classified employee’s request for inspection shall normally be during a time when the 29 employee is not required to render service to the District or the employee has the permission of 30 their immediate supervisor to be absent from work for a specific period of time and proper 31 arrangements have been made for file inspection. 32 C. Inspection of the Classified employee’s Personnel File is not to include ratings, reports, or records that: 33 1. Were obtained prior to the employment of the person involved, 34 2. Were prepared by identifiable examination committee members, or 35 3. Were obtained in connection with a promotional examination. 36 a. Personnel Files shall not be removed from Human Resources without prior approval of the 37 Chief Human Resources Officer (CHRO) or Designee. 1 b. Personnel Files shall be inspected in the presence of an official of Human Resources or 2 other designated employee. 3 c. A Classified employee may be accompanied by a Union representative or other designated 4 person when inspecting their file. Anyone other than an appropriate District employee 5 must have written authorization by the employee, if not accompanied by them. 6 d. Personnel Files are subject to inspection by third parties (1) with the written consent of the 7 Classified employee or (2) pursuant to a subpoena issued in accordance with applicable 8 State or Federal law or (3) the order of a court of competent jurisdiction. Upon receiving a 9 subpoena or court order requesting the production of the records, Human Resources shall 10 give the employee oral and written notice as soon as possible, but no later than five (5) 11 working days after receiving the subpoena or other order, when legally permissible to do 12 so. In order to protect the employee’s right to privacy, prior to complying with subpoena or 13 court order, Human Resources shall authenticate the order and consult legal counsel as 14 may be necessary. 15 e. Information contained in an employee’s Personnel File that is a public record as defined by 16 the California Public Records Act, commencing with Section 6250 of the Government code, 17 is subject to inspection by the public in accordance with the Act. 18 SECTION 3: COPY OF RECORDS 19 Upon request, any Classified employee may receive copies of materials in their Personnel File. The first 20 copy of each document is free. The employee shall pay for the cost of reproduction of additional copies in 21 accordance with the fee schedule in effect at the time the request is made (AP 3300).

Inspection of Personnel Files. 26 A. A Classified employee may, by request, inspect their Personnel File in Human Resources. Personnel 27 Files shall be available for inspection during the normal business hours of Human Resources. 28 B. The Classified employee’s request for inspection shall normally be during a time when the 29 employee is not required to render service to the District or the employee has the permission of of‌‌‌‌‌‌‌‌‌‌‌‌‌‌ 30 their immediate supervisor to be absent from work for a specific period of time and proper 31 arrangements have been made for file inspection. 32 C. Inspection of the Classified employee’s Personnel File is not to include ratings, reports, or records that:that:‌‌ 33 1. Were obtained prior to the employment of the person involved, 34 2. Were prepared by identifiable examination committee members, or 35 3. Were obtained in connection with a promotional examination. 36 a. Personnel Files shall not be removed from Human Resources without prior approval of the 37 Chief Human Resources Officer (CHRO) or Designee. 1 b. ‌ Personnel Files shall be inspected in the presence of an official of Human Resources or 2 other designated employee. 3 c. A Classified employee may be accompanied by a Union representative or other designated 4 person when inspecting their file. Anyone other than an appropriate District employee 5 must have written authorization by the employee, if not accompanied by them.them.‌ 6 d. Personnel Files are subject to inspection by third parties (1) with the written consent of the 7 Classified employee or (2) pursuant to a subpoena issued in accordance with applicable 8 State or Federal law or (3) the order of a court of competent jurisdiction. Upon receiving a 9 subpoena or court order requesting the production of the records, Human Resources shall 10 give the employee oral and written notice as soon as possible, but no later than five (5) 5)‌ 11 working days after receiving the subpoena or other order, when legally permissible to do 12 so. In order to protect the employee’s right to privacy, prior to complying with subpoena or so 13 court order, Human Resources shall authenticate the order and consult legal counsel as 14 may be necessary. 15 e. Information contained in an employee’s ‌ Personnel File that is a public record as defined by 16 the California Public Records Act, commencing with Section 6250 of the Government code, 17 is subject to inspection by the public in accordance with the Act. 18 SECTION 3: COPY OF RECORDS 19 Upon request, any Classified employee may receive copies of materials in their Personnel File. The first 20 copy of each document is free. The employee shall pay for the cost of reproduction of additional copies in in‌ 21 accordance with the fee schedule in effect at the time the request is made (AP 3300).

Inspection of Personnel Files. 26 A. A Classified employee may, by request, inspect their Personnel File in Human Resources. Personnel 27 Files shall be available for inspection during the normal business hours of Human Resources. 28 B. The Classified employee’s request for inspection shall normally be during a time when the 29 employee is not required to render service to the District or the employee has the permission of 30 their immediate supervisor to be absent from work for a specific period of time and proper 31 arrangements have been made for file inspection. 32 C. Inspection of the Classified employee’s Personnel File is not to include ratings, reports, or records that: 33 1. Were obtained prior to the employment of the person involved, 34 2. Were prepared by identifiable examination committee members, or 35 3. Were obtained in connection with a promotional examination. 36 a. Personnel Files shall not be removed from Human Resources without prior approval of the 37 Chief Human Resources Officer (CHRO) or Designee. 1 b. Personnel Files shall be inspected in the presence of an official of Human Resources or 2 other designated employee. 3 c. A Classified employee may be accompanied by a Union representative or other designated 4 person when inspecting their file. Anyone other than an appropriate District employee 5 must have written authorization by the employee, if not accompanied by them. 6 d. Personnel Files are subject to inspection by third parties (1) with the written consent of the 7 Classified employee or (2) pursuant to a subpoena issued in accordance with applicable 8 State or Federal law or (3) the order of a court of competent jurisdiction. Upon receiving a 9 subpoena or court order requesting the production of the records, Human Resources shall 10 give the employee oral and written notice as soon as possible, but no later than five (5) 11 working days after receiving the subpoena or other order, when legally permissible to do 12 so. In order to protect the employee’s right to privacy, prior to complying with subpoena or 13 court order, Human Resources shall authenticate the order and consult legal counsel as 14 may be necessary. 15 e. Information contained in an employee’s Personnel File that is a public record as defined by 16 the California Public Records Act, commencing with Section 6250 of the Government code, 17 is subject to inspection by the public in accordance with the Act. 18 SECTION 3: COPY OF RECORDS 19 Upon request, any Classified employee may receive copies of materials in their Personnel File. The first 20 copy of each document is free. The employee shall pay for the cost of reproduction of additional copies in 21 accordance with the fee schedule in effect at the time the request is made (AP 3300).do