Common use of Official Personnel File Clause in Contracts

Official Personnel File. Each University shall maintain an Official Personnel File for each member of the bargaining unit, which shall be kept in a secure place in the custody of the President. Such file shall contain a continuous record of the unit member's status as an employee of the University within the DGCE unit. For the purposes of this Agreement, Official Personnel Correspondence shall mean correspondence from the Board of Trustees or from the Administration of any University to or concerning a member of the bargaining unit which is stamped “Official Personnel Correspondence” and which gives notice of any personnel action taken or proposed to be taken or of any official commendation, reprimand or disciplinary action. The Official Personnel File shall contain the following: i. copies of Official Personnel Correspondence and personnel actions concerning the unit member; ii. except as is hereinafter provided, all evaluations of the performance of the unit member made prior to the effective date of this Agreement and made thereafter pursuant to the provisions of Article IX hereof; provided only that the record of any student evaluations may be kept in the form of summaries thereof; and iii. an updated official transcript submitted pursuant to the provisions of Article IX hereof. Except as is hereinafter provided, no other materials shall be included therein. All materials placed in the Official Personnel File of a unit member shall be stamped “Official Personnel Correspondence,” dated when received and numbered sequentially, and all materials contained in each Official Personnel File shall be logged sequentially and a copy of each document forwarded to the respective unit member. Unit members shall have the right without undue delay to examine their Official Personnel File. Under no circumstances shall the Official Personnel File be removed from its place of safekeeping by the unit member, and access to the Official Personnel File shall, where feasible, be only in the presence of someone in authority. Unit members shall have the right to place in their Official Personnel File a written statement made in response to materials that are contained in the File or that may affect their employment status. Upon written request of the individual member of the bargaining unit, the University administration shall reproduce, without undue delay, one (1) copy of such materials. Within sixty (60) days following the conduct of the seventh (7th) evaluation of the unit member at the University, there shall be removed from the Official Personnel File of such unit member the earliest of such evaluations. Thereafter, no more than six (6) evaluations of the unit member shall remain in the Official Personnel File. The evaluations to be removed from the Official Personnel File shall be returned to the unit

Official Personnel File. Each University shall maintain A. No material derogatory to an Official Personnel File for each member of the bargaining unitAdministrators conduct, which service, character, or personality shall be kept in a secure place placed in the custody of the President. Such file shall contain a continuous record of the unit member's status as an employee of the University within the DGCE unit. For the purposes of this Agreement, Official Personnel Correspondence shall mean correspondence from the Board of Trustees or from the Administration of any University to or concerning a member of the bargaining unit which is stamped “Official Personnel Correspondence” and which gives notice of any personnel action taken File" maintained in the District Office unless tlie Administrator has had an opportunity to examine the material. The Administrator will be considered to have had the opportunity to examine the material when either he/she has been shown the material in person or proposed a copy has been sent by certified mail, return receipt requested, directed to the Administrator’s last address on file in the District Office. When an Administrator is shown the material in person, he/she shall acknowledge that he/she has examined such material by immediately affixing his/her signature on the actual copy to be taken filed with the understanding that such signature does not necessarily indicate agreement with its content. However, an incident which has not been reduced to writing by the Superintendent or the Assistant Superintendent for Curriculum and Instruction within sixty (60) calendar days of any official commendationits discovery or its occurrence, reprimand or disciplinary actionwhichever is later, may not later be added to the file. The Official Personnel File shall contain the following: i. copies of Official Personnel Correspondence and personnel actions concerning the unit member; ii. except as is hereinafter provided, all evaluations An Administrator may request of the performance of Superintendent that derogatory material be removed from his/her personnel file at any time three (3) years from the unit member made prior to date the effective date of this Agreement and made thereafter pursuant to the provisions of Article IX hereof; provided only that the record of any student evaluations may be kept in the form of summaries thereof; and iii. an updated official transcript submitted pursuant to the provisions of Article IX hereof. Except as is hereinafter provided, no other materials shall be included therein. All materials material was placed in the Official Personnel File of a unit member shall be stamped “Official Personnel Correspondence,” dated when received and numbered sequentiallyfile. Upon such request, and all materials contained in each Official Personnel File shall be logged sequentially and a copy of each document forwarded to the respective unit member. Unit members shall have the right without undue delay to examine their Official Personnel File. Under no circumstances shall the Official Personnel File material may be removed from its place at the sole discretion of safekeeping by the unit member, and access to the Official Personnel File shall, where feasible, be only in the presence of someone in authority. Unit members Superintendent. B. The Administrator shall have the right to place in their Official Personnel File a written statement made in response answer, within twenty-one (21) calendar days, any material filed, and his/her answer shall be attached to materials that are contained in the File or that may affect their employment statusfile copy. Upon written request of Prior to the individual member of the bargaining unitfiling, the University administration Superintendent or the Assistant Superintendent for Curriculum and Instruction shall reproduceacknowledge that he/she has examined such material by immediately affixing the date and his/her signature on the Administrator’s answer, without undue delaySuch signature docs not necessarily indicate agreement with the Administrator’s reply. If the Superintendent agrees that the material is inaccurate or incorrect, one (1) copy of such materials. Within sixty (60) days following the conduct of the seventh (7th) evaluation of the unit member at the University, there shall be material will he immediately removed from the Official Personnel File of such unit member file; if the earliest of such evaluations. ThereafterSuperintendent does not agree that the material is inaccurate or incorrect, no more than six (6) evaluations of then the unit member material, along with the Administrator's rebuttal, shall remain in the Official Personnel Filefile. C. Non-specific and/or anonymous complaints or material shall not be included in an Administrator’s file. D. Upon the request of an Administrator, he/she shall be permitted to examine material in his/her personnel file and have copies made. This shall be done by the Administrator or by the Administrator and his/her authorized representative at the District Office during regular working hours of that office. The evaluations right to examine and copy material in a “personnel file” does not include the right to examine and/or copy pre-employment recommendations or pre­ employment evaluations. E. When disciplinary charges are initiated by the District against an administrator for incompetency or inefficiency, only material in the official personnel file may be removed used in such disciplinary action. F. No written material from the Official Personnel File an Administrator's official personnel file shall be returned forwarded to a prospective employer without the unitAdministrator’s permission. This is not intended to limit candid references requested of the District. G. At the option of the Administrator, before a formal charge is made against that Administrator that he/she is not satisfactorily carrying out his/her professional obligations, the Association shall be apprised of the situation and its good offices sought to avoid such a confrontation. H. Except as may otherwise be required by law and the regular personnel practices of the District, an Administrator’s personnel file will not be open to review but may be reviewed by members of the Board as a personnel issue when the Board acts in its official capacity.

Official Personnel File. Each University College shall maintain an Official Personnel File for each member of the bargaining unit, which shall be kept in a secure place in the custody of the President. Such file shall contain a continuous record of the unit member's status as an employee of the University College within the DGCE unit. For the purposes of this Agreement, Official Personnel Correspondence shall mean correspondence from the Board of Trustees or from the Administration of any University College to or concerning a member of the bargaining unit which is stamped “Official Personnel Correspondence” and which gives notice of any personnel action taken or proposed to be taken or of any official commendation, reprimand or disciplinary action. The Official Personnel File shall contain the following: i. copies of Official Personnel Correspondence and personnel actions concerning the unit member; ii. except as is hereinafter provided, all evaluations of the performance of the unit member made prior to the effective date of this Agreement and made thereafter pursuant to the provisions of Article IX hereof; provided only that the record of any student evaluations may be kept in the form of summaries thereof; and iii. an updated official transcript submitted pursuant to the provisions of Article IX hereof. Except as is hereinafter provided, no other materials shall be included therein. All materials placed in the Official Personnel File of a unit member shall be stamped “Official Personnel Correspondence,” dated when received and numbered sequentially, and all materials contained in each Official Personnel File shall be logged sequentially and a copy of each document forwarded to the respective unit member. Unit members shall have the right without undue delay to examine their Official Personnel File. Under no circumstances shall the Official Personnel File be removed from its place of safekeeping by the unit member, and access to the Official Personnel File shall, where feasible, be only in the presence of someone in authority. Unit members shall have the right to place in their Official Personnel File a written statement made in response to materials that are contained in the File or that may affect their employment status. Upon written request of the individual member of the bargaining unit, the University College administration shall reproduce, without undue delay, one (1) copy of such materials. Within sixty (60) days following the conduct of the seventh (7th) evaluation of the unit member at the UniversityCollege, there shall be removed from the Official Personnel File of such unit member the earliest of such evaluations. Thereafter, no more than six (6) evaluations of the unit member shall remain in the Official Personnel File. The evaluations to be removed from the Official Personnel File shall be returned to the unit