Common use of Personnel and Evaluation Materials Clause in Contracts

Personnel and Evaluation Materials. A. An employee's official departmental personnel file shall be maintained at a location identified by each department head or designee. 94 BU 10 (01-03) B. Information in an employee's official departmental personnel file shall be confidential and available for inspection only to the employee's department head or designee in connection with the proper administration of the department's affairs and the supervision of the employee; except, however, that information in an employee's official departmental personnel file may be released pursuant to court order or subpoena. An affected employee will be notified of the existence of such a court order or subpoena. C. Evaluation material or material relating to an employee's conduct, attitude, or service shall not be included in his/her official personnel file without being signed and dated by the author of such material. Before the material is placed in the employee's file, the department head or designee, shall provide the affected employee an opportunity to review the material, and sign and date the document acknowledging receipt. A copy of the evaluation material relating to an employee's conduct shall be given to the employee. X. Xx employee or his/her authorized representative may review his/her official personnel file during regular office hours. Where the official personnel file is in a location remote from the employee's work location, reasonable arrangements will be made to accommodate the employee. E. The employee shall have a right to insert in his/her file reasonable supplementary material and a written response to any items in the file. Such response shall remain attached to the material it supplements for as long as the material remains in the file. F. Any performance evaluation conducted of an employee who is a participant in CAPS/State collective bargaining negotiations shall recognize the employee's frequent absence from his/her State job and the impact of such absences on the employee's performance. G. Materials relating to an employee's performance included in the employee's official departmental personnel file shall be retained for a period of time specified by each department, except that at the request of the employee, materials of a negative nature shall be purged after three years. This provision, however, does not apply to formal adverse actions as defined in applicable Government Code Sections or to material of a negative nature for which actions have occurred during the intervening three-year period. Except that, by mutual agreement between a department head or designee and an employee, an adverse action material may be removed.

Personnel and Evaluation Materials. There will be only one official personnel file and normally one supervisory work file regarding each employee and these files will be maintained as follows: A. An employee's official departmental personnel file shall be maintained at a location identified by each department head or designee. 94 BU 10 (01-03)Upon request, the State shall identify any supervisory files kept on the employee and shall identify the location of each file. Official personnel files shall contain an inspection log where any person reviewing the file shall sign and date the log unless excluded by law. B. Information in an employee's official departmental personnel file and supervisory work file shall be confidential and available for inspection only to the employee's department head or designee in connection conjunction with the proper administration of the department's affairs and the supervision of the employee; except, however, that information in an employee's official departmental personnel file and supervisory work file may be released pursuant to court order or subpoena. An affected employee will be notified of the existence of such a court order or subpoena. No rank and file shift lead shall be authorized access to an employee’(s) files, except with prior written approval of the employee. C. Evaluation material or material relating to an employee's conduct, attitude, or service shall not be included in his/her official personnel file without being signed and dated by the author of such material. Before the material is placed in the employee's file, the department head or designee, shall provide the affected employee an opportunity to review the material, and sign and date it. An employee signature shall not necessarily constitute agreement to the document acknowledging receiptevaluation. A copy of the evaluation material relating to an employee's conduct shall be given to the employee. X. Xx D. An employee or his/her authorized representative may review his/her official personnel file during regular office hours. Where the official personnel file is in a location remote from the employee's work location, reasonable arrangements will shall be made to accommodate the employee or his/her authorized representative at the employee's work location. Upon request, the employee shall be allowed a copy of the material in his/her personnel file. E. The employee shall have a right to insert in his/her file reasonable supplementary material and a written response to any items in the file. Such response shall remain attached to the material it supplements for as long as the material remains in the file. F. Any performance evaluation conducted of an employee who is a participant in CAPSthe Union/State collective bargaining Collective Bargaining negotiations shall recognize the employee's frequent absence from his/her State job and the impact of such absences on the employee's performance. This is not intended to abrogate the right of the State to take disciplinary action against any employee who happens to be involved in such representational activities. G. Materials Material relating to an employee's performance included in the employee's official departmental personnel file shall be retained for a period of time specified by each department, except that at the request of the employee, materials of a negative nature shall may either be purged after three yearsone year or at the time such material is used in a written performance evaluation. This provision, however, does not apply to formal adverse actions except as defined in applicable Government Code Sections or to material of a negative nature for which actions have occurred during the intervening three-year periodsections. Except that, by By mutual agreement between a department head or designee and an employee, an adverse action material may be removed. When an employee receives written documentation of a negative nature, the supervisor shall note in writing on the documentation the time frame it will remain in the file. H. Supervisors may keep working supervisory files on the performance and conduct of employees to provide documentation for matters such as, but not limited to, probation reports, performance appraisals, training needs, MSA reviews, bonus programs, adverse actions, employee development appraisals, or examination evaluations. An employee and/or his/her authorized representative may, upon request, review the contents of his/her file with his/her supervisor. Upon request, the employee shall be allowed a copy of the material in his/her supervisory file.

Personnel and Evaluation Materials. A. An employee's official departmental personnel file shall be maintained at a location identified by each department head or designee. 94 BU 10 (01-03). B. Information in an employee's official departmental personnel file shall be confidential and available for inspection only to the employee's department head or designee in connection with the proper administration of the department's affairs and the supervision of the employee; except, however, that information in an employee's official departmental personnel file may be released pursuant to court order or subpoena. An affected employee will be notified of the existence of such a court order or subpoena. C. Evaluation material or material relating to an employee's conduct, attitude, or service shall not be included in his/her official personnel file without being signed and dated by the author of such material. Before the material is placed in the employee's file, the department head or designee, shall provide the affected employee an opportunity to review the material, and sign and date the document acknowledging receiptit. A copy of the evaluation material relating to an employee's conduct shall be given to the employee. X. Xx employee or his/her authorized representative may review his/her official personnel file during regular office hours. Where the official personnel file is in a location remote from the employee's work location, reasonable arrangements will shall be made to accommodate the employee or his/her authorized representative at the employee's work location. E. The employee shall have a right to insert in his/her file reasonable supplementary material and a written response to any items in the file. Such response shall remain attached to the material it supplements for as long as the material remains in the file. F. Any performance evaluation conducted of an employee who is a participant in CAPSthe Union/State collective bargaining Collective Bargaining negotiations shall recognize the employee's frequent absence from his/her State job and the impact of such absences on the employee's performance. This is not intended to abrogate the right of the State to take disciplinary action against any employee who happens to be involved in such representational activities. G. Materials relating to an employee's performance included in the employee's official departmental personnel file shall be retained for a period of time specified by each department, except that at the request of the employee, materials of a negative nature shall be purged after three (3) years. This provision, however, does not apply to formal adverse actions as defined in applicable Government Code Sections or to material of a negative nature for which actions have occurred during the intervening three-three (3) year period. Except that, by mutual agreement between a department head or designee and an employee, an adverse action material may be removed. H. Supervisors may keep working files on the performance and conduct of employees to provide documentation for matters such as, but not limited to, probation reports, performance appraisals, training needs, MSA reviews, bonus programs, adverse actions, employee development appraisals, or examination evaluations. An employee and/or his/her authorized representative may, upon request, review the contents of his/her file with his/her supervisor.

Personnel and Evaluation Materials. A. An employee's official departmental personnel file, departmental working file, and supervisor's drop file shall be maintained at a location identified by each department head or designee. 94 BU 10 (01-03)For purposes of this article, a supervisor's drop file is a distinct file or binder identified with the employee's name and maintained by the supervisor for the purpose of collecting records and information relative to that employee's work performance. B. Information in an employee's official departmental personnel file, departmental working file, and supervisor's drop file shall be confidential and available for inspection only to the employee, the employee's department head or designee in connection with the proper administration of the department's affairs and the supervision of the employee; except, however, that information in an employee's official departmental personnel file may be released pursuant to court order or subpoena. An affected employee will be notified of the existence of such a court order or subpoena. C. Evaluation material or material relating to an employee's conduct, attitude, or service shall not be included in his/her official personnel file, departmental working file, and supervisor's drop file without being signed and dated by the author of such material. Before the material is placed in any of the employee's filefiles, the department head or designee, where possible, shall provide the affected employee an opportunity to review the material, and sign and date the document acknowledging receiptit. A copy of the evaluation material relating to an employee's conduct shall be given to the employee. X. Xx employee or his/her authorized representative may review his/her official personnel file, departmental working file, and supervisor's drop file during regular office hours. Where the official personnel file is in a location remote from the employee's work location, reasonable arrangements will be made to accommodate the employee. E. The employee shall have a right to insert in his/her file reasonable supplementary material and a written response to any items in the file. Such response shall remain attached to the material it supplements for as long as the material remains in the file. F. Any performance evaluation conducted of an employee who is a participant in CAPSthe Union/State collective bargaining negotiations shall recognize the employee's frequent absence from his/her State job and the impact of such absences on the employee's performance. This is not intended to abrogate the right of the State to take disciplinary action against any employee who happens to be involved in such collective bargaining. G. Materials relating to an employee's performance included in the employee's official departmental personnel file shall be retained for a period of time specified by each department, except that at the request of the employee, materials of a negative nature shall be purged after three yearsyears if there has been no recurrence of the incident that prompted the document. This provision, however, does not apply to formal adverse actions as defined in applicable Government Code Sections or to material of a negative nature for which actions have occurred during the intervening three-three year period. Except , except that, by mutual agreement between a department head or designee and an employee, an adverse action material may be removed.

Personnel and Evaluation Materials. A. An employee's official departmental personnel file shall be maintained at a location identified by each department head or designee. 94 BU 10 (01-03). B. Information in an employee's official departmental personnel file shall be confidential and available for inspection only to the employee's department head or designee in connection with the proper administration of the department's affairs and the supervision of the employee; except, however, that information in an employee's official departmental personnel file may be released pursuant to court order or subpoena. An affected employee will be notified of the existence of such a court order or subpoena. C. Evaluation material or material relating to an employee's conduct, attitude, or service shall not be included in his/her official personnel file without being signed and dated by the author of such material. Before the material is placed in the employee's file, the department head or designee, shall provide the affected employee an opportunity to review the material, and sign and date the document acknowledging receiptit. A copy of the evaluation material relating to an employee's conduct shall be given to the employee. X. Xx D. An employee or his/her authorized representative may review his/her official personnel file during regular office hours. Where the official personnel file is in a location remote from the employee's work location, reasonable arrangements will shall be made to accommodate the employee or his/her authorized representative at the employee's work location. E. The employee shall have a right to insert in his/her file reasonable supplementary material and a written response to any items in the file. Such response shall remain attached to the material it supplements for as long as the material remains in the file. F. Any performance evaluation conducted of an employee who is a participant in CAPSthe Union/State collective bargaining Collective Bargaining negotiations shall recognize the employee's frequent absence from his/her State job and the impact of such absences on the employee's performance. This is not intended to abrogate the right of the State to take disciplinary action against any employee who happens to be involved in such representational activities. G. Materials relating to an employee's performance included in the employee's official departmental personnel file shall be retained for a period of time specified by each department, except that at the request of the employee, materials of a negative nature shall be purged after three (3) years. This provision, however, does not apply to formal adverse actions as defined in applicable Government Code Sections or to material of a negative nature for which actions have occurred during the intervening three-three (3) year period. Except that, by mutual agreement between a department head or designee and an employee, an adverse action material may be removed. H. Supervisors may keep working files on the performance and conduct of employees to provide documentation for matters such as, but not limited to, probation reports, performance appraisals, training needs, MSA reviews, bonus programs, adverse actions, employee development appraisals, or examination evaluations. An employee and/or his/her authorized representative may, upon request, review the contents of his/her file with his/her supervisor.

Personnel and Evaluation Materials. There will be only one official personnel file and normally one supervisory work file regarding each employee and these files will be maintained as follows: A. An employee's official departmental personnel file shall be maintained at a location identified by each department head or designee. 94 BU 10 (01-03)Upon request, the State shall identify any supervisory files kept on the employee and shall identify the location of each file. B. Information in an employee's official departmental personnel file and supervisory work file shall be confidential and available for inspection only to the employee's department head or designee in connection conjunction with the proper administration of the department's affairs and the supervision of the employee; except, however, that information in an employee's official departmental personnel file and supervisory work file may be released pursuant to court order or subpoena. An affected employee will be notified of the existence of such a court order or subpoena. C. Evaluation material or material relating to an employee's conduct, attitude, or service shall not be included in his/her official personnel file without being signed and dated by the author of such material. Before the material is placed in the employee's file, the department head or designee, shall provide the affected employee an opportunity to review the material, and sign and date the document acknowledging receiptit. A copy of the evaluation material relating to an employee's conduct shall be given to the employee. X. Xx D. An employee or his/her authorized representative may review his/her official personnel file during regular office hours. Where the official personnel file is in a location remote from the employee's work location, reasonable arrangements will shall be made to accommodate the employee or his/her authorized representative at the employee's work location. Upon request, the employee shall be allowed a copy of the material in his/her personnel file. E. The employee shall have a right to insert in his/her file reasonable supplementary material and a written response to any items in the file. Such response shall remain attached to the material it supplements for as long as the material remains in the file. F. Any performance evaluation conducted of an employee who is a participant in CAPSthe Union/State collective bargaining Collective Bargaining negotiations shall recognize the employee's frequent absence from his/her State job and the impact of such absences on the employee's performance. This is not intended to abrogate the right of the State to take disciplinary action against any employee who happens to be involved in such representational activities. G. Materials Material relating to an employee's performance included in the employee's official departmental personnel file shall be retained for a period of time specified by each department, except that at the request of the employee, materials of a negative nature shall may either be purged after three yearsone year or at the time such material is used in a written performance evaluation. This provision, however, does not apply to formal adverse actions except as defined in applicable Government Code Sections or to material of a negative nature for which actions have occurred during the intervening three-year periodSections. Except that, by By mutual agreement between a department head or designee and an employee, an adverse action material may be removed. When an employee receives written documentation of a negative nature, the supervisor shall note in writing on the documentation the time frame it will remain in the file. H. Supervisors may keep working supervisory files on the performance and conduct of employees to provide documentation for matters such as, but not limited to, probation reports, performance appraisals, training needs, MSA reviews, bonus programs, adverse actions, employee development appraisals, or examination evaluations. An employee and/or his/her authorized representative may, upon request, review the contents of his/her file with his/her supervisor. Upon request, the employee shall be allowed a copy of the material in his/her supervisory file.

Personnel and Evaluation Materials. A. An employee's official departmental personnel file shall be maintained at a location identified by each department head or designee. 94 BU 10 (01-03). B. Information in an employee's official departmental personnel file shall be confidential and available for inspection only to the employee's department head or designee in connection with the proper administration of the department's affairs and the supervision of the employee; except, however, that information in an employee's official departmental personnel file may be released pursuant to court order or subpoena. An affected employee will be notified of the existence of such a court order or subpoena. C. Evaluation material or material relating to an employee's conduct, attitude, or service shall not be included in his/her official personnel file without being signed and dated by the author of such material. Before the material is placed in the employee's file, the department head or designee, shall provide the affected employee an opportunity to review the material, and sign it and date the document acknowledging receiptit. A copy of the evaluation material relating to an employee's conduct shall be given the employee. An employee may request, and receive, a copy of any and all material in his/her official departmental personnel file that he/she is lawfully entitled to obtain, upon request of the employee. X. Xx D. An employee or his/her authorized representative may review his/her official personnel file during regular office hours. Where the official personnel file is in a location remote from the employee's work location, reasonable arrangements will be made to accommodate the employee. E. The employee shall have a the right to insert in his/her official personnel file reasonable supplementary material and a written response to any items item in the file. Such response responses shall remain attached to the material it supplements for as long as the material remains in the file. F. Any performance evaluation conducted of an employee who is a participant in CAPSthe Union/State collective bargaining negotiations shall recognize the employee's frequent absence from his/her State job and the impact of such absences on the employee's performance. G. Materials relating to an employee's performance included in the employee's official departmental personnel file shall be retained for a period of time specified by each department, except that at the request of the employee, materials of a negative nature shall be purged after three (3) years. This provision, however, provision does not apply to formal adverse actions as defined in applicable Government Code Sections sections or to material of a negative nature for which actions have occurred during the intervening three-year periodthree (3) years. Except that, by mutual agreement between a department head or designee and an employee, an adverse action material may be removedremoved sooner.

Personnel and Evaluation Materials. A. An employee's official departmental personnel file shall be maintained at a location identified by each department head or designee. 94 BU 10 (01-03). B. Information in an employee's official departmental personnel file shall be confidential and available for inspection only to the employee's department head or designee in connection with the proper administration of the department's affairs and the supervision of the employee; except, however, that information in an employee's official departmental personnel file may be released pursuant to court order or subpoena. An affected employee will be notified of the existence of such a court order or subpoena. C. Evaluation material or material relating to an employee's conduct, attitude, or service shall not be included in his/her official personnel file without being signed and dated by the author of such material. Before the material is placed in the employee's file, the department head or designee, shall provide the affected employee an opportunity to review the material, and sign and date the document acknowledging receipt. A copy of the evaluation material relating to an employee's conduct shall be given to the employee. X. Xx D. An employee or his/her authorized representative may review his/her official personnel file during regular office hours. Where the official personnel file is in a location remote from the employee's work location, reasonable arrangements will be made to accommodate the employee. E. The employee shall have a right to insert in his/her file reasonable supplementary material and a written response to any items in the file. Such response shall remain attached to the material it supplements for as long as the material remains in the file. F. Any performance evaluation conducted of an employee who is a participant in CAPS/State collective bargaining negotiations shall recognize the employee's frequent absence from his/her State job and the impact of such absences on the employee's performance. G. Materials relating to an employee's performance included in the employee's official departmental personnel file shall be retained for a period of time specified by each department, except that at the request of the employee, materials of a negative nature shall be purged after three years. This provision, however, does not apply to formal adverse actions as defined in applicable Government Code Sections or to material of a negative nature for which actions have occurred during the intervening three-year period. Except that, by mutual agreement between a department head or designee and an employee, an adverse action material may be removed.

Personnel and Evaluation Materials. A. An employee's official departmental personnel file, departmental working file, and supervisor's drop file shall be maintained at a location identified by each department head or designee. 94 BU 10 (01-03)For purposes of this article, a supervisor's drop file is a distinct file or binder identified with the employee's name and maintained by the supervisor for the purpose of collecting records and information relative to that employee's work performance. B. Information in an employee's official departmental personnel file, departmental working file, and supervisor's drop file shall be confidential and available for inspection only to the employee, the employee's department head or designee in connection with the proper administration of the department's affairs and the supervision of the employee; except, however, that information in an employee's official departmental personnel file may be released pursuant to court order or subpoena. An affected employee will be notified of the existence of such a court order or subpoena. C. Evaluation material or material relating to an employee's conduct, attitude, or service shall not be included in his/her official personnel file, departmental working file, and supervisor's drop file without being signed and dated by the author of such material. Before the material is placed in any of the employee's filefiles, the department head or designee, where possible, shall provide the affected employee an opportunity to review the material, and sign and date the document acknowledging receiptit. A copy of the evaluation material relating to an employee's conduct shall be given to the employee. X. Xx D. An employee or his/her authorized representative may review his/her official personnel file, departmental working file, and supervisor's drop file during regular office hours. Where the official personnel file is in a location remote from the employee's work location, reasonable arrangements will be made to accommodate the employee. E. The employee shall have a right to insert in his/her file reasonable supplementary material and a written response to any items in the file. Such response shall remain attached to the material it supplements for as long as the material remains in the file. F. Any performance evaluation conducted of an employee who is a participant in CAPSthe Union/State collective bargaining negotiations shall recognize the employee's frequent absence from his/her State job and the impact of such absences on the employee's performance. This is not intended to abrogate the right of the State to take disciplinary action against any employee who happens to be involved in such collective bargaining. G. Materials relating to an employee's performance included in the employee's official departmental personnel file shall be retained for a period of time specified by each department, except that at the request of the employee, materials of a negative nature shall be purged after three yearsyears if there has been no recurrence of the incident that prompted the document. This provision, however, does not apply to formal adverse actions as defined in applicable Government Code Sections or to material of a negative nature for which actions have occurred during the intervening three-three year period. Except , except that, by mutual agreement between a department head or designee and an employee, an adverse action material may be removed.

Personnel and Evaluation Materials. There will be only one official personnel file and normally one supervisory work file regarding each employee and these files will be maintained as follows: A. An employee's official departmental personnel file shall be maintained at a location identified by each department head or designee. 94 BU 10 (01-03)Upon request, the State shall identify any supervisory files kept on the employee and shall identify the location of each file. Official personnel files shall contain an inspection log where any person reviewing the file shall sign and date the log unless excluded by law. B. Information in an employee's official departmental personnel file and supervisory work file shall be confidential and available for inspection only to the employee's department head or designee in connection conjunction with the proper administration of the department's affairs and the supervision of the employee; except, however, that information in an employee's official departmental personnel file and supervisory work file may be released pursuant to court order or subpoena. An affected employee will be notified of the existence of such a court order or subpoena. No rank and file shift leave shall be authorized access to an employee’(s) files, except with prior written approval of the employee. C. Evaluation material or material relating to an employee's conduct, attitude, or service shall not be included in his/her official personnel file without being signed and dated by the author of such material. Before the material is placed in the employee's file, the department head or designee, shall provide the affected employee an opportunity to review the material, and sign and date it. An employee signature shall not necessarily constitute agreement to the document acknowledging receiptevaluation. A copy of the evaluation material relating to an employee's conduct shall be given to the employee. X. Xx D. An employee or his/her authorized representative may review his/her official personnel file during regular office hours. Where the official personnel file is in a location remote from the employee's work location, reasonable arrangements will shall be made to accommodate the employee or his/her authorized representative at the employee's work location. Upon request, the employee shall be allowed a copy of the material in his/her personnel file. E. The employee shall have a right to insert in his/her file reasonable supplementary material and a written response to any items in the file. Such response shall remain attached to the material it supplements for as long as the material remains in the file. F. Any performance evaluation conducted of an employee who is a participant in CAPSthe Union/State collective bargaining Collective Bargaining negotiations shall recognize the employee's frequent absence from his/her State job and the impact of such absences on the employee's performance. This is not intended to abrogate the right of the State to take disciplinary action against any employee who happens to be involved in such representational activities. G. Materials Material relating to an employee's performance included in the employee's official departmental personnel file shall be retained for a period of time specified by each department, except that at the request of the employee, materials of a negative nature shall may either be purged after three yearsone year or at the time such material is used in a written performance evaluation. This provision, however, does not apply to formal adverse actions except as defined in applicable Government Code Sections or to material of a negative nature for which actions have occurred during the intervening three-year periodsections. Except that, by By mutual agreement between a department head or designee and an employee, an adverse action material may be removed. When an employee receives written documentation of a negative nature, the supervisor shall note in writing on the documentation the time frame it will remain in the file. H. Supervisors may keep working supervisory files on the performance and conduct of employees to provide documentation for matters such as, but not limited to, probation reports, performance appraisals, training needs, MSA reviews, bonus programs, adverse actions, employee development appraisals, or examination evaluations. An employee and/or his/her authorized representative may, upon request, review the contents of his/her file with his/her supervisor. Upon request, the employee shall be allowed a copy of the material in his/her supervisory file.

Personnel and Evaluation Materials. A. An employee's official departmental personnel file shall be maintained at a location identified by each department head or designee. 94 BU 10 (01-03). B. Information in an employee's official departmental personnel file shall be confidential and available for inspection only to the employee's department head or designee in connection with the proper administration of the department's affairs and the supervision of the employee; except, however, that information in an employee's official departmental personnel file may be released pursuant to court order or subpoena. An affected employee will be notified of the existence of such a court order or subpoena. C. Evaluation material or material relating to an employee's conduct, attitude, or service shall not be included in his/her official personnel file without being signed and dated by the author of such material. Before the material is placed in the employee's file, the department head or designee, shall provide the affected employee an opportunity to review the material, and sign it and date the document acknowledging receiptit. A copy of the evaluation material relating to an employee's conduct shall be given the employee. An employee may request, and receive, a copy of any and all material in his/her official departmental personnel file that he/she is lawfully entitled to obtain, upon request of the employee. X. Xx employee or his/her authorized representative may review his/her official personnel file during regular office hours. Where the official personnel file is in a location remote from the employee's work location, reasonable arrangements will be made to accommodate the employee. E. The employee shall have a the right to insert in his/her official personnel file reasonable supplementary material and a written response to any items item in the file. Such response responses shall remain attached to the material it supplements for as long as the material remains in the file. F. Any performance evaluation conducted of an employee who is a participant in CAPSthe Union/State collective bargaining negotiations shall recognize the employee's frequent absence from his/her State job and the impact of such absences on the employee's performance. G. Materials relating to an employee's performance included in the employee's official departmental personnel file shall be retained for a period of time specified by each department, except that at the request of the employee, materials of a negative nature shall be purged after three (3) years. This provision, however, provision does not apply to formal adverse actions as defined in applicable Government Code Sections sections or to material of a negative nature for which actions have occurred during the intervening three-year periodthree (3) years. Except that, by mutual agreement between a department head or designee and an employee, an adverse action material may be removedremoved sooner.

Personnel and Evaluation Materials. A. An employee's ’s official departmental personnel file shall be maintained at a location identified by each department head or designee. 94 BU 10 (01-03). B. Information in an employee's ’s official departmental personnel file shall be confidential and available for inspection only to the employee's ’s department head or designee in connection with the proper administration of the department's ’s affairs and the supervision of the employee; except, however, that information in an employee's ’s official departmental personnel file may be released pursuant to court order or subpoena. An affected employee will be notified of the existence of such a court order or subpoena. C. Evaluation material or material relating to an employee's ’s conduct, attitude, or service shall not be included in his/her official personnel file without being signed and dated by the author of such material. Before the material is placed in the employee's ’s file, the department head or designee, shall provide the affected employee an opportunity to review the material, and sign and date the document acknowledging receipt. A copy of the evaluation material relating to an employee's ’s conduct shall be given to the employee. X. Xx employee or his/her authorized representative may review his/her official personnel file during regular office hours. Where the official personnel file is in a location remote from the employee's ’s work location, reasonable arrangements will be made to accommodate the employee. E. The employee shall have a right to insert in his/her file reasonable supplementary material and a written response to any items in the file. Such response shall remain attached to the material it supplements for as long as the material remains in the file. F. Any performance evaluation conducted of an employee who is a participant in CAPS/State collective bargaining negotiations shall recognize the employee's ’s frequent absence from his/her State job and the impact of such absences on the employee's ’s performance. G. Materials relating to an employee's ’s performance included in the employee's ’s official departmental personnel file shall be retained for a period of time specified by each department, except that at the request of the employee, materials of a negative nature shall be purged after three years. This provision, however, does not apply to formal adverse actions as defined in applicable Government Code Sections or to material of a negative nature for which actions have occurred during the intervening three-year period. Except that, by mutual agreement between a department head or designee and an employee, an adverse action material may be removed.