Common use of Personnel File Contents and Inspection Clause in Contracts

Personnel File Contents and Inspection. 13.1 Materials in personnel files of employees that may serve as a basis for affecting the status of their employment are to be made available for the inspection of the person involved. 13.2 Such material is not to include ratings, reports, or records which: (1) were obtained prior to employment of the person involved; (2) were prepared by identifiable examination committee members; or (3) were obtained in connection with a promotional examination. 13.3 Every employee shall have the right to inspect such materials upon request, provided the request is made at a time when such person is not actually required to render student services. 13.4 In the case of derogatory materials related to a faculty member's assigned duties or professional responsibilities, such material shall not be entered in a faculty member's personnel file unless and until the faculty member is given notice and an opportunity to review, comment, and to have such comments attached to the material in question. The faculty member shall acknowledge that he/she has read the materials and does not necessarily indicate agreement with its contents. 13.5 Any derogatory material placed in a faculty member's file must be signed and dated by the originator and the management person responsible for placing it in the file, and a copy shall be given to the faculty member prior to the time of insertion in the personnel file. No anonymous letters or materials shall be placed in this file. 13.6 There shall be only one official personnel file for each bargaining Unit Member. No action, except as prescribed by law, may be taken against a Unit Member on the basis of material other than that contained in the official personnel file. 13.7 Personnel files shall be kept in confidence and shall be available for inspection only by the Unit Member, a representative of the Association (with the Unit Member's written authorization), and authorized administrative employees of the District when actually necessary in the proper administration of the District's affairs or the supervision of the faculty member.

Personnel File Contents and Inspection. 13.1 Materials in personnel files of employees Unit Members that may serve as a basis for affecting the status of their employment are to be made available for the inspection of the person involved. 13.2 Such material is not to include ratings, reports, or records which: (1) were obtained prior to employment of the person involved; (2) were prepared by identifiable examination committee members; or (3) were obtained in connection with a promotional examination. 13.3 Every employee Unit Member shall have the right to inspect such materials upon request, provided the request is made at a time when such person is not actually required to render student services. 13.4 In the case of derogatory materials related to a faculty member's Unit Member’s assigned duties or professional responsibilities, such material shall not be entered in a faculty member's Unit Member’s personnel file unless and until the faculty member Unit Member is given notice and an opportunity to review, comment, and to have such comments attached to the material in question. Service of the material on the Unit Member may be by email, U.S. Mail, personal service, or other method, so long as there is written proof or evidence of service. The faculty member shall acknowledge that he/she has read District will advise the materials Unit Member of their opportunity to review and does not necessarily indicate agreement with its contentsrespond to the material in question. The District will then place in the personnel file a copy of (1) the derogatory material, and (2) written proof or evidence of service. The Unit Member may respond to the material in writing at any time and have their response attached to the derogatory material in the file. 13.5 Any derogatory material placed in a faculty member's Unit Member’s file must be signed and dated by the originator and the management person responsible for placing it in the file, and a copy shall be given to the faculty member prior to the time of insertion in the personnel file. No anonymous letters or materials shall be placed in this file, except when verified through a personnel investigation. In the event that anonymous letters or materials of a derogatory nature without a date and/or signature are placed in a Unit Member’s file, said letters or materials will be removed and destroyed upon discovery. 13.6 There shall be only one official personnel file for each bargaining Unit Member. No action, except as prescribed by law, may be taken against a Unit Member on the basis of material other than that contained in the official personnel file. 13.7 Personnel files shall be kept in confidence and shall be available for inspection only by the Unit Member, a representative of the Association (with the Unit Member's written authorization), and authorized administrative employees of the District when actually necessary in the proper administration of the District's affairs or the supervision of the faculty memberUnit Member.

Personnel File Contents and Inspection. 13.1 ‌ 9.1 There shall be a single electronic/digital personnel file for each unit member. Electronic/digital personnel files shall be maintained by the Division of Human Resources. Materials in personnel files of employees that unit members which may serve as a basis for affecting the status of their employment are to be made available for the inspection of the person unit member involved. 13.2 Such material is not to include ratings, reports, or records which: (1) were obtained prior to employment of the person involved; (2) were prepared by identifiable examination committee members; or (3) were obtained in connection with a promotional examination. 13.3 . Every employee unit member shall have the right to inspect and copy such materials materials, upon request, provided that the request is made at a time when such person is not actually required to render student servicesservices to the employing district. Such material is not to include ratings, reports, or records which: (a) were obtained prior to the employment of the person involved, (b) were prepared by identifiable examination committee members, or (c) were obtained in connection with a promotional examination. 13.4 In 9.1.1 Unit members shall have the case right to have an Association representative present when reviewing the contents of their personnel files. Unit members may also provide written authorization for others to review their personnel files on their behalf. 9.2 Information of a derogatory materials related to a faculty member's assigned duties or professional responsibilitiesnature, such except material mentioned in the fifth sentence of 9.1 of this Article, shall not be entered in a faculty member's personnel file or filed unless and until the faculty unit member is given notice a copy of the material and an opportunity to review, commentreview and comment thereon. A unit member shall have the right to have attached any written comment thereon. Such review shall take place during normal business hours, and to have the unit member shall be released from duty for this purpose without salary reduction. 9.3 Anyone who drafts and/or places material in a unit member’s personnel file shall sign the material and signify the date on which the material was drafted and placed in the file. Site administrators may maintain an on-site evaluation and correspondence file for unit members. The unit member will be apprised of the contents of such comments attached site level file, and such material may be placed in the unit member’s personnel file upon provision of (1) written notice to the material unit member of such placement, and (2) an opportunity to first review and comment on such material. Prior to preparing a disciplinary letter for inclusion in questiona personnel file, the administrator shall make a good faith effort to conference with the employee and the Association representative if one is requested. The faculty unit member shall acknowledge that he/she has read have the opportunity to disprove allegations believed to be false in substance. Derogatory materials and does which are found to be false in substance shall not necessarily indicate agreement with its contentsbe placed in a unit member’s personnel file. 13.5 Any 9.4 All derogatory material placed in a faculty unit member's ’s personnel file must shall be dated and signed and dated by the originator person who causes the material to be prepared. Derogatory material intended for a unit member’s personnel file shall be held in the Division of Human Resources for a period of twenty (20) work days. 9.5 The District shall cause a log to be maintained indicating the name and duty position of each person who has requested to examine a personnel file, as well as the date of examination and the management person responsible reason for placing it in the file, and a copy shall be given to the faculty member prior to the time of insertion in the personnel fileexamination. No anonymous letters or materials shall be placed in this file. 13.6 There shall be only one official personnel file for each bargaining Unit Member. No action, except as prescribed by law, may be taken against a Unit Member on the basis of material other than that contained in the official personnel file. 13.7 Personnel files shall be kept in confidence and Such log shall be available for inspection only examination by the Unit Memberunit member. 9.6 Access to unit member personnel files shall be limited to the Board of Education when convened as a Board, a representative of the Association (with the Unit Member's written authorization)site and District administrators, and authorized administrative employees as well as other official representatives of the District when actually necessary such as attorney, claims administrators, investigators, and others, on a need-to-know basis. 9.7 Upon written request of unit member, derogatory material which is more than four (4) years old, and which has not been used in the proper administration of the District's affairs employee’s evaluation, shall be sealed and not available for District use unless disciplinary proceedings are commenced or the supervision of the faculty planned against that unit member. 9.8 Only material which has been duly placed in a unit member’s personnel file may affect the status of his/her employment. District personnel records are to be confidential. Site records are to be confidentially kept in a locked file.