Personnel Files Sample Clauses
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Personnel Files. An employee, or his/her certified representative with the written consent of the employee, may inspect that employee's personnel file with the exception of all material obtained from other employers and agencies at the time that employee was hired. An employee shall be advised of, and entitled to read, any written statement by the employee's supervisor or departmental Management regarding his/her work performance or conduct if such statement is to be placed in his/her personnel file. The employee shall acknowledge that he/she has read such material by affixing his/her signature on the copy to be filed, with the understanding that such signature merely signifies that he/she has read the material to be filed but does not necessarily indicate agreement with its content. If the employee refuses to sign, the supervisor shall note his/her refusal on the copy to be filed along with the supervisor's signature and the signature of a witness to the employee's refusal to sign. The employee may file a grievance regarding any such document within the prescribed time limits of the grievance procedure. If the employee fails to file a grievance within the designated time limits, the document becomes part of the official file. If the employee does file a grievance within the designated time limits, said document shall not be placed in the official file nor referenced in any Performance Evaluation or Appraisal of Promotability until the grievance procedure or civil service appeal rights have been exhausted. Grievances filed under this provision shall not be subject to the Arbitration provisions of the Grievance Procedure unless they involve violation of a specific provision of this agreement. Management agrees that no properly used full paid sick leave used in the twelve months immediately prior to an Appraisal of Promotability or a Performance Evaluation will be referenced on such forms. The employee may attach his/her statement to any document within twenty (20) business days if he/she chooses not to file a grievance regarding such document or within ten (10) business days following final determination if he/she has filed a grievance regarding such document. On reviewing his/her personnel file, an employee may request and have any written warnings issued more than one year prior placed in an envelope and sealed in his/her personnel file except as such may be a part of an official permanent record. On the face of the sealed envelope it shall read "The contents herein sha...
Personnel Files. 87. 1. Only one (1) official personnel file shall be maintained on any single employee. The official file shall be located in the Department's personnel office unless another location is designated and the employee notified in writing. Each employee shall have the right to review the contents of the employee’s official personnel file upon request. Nothing may be removed from the file by the employee but copies of the contents shall be provided to the employee at the employee’s request. Copies in excess of 100 pages shall be at a charge of ten (10) cents per page.
88. 2. An employee shall have the opportunity to review, sign and date any and all material to be included in the file. The employee may also attach a response to such materials within thirty (30) days of receipt. All material in the file must be signed and dated by the author, except for routine payroll and personnel administration documents. The City may transmit documents to the employee at the employee's last known address by means of U.S. mail or hand delivery, except disciplinary notification which must be sent by certified mail when the employee is on leave.
89. 3. With the written permission of the employee, a representative of the Union may review the employee’s personnel file when in the presence of a departmental representative and obtain copies of the contents upon request.
90. 4. With the approval of the Appointing Officer or designee, the employee may include material relevant to the employee’s performance of assigned duties in the file.
91. 5. Upon request of an employee subject to the approval of the Appointing Officer or designee, material relating to disciplinary action in the employee's file which has been in the file for more than two (2) years may be “sealed” (i.e. shall remain confidential) to the maximum extent legally permissible, provided the employee has had no subsequent disciplinary action since the date of such prior action. The envelope containing the sealed documents will be retained in the employee's personnel file, to be opened only for purpose of assisting the City in defending itself in legal or administrative proceedings. In no event will the sealed material be used for disciplinary proceedings against the individual in whose file the document (s) have been sealed. Performance evaluations are excluded from this provision.
92. 6. The above provision shall not apply in the case of employees disciplined due to misappropriation of public funds or property; misuse or...
Personnel Files. All documents, communications, and records dealing with the processing of a grievance shall be filed separately from the personnel files of the participants.
Personnel Files. 19.1 The College will maintain an official personnel file for all faculty members, which will include copies of all communications with the faculty member regarding application, appointment (including conversion) and contract; payroll action forms; documentation of professional leaves, leave without pay, sponsored research and sabbatical reports; transcripts, hiring forms, current letters of evaluation and all prior evaluative material, including materials from the Deans and the ▇▇▇▇▇▇▇; and documents memorializing faculty discipline. These files shall be maintained by the Office of the ▇▇▇▇▇▇▇.
19.2 Materials placed in a faculty member’s personnel file regarding performance or discipline shall be made available to the faculty member. Faculty members may respond to material included in their personnel file and may provide responsive material for inclusion in their file. Information related to alleged misconduct that is determined to be false, or that the parties agree to remove from a file as part of a grievance settlement, shall be promptly destroyed. The College may retain copies of such material if it is relevant to actual or reasonably anticipated legal action.
19.3 Faculty members may review their personnel file and upon request shall receive a copy of their personnel file. With written authorization from the faculty member, the UFE or one of its representatives may review and/or receive a copy of all or part of the faculty member’s personnel file. A copy of the signed authorization form will be retained in the faculty member’s personnel file. The faculty member and/or representative may not remove any contents.
19.4 Personnel files will be maintained in a secure manner. Access to personnel files will be restricted to those responsible for maintaining the files and those who have a legitimate business or legal need to review material kept in the files. External letters of evaluation, when required, are confidential to the extent allowed by law.
19.5 The College will not release evaluative or disciplinary material from faculty members’ personnel files in response to requests from third parties, unless it is required to do so to comply with its obligations under state or federal law. The faculty member will be notified in writing of any requests for material under public disclosure laws at least five (5) business days prior to releasing the information.
19.6 Medical files will be kept separate and confidential in accordance with state and federal law, i...
Personnel Files. (a) There shall be one (1) official District personnel file for each employee. The material in the official District personnel file shall be considered and used as the only official personnel record of the District in any proceeding affecting the status of the employee’s employment with the District.
(b) The material in the file shall be made available for the inspection of the employee to whom the file pertains except ratings, reports or records which were (1) obtained prior to the employment of the employee, (2) prepared by identifiable members of the screening committee involved in selection, or (3) obtained in connection with a promotional evaluation.
(c) Official District personnel files shall be available only to specifically designated persons. No other party shall have access to an employee’s file, except as the result of a legal proceeding, without the written authorization of the employee. The Human Resources Office shall maintain a log of access to the employee’s file by any person not assigned to the Human Resources Office or the Vice President responsible for human resources functions.
(d) An employee or designated representative of ECCE shall have the right to inspect the file except as provided in subsection (b) of this Section upon written request by the employee. The review shall be made during normal business hours and at a time when such employee is not otherwise required to render service to the District unless mutually agreeable to the employee and the employee’s ▇▇▇▇, Director or Manager.
(e) Any item to be placed in the file shall be clearly identified as to its source or originator and its date of receipt by the District.
(f) Information of a derogatory nature, except that listed under subsection (b) of this Section, shall not be entered or filed unless and until the employee is given a copy of the document and the employee has the opportunity to have a meeting concerning the matter and an opportunity to make his/her own written comments, which will be placed in the file attached to the derogatory document. Such written comments shall be submitted within five (5) working days. Such meeting and opportunity to write comments shall take place during normal business hours, and the affected employee shall be released from duty for this purpose, if necessary, without salary reduction.
(g) When an employee requests, the District will seal, in the employee’s personnel file, information related to disciplinary matters which has existed in th...
Personnel Files. 4.1.1 The official personnel file of each unit member shall be maintained at the District's central Human Resources Office.
4.1.2 A unit member shall have the right during normal business hours of the District Administrative Offices to examine and/or obtain a copy, at the unit member’s expense, of any material in her/his official personnel file, except those excluded by law, by appointment with the Human Resources Office. Material not available to the unit member includes, but is not limited to, materials, which were obtained prior to the employment of the unit member.
4.1.3 The official personnel file shall be kept in confidence and shall be available for inspection only by the unit member, her/his representative of AFT (with the unit member’s written permission or when accompanied by the unit member) and authorized administrative employees of the District when actually necessary in the proper administration of the District's affairs or the supervision of the unit member. Any time the unit member’s official personnel file is accessed by anyone other than: a) the unit member; b) her/his representative; or c) an authorized District employee conducting routine District business who serves under the direction of the Vice Chancellor of Human Resources; the unit member shall be notified of such access. Said notification shall include the name and title of the administrative official accessing the official file and the reason for such access. Nothing herein shall be construed to prevent compliance with a valid court order or subpoena, although the unit member shall be noticed if such a request occurs.
4.1.4 Material derogatory to a unit member’s conduct, performance, or character, shall not be entered in a unit member's personnel file unless and until the unit member is provided a copy. A unit member has a right to have a written response attached to such derogatory material and placed in her/his official personnel file. A unit member has the right to respond in writing within thirty (30) calendar days of the date of the material or disciplinary letter and to have that response attached to the letter. The unit member may forward a copy of her/his rebuttal to Human Resources, Attn: Employee Relations, to insure the rebuttal is included in the unit member’s personnel file.
4.1.5 Upon the request of the unit member, all materials, except those materials referenced in Section 4.
Personnel Files. 3.09.1 A member’s personnel file shall be treated as confidential.
3.09.2 Materials in personnel files of 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 involved.
3.09.3 Such material is not to include ratings, reports, or records which were obtained prior to the employment of the person involved.
3.09.4 Each member shall have the right to inspect such materials, and copy such materials upon request, provided that the inspection is made at a time when such person is not actually required to render services to the employing district.
3.09.5 Material of a negative or derogatory nature shall not be placed in a personnel file unless and until the member is given notice and an opportunity to review it and attach his/her comments thereto. Such review shall occur, upon the member’s request, during the member’s workday, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the material.
3.09.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of the materials in such member’s file.
3.09.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material.
3.09.8 A member shall have the right to request the Personnel Director to place appropriate material of a positive nature in his/her personnel file.
3.09.9 The substance of employee evaluations for competency is not arbitrable. Commentary alleging a disciplinable offense as defined in the Agreement, if included in such evaluations, shall be considered the same as a written warning.
3.09.10 Derogatory materials in a personnel file that are at least four (4) years old shall, upon an employee’s written request, be removed from the personnel file and placed in a separate sealed file. The End of Year Summary Form may not be removed from the personnel file under this section.
Personnel Files. Teacher files shall be maintained in accordance with the following procedures:
A. No material related to a teacher's conduct, service, character or personality shall be placed in the file unless it is signed by the person submitting the information. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy.
B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted.
C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost.
D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection.
E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature.
F. Letters of personal references received prior to initial employment are confidential and not subject to review.
G. Adverse material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon r...
Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at the CCSNH Human Resources Office under the custody of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from his/her personnel file, the employee shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file.
34.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying.
34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement.
34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employe...
Personnel Files. A. All unit member official personnel files shall be maintained by the District and reside in the Human Resources Department. No disciplinary action is to be taken against a unit member based on materials that are not a part of the unit member’s official personnel file, except in those situations which in the judgment of the District require immediate action. If immediate action is taken, documentation will be placed in the unit member’s file as soon as feasible, with copies provided both to the unit member and Association.
B. Unit members have the right to address, in writing, any derogatory materials which are to become part of the personnel file. When derogatory material is submitted to the Human Resources Office for placement in the unit member’s personnel file, the unit member will receive notification from the Human Resources Office stating that the material will be held for ten (10) working days in order to allow the unit member time to prepare and submit a response to the material. If the response is submitted within the ten (10) working day period, both sets of material will be placed in the personnel file at the same time; if the material is submitted at a later time, it will be appended to the derogatory material at that time. If the derogatory material in question is a performance evaluation, the response submitted by the unit member may be shared with the supervisor who completed the evaluation upon permission from the unit member.
C. Unit members may request documents in their personnel file to be sealed. The District has the discretion to select the documents to be sealed. The Chancellor has the discretion to unseal documents.
D. Unit members shall have the opportunity to review their personnel files during working hours, scheduling with the concurrence of the supervisor and the Human Resources Office. An Association representative may have access to a unit member's personnel file with written authorization from the unit member.
E. If a unit member requests a transfer to a lateral position, the new supervisor may review the unit member’s most recent performance evaluation and the unit member’s response if applicable.
F. All personnel files and their contents are confidential. The District shall maintain a log of any person who examines materials contained in a unit member’s personnel file. This log shall be maintained in each unit member’s personnel file.