Common use of Official Personnel Files Clause in Contracts

Official Personnel Files. A member shall have the right to examine his/her own personnel file or files and to make a reasonable number of copies of material contained in the personnel file or files. At the time any material is placed in the member’s personnel file or files by the Employer, a copy shall be forwarded to the member unless the material originated from the member. Anecdotal records are records not contained in the member’s personnel file or files. The parties agree that anecdotal records may be kept in preparation for completing performance evaluations. The member will initial or be provided a copy of any anecdotal note at the time it is originated or as soon as practical thereafter. If the note is not initialed or provided to the member, it shall be considered meaningless. All such notes shall be given to the member at the time the subsequent performance evaluation report is completed.

Official Personnel Files. ‌ A member shall have the right to examine his/her own personnel file or files and to make a reasonable number of copies of material contained in the personnel file or files. At the time any material is placed in the member’s personnel file or files by the Employer, a copy shall be forwarded to the member unless the material originated from the member. Anecdotal records are records not contained in the member’s personnel file or files. The parties agree that anecdotal records may be kept in preparation for completing performance evaluations. The member will initial or be provided a copy of any anecdotal note at the time it is originated or as soon as practical thereafter. If the note is not initialed or provided to the member, it shall be considered meaningless. All such notes shall be given to the member at the time the subsequent performance evaluation report is completed.