Common use of Personnel Files Clause in Contracts

Personnel Files. A. The personnel file documents required for operations shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. ‌ 6.1.1 The official personnel file documents required for operations of each bargaining unit employee shall be maintained in the Human Resources Departmentdistrict's human resources office. 6.1.2 The official personnel file shall be limited to include copies of each official performance evaluation, accessible notice of employment or change in status, official commendations when noted in or attached to the Department Head performance evaluation, reprimands, warnings when xxxxxxxxx.xxxxxx attached to an official reprimand, and such other documents which may be deemed appropriate by the district. 6.1.3 Employees shall be provided with copies of any written material ten (10) workdays before it is placed in the employee's official personnel file. An employee is entitled to respond to the material within those ten (10) workdays. The written response shall be attached to the material. Within the ten (10) working days, an employee and/or union representative may request, in writing, a meeting with the director of human resources, regarding the material. An employee may use up to one (1) hour of duty time to prepare a response to the material, scheduled with the approval of the Department Headimmediate supervisor. Any material related to a disciplinary action placed in the file will be done in compliance with Article 19.5.1. 6.1.4 Bargaining unit employees shall receive reasonable release time to examine the contents of their official personnel file. A bargaining unit employee upon request may receive a copy of any document in the official personnel file. 6.1.5 All bargaining unit employee personnel files shall be kept in confidence in the human resources office and shall be available for inspection only by authorized employees of the district (the immediate supervisor, human resources) in the proper administration of the district's affairs or the supervision of the employee. Other legally required personnel may be allowed access with the written permission of the employee. The district shall keep a log of the persons with the exception of the personnel administration who have examined a personnel file as well as the date such examinations were made. Such log and payroll related information the employee's personnel file shall be available for examination by the employee or their CSEA representative if authorized in writing by the employee. The log shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed . 6.1.6 Any materials placed in the personnel file shall contain the date on which such material was originated and the name of the person who originated the document. 6.1.7 No disciplinary action shall be taken for any employee will be maintained on a confidential basis with access available only cause which arose prior to the employee's becoming permanent, nor for any cause which arose more than two years preceding the employee's supervisor and authorized members date of the Human Resources Department stafffiling of the notice of cause unless such cause was concealed or not disclosed by such employee when it could be reasonably assumed that the employee should have disclosed the facts to the employing district. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The There shall be only one (1) permanent personnel file documents required for operations and that file shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources District Personnel Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employeeThe “Administrator’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature ” shall not be an admission forwarded to any unit member’s new site in the event of guilttransfer or reassignment or left at the site for any incoming administration in the event the current administrator leaves. Full disclosure Instead, the “Administrator’s file” shall remain in the possession of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeeAdministrator who created it as his or her personal property. B. Any employee Materials in personnel files of 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 involved. C. Such material is not to include ratings, reports, or records which (1) were obtained prior to the employment of the person involved, (2) were prepared by identifiable examination committee members, or (3) were obtained in connection with a promotional examination. D. Every unit member shall have the right to inspect such materials upon request, provided that the request is made at a time when such person is not actually required to render services to the District. E. Information of a derogatory nature, except material mentioned in paragraph B above, shall not be entered or filed unless and until the unit member is given notice and opportunity to review and respond thereto. A unit member shall have the right to enter and have comments thereon. The review shall take place during normal business hours, and the employee shall be released from duty for that purpose without salary reduction. F. The person or persons who draft materials to be placed in writing to any adverse comment or incorrect information contained in his/her a unit member’s personnel file shall sign the material and signify the date on which such materials were drafted. G. The District shall keep a log indicating the person(s) other than Personnel Office employees who have examined a personnel file, and . The reason for such comments examination shall be noted on the log. The contents of all personnel files shall be kept in the employee's strictest confidence. H. The District shall maintain the unit member’s permanent files at the District’s central office. Any files kept by the unit member’s supervisor(s) shall not be considered as permanent files even though they contain copies of materials found in the permanent files. I. The provisions of the section relating to personnel file as long files shall be grievable only insofar as the challenged comment or information remains in the fileprocedures set forth herein have been violated. C. No documentation reflecting performance or conduct problems J. The provision of this Article shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations administered fairly and polygraphs will be kept confidential equitably and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Actionnon-arbitrary and non-capricious manner.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations Personnel files of classified employees shall be maintained at the District Diversity and Human Resources office. Such files shall be available for inspection as set forth hereafter. There shall be no right of inspection to any other files relating or pertaining to classified employees which may be kept by individual administrators or others. Disciplinary actions taken against an employee may be based only on materials contained or placed in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required personnel file and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall such materials may not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeemore than two (2) years old. B. Any Every classified employee shall have the right to respond in writing reasonably request to any adverse comment inspect his or incorrect information contained in her personnel file and shall be released from duty for this purpose when his/her personnel filedepartment can reasonably accommodate the request. Personnel file material which may not be inspected includes such materials as ratings, and such comments shall be kept reports, or records which were obtained in conjunction with the employee's employment or promotional processes. All classified employees who want to inspect their personnel file as long as the challenged comment or information remains in the fileshall ordinarily make an advance appointment. C. No documentation reflecting performance Information of a derogatory nature, except materials mentioned in B above, shall not be entered or conduct problems filed unless and until the employee is given notice and the opportunity to review and comment thereon. An employee shall have the right to enter, and have attached to any such derogatory statement, his or her own comments thereon. Such review shall take place during business hours, and the employee shall be placed in an employee's personnel file released from duty for this purpose without the signature of the employee verifying knowledge of the existence of such informationsalary reduction. D. The County agrees that pre-employment background investigations and, psychological evaluations All material in the personnel file shall indicate the date it was prepared and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staffwho was responsible for its preparation. E. Any documentation representing disciplinary action will Personnel files shall be removed from available for review by his or her CSEA representative, if authorized in writing by the employee’s . Any further review shall require an additional, specific authorization. F. Classified employees shall have the right to enter into their personnel file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal letters of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal commendation and/or certificates of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed exemplary performance from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary ActionDistrict administrators.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The Employees' official personnel file documents required for operations files shall be maintained in at the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department HeadBoard's Central Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any Employees shall have the right to examine, during regular business hours, all materials in their files, and they may be accompanied by another individual of their choice. Such examination shall be in the presence of the Superintendent or designee. C. No employee shall be permitted to remove any material from the personnel file. If an employee disputes the accuracy, relevance, timeliness, or completeness of information about him or her maintained in said file, he/she may request that the Board investigate the current status of the information within a reasonable time of receiving the request. If the administration does not agree to remove the materials, the employee shall have the right to respond in writing with the employee’s explanation as to what they believe is obsolete, inappropriate, and/or inaccurate and such explanation will be included with the material in question. D. An employee shall have the right to contest, in writing, any adverse comment written evaluation or other material in his/her file that he/she believes to be incorrect or incomplete. Said response shall become a part of the file only if the employee submits the response within thirty (30) days from the time the employee knew or should have known that the disputed information contained was in his/her personnel file, and such comments shall be kept in . E. The Board agrees to notify employees when materials are added to the employee's personnel file as long as the challenged comment which could result in disciplinary action. Unsigned anonymous or information remains in the file. C. No documentation reflecting performance or conduct problems confidential complaints shall not be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such informationfile. D. The County agrees F. Letters of appreciation, cards of thanks, and other materials that pre-employment background investigations andexpress appreciation for a job well done from, psychological evaluations but not limited to, the Administration, staff members, parents, students, and polygraphs others will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above copied and placed in the employee’s inactive discipline file.shall Association member's personnel file, with the prior approval of the Superintendent or designee. G. Employees will receive notification that his/her files are requested to be maintained in a single generic file known as “Removed Disciplinary Actionviewed.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations Personnel files of classified employees shall be maintained at the District Human Resources and Employee Relations office. Such files shall be available for inspection as set forth hereafter. There shall be no right of inspection to any other files relating or pertaining to classified employees which may be kept by individual administrators or others. Disciplinary actions taken against an employee may be based only on materials contained or placed in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required personnel file and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall such materials may not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeemore than two (2) years old. B. Any Every classified employee shall have the right to respond in writing reasonably request to any adverse comment inspect his or incorrect information contained in her personnel file and shall be released from duty for this purpose when his/her personnel filedepartment can reasonably accommodate the request. Personnel file material which may not be inspected includes such materials as ratings, and such comments shall be kept reports, or records which were obtained in conjunction with the employee's employment or promotional processes. All classified employees who want to inspect their personnel file as long as the challenged comment or information remains in the fileshall ordinarily make an advance appointment. C. No documentation reflecting performance Information of a derogatory nature, except materials mentioned in B above, shall not be entered or conduct problems filed unless and until the employee is given notice and the opportunity to review and comment thereon. An employee shall have the right to enter, and have attached to any such derogatory statement, his or her own comments thereon. Such review shall take place during business hours, and the employee shall be placed in an employee's personnel file released from duty for this purpose without the signature of the employee verifying knowledge of the existence of such informationsalary reduction. D. The County agrees that pre-employment background investigations and, psychological evaluations All material in the personnel file shall indicate the date it was prepared and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staffwho was responsible for its preparation. E. Any documentation representing disciplinary action will Personnel files shall be removed from available for review by his or her CSEA representative, if authorized in writing by the employee’s . Any further review shall require an additional, specific authorization. F. Classified employees shall have the right to enter into their personnel file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal letters of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal commendation and/or certificates of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed exemplary performance from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary ActionDistrict administrators.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The 92. 1. Only one (1) official personnel file documents required for operations shall be maintained on any single employee. The official file shall be located in the Human Resources Department, accessible 's personnel office unless another location is designated and the employee notified in writing. Each employee shall have the right to review the Department Head when xxxxxxxxx.xxxxxx contents of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours official personnel file upon request. Nothing may be removed from the file by the employee but copies of the Human Resources Department Department Head's Office, inspect contents shall be provided to the employee at his/her file at either office and request. Copies in excess of 100 pages shall be allowed at a charge of ten (10) cents per page. 93. 2. An employee shall have the opportunity to make copies 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 anything contained thereinreceipt. All disciplinary action and documentation issued by material in the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will file must be signed and dated by the affected employee author, except for routine payroll and submitted personnel administration documents. The City may transmit documents to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure employee at the employee’s files are complete upon request for inspection 's last known address by an employeemeans of U.S. mail or hand delivery, except disciplinary notification which must be sent by certified mail when the employee is on leave. B. Any 94. 3. With the approval of the Appointing Officer or designee, the employee shall have the right may include material relevant to respond in writing to any adverse comment or incorrect information contained in his/her personnel performance of assigned duties in the file. 95. 4. Upon request of an employee subject to the approval of the Appointing Officer or designee, and 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 comments shall prior action. The envelope containing the sealed documents will be kept 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 as long as the challenged comment or information remains document (s) have been sealed. Performance evaluations are excluded from this provision. 96. 5. The above provision shall not apply in the file. C. No documentation reflecting performance case of employees disciplined due to misappropriation of public funds or conduct problems shall be placed in property; misuse or destruction of public property; misconduct stemming from drug or alcohol abuse; mistreatment of persons (except mere verbal altercations not involving discrimination or threats of violence); acts which would constitute a felony or misdemeanor involving moral turpitude; and/or acts which present an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only immediate danger to the employee, the employee's supervisor public health and authorized members of the Human Resources Department staffsafety. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The 7.1 There shall be only one personnel file documents required for operations each employee which shall be maintained kept confidential. Materials in personnel files of employees which may serve as a basis for affecting the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx status of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action their employment are to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request made available for inspection by an employee. B. Any the person involved. Such materials shall not include rating reports, or records which (1) were obtained prior to the employment of the person involved, (2) were prepared by identifiable examination committee members, (3) were obtained in connection with a promotional examination. Every employee shall have the right to respond inspect such materials upon request, provided that the request is made at a time when such person is not actually required to render services to the employing District. A representative chosen by the employee may accompany them at this time. Such review shall take place during normal business hours, and the employee shall be released from duty for this purpose without salary reduction. If an employee is unable to view their personnel file during normal business hours of the Human Resources Office, they may designate in writing a union representative to any adverse comment or incorrect information contained perform the review on their behalf. Such designation will be valid for one review only. 7.2 Other than formal evaluations, derogatory materials in his/her a personnel filefile that are at least three (3) years old, and where there has been no repeated incident(s) of the problem(s) that gave rise to such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems materials during said time period, shall be placed in an employee's a sealed envelope. Said sealed material shall not be opened except by court order, or with the unit member’s consent. 7.3 Documents used for discipline purposes which have not already been sent to the personnel file without shall be destroyed by close of business June 30th unless these materials are sent to the signature personnel file in accordance with section 7.4. 7.4 Information of a derogatory nature shall not be entered or filed unless and until the employee verifying knowledge of is given a copy and an opportunity to review and comment thereon. An employee shall have the existence of right to enter, and have attached to any such information. D. The County agrees that pre-employment background investigations andderogatory statement, psychological evaluations and polygraphs will be kept confidential and will their own comments thereon. Anonymous or uncorroborated material shall not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department stafffiled. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The ‌ 20.1 There shall be a single personnel file documents required for operations each employee. Personnel files shall be maintained kept in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx Office of the Department Head. Other legally required and payroll related information District. 20.2 Materials in the personnel file of an employee, except as noted below, shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason made available for the documentation and the action to be taken inspection by the employee involved. Employees shall have the right to ensure the violation does not reoccurinspect and obtain a copy of personnel file materials, upon request. Such documentation will be signed and dated Upon authorization by the affected employee, a CEU representative may review the employee's file or accompany the employee and submitted in review of the file. Material which may be excluded from inspection shall be limited (California Labor Code Section 1198.5): • Records relating to the employee’s fileinvestigation of a possible criminal offense. Employees have no right • Letters of reference. Ratings, reports, or records that were: obtained prior to refuse to sign the employment of the employee involved; were prepared by identifiable examination committee members; or were obtained in connection with a disciplinary notice to verify their knowledge when asked to do sopromotional examination. 20.3 Information of a derogatory nature, but their signature except material excluded in accordance with section 20.2 above, shall not be entered or filed unless and until the employee is given notice and an admission of guiltopportunity to review and comment thereon. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any An employee shall have the right to respond in writing enter, and have attached to any adverse comment or incorrect information contained in his/her personnel filesuch derogatory statement, their own comments thereon. Such review, and such any preparation of comments in response to the material and/or statement, shall take place during normal business hours, and the employee shall be kept in the employee's personnel file as long as the challenged released from duty for this purpose without salary reduction. This time for review and comment or information remains in the fileis limited to one (1) hour during normal business hours. C. No documentation reflecting performance or conduct problems shall be 20.4 All material placed in an employee's personnel file without shall be dated and signed by the signature person who prepared the material. Material shall be added in a timely fashion, and an effort will be made to add any materials within one (1) month. No anonymous material shall be included in any employee’s file. 20.5 The contents of all personnel files shall be kept in strictest confidence except when law mandates release of certain information. Access authorization by anyone other than the employee verifying knowledge of or designee must be obtained from either the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employeeSuperintendent/President, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from ’s administrator, the employee’s file after immediate supervisor, or designee. The District shall keep a log indicating the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periodspersons who have requested to examine a personnel file, as well as the dates such requests were made. It This log shall be available for examination by the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Actionemployee or their authorized CEU representative.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations Employees shall have the opportunity to read any material which may be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted considered derogatory to the employee’s conduct, service, character, or personality before it is dated and placed in the personnel file. Employees have no right The employee shall acknowledge that he/she has read the material by affixing his/her signature to refuse the copy to sign be filed and a disciplinary notice copy shall be given to verify their knowledge when asked to do so, but their the employee. The signature shall not be an admission indicate agreement with the content of guilt. Full disclosure of all documentation will be provided upon written request the material but indicates only that the material has been inspected by the affected employee. Sarpy The employee shall also have sole responsibility an opportunity to ensure reply to such derogatory material in a written statement to be attached to the filed copy. Employees shall be informed of any complaint by a parent and/or student which is directed toward that employee and which may become a matter of record. Derogatory material or complaints against the employee found unwarranted shall be removed from the file. Anonymous letters or materials shall not be placed in the employee’s files are complete upon request for inspection by an employee. B. Any file or shall they be made a matter of record. Each employee shall have the right right, upon request, to respond in writing to any adverse comment or incorrect information contained in review the contents of his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's own personnel file. The County further agrees that performance evaluations performed on any employee will Letters of reference are to be maintained on a considered confidential basis with access available only to and shall not be viewed by the employee. Upon the staff members request, the employee's supervisor and authorized members written reprimands and/or letters of the Human Resources Department staff. E. Any documentation representing a disciplinary action nature will be removed from the employee’s personnel file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall a separate disciplinary file to be maintained only in a single generic file known as “Removed Disciplinary Action.” In the event District office providing that two (2) years have elapsed after the effective date of the reprimands and/or letter, providing there are no intervening reprimands or disciplinary letters of a recommended termination any previous disciplinary action even if inactive as outlined above may similar nature during the two (2) year period. Nothing in this paragraph shall be taken into considerationdeemed to require the District to violate the state laws relating to the retention and destruction of public records.

Personnel Files. A. The Section 23.1 It is recognized by the Parties that the Employer may prescribe regulations for the custody, use and preservation of the records, papers, books, documents, and property pertaining to the Employer or its employees. However, to the extent that any records, papers, or other documents covering members of the bargaining unit are not legitimately considered unavailable to review by such members, employees shall have access to their individual personnel files for review during normal business hours. All reviews shall be conducted on the premises of the Employer in the presence of the Employer or his designee. Any employee wishing to examine his personnel file documents shall make prior request to and receive approval of the Employer or his representative. The Employer shall not be required for operations to pay an employee or to lose that employee's services as a result of this activity, unless advance approval to examine the files during regular working hours has been obtained. The employee may be accompanied by an Association representative. Section 23.2 The Employer and the Association agree to abide by the provisions of R.C. Chapters 149 and 1347. Employee medical records, however, shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her a separate file at either office and shall be allowed confidential. Section 23.3 No anonymous documents will be placed into the employee's official file. Section 23.4 If an employee, upon examining his personnel file, disputes the accuracy of those documents to which he has access, the employee may request the Employer, in writing, to investigate the disputed information. The Employer shall, within twenty (20) working days after receiving the request from the employee, make copies an investigation of anything contained therein. All disciplinary action the disputed information and documentation issued by shall notify the Department Head will state employee of the reason for results of the documentation investigation and the action he plans to be taken by take with Section 23.5 If the employee to ensure is dissatisfied with the violation does not reoccur. Such documentation will be signed and dated by response, the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond insert in writing to any adverse comment or incorrect information contained in his/her personnel his file, and such comments as an attachment to the allegedly wrongful document or record, a statement clarifying or refuting the inaccurate, untimely, or incomplete record. Section 23.6 The Employer shall be kept in the remove from an employee's ’s personnel file as long as the challenged comment or any information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will cannot be deemed part of the employee's personnel file. The County further agrees verified or that performance evaluations performed on any employee will is found to be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staffinaccurate. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The Section 1. Unit member personnel file documents required for operations files shall be maintained in at the District’s Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department HeadOffice. Other legally required and payroll related information All personnel files shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make contain copies of anything contained thereinall evaluations. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee Unit members shall have the right to respond place any training certificates or awards in writing their personnel files by submitting a copy to any adverse comment or incorrect information contained Human Resources. Effective July 1, 2010, personnel files shall contain copies of unit member’s current and subsequent job description(s). Section 2. Unit members shall receive copies of all derogatory material placed in his/her their personnel file, file and such comments shall be kept given an opportunity of reviewing the material and submitting a written response to such derogatory material within ten (10) working days of receipt prior to placement in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will District shall be maintained on a confidential basis with access available only responsible for attaching the response to the employee, derogatory material and placing both in the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periodspersonnel file. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and Such derogatory material placed in the employeepersonnel file shall be signed and dated. Section 3. The employee shall notify Human Resources in advance of his/her desire to review the material; the review shall take place during normal business hours, and the employee shall be released from duty for this purpose without reduction in pay. Section 4. The unit member or their designee(s) shall have access to the personnel file during regular business hours of the District. The unit member or their designee may review the personnel file at that time. The unit member shall not have the right to inspect the file at a time when the employee is actually required to render services to the District. The unit member or their designee may receive copies of any documents they deem necessary from the personnel file. Section 5. When a unit member’s inactive discipline file.shall files are to be maintained in accessed, a single generic log shall show the name of the person opening the file known as “Removed Disciplinary Actionand the date the activity occurred.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations of a Bargaining Unit member shall be maintained in the Human Resources Department, accessible according to the Department Head when xxxxxxxxx.xxxxxx of following procedure: A. Upon request, the Department Head. Other legally required and payroll related information employee, or any person designated in writing by the employee, shall be maintained in the Human Resources Department. Every employee may, during permitted to examine his/her non-duty hours and during regular office hours personnel file. B. The employee shall be permitted conveniently to reproduce any materials in the file at a cost no greater than five (5) cents per page. C. Except for materials pertaining to work performance or such other matters that may be cause for discipline, suspension, or dismissal under the laws of this state, no derogatory materials relating to an employee's conduct, service, character, or personality shall be placed in the Human Resources Department Department Headpersonnel file of such employee. D. A copy of materials to be added to the employee's Officefile shall be provided to the employee either: 1. By certified mail, inspect return receipt requested to his/her file at either office and shall be allowed to make copies address of anything contained thereinrecord; or, 2. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted By personal delivery to the employee’s file. Employees have no right The employee's signature on a copy of the materials to refuse be filed, shall be proof that such materials were given to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee, with the understanding that such signature merely signifies receipt and does not necessarily indicate agreement with its contents. B. Any E. When an employee shall have requests the right Superintendent to respond in writing to any adverse comment or incorrect information contained conduct an informal inquiry regarding material placed in his/her personnel filefiles, and such comments the Superintendent or his/her designee shall be kept in commence the employee's personnel file as long as investigation within ten (10) work days. The official making the challenged comment or information remains in inquiry shall append a written report of his/her findings to the filematerial within fifteen (15) workdays after the conclusion of the investigation. The employee shall receive a copy of the written findings. C. F. No documentation reflecting performance or conduct problems shall materials relating to work performance, may be placed in an employee's a personnel file without the signature unless they have been reduced to writing within forty-five (45) days, exclusive of the employee verifying knowledge summer vacation period, of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part school system administration becoming aware of the employee's personnel filefacts reflected in the materials. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only Additional information related to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and such written materials previously placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into considerationappended to such materials to clarify or amplify them as needed.

Personnel Files. A. The 7.3.1 There shall be a single personnel file documents required for operations each unit member. Personnel files shall be maintained kept in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx central administrative office of the Department Head. Other legally required and payroll related information District. 7.3.2 Materials in the personnel file of a unit member, except as noted below, shall be maintained made available for inspection by the unit member involved. Upon authorization by the unit member, an Association representative may review the unit members file or accompany the unit member in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours review of the Human Resources Department Department Head's Office, inspect his/her file at either office and file. Materials excluded from inspection shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted ratings; reports on records which were obtained prior to the employee’s file. Employees have no right to refuse to sign employment of the unit member involved, were prepared by identifiable examination committee members, or were obtained in connection with a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeepromotional examination or interview. B. Any employee 7.3.2.1 Unit members shall have the right to respond obtain one copy of personnel file materials, upon request, at no charge to the unit member. 7.3.3 Information of a derogatory nature, except material excluded in writing accordance with section 7.3.2.1 above, shall not be entered or filed until the unit member is given notice and an opportunity to review and comment thereon. A unit member shall have the right to enter, and have attached to any adverse comment or incorrect information contained in such derogatory statement, his/her own comments. 7.3.3.1 Such review, and any preparation of comments in response to the information, shall take place during normal business hours, and the unit member shall be released from duty for this purpose without salary reduction. 7.3.4 All material placed in a unit member's personnel file shall be dated and signed by the person who caused the material to be prepared. 7.3.4.1 All material destined for a unit member's personnel file shall be presented to the unit member for his/her signature, which indicates only that the documents have been read and that the right to attach written responses is known, before the material is placed in the personnel file, and such comments . 7.3.4.1.1 Failure of the unit member to sign the document shall not prevent its placement in the personnel file. 7.3.5 Access to a unit member's personnel file shall be limited to a "need to know" basis. The contents of all personnel files shall be kept in the employee's personnel file as long as the challenged comment or information remains in the filestrictest confidence. C. No documentation reflecting performance or conduct problems 7.3.5.1 The district shall keep a log indicating the dates and names of all persons examining personnel files, except that district office personnel performing administrative personnel functions are not subject to this requirement. Such log shall be placed in an employee's personnel file without available for examination by the signature of the employee verifying knowledge of the existence of such informationunit member or his/her authorized Association representative. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The official personnel file documents required for operations (“OPF”) of each unit member shall be maintained at the District Personnel Office. Materials in personnel files of employees which may serve as a basis for affecting the Human Resources Department, accessible status of their employment are to be made available for the Department Head when xxxxxxxxx.xxxxxx inspection of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Departmentperson involved. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond inspect such materials upon request. B. Such material is not to include ratings, reports, or records which (1) were obtained prior to the employment of the person involved, (2) were prepared by identifiable examination committee members, or (3) were obtained in writing connection with promotional examination. C. Information of a derogatory nature, except material mentioned in the second paragraph of this section, shall not be entered or filed unless and until the employee is given notice and an opportunity to review and comment thereon. An employee shall have the right to enter, and have attached to any adverse comment or incorrect information contained in his/her personnel filesuch derogatory statement, his own comments thereon. Such review shall take place during normal business hours, and the employee shall be released from duty (other than instructional time) for this purpose without salary reduction. This written response shall be attached to the derogatory material during normal business hours. The employee shall be released from duty (other than instructional time) for this purpose without salary reduction. This written response shall be attached to the derogatory material during normal business hours and he shall be released from duty (other than instructional time) for this purpose without salary reduction. D. A unit member shall be permitted to examine and/or obtain copies of material in his file. The District may recover from the unit member the reasonable cost of furnishing such comments copies. E. The contents of each unit member’s personnel file shall be kept in the employee's personnel strictest confidence and access to his file as long as the challenged comment or information remains shall be limited to appropriate personnel. Each unit member’s official file shall be filed in the fileDistrict Office. C. F. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from taken on complaints pending an investigation unless the employee’s file after the time periods listed below but shall remain active for progressive discipline complaint alleges conduct, which may place students and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed other district personnel in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Actiondanger.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The Section 23.1 It is recognized by the Parties that the Employer may prescribe regulations for the custody, use and preservation of the records, papers, books, documents, and property pertaining to the Employer or its employees. However, to the extent that any records, papers, or other documents covering members of the bargaining unit are not legitimately considered unavailable to review by such members, employees shall have access to their individual personnel files for review during normal business hours. All reviews shall be conducted on the premises of the Employer in the presence of the Employer or his designee. Any employee wishing to examine his personnel file documents shall make prior request to and receive approval of the Employer or his representative. The Employer shall not be required for operations to pay an employee or to lose that employee's services as a result of this activity, unless advance approval to examine the files during regular working hours has been obtained. The employee may be accompanied by an Association representative. Section 23.2 The Employer and the Association agree to abide by the provisions of R.C. Chapters 149 and 1347. Employee medical records, however, shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her a separate file at either office and shall be allowed confidential. Section 23.3 No anonymous documents will be placed into the employee's official file. Section 23.4 If an employee, upon examining his personnel file, disputes the accuracy of those documents to which he has access, the employee may request the Employer, in writing, to investigate the disputed information. The Employer shall, within twenty (20) working days after receiving the request from the employee, make copies an investigation of anything contained therein. All disciplinary action the disputed information and documentation issued by shall notify the Department Head will state employee of the reason for results of the documentation investigation and the action he plans to be taken by take with respect to the disputed information. Section 23.5 If the employee to ensure is dissatisfied with the violation does not reoccur. Such documentation will be signed and dated by response, the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond insert in writing to any adverse comment or incorrect information contained in his/her personnel his file, and such comments as an attachment to the allegedly wrongful document or record, a statement clarifying or refuting the inaccurate, untimely, or incomplete record. Section 23.6 The Employer shall be kept in the remove from an employee's ’s personnel file as long as the challenged comment or any information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will cannot be deemed part of the employee's personnel file. The County further agrees verified or that performance evaluations performed on any employee will is found to be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staffinaccurate. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required Any written material that might serve as the basis for operations shall affecting the employment status of an individual may be maintained placed in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office only after it has been reviewed with the employee and the employee has had ten (10) days to prepare a written response, which shall also be placed in the file. An employee shall have the right to review his/her file any time upon request. The file shall be allowed maintained as confidential and open to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken inspection only by the employee and to ensure the violation does not reoccurDistrict when necessary. Such documentation will The employee may authorize CSEA to review his/her file so long as said authorization is in writing. All material placed in a file shall be signed and dated by the affected person responsible for the material. 3.10.1 The personnel file of each employee and submitted to shall be maintained at the District Office. No adverse action of any kind shall be taken against any employee based upon materials, which are not in the personnel file. 3.10.2 Employees shall be provided with copies of any derogatory written material ten (10) days before it is placed in the employee’s personnel file. Employees have no right The employee shall be given an opportunity during non-working hours to refuse review and respond to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guiltsuch material. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the The employee’s files are complete upon request for inspection by an employeewritten response, if any, shall be attached to the material. B. Any 3.10.3 An employee shall have the right to respond in writing examine and/or obtain copies of any material from the employee’s personnel file with the exception of material that includes rating, reports, or records which were obtained prior to any adverse comment or incorrect information contained in his/her the employment of the employee involved, at a time when the employee is not required to render service to the District. 3.10.4 All personnel file, and such comments files shall be kept in confidence and shall be available to the District when necessary in the proper administration of the District’s affairs or the supervision of the employee's . The District shall keep a confidential log indicating the persons who have examined a personnel file as long well as the challenged comment date such examinations were made. Such log and the employee’s personnel file shall be available for examination by the employee or information remains in his/her CSEA representative if authorized by the fileemployee. C. No documentation reflecting performance 3.10.5 Any person who places written material or conduct problems shall be placed drafts of written materials for placement in an employee's ’s file shall sign the material and signify the date on which such material was drafted. Any written materials placed in a personnel file without shall indicate the signature of the employee verifying knowledge of the existence date of such informationplacement. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part 3.10.6 No information of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It derogatory nature shall be entered or filed in any personnel file unless and until the employee’s responsibility, after unit employee is given notice and opportunity to review and comment on the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Actionmaterials.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The 7.3.1 There shall be a single personnel file documents required for operations each unit member. Personnel files shall be maintained kept in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx central administrative office of the Department Head. Other legally required and payroll related information District. 7.3.2 Materials in the personnel file of a unit member, except as noted below, shall be maintained made available for inspection by the unit member involved. Upon authorization by the unit member, an Association representative may review the unit members file or accompany the unit member in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours review of the Human Resources Department Department Head's Office, inspect his/her file at either office and file. 7.3.2.1 Materials excluded from inspection shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted ratings; reports on records which were obtained prior to the employee’s file. Employees have no right to refuse to sign employment of the unit member involved, were prepared by identifiable examination committee members, or were obtained in connection with a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeepromotional examination or interview. B. Any employee 7.3.2.2 Unit members shall have the right to respond obtain one copy of personnel file materials, upon request, at no charge to the unit member. 7.3.3 Information of a derogatory nature, except material excluded in writing accordance with section 7.3.2.1 above, shall not be entered or filed until the unit member is given notice and an opportunity to review and comment thereon. A unit member shall have the right to enter, and have attached to any adverse comment or incorrect information contained in such derogatory statement, his/her own comments. 7.3.3.1 Such review, and any preparation of comments in response to the information, shall take place during normal business hours, and the unit member shall be released from duty for this purpose without salary reduction. 7.3.4 All material placed in a unit member's personnel file shall be dated and signed by the person who caused the material to be prepared. 7.3.4.1 All material destined for a unit member's personnel file shall be presented to the unit member for his/her signature, which indicates only that the documents have been read and that the right to attach written responses is known, before the material is placed in the personnel file, and such comments . 7.3.4.1.1 Failure of the unit member to sign the document shall not prevent its placement in the personnel file. 7.3.5 Access to a unit member's personnel file shall be limited to a "need to know" basis. The contents of all personnel files shall be kept in the employee's personnel file as long as the challenged comment or information remains in the filestrictest confidence. C. No documentation reflecting performance or conduct problems 7.3.5.1 The district shall keep a log indicating the dates and names of all persons examining personnel files, except that district office personnel performing administrative personnel functions are not subject to this requirement. Such log shall be placed in an employee's personnel file without available for examination by the signature of the employee verifying knowledge of the existence of such informationunit member or his/her authorized Association representative. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The 17.1.1 Subject to the District’s right to reorganize, the District personnel file documents required for operations each unit employee shall be maintained in at the Community Services District Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information Resources. 17.1.2 Employees shall be maintained in offered the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse opportunity to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will and be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on with a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal copy of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and derogatory written material before it is placed in the employee’s inactive discipline file.shall personnel file. The employee shall be maintained given an opportunity during regularly scheduled working hours to prepare a written response to such material. The written response, if submitted within ten (10) days, shall be attached to the derogatory material. If, however, the employee was not allowed the opportunity to sign the document prior to its placement within the file, the employee shall have a right at any time to attach a written response to the material. Should an employee conclude that material within their personnel file is no longer relevant, they shall be entitled to petition the Fire Chief in writing to have the material removed. After first considering the merits of the request, the Fire Chief shall have full discretion to approve or deny the request. The Fire Chief’s judgment in this matter shall be final. 17.1.3 All personnel files shall be kept in confidence and shall be available only to designated employees of the District, or their official agents, when actually necessary in the proper administration of the District’s affairs or the supervision of the employee. Designated employees shall include the Fire Chief, Deputy Fire Chief, Assistant Fire Chief, and any employee designated by the Fire Chief. Relevant portions of an employee’s personnel file shall be made available to the Board of Directors and General Manager, if reasonably necessary to effectuate an official act. 17.1.4 Any person who places written material or drafts written material for placement in an employee’s file shall sign the material and signify the date on which such material was drafted. 17.1.5 Whenever the District receives a letter, report, or other written communication which compliments a particular employee, a copy of that document shall be sent to the concerned employee and the original shall be placed in the employee’s personnel file. All employee medical information is to be kept by the District for the length of employment plus 30 years. The confidential information is kept in a single generic separate medical file. Any material contained in the employee’s personnel file known as “Removed Disciplinary Actionis available for inspection by the employee. The employee’s representative may inspect the personnel file only if written authorization from the employee is received by the District.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The 5.1 Material in the personnel file documents required for operations of a unit member, except as mandated by law shall be maintained in made available for inspection by the Human Resources Departmentunit member to review and /or copy. Upon specific written authorization by the unit member, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of SCACEFT representative may review the Human Resources Department Department Head's Office, inspect unit member’s file or accompany the unit member in his/her file review of the file. 5.2 Material excluded from review under law includes ratings reports or records which: 5.2.1 Were obtained prior to employment of the person involved 5.2.2 Were prepared by identifiable examination board members 5.2.3 Were obtained in connection with a promotional examination 5.3 The District shall observe and enforce strict confidentiality of the personnel files whether kept at either office the human resources department, at the Educational Services Center or at any work site or local campus. 5.4 Information of a derogatory nature shall not be entered or filed, unless or until the unit member is given notice and an opportunity to review and comment thereon. In no case shall unsubstantiated derogatory material be placed in the personnel file. A unit member shall have the right to enter and have attached to any such derogatory statement his/her own comments thereon. Such review shall take place during normal business hours, and the unit member shall be allowed to make copies of anything contained therein. released from duty for this purpose without salary reduction. 5.5 All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will derogatory material placed in an employee’s file shall be signed and dated by the affected management representative and the employee and submitted to on the employee’s fileday on which it was reviewed. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature Any written material placed in the personnel file shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by indicate the affected employee. Sarpy shall have sole responsibility to ensure date received in the employee’s files are complete upon request for inspection by an employeePersonnel Office. B. Any employee shall have the right to respond in writing to 5.6 No adverse action of any adverse comment or incorrect information contained in his/her personnel file, and such comments kind shall be kept based upon materials which are not in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only No decision relating to the employee, dismissal or suspension of any unit member shall be made based on charges or evidence of any nature relating to matters occurring more than four (4) years prior to the employee's supervisor and authorized members filing of the Human Resources Department staffnotice (Ed Code 44944). E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations An employee shall be maintained in the Human Resources Department, accessible allowed supervised access to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office their personnel files and shall be allowed permitted to make obtain copies of anything contained thereinany portion of their file. All As no one except authorized individuals are allowed access to personnel files and the Employer relinquishes control of the material provided to the employee, employee’s requesting copies of their personnel files shall be required to sign an Employee-indemnification letter. An employee requesting that their personnel files or portions thereof be released to an individual or agency others than themselves must provide written authorization indicating the specific material to be released and the name of the party the information is to be released too. 14.2.1 Any document which may relate to disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will shall be signed and dated by the affected employee and submitted prior to placement of such document in the employee’s personnel file. Employees Items not bearing such signature will have no right to refuse evidentiary value in a disciplinary hearing; provided, however, if the employee refuses to sign such a disciplinary notice to verify their knowledge when asked to do sodocument, but their this fact shall be noted and the document may be placed in the appropriate files and shall have the same evidentiary value as a signed document. The employee’s signature shall only be indicative of receiving a copy of said document and shall not be an admission of guiltnecessarily indicate agreement with the contents. Full disclosure An employee shall receive copies of all documentation will be provided upon written request by information at the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeetime said information is placed in their personnel file. B. Any 14.2.2 Disagreements over the information placed in their personnel file shall be raised at the time of placement. An employee shall have the right opportunity to respond in writing attach written disagreements to information submitted. Employees are encouraged by the Employer to review their personnel files on an annual basis and bring any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only noted discrepancies to the employee, the employeeEmployer's supervisor and authorized members of the Human Resources Department staffattention. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. 6.1.1 The official personnel file documents required for operations of each bargaining unit employee shall be maintained in the Human Resources Departmentdistrict's human resources office. 6.1.2 The official personnel file shall be limited to include copies of each official performance evaluation, accessible notice of employment or change in status, official commendations when noted in or attached to the Department Head performance evaluation, reprimands, warnings when xxxxxxxxx.xxxxxx attached to an official reprimand, and such other documents which may be deemed appropriate by the district. 6.1.3 Employees shall be provided with copies of any written material ten (10) workdays before it is placed in the employee's official personnel file. An employee is entitled to respond to the material within those ten (10) workdays. The written response shall be attached to the material. Within the ten (10) working days, an employee and/or union representative may request, in writing, a meeting with the director of human resources, regarding the material. An employee may use up to one (1) hour of duty time to prepare a response to the material, scheduled with the approval of the Department Headimmediate supervisor. Any material related to a disciplinary action placed in the file will be done in compliance with Article 19.5.1 . 6.1.4 Bargaining unit employees shall receive reasonable release time to examine the contents of his/her official personnel file. A bargaining unit employee upon request may receive a copy of any document in the official personnel file. 6.1.5 All bargaining unit employee personnel files shall be kept in confidence in the human resources office and shall be available for inspection only by authorized employees of the district (the immediate supervisor, human resources) in the proper administration of the district's affairs or the supervision of the employee. Other legally required personnel may be allowed access with the written permission of the employee. The district shall keep a log of the persons with the exception of the personnel administration who have examined a personnel file as well as the date such examinations were made. Such log and payroll related information the employee's personnel file shall be available for examination by the employee or his/her CSEA representative if authorized in writing by the employee. The log shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed . 6.1.6 Any materials placed in the personnel file shall contain the date on which such material was originated and the name of the person who originated the document. 6.1.7 No disciplinary action shall be taken for any employee will be maintained on a confidential basis with access available only cause which arose prior to the employee's becoming permanent, nor for any cause which arose more than two years preceding the employee's supervisor and authorized members date of the Human Resources Department stafffiling of the notice of cause unless such cause was concealed or not disclosed by such employee when it could be reasonably assumed that the employee should have disclosed the facts to the employing district. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The Materials in personnel file documents required files of employees that may seem as a basis for operations shall affecting the status of their employment are to be maintained made available for the inspection of the person involved. B. Except as otherwise provided in G. below, this material is not to include ratings, reports or records that ( 1) were obtained prior to the employment of the person involved, (2) were prepared by identifiable examination committee members, or (3) were obtained in connection with a promotional examination. All materials in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will must be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeeauthor. B. Any C. Every employee shall have the right to respond inspect those materials upon request, provided that the request is made at a time when the person is not actually required to render services to the District. D. Information of a derogatory nature, except ma terial cited in writing B above, shall not be entered or filed unless and until the employee is given notice and an opportunity to review and comment thereon. Within ten (10) days of such notice, an employee shall have the right to enter, and have attached to any adverse comment or incorrect information contained in derogatory statements, his/her personnel file, own comments thereon. The review shall take place during normal business hours and such comments the employee shall be kept released from duty for this purpose without salary reduction. An employee may receive, without charge, up to five (5) pages of copy from their file. Copies of pages in excess of five (5) shall be at the rate of $.10 per page. E. An employee shall shave the opportunity to review, sign and ate 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. The District may transmit documents to the employee at the employee's personnel file as long as ’s last known address by means of U.S. mail or hand delivery, except disciplinary notification which must be sent certified mail when the challenged comment employee is on leave. F. With the approval of the Superintendent or information remains his/her designee, the employee may include a reasonable amount of material relevant to his/her performance of assigned duties in the file. C. No documentation reflecting performance or conduct problems G. Notwithstanding B. above, every employee shall be placed in have access to his/her numerical scores obtained as a result of a written examination. H. Upon request of an employee's personnel file without , subject to the signature approval of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations andSuperintendent or his/her designee, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only material relating to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from in the employee’s file after which has been in the time periods listed below but file for more than two (2) years may be “sealed” (i.e., shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be confidential) to the employee’s responsibilitymaximum extend legally permissible, after provided the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing employee has had no sub sequent disciplinary action that becomes inactive shall beis removed from since the employees’ file after date of such prior action. The envelope containing the time period listed above and placed sealed documents will be retained in the employee’s inactive discipline file.shall personnel file to be maintained opened only for purpose of assisting the District in a single generic 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 known as “Removed Disciplinary Actionthe document(s) have been sealed. Performance evaluations are excluded from the provision.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The District shall maintain a personnel file documents required for operations shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every each employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head that will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the Central Office under the supervision of the Director of Human Resources. Administrators, with approval from the Director of Human Resources and with legitimate District business related to employment, shall have access to an employee's personnel file as long as the challenged comment or information remains in the file. B. An employee shall be permitted to review his or her personnel file after submitting a written request to the Director of Human Resources. The Director of Human Resources shall schedule a meeting to provide for the requested review at a mutually agreeable time within ten (10) working days of the date of the request. The employee may be accompanied by a representative of his or her choice and may also, if written authorization is provided, designate a second party to review said file in his or her place. C. Materials directly and solely related to pre-employment references and internal transfers and other related materials shall be removed from the file prior to its review by the employee. D. No documentation reflecting performance document pertaining to the employee shall be placed in the file maintained in the Office of Human Resources unless a copy has been first given to the employee. Additional copies will be available upon request. Employees shall have the chance to submit a written response to any document placed in his or conduct problems shall her file; such a response will be attached to the document to which it relates. An employee may submit germane documents for inclusion in their files. The decision concerning the inclusion of submitted material will reside with the Director of Human Resources. No anonymous or unsigned information may be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and information placed in the employee’s inactive discipline file.shall personnel file, including disciplinary reprimands must be maintained retained for the length of time indicated in a single generic file known as “Removed Disciplinary Actionthe current New Mexico statute.” In F. Administrators retain the event right to keep personal notes for the purpose of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into considerationevaluation and an annual evaluation file.

Personnel Files. A. The personnel file documents required for operations Employees shall be maintained in permitted to inspect during normal District business hours the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx District's personnel files of the Department Head. Other legally required and payroll related information shall be maintained concerned employee kept in the Human Resources Department. Every Inspection must take place in the presence of an authorized employee mayas designated by the District, during his/her non-duty hours and during regular office hours except that no prearranged appointment will be necessary for such inspection to occur. Anyone, at the employee's request, may be present for this review. Upon request, one (1) copy of the Human Resources Department Department Head's Office, inspect his/her file at either office and any documents contained therein shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by afforded the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to at the employee’s expense. A copy of formal District generated written material concerning discipline will be furnished to the employee and the Association President at the time it is placed in the District personnel file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation No derogatory information will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's a personnel file without the signature employee being informed in writing. Nothing in this Agreement shall be interpreted to limit an administrator's right to keep such records as are necessary to meet his/her responsibilities. At the end of each school year, materials from a building administrator's working file will either be destroyed or transferred to the employee's District personnel file. Any material reviewed by the employee verifying knowledge of may be answered by the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed employee in writing. Such written responses shall become a part of the employee's District personnel file. The County further agrees that performance evaluations performed on any Upon written request of the employee will be maintained on a confidential basis with access available only to the employeeExecutive Director of Human Resources, the employee's supervisor written warnings and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will reprimands which are more than three (3) years old shall be removed from the employee’s file after District personnel file, unless the time periods listed below materials refer to behavior of a serious nature which could include but shall remain active for progressive discipline not be limited to inappropriate behavior with students, criminal acts and promotion evaluation purposes for these time periodssexual harassment, provided there are no other disciplinary notices in his/her file. It shall be the employee’s responsibility, after the appropriate time, Any incident not reduced to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months writing within thirty (1st incident), 1 yr (2nd30) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed days from the employees’ file after completion of the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event investigation of a recommended termination any previous disciplinary action even if inactive as outlined above may reported incident shall not later be taken into considerationadded to the personnel file.

Personnel Files. A. The ‌ A personnel file documents required for operations shall be defined as the file maintained by the City and/or Department for the purpose of retaining records related to an employee's employment status, work history, training or disciplinary records. It is understood that a personnel file does not include material relating to medical records, pre-appointment interview forms, Internal Affairs files, or applicant background investigation documents such as, but not limited to, psychological evaluations and polygraph results. The Employer will promptly notify an employee upon receipt of any request by a third party (someone not working for the City) for disciplinary or other confidential information in the Human Resources Departmentemployee's personnel file. If practical, accessible to the Department Head when xxxxxxxxx.xxxxxx of Employer will provide at least forty-eight (48) hours' notice before releasing any such information. The Employer will allow the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action FOP the opportunity to legally object to unwarranted disclosures. Each employee's personnel file will be taken open for review by the employee to ensure at reasonable times and with reasonable notice, provided that an employee shall not have the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, review pre- employment psychological evaluations or supervisor's notes prepared for the purpose of employee evaluations. The employee may review fit for duty psychological evaluations but their signature the City shall not be an admission of guilt. Full disclosure of all documentation will be provided upon required to release fit for duty psychological evaluations to the FOP without a written request by release from the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee Employees shall have the right to respond in writing provide a written response to any adverse comment written evaluation or incorrect information contained disciplinary actions to be included in his/her the personnel file, and such comments which will be retained with the action in the personnel file. Records of disciplinary action resulting in demotion, re-assignment or loss of time or pay shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall retained permanently. All non-permanent disciplinary records may be placed retained in an employee's personnel file without the signature of for up to five (5) years. After five (5) years, provided no other discipline has occurred, the employee verifying knowledge of may request that the existence of non-permanent disciplinary record be removed from the file, and such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and requests will not be deemed part of unreasonably denied. The parties recognize that while the City may retain such records in other files, any records that have been removed from the personnel file pursuant to this section may not be used in a subsequent discipline or discharge case. Upon leaving employment with the City in good standing, the City will remove any other non- permanent disciplinary records from the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employeefile upon request, the employee's supervisor and authorized members regardless of the Human Resources Department staffwhen they were received. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The Personnel Files A personnel file documents required for operations each employee shall be established and maintained at the District Office. These files shall not be made public. Materials not found in the Human Resources Departmentemployee's personnel file or in the process of being placed there, accessible shall not be utilized against the employee. That is, the material will not be utilized unless the incident that would have led to the Department Head when xxxxxxxxx.xxxxxx placement of materials in the file is of such a nature that is not appropriate to first place it in the file and then discipline the employee. After the disciplining has been completed, documentation shall be submitted within a ten (10) day period of time. Other materials related to the evaluation of the Department Head. Other legally required and payroll related information employee held by the administrator who is the immediate supervisor shall be maintained submitted for the employee's personnel file within ten (10) days after the evaluation has been completed. B. Derogatory Materials Materials which are to be placed in personnel files of employees and which are considered derogatory and may serve as a basis for affecting the Human Resources Departmentstatus of employment are to be made available for inspection of the person involved. Such material is not to include ratings, reports, or records which: 1. were obtained prior to the employment of the person involved; or 2. were prepared by identifiable interview committee members; or 3. were obtained in connection with a promotional examination. Every employee mayshall have the right to inspect such materials upon request, during his/her non-duty hours and during regular office hours of provided that the Human Resources Department Department Head's Office, inspect his/her file request is made at either office and shall be allowed a time when such person is not actually required to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted render service to the employee’s fileemploying District. Employees have no right to refuse to sign Information of a disciplinary notice to verify their knowledge when asked to do soderogatory nature, but their signature except material mentioned in Numbers 1, 2, and 3 above in this section, shall not be an admission entered or filed unless and until the employee is given notice and a ten (10) day period of guilttime to review and comment thereon. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing enter and have attached to any adverse comment or incorrect information contained in such derogatory statement, his/her own comments thereon, which shall become a part of the permanent personnel file. File: zi \ 2009 \ Marysville it USD MUTA Negotiations\ Agreement Update^101409^Cln An employee may present in person to the Superintendent or Assistant Superintendent of Personnel, and a written authorization for a representative to have access to such comments shall be kept material in the employee's personnel file as long as file. This authorization must state the challenged comment or length of time allowed for access to the file. The District shall keep a log of dates and requests by the authorized representative to review the employee's file. Derogatory information remains pertaining to any District employee may be initiated by the administrator who is his/her immediate supervisor, and shall be placed in the personnel file only with the consent of the Assistant Superintendent of Personnel. Derogatory material pertaining to an employee not regularly assigned to a specific school or to a specific building principal, may be initiated by the immediate supervisor, then authorized, and placed in the file by the Assistant Superintendent of Personnel. The Administrator who is the immediate supervisor who drafts materials for the employee's personnel file shall initial and date the material before it is submitted for the file. C. No documentation reflecting performance or conduct problems shall . Any written derogatory material which is to be placed in an employee's personnel file without resulting from an individual's complaint shall identify the signature of the employee verifying knowledge of the existence of such informationcomplaining individual together with his/her complaint. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The Definition 1. obtained prior to the employment of the person involved, or 2. prepared by identifiable examination committee members, or 3. obtained in connection with a promotional examination. B. Placing Materials in the Personnel File 1. Prior to placing any material in an employee’s personnel file documents required for operations file, the employee shall be maintained in given the Human Resources Department, accessible opportunity to read and sign the Department Head when xxxxxxxxx.xxxxxx material. The employee’s signature shall indicate that they have been given a copy of the Department Headmaterial. Other legally required and payroll related information If the employee refuses to sign the material, a witness’ signature shall indicate that they have received or have been offered a copy of the material. When an employee is not available for issuance, the material shall be maintained placed in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted certified mail to the employee’s address of record. 2. No material whose origin cannot be identified may be placed in the file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do soDerogatory or adverse material must bear the name of the administrator who placed the material in the file, but their signature shall not be an admission along with the date of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeesuch placement. B. Any 3. After adverse or derogatory material is placed in a personnel file, the employee shall have the right must be given reasonable time to respond in writing to the material. Such written response must be submitted to the Office of Employee and Labor Relations within twenty (20) working days from issuance to, or review by the employee of the derogatory or adverse material. This response shall then be attached to the material and entered in the file. 4. Adverse or derogatory material shall remain part of the personnel file until such time as the college division issuing it requests its removal, unless the employee asks that the material be retained. Such material which has been placed in the 5. The material removed from an employee’s personnel file may be maintained separate from any adverse comment or incorrect information contained in his/her personnel file, and such comments file under the following conditions: a. The material shall be kept in the employee's personnel file as long as the challenged comment or information remains in the fileOffice of Employee and Labor Relations. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will b. Such material may not be deemed part used by the District in any proceedings which affects the status of the employee's personnel file. The County further agrees that performance evaluations performed on any . c. Whenever possible, the employee will be maintained on a confidential basis with access available only notified when any such material is to be viewed. If it is not possible to inform the employeeemployee before such material is viewed, the employee's supervisor employee shall be notified by the Office of Employee and authorized members Labor Relations within five (5) days of the Human Resources Department staffviewing. Notification shall include the date and the purpose of the viewing and the identity of the viewer. E. Any documentation representing disciplinary action will d. Such material may only be removed from viewed by the employee’s file after Office of the time periods listed below but shall remain active for progressive discipline Chancellor, the Office of the Vice Chancellor of Human Resources, the Office of the General Counsel, and promotion evaluation purposes for these time periodsthe Office of Employee and Labor Relations. It shall be Notwithstanding the employee’s responsibilityforegoing limitation, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above material may be taken into considerationutilized by the District in compliance with a legal court order.

Personnel Files. A. The personnel file documents required for operations shall be maintained Materials in the Human Resources Departmentpersonnel files of employees, accessible 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. Such material is not to include ratings, reports or records which: 1) were obtained prior to the Department Head when xxxxxxxxx.xxxxxx employment of the Department Head. Other legally required and payroll related information shall be maintained person involved; 2) were prepared by identifiable examination committee members; 3) were obtained in the Human Resources Departmentconnection with promotional examination; or 4) were unverified through an investigation. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond inspect such materials upon request; the inspection may be during non-working time or the unit member’s conference or other non-teaching period. The personnel files herein referred to are the official District personnel files maintained in writing the District office and representatives of the District personnel office shall be present during the time of inspection of the file by the employee making the request. Any person who causes material to any adverse be placed into a teacher’s personnel file shall sign and date such material. Information of a derogatory nature shall not be entered or filed unless and until the employee is given notice and an opportunity to review and comment thereon. An employee shall have the right to enter, and have attached to such derogatory statement, his own comments thereon. Upon request by the unit member such review shall take place during conference period or incorrect information contained in his/her other non-teaching time and the employee shall be released from duty for this purpose without salary reduction. The unit member may conduct such review during non-working time, provided it is during normal business hours. An employee, while inspecting his personnel file, and such comments may be accompanied by a representative of his choice. An employee shall be kept in entitled to obtain copies of materials subject to his inspection, provided he reimburses the employee's District for the reasonable cost of producing the copies The official District personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems files shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such informationavailable on only a need-to-know basis. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations of each employee shall be maintained in at the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the City's Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be removed for any reason. Any files kept by any supervisor of any employee shall not contain any material that is not in the main personnel file. No adverse action of any kind shall be taken against an admission of guilt. Full disclosure of all documentation will be provided employee based upon written request by materials which are not in the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeepersonnel file. B. Any An employee shall have the right to respond in writing to be provided with copies of any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be derogatory written material 5 workdays before it is placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on employee shall be given an opportunity during normal working hours, and without loss of pay, to initial and date the material and to prepare a written response to such material. The written response shall be provided to the City within 30 days after the employee has been provided the copies of the material, and the written response shall be attached to the material. C. An employee shall have the right at a reasonable time without loss of pay to examine and/or obtain copies of any material from the employee's personnel file. The employee will must obtain the approval of his or her supervisor. D. All Personnel files shall be kept in confidence and shall be available for inspection by authorized employees of the City only when actually necessary in the proper administration of the City's affairs or the supervision of the employee. The City shall keep a log indicating the persons who have examined a personnel file, as well as the date such examinations were made. Such log and the employee's personnel file shall be available for examination by the employee or his/her representative if authorized by the employee. The log shall be maintained on a confidential basis with access available only to in the employee's personnel file. E. Upon written request from the employee, the employee's supervisor all written warnings and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action reprimands, or copies thereof, will be removed from the employee’s 's official personnel file and any supervisor's working file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periodslimits described in Appendix C: minor offenses removed within 12 months; major offenses removed after 24 months. It shall be the employee’s responsibilityMajor offenses, after the appropriate timeas referred to in this section only, to request the removal are those in which an employee has received a suspension of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Actionone or more days.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any 3.2.1 Each employee shall have the right to respond in writing to any adverse comment or incorrect information contained in review, upon request and at reasonable times, the contents of his/her own personnel file, and such comments file maintained at the District Office. The review shall be kept made in the presence of a district administrator/designee responsible for the safekeeping of the files. Upon request, a copy of the documents contained therein shall be afforded the employee at the employee's expense. Such file shall be the only official personnel file as long as file. 3.2.2 The employee shall have the challenged right to attach a written comment or information remains to any derogatory material in the file. C. No documentation reflecting performance 3.2.3 Any derogatory references to an employee's competence, character or conduct problems manner that could form the basis of a disciplinary action shall not be placed in an employee's the personnel file without the employee's knowledge. The employee shall initial such references to show he/she is aware of it. 3.2.4 A signature does not necessarily mean agreement with the contents of the employee verifying knowledge document. It merely indicates receipt of the existence of such informationdocument. D. 3.2.5 An employee may request to have derogatory material removed from their personnel file after two (2) years. The County agrees that pre-employment background investigations andSuperintendent’s designee will meet with the employee and his or her representative prior to making a decision whether to expunge the record. If the request is denied, psychological the District shall provide a written explanation. A copy of the explanation shall be provided to the Association President. The rationale for denial will include factors such as legality of removing the record, severity of the discipline incident, length of time since the disciplinary incident and any additional discipline incurred by the employee. The employee may appeal the decision of the designee to the Superintendent. 3.2.6 An evaluator’s working file may have prior evaluations and polygraphs performance related materials for two (2) years. Administrators will review working files and remove contents that are more than two (2) years old and for which there has been no recurrence. If an employee leaves the District, the working file will be kept confidential and will not be deemed part of destroyed. If an Administrator leaves the employee's personnel file. The County further agrees that performance evaluations performed on any employee building and/or District, working files will be maintained on a confidential basis destroyed consistent with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.this section.‌

Personnel Files. A. The 15-1 Materials in personnel file documents required files of employees which may serve as a basis for operations shall affecting the status of their employment are to be maintained in made available for the Human Resources Departmentinspection of the person involved. 15-2 Such material is not to include ratings, accessible reports, or records which 1) were obtained prior to the Department Head when xxxxxxxxx.xxxxxx employment of the Department Head. Other legally required and payroll related information shall be maintained person involved, 2) were prepared by identifiable examination interview committee members, or 3) were obtained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign connection with a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeepromotional examination interview. B. Any 15-3 Every employee shall have the right to respond in writing inspect such materials upon request, provided that the request is made at a time when such person is not actually required to any adverse comment or incorrect information contained in his/her personnel filerender services to the employing district. 15-4 Information determined by the District to be of a derogatory nature, and such comments shall be kept except material mentioned in the employee's personnel file as long as second paragraph of this section, shall not be entered or filed unless and until the challenged employee has been notified of the most recent incident causing the issuance of the document within twenty (20) work days and given an opportunity to review and comment thereon. The employee shall have the right to meet with their supervisor to discuss the accuracy of such information. If the supervisor agrees that any or all such information remains in is inaccurate, the file. C. No documentation reflecting performance or conduct problems inaccurate portion shall not be placed in an employeethe personnel file. An employee shall have the right to enter, and have attached to any such derogatory statement, his own comments thereon. Such review shall take place during normal business hours, and the employee shall be released from duty for this purpose without salary reduction. 15-5 Upon written authorization by the unit member, a representative of the Association shall be permitted to examine and/or obtain a copy of non-confidential materials in such unit member's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that precharge. 2023-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.2024 Palos Verdes Peninsula USD School Calendar

Personnel Files. A. The 10.1 Each bargaining unit member shall have only one (1) personnel file documents required for operations file, which shall be maintained at the central office, except as below. The site administrators may maintain an on-site file as provided herein. 10.2 Materials in personnel files of bargaining unit members, which may serve as a basis for affecting the Human Resources Departmentstatus of their employment, accessible are to be made available for the inspection of the person involved. 10.3 Such material is not to include ratings, reports, or records which: (A) Were obtained prior to the Department Head when xxxxxxxxx.xxxxxx employment of the Department Head. Other legally required and payroll related information shall be maintained person involved, (B) Were prepared by identifiable examination committee members, or (C) Were obtained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign connection with a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeepromotional examination. B. Any employee 10.4 Every bargaining unit member shall have the right to respond inspect such materials, upon written request, provided that the request is made for a time when such person is not actually required to render services to the employing District. The bargaining unit member shall acknowledge that they have read such material by offering their signature and date on each copy examined. A person responsible for such files shall be present during the examination and shall remove confidential material, which the bargaining unit member is prohibited from examining. 10.5 Information of a derogatory nature, except material mentioned in writing the second (2nd) paragraph of this section, shall not be entered or filed unless and until the bargaining unit member is given notice and an opportunity to review and comment thereon. Information proven to be in error may be removed or corrected by management, but when circumstances preclude the removal or correction of proven false information, it shall be noted as such. A bargaining unit member shall have the right to enter and have attached to any adverse comment or incorrect information contained in his/her personnel file, and such derogatory statement their own comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the filethereon. C. No documentation reflecting performance or conduct problems 10.6 Derogatory information shall not be placed in an employee's a bargaining unit member’s personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.until ten

Personnel Files. A. The 22.1 There shall be a single personnel file documents required for operations each Unit Member. 22.2 Personnel files shall be maintained kept in the Human Resources DepartmentDistrict Office. 22.3 All material placed in a Unit Member’s file shall be dated and signed by the person who caused the material to be prepared. 22.4 Access to a Unit Member’s personnel file shall be limited to a “need to know” basis. Access authorization must be obtained from either the Superintendent or the Unit Member. Anyone reviewing the Unit Member’s file, accessible other than the Superintendent or an attorney appointed by the Superintendent, immediate supervisor, or the superintendent’s secretary, payroll specialist, or business manager, must have permission in writing for such review with a copy to the Department Head when xxxxxxxxx.xxxxxx Unit Member. The contents of the Department Head. Other legally required and payroll related information all personnel files shall be maintained kept in strictest confidence. The District shall keep a log indicating the Human Resources Departmentpersons who have requested and been given access to the personnel file, as well as the dates such requests and access were made. Every employee may, during Such log shall be available for examination by the Unit Member or his/her non-duty hours authorized Association representative. 22.5 Material in the personnel file shall be made available for the inspection by the Unit Member and during regular office hours a copy given to the Unit Member, upon request. 22.5.1 Such material, made available for inspection, is not to include ratings, reports, or records that (1) were obtained prior to the employment of the Human Resources Department Department Head's Officeperson involved, inspect (2) were prepared by identifiable examination committee members, or (3) were obtained in connection with a promotional examination. A Unit Member shall have access to his/her numerical scores obtained as a result of a written examination. 22.5.2 An Association representative may review the Unit Member’s file at either office and shall be allowed to make copies with authorization from the Unit Member or may accompany the Unit Member in his/her review of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign . 22.6 Information of a disciplinary notice to verify their knowledge when asked to do so, but their signature derogatory nature shall not be entered or filed unless and until the Unit Member is given notice and an admission of guiltopportunity to review and comment thereon. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any An employee shall have the right to respond in writing enter, and have attached to any derogatory statement, his own comment thereon. The review shall take place during normal business hours, and the employee shall be released from duty for this purpose without salary reduction. 22.6.1 Information of a derogatory nature shall not be entered or filed without investigation and verification of the circumstance(s) leading to the derogatory materials. 22.6.2 Derogatory material in excess of two (2) years of age shall be marked obsolete and not be the subject of any adverse comment or incorrect information contained action against the Unit Member. 22.6.3 Derogatory material that is the subject of a grievance shall be filed in a confidential file separate from the personnel file for the duration of the grievance and shall not 22.7 Any grievance(s) regarding this Article shall be filed at Level 2 of the Grievance Procedure. 22.8 A Unit Member’s position description shall be included in his/her personnel file, and such comments . Said position description shall be kept updated as necessary to reflect changes in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature Unit Member’s position title, nature of the employee verifying knowledge of the existence of such duties and other relevant information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will 22.9 Any material not contained in the Unit Member’s personnel file may not be deemed part used in any manner to assess work performance or in any action which affects the employment status of the employee's Unit Member. 22.10 Any Unit Member shall have the right to add positive work-related material to their personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis file with access available only to the employee, the employee's supervisor and authorized members approval of the Human Resources Department staffSuperintendent or administrative designee. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. 1. The official personnel file documents required for operations of each employee shall be maintained in by the Human Resources Department, accessible Civil Service personnel office. The Board and CFOP recognize that certain Ohio laws govern access to the Department Head when xxxxxxxxx.xxxxxx records maintained by or on behalf of the Department HeadBoard. Other legally required However, insofar as they are acting in their capacity as employees or representatives of the Board, only the following may have access to employee personnel files: members of the Board of Education; attorneys of the Board needing access to personnel files; the Superintendent and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted designees who serve in an administrative or supervisory capacity in relation to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission with the approval of guilt. Full disclosure the Director, Department of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure Human Resources, or his designee; the employee’s files are complete upon request for inspection by an employee; and such other persons as the employee may authorize in writing. B. Any 2. An employee shall have the right to respond in writing to any adverse comment or incorrect information contained in may examine his/her personnel file upon request. With respect to the official personnel file, and such comments the employee shall schedule an appointment at least one (1) working day in advance with a representative of the Civil Service personnel office in whose presence the file shall be kept examined. Copies of any material in the personnel file shall be made available upon request and upon payment of the cost of copying. Unsigned 3. Upon receipt of any written communication (including a notation) involving accusations or derogatory statements against an employee, the Civil Service personnel office shall, before placing such material in the official personnel file, notify the employee of his/her right to dispute the accuracy, relevance, timelines, or completeness of the communication (or notation). Notification shall not be required when documents are addressed or copied to the employee. The employee's personnel file written response must remain attached to the derogatory statements as long as the challenged comment or information remains item is on file. Proof Copy 4. No other official personnel file concerning an employee shall be maintained. However, letters, memoranda, copies of documents which are in the fileofficial personnel file and other material concerning an employee may be maintained in a personnel file by the building/unit administrator. C. No documentation reflecting performance 5. Any written material withheld from the official personnel file and the personnel file maintained at the building/unit level, and not otherwise known to the employee, shall not be used as evidence in any action against the employee. Should an employee dispute the contents of a written communication or conduct problems notation in either personnel file referred to above, the Board shall delete any information that it cannot verify or that it finds to be placed in inaccurate. 6. Upon receipt of a citizen request for access to an employee's personnel file without under ORC 149.43, the signature Civil Service personnel office shall notify the employee in writing, including the date of the employee verifying knowledge request and the name of the existence of such informationperson making the request. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. ‌‌ 7.1 The County Office shall maintain the unit member’s personnel file documents required for operations files, and in cases where necessary, a separate grievance file, at the County Office’s central office. Any files not kept at the central office, including those individual files kept by the unit principal or team leader at their office site, shall not be used in any actions or proceedings brought against the unit member by the County Office. 7.2 The contents of all Personnel Files shall be maintained kept in the Human Resources Departmentstrictest confidence. 7.3 Such material is not to include ratings, accessible reports, or records which were (a) obtained prior to the employment of the person, (b) prepared by identifiable examination committee members, or (c) were obtained in connection with a promotional examination. 7.4 The unit member shall have the right to inspect such materials upon request, provided that the request is made at a time outside of the unit member’s assigned work day. 7.5 Upon written authorization by the unit member, a representative of the Association shall be permitted to examine and/or obtain copies of material in such unit member’s Personnel File. 7.6 Any letter of recommendation or other materials written for a unit member that the unit member wishes to include in his/her Personnel File shall be placed in the following manner: 7.6.1 Copies of such materials shall be sent to the unit members who shall initial it if he/she wishes to have it included in his/her Personnel File. 7.6.2 The unit member shall send a copy to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required Director, who shall initial it and payroll related information shall be maintained in send it to the Human Resource Department within 10 working days. 7.6.3 The Human Resources Department. Every employee may, during Director shall notify the unit member in writing within five (5) working days that the material has been placed in his/her non-duty hours and during regular office hours Personnel File. 7.6.4 The total number of such letters or materials entered into the Personnel File at the unit member’s request shall not exceed one (1) each year. 7.7 The original copy of a unit member’s evaluation shall be placed in the unit member’s Personnel File upon completion of the evaluation process. The Human Resources Services Department Department Head's Office, inspect shall notify the unit member in writing that the evaluation documents have been placed in his/her file at either office Personnel File within fifteen (15) business days of receipt. 7.8 As provided in Education Code Section 44031: 7.8.1 Information of a derogatory nature shall not be entered or filed in a unit member’s Personnel File, until the unit member is given notice and an opportunity to review and comment on the document. 7.8.2 The unit member’s written comments shall be allowed included in the file and attached upon request. 7.8.3 The unit member shall be given an opportunity during reasonable business hours and without loss of salary to make copies review such documents and to prepare a written response to such material. 7.9 Derogatory documentation must be placed in the unit member’s Personnel File within one (1) month of anything contained thereinthe date it is written. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will It must be signed and dated by the affected employee and submitted to originator or the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in person directing it into the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. 20.1.1 The personnel file documents required for operations of each employee shall be maintained at the District's Office of Human Resources. Any files kept by an immediate supervisor of any employee shall not contain any material that is not in the Human Resources Department, accessible to main personnel file that would serve as a basis for affecting the Department Head when xxxxxxxxx.xxxxxx status of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours said employee's continued employment. 20.1.2 Information of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature derogatory nature shall not be entered or filed unless and until the employee is given notice and an admission opportunity to review and comment thereon. The employee shall be given an opportunity during normal working hours and without loss of guiltpay to initial and date the material and to prepare a written response to such within ten (10) work days. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy Police Officers shall have sole responsibility thirty (30) days to ensure provide a written response to any adverse comments placed in the employee’s files are complete upon request for inspection by an employeepersonnel file. The allowed release time to prepare the written response shall not exceed two (2) working hours. The written response shall be attached to the material. B. Any 20.1.3 An employee shall have the right at any reasonable time, without loss of pay, to respond in writing to examine and/or obtain copies of any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of material from the employee's personnel file. Such material is not to include ratings, reports, or records which were (1) obtained prior to the employment of the employee involved; (2) were prepared by identifiable screening committee members; or (3) were obtained in connection with a promotional examination. 20.1.4 All personnel files shall be kept in confidence and shall be available for inspection only to other employees of the District when actually necessary in the proper administration of the District's affairs or the supervision of the employee. The County further agrees that performance evaluations performed on any District shall keep a log indicating the persons (other than persons whose duty is to maintain the files) who have examined a personnel file, as well as the date such examinations were made. Such log and the employee's personnel file shall be available for examination by the employee will or his/her POA representative or designee, if authorized in writing by the employee. The log shall be maintained in the employee's personnel file. 20.1.5 Any person who places written material or drafts written material for placement in an employee's file shall sign the material and signify the date on which such material was drafted. Any written materials placed in a confidential basis with access available only personnel file shall indicate the date of such placement. 20.1.6 No disciplinary action shall be taken for any cause which arose prior to the employee's becoming permanent, nor for any cause which arose more than two years preceding the employee's supervisor and authorized members date of the Human Resources Department staff.filing of the notice of cause unless such cause was concealed or not disclosed by such employee when it could be reasonably assumed that the employee should have disclosed the facts to the employing district. (Education Code 88013, 87031) E. Any documentation representing disciplinary action will be 20.1.7 Bargaining unit members may request to have derogatory information removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periodstheir personnel file. It Written request shall be submitted to the employee’s responsibility, after Chief of Police for review and approval or denial. Derogatory materials dated five (5) or more years from the appropriate time, to written request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibilityremoved, after the appropriate time, unless required by law to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Actionmaintained.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The For the purpose of this section, the term “personnel file documents required for operations shall be maintained in the Human Resources Department, accessible file” refers to the Department Head when xxxxxxxxx.xxxxxx District’s official file for each employee, which is kept at the District’s main office. The term “working file” refers to an evaluator’s file, which is kept at a work site. The content of the Department Head. Other legally required and payroll related information shall working file may be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file reviewed at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued any time by the Department Head will state the reason for the documentation evaluator and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do soor former employees shall, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall request, have the right to respond in writing to inspect all contents of their complete personnel file kept within the District as well as employment references leaving the District. Upon request, a copy of any adverse comment or incorrect information documents contained in his/her personnel file, and such comments therein shall be kept furnished to the employee at cost. Anyone, at the employee’s request, may be present at this review, which may be in the presence of an administrative staff member. Each employee's personnel file shall contain the following items of information as long as the challenged comment a minimum; evaluation reports, annual contracts, a copy of current teaching certificate, transcripts of academic records, and disciplinary actions. An employee may seek to have any such material removed. No evaluation, correspondence, or information remains in the file. C. No documentation reflecting performance or conduct problems other material containing disparaging remarks about an employee shall be placed in an employee's personnel either file without the signature employee’s knowledge and right to attach his or her signed written comments. With the exception of evaluation reports, all derogatory information and information forming the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations andbasis for any reprimand, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employeewarning, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will discipline, or adverse effect shall be removed from the employee’s personnel file after three (3) years from the time periods listed below but shall remain active for progressive discipline date of entry and promotion evaluation purposes for these from the working file after one (1) year from date of entry. However, if other such instances occur during the respective time periods, this timeline will begin from the latest entry. This paragraph shall not be construed as applying to any information required to be retained by RCW 28A.400.301. For the purposes of this paragraph, Appendix 8 shall be considered an evaluation report for those employees on short form evaluation for whom the evaluator elects to utilize subsection 8.6.2.1. Electronic drafts of appendices 8, 9, and/or 10 are excluded from the operation of this section. The employee shall acknowledge that he or she has read such material by affixing his or her signature and the date on the actual copy to be filed. It shall is understood that such a signature merely signifies that the employee has read the material to be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Actionfiled.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations files of employees in the bargaining unit shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Heada central location. Other legally required and payroll related information An employee's personnel file shall be maintained in the Human Resources Department. Every employee may, during made available for inspection within a reasonable time of his/her non-duty hours and during regular office hours of request. B. Evaluations, written disciplinary actions or complaints may be placed in the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary and/or used as a basis for any adverse action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by against the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted only if they have been previously shown to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any An employee shall have the right to respond in writing attach a written statement to any adverse comment evaluation, written disciplinary action or incorrect information complaint placed in the file. Any written disciplinary actions or complaints more than three (3) years old shall not be used against the employee. C. All documentation related to disciplinary action shall be considered a permanent part of an employee’s personnel file and shall not be removed for any reason. For the purposes of this bargaining agreement, disciplinary action is defined as a written reprimand, suspension with or without pay, withholding a step increment, and other disciplinary actions such as, but not limited to, dismissal. D. Employees shall have the right to initial and date all documents contained in their personnel file. An employee may add documents to his/her personnel filefile relating to job performance, and such comments shall be kept in the employee's personnel file as long as the challenged comment training or information remains in the fileeducation. C. No documentation reflecting performance or conduct problems shall E. An employee may request copies of select pages. If possible, those copies will be placed in an employee's personnel file without made at the signature time of inspection. If the request is beyond the capacity to reasonably accommodate at the time of inspection the employee may request a certified copy of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any certified copy will be made by the superintendent or designee and the employee will be maintained on a confidential basis with access available only to the employeecharged, as per BOLI guidance, the employee's supervisor and authorized members cost reasonably calculated to recover the actual cost of providing the Human Resources Department staffservice. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The official personnel file documents required for operations of an academic employee shall be maintained in at the District’s Office of Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department HeadResources. Other legally required and payroll related information Said file shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office available for inspection as set forth hereafter and shall be allowed to make copies of anything contained therein. All disciplinary the file upon which any disci- plinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by against the employee to ensure the violation does not reoccur. Such documentation will may be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeebased. B. Any Every academic employee shall have the right to respond inspect his or her personnel file upon request, provided that the request is made at a time when there would be minimal interruption of such person’s services to the District and when the personnel clerk/administrator responsible for files is available to be in writing attendance. Personnel files, which may be inspected, shall not include such materials as ratings, reports, or records which were obtained prior to the employment of the person involved or were prepared by identifiable exami- nation committee members or were obtained in connection with a promo- tional examination. C. Information of a derogatory nature, except materials mentioned in Section B of this Article, shall not be entered or filed unless and until the employee is given notice and the opportunity to review and comment thereon. An em- ployee shall have the right to enter, and have permanently attached to any adverse comment or incorrect information contained in such derogatory statement, his/her personnel fileown comments thereon. Such review shall take place during business hours, and such comments the employee shall be kept released from duty (but not during such employee’s teaching hours) for this purpose with- out any salary reduction. Derogatory information placed in the employee's personnel file as long as shall identify the challenged comment or source(s) of such information remains in or, alternatively, where the file. C. No documentation reflecting performance or conduct problems source is a current student and where confidentiality of such source is appropriate, the information shall not be placed in the file unless the supervi- sor placing the material in the file has conducted an employee's personnel file without the signature appropriate investigation of the employee verifying knowledge circumstances. In such cases, the supervisor shall set forth the nature of the existence of such informationinvestigation conducted. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will Personnel files shall be kept confidential and will not be deemed part available for inspection during regular office hours each day the Office of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active is open for progressive discipline and promotion evaluation purposes for these time periodsbusiness. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.At least two

Personnel Files. A. 7.1 The County Office shall maintain the unit member’s personnel file documents required for operations files, and in cases where necessary, a separate grievance file, at the County Office’s central office. Any files not kept at the central office, including those individual files kept by the unit principal or team leader at their office site, shall not be used in any actions or proceedings brought against the unit member by the County Office. 7.2 The contents of all Personnel Files shall be maintained kept in the Human Resources Departmentstrictest confidence. 7.3 Such material is not to include ratings, accessible reports, or records which were (a) obtained prior to the employment of the person, (b) prepared by identifiable examination committee members, or (c) were obtained in connection with a promotional examination. 7.4 The unit member shall have the right to inspect such materials upon request, provided that the request is made at a time outside of the unit member’s assigned work day. 7.5 Upon written authorization by the unit member, a representative of the Association shall be permitted to examine and/or obtain copies of material in such unit member’s Personnel File. 7.6 Any letter of recommendation or other materials written for a unit member that the unit member wishes to include in his/her Personnel File shall be placed in the following manner: 7.6.1 Copies of such materials shall be sent to the unit members who shall initial it if he/she wishes to have it included in his/her Personnel File. 7.6.2 The unit member shall send a copy to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required Director, who shall initial it and payroll related information shall be maintained in send it to the Human Resource Department within 10 working days. 7.6.3 The Human Resources Department. Every employee may, during Director shall notify the unit member in writing within five (5) working days that the material has been placed in his/her non-duty hours and during regular office hours Personnel File. 7.6.4 The total number of such letters or materials entered into the Personnel File at the unit member’s request shall not exceed one (1) each year. 7.7 The original copy of a unit member’s evaluation shall be placed in the unit member’s Personnel File upon completion of the evaluation process. The Human Resources Services Department Department Head's Office, inspect shall notify the unit member in writing that the evaluation documents have been placed in his/her file at either office Personnel File within fifteen (15) business days of receipt. 7.8 As provided in Education Code Section 44031: 7.8.1 Information of a derogatory nature shall not be entered or filed in a unit member’s Personnel File, until the unit member is given notice and an opportunity to review and comment on the document. 7.8.2 The unit member’s written comments shall be allowed included in the file and attached upon request. 7.8.3 The unit member shall be given an opportunity during reasonable business hours and without loss of salary to make copies review such documents and to prepare a written response to such material. 7.9 Derogatory documentation must be placed in the unit member’s Personnel File within one (1) month of anything contained thereinthe date it is written. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will It must be signed and dated by the affected employee and submitted to originator or the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in person directing it into the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. Section 1. The City of Tualatin will maintain, under the control of Human Resources, an individual employee personnel file documents required for operations shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be Section 2. A copy of any written document placed in an employee's personnel file without the signature of which the employee verifying knowledge of has not already received shall be furnished to the existence of employee within five (5) days after it is placed in the personnel file. The employee may respond in writing within five (5) days to any information with which the employee disagrees and such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will response shall be kept confidential and will not be deemed part of placed in the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only Materials received prior to the employee, date of employment shall not be subject to the provisions of this Article. Section 3. Any employee or representative with written permission of the employee shall have the right to (1) inspect the employee's supervisor personnel file and authorized members (2) receive copies of items in the file. Section 4. Supervisors will maintain a file on each employee at the department level which will contain information necessary for supervisors properly and fairly to evaluate an employee's performance. Two (2) months after the employee's anniversary date, or when all appeals are completed, all documents concerning the employee's performance during the prior rating period, except monthlies, shall be removed from the file. These files are not personnel files under the meaning of this Article, but the same standards of confidentiality, knowledge, rebuttal, and access apply. Section 5. Except as provided in this Article, no portion of any employee's personnel file shall be transmitted outside the department without the employee's consent, or as required or permitted by law, or as required in connection with the presentation of evidence in a pending case. Section 6. Employees shall notify Human Resources Department staffwithin three (3) calendar days of any change in address, telephone number or record of immediate family and emergency contact persons. E. Any documentation representing disciplinary action Section 7. The City agrees to notify an employee in writing concerning any request by anyone other than a City representative for any part of their personnel file. Section 8. Upon written request by an employee, all letters of warning and reprimands will be removed from Association member’s personnel files at the time prescribed by OAR 000-00-000, unless other similar discipline has been received by the employee within the applicable period. Upon removal, such records shall be retained in a separate file which is not identified by the employee’s file after the time periods listed below but shall remain active for progressive discipline name and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis which contains all such removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Actionrecords.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The Employees shall be permitted to inspect during normal District business hours the District's personnel files of the concerned employee kept with the school district. Inspection must take place in the presence of an authorized secretarial employee as designated by the District, except that no prearranged appointment will be necessary for such inspection to occur. Confidential letters of recommendation and other confidential records received prior to employment shall be destroyed or returned to the source. All materials placed in personnel files will have date of entry placed on them. Anyone, at the employee's request, may be present for this review. Upon request, one (1) copy of any documents contained therein shall be afforded the employee at employee expense. A copy of any District generated written material concerning discipline, an investigation or an evaluation will be furnished the employee at the time it is placed in the District personnel file documents required for operations shall be of the employee. Any materials maintained in the Human Resources Department, accessible a District investigative file involving an employee will be provided to the Department Head when xxxxxxxxx.xxxxxx Association and employee at the conclusion of the Department Headinvestigation. Other legally required and payroll related information shall Any document added at a later time will be maintained contemporaraneously provided to the Association. Letters of direction or such directives of a similar nature may be retained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her building administrator’s working file at either office for up to one year and shall not be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to placed in the employee’s filepersonnel file at any time. Employees have no right to refuse to sign At the end of each school year, other materials from a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation building administrator's working file will be provided upon written request destroyed. Materials reviewed by the affected employeestaff member and judged to be either derogatory to the staff member's conduct, service, character, or personality may be answered by the staff member in writing. Sarpy Such written responses shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed become a part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will Written warnings and written reprimands which are more than three (3) years old shall be maintained on a confidential basis with access available only to removed from an employee's personnel file, upon request of the employee, provided said employee has no related disciplinary actions in his/her file during the employee's supervisor and authorized members three (3) year period. Any incident not reduced to writing within forty-five (45) days from the completion of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event investigation of a recommended termination reported incident shall not later be added to the personnel file, an investigation file, or any previous disciplinary action even if inactive as outlined above may be taken into considerationfile maintained by the District.

Personnel Files. A. 4.1 The personnel file documents required for operations files shall reside in the Madera County Superintendent of Schools Office under the auspices of the personnel administrator. 4.2 The employee's formal classroom observation, goals and objectives, and final evaluation shall be reduced to writing and maintained in such employee’s personnel file. 4.3 The MCSOS shall not base any adverse action against a certificated person upon materials which are not contained in such employee’s personnel file. The materials shall have been signed by the Human Resources Departmentauthor, accessible to with the Department Head when xxxxxxxxx.xxxxxx time and place of the Department Headincident appearing thereon. Other legally required and payroll related information The materials shall not include any hearsay. Employees shall be maintained provided with copies of any derogatory written material at least five (5) workdays prior to placement in the Human Resources Departmentemployee’s personnel file. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken Any written response by the employee shall be attached to ensure the violation does not reoccurmaterial and placed in the personnel file. Such documentation will A review of the materials shall take place during normal business hours, and the employee shall be signed and dated released from duty for this purpose without salary reduction. 4.4 Upon written permission by the affected employee and submitted to employee, an Association representative may review the employee’s file. 4.5 The person or persons who write material for an employee's personnel file shall sign the material and signify the date on which such material was written for placement in the file. 4.6 The MCSOS shall keep a log indicating the persons who have requested to examine a personnel file as well as the dates such examinations were made. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature Such log shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request available for examination by the affected employee. Sarpy shall have sole responsibility to ensure employee or his/her Association representative, if so authorized by the employee’s files are complete upon request for inspection by an employee. B. Any 4.7 Access to personnel files shall be limited to the employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her Association representative, if so authorized by the employee and the members of the MCSOS administration on a need to know basis. The contents of all personnel file, and such comments files shall be kept in the employee's personnel file as long as the challenged comment or information remains in the filestrictest confidence. C. No documentation reflecting performance or conduct problems shall be placed 4.8 Upon request, negative material in an employee's ’s personnel file may be sealed, if a period of two years passes without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel filefurther negative material being submitted. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis administration reserves the right to utilize the sealed data, in conformance with access available only to the employeelaw, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed and/or in the employee’s inactive discipline file.shall event that formal charges are to be maintained in a single generic file known as “Removed Disciplinary Actionprepared by the administration.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. 1. The official personnel file documents required for operations of each employee shall be maintained at the District Office. No disciplinary action of any kind shall be taken against an employee based upon materials which are not contained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Headofficial personnel file. 2. Other legally required and payroll related information Employees shall be maintained provided with copies of materials before they are placed in the Human Resources Departmentemployee's personnel file. 3. Every An employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed given an opportunity before and after working hours to make copies of anything contained thereinuse District facilities such as a typewriter, copy machine, and computer in order to prepare a rebuttal (see Article 5.A. 1.). All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action The employee shall be given up to ten (10) working days to prepare a written response to such material. The written response shall be taken by the employee attached to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeesaid material. B. Any 4. An employee shall have the right at any reasonable time during normal business hours, without loss of pay if exercised during normal working hours, to respond examine and/or obtain copies of any material in writing to any adverse comment or incorrect information contained in his/her the employee's official personnel filefile with the exception of material that includes ratings, reports, and such comments other selection records which were created or obtained either prior to the employment of the employee involved or for promotional considerations thereafter. Costs of reproducing materials shall be borne by the employee. Charges for additional copies other than the employee's original copy shall not exceed fifteen cents ($.15) per page. 5. All official personnel files shall be kept in confidence. The District shall maintain a log indicating the employee's name of any person(s) who has looked at the personnel file file, as long well as the challenged comment or information remains in date such examination(s) was made. This requirement is not applicable to the fileDistrict Superintendent and Human Resources Managers and Staff. C. No documentation reflecting performance or conduct problems shall 6. Any person who requests written material to be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of shall sign and date such informationmaterial. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will 7. Derogatory materials two (2) years old or more contained in an employee's official personnel file shall not be deemed part of used by the District as the basis for disciplinary action or when considering employee's request for transfer or promotion, except when necessary to show a continuing pattern of similar misconduct or performance deficiency. 8. An employee may designate in writing that a Union official may review contents of his/her official personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline 9. Job-related certificates and promotion evaluation purposes for these time periods. It job-related letters of commendation shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic personnel file known as “Removed Disciplinary Actionat the employee’s request.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The District shall maintain one central personnel file documents required for operations shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Headeach employee. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her Each building principal or direct supervisor may keep a working file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation which will be signed and dated available for inspection by the affected employee only, upon request. Upon request, a copy of any documents contained in both the central personnel file and submitted the supervisor’s working file shall be afforded the employee, who shall be charged with only the actual cost of reproductions. The central personnel file may not be examined by unauthorized persons. Those people who may examine the central personnel file are the Superintendent or his/her designee, the Human Resources staff and any person authorized by court order. Immediate supervisors may examine the files of persons employed in their school or department under the supervision of Human Resources staff and at the District office. All other persons must have the written permission of the individual whose file is requested for examination provided, however, that nothing herein shall be interpreted as preventing the District from complying with the requirements of the Public Records Act, Chapter 42.56, RCW. All material placed in the central personnel file will be stamped with the date it was received by District Administration. When material is critical of any employee, the person responsible for placing the material in the file will forward a copy to the employee within ten (10) work days of placement in their personnel file or the material in question cannot be used as evidence in any grievance or disciplinary action against such employee’s , and shall be removed from the file. Employees have no the right to refuse submit a written statement of rebuttal relating to sign any material placed in their central personnel file and have such statement attached to, and permanently become a disciplinary notice to verify their knowledge when asked to do sopart of, but their signature the document in question. Evaluative statements from non-professional sources concerning teaching performance shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept included in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's central personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but Superintendent or his/her designee shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and expunge material which has been placed in the employee’s inactive discipline file.shall central personnel file which, following investigation through the grievance process, has been found to be maintained in a single generic file known as “Removed Disciplinary Actioninvalid.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The A separate personnel history file documents required shall be established and maintained for operations each employee covered by this Agreement. Personnel history files are confidential records and shall only be maintained in the Human Resources Department, accessible Middlesex County Personnel Director's offices. Documents or records held within a department are not part of the of fiscal personnel record unless the originals or true copies thereof are filed with the County Personnel Director with notice thereof to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any Each employee shall have the right to respond inspect and review his or her own individual personnel file, upon request to the Employer. The Employer recognized and agrees to permit this review and examination at any reasonable time. Employees shall have the right to photocopy at the employee expense, define, explain, or object to in writing to any adverse comment anything found in his or incorrect information contained in his/her personnel file, and such comments this writing shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed become a part of the employee's personnel file. Such response must occur within ten (10) days of discovery in the file or be waived. C. All personnel history files shall be carefully maintained and safeguarded. D. Employees shall receive a copy of each derogatory or disciplinary document being placed in his or her personnel file within ten (10) days of its filing. The employee shall sign off and date any document given to them, and have the right to place a written rebuttal response to any and all disciplinary documents contained in the personnel file. All warnings and minor reprimands over one (1) year old shall be deleted from the County's personnel file on the employee's written demand provided there are no subsequent reprimands, warnings, corrected and/or disciplinary actions of the same nature in the employee's file. All major disciplinary actions will remain in the employee's file. -42- E. The files maintained by the County further agrees Personnel Director are the official personnel files for all employees. No other official file or personnel record will be maintained. However, it is agreed that performance evaluations performed on any employee a department reference file will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department stafffor day-to-day reference. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations shall be maintained in the Human Resources Department, accessible District will adhere to the Department Head when xxxxxxxxx.xxxxxx provisions of the Department HeadState Law regarding the certificated employee's right to inspect personnel files. Other legally required and payroll related information shall be maintained in (RCW 28A.405.250) Certificated employees will have the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours right to inspect their individual files with another certificated member of the Human Resources Department Department Head's Office, inspect his/her Camas District or with their legal or professional counsel present. The District reserves the right to have an observer present when the file at either office and shall be allowed to make copies of anything contained thereinis inspected. All disciplinary action and documentation issued by Under no circumstances is the Department Head will state the reason for the documentation and the action material to be taken by from the employee to ensure file or modified without the violation does not reoccur. Such documentation will be signed and dated by express written approval of the affected employee and submitted to Superintendent; provided, however, at the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission time of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for each inspection by an employee. B. Any each employee shall have the right to respond in writing initial and date the materials to any adverse comment or incorrect information contained in his/her verify the contents of the personnel file. Copies of any documents contained therein shall be afforded to the employee at District cost. No other personnel file shall be kept anywhere in the district, provided that any file for student due process hearings and such comments for the disposition of grievances shall be maintained separately from the employee's personnel file; provided, further, that administrators may keep individual working files as necessary for personnel, administration and evaluation. All dispositions of grievances shall be destroyed three (3) years after the date the decision was rendered. No material shall be kept in the employee's personnel file as long as without first being shown to the challenged comment employee within ten (10) days of its receipt or information remains creation by the district. Material from the personnel file reviewed by an employee and judged by the employee to be derogatory to his/her conduct, service, character, or personality may be answered and/or refuted in writing. Such written response shall be attached to the aforementioned materials and become part of the written personnel records and kept in the file. C. No documentation reflecting performance or conduct problems ; provided, however, that responses to evaluations shall be placed made only at the time of evaluation and in accordance with the Evaluation Procedure. Disagreement by an employee's personnel file without employee with the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part content of the employee's personnel filefile may be a matter to be pursued through the negotiated grievance procedure. The County further agrees that performance evaluations performed on any No materials deemed derogatory by the certificated employee will shall remain in his/her file for longer than three (3) school years, except the Superintendent may maintain the material in the file beyond the three (3) years in special cases, and notice shall be maintained on a confidential basis with access available only given to the employee, the employee's supervisor individual and authorized members of the Human Resources Department staffAssociation. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations 1. Employees shall be maintained informed no later than ten (10) school days after the commencement of the school term of procedures employed by the Administration in placing materials in the Human Resources Departmentemployees’ files and the opportunity to respond thereto, accessible to unless such procedures have not changed from the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related preceding school term; in any case, such information shall be maintained communicated to employees at the beginning of the school year. New employees shall be informed of such procedures within four (4) weeks of the first day of employment. In any case, an employee may submit written response to any item placed in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours personnel file in accordance with the above procedures within ten (10) working days of notice of inclusion or by the end of the Human Resources Department Department Head's Officeschool term, inspect his/her file at either office and whichever is longer. Such deadline shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by extended if additional information bearing on the Department Head will state item placed in the reason for personnel file becomes available after the documentation and the action to be taken by deadline; in such case, the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility ten (10) working days from receipt of this additional information to ensure the employee’s files are complete upon request for inspection by an employeesubmit a written response. B. Any 2. Each employee shall have the right right, upon request, to respond in writing to any adverse comment or incorrect information contained in review the contents of his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis shall make an appointment with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from Principal or designee for such review. Upon the employee’s file after written request, a Union representative may accompany the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periodsemployee in this review. It Such review shall be conducted in the employee’s responsibility, after presence of the appropriate time, to request the removal designated administrator. Material which may be of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing a disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and nature placed in the employee’s inactive discipline file.shall file will be maintained removed after five (5) years if no other incidents occur during that period of time, with the written removal request being the responsibility of the employee to initiate; however, this provision concerning the removal of disciplinary material from the personnel files shall not apply to disciplinary material which is related to egregious behavior that endangers students’ health or safety. Confidential material, such as recommendations by colleges or universities, or evaluations by previous employers, shall not be placed in a single generic the employee’s personnel file described herein. Information which has not been made previously known as “Removed Disciplinary Actionto the employee in writing may not be used for disciplinary purposes.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The Each employee shall have the right, upon written request, to review the material in his/her own personnel file documents required for operations shall be maintained file, in the Human Resources Department, accessible to Office during normal working hours. B. A representative chosen by the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours at the employee’s request, accompany the employee in this review. A representative of the Human Resources Department Department Head's Office, inspect his/her file at either office and Office shall be allowed to make copies present. C. Materials shall be released only for the purpose of anything contained therein. All disciplinary action processing grievances and documentation issued for County legal documentation, except when written consent is given by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee D. All material in the file must be signed by the source of the material and dated. No anonymous letters or material shall be placed in this file. Employee shall have the right to respond in writing to any attach a statement rebutting information of an adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the filenature. C. No documentation reflecting performance or conduct problems shall be E. Any adverse information placed in an employee's ’s official personnel file without which may be used for disciplinary matters shall not be admitted as evidence, unless the signature employee was informed of the information and given an opportunity to review it. The employee verifying knowledge shall sign and acknowledge that the information was disclosed. If the employee refuses to sign and acknowledge that the information was disclosed, a notation of “refused to sign” may be noted in the employee’s signature block, dated, and initialed by the Department Head. The Department Head will provide to the employee prior to the end of the existence meeting, a copy of such informationthe document(s) with the above notation. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part F. At the written request of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action all adverse materials will be removed from the employee’s employees file after three (3) years have elapsed. In any event, all adverse materials will be considered null and void after such three (3) year period with the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periodsfollowing exceptions: 1. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing If further disciplinary action that becomes inactive shall beis concerning the same misconduct occurs within three (3) years from the initial disciplinary action, then there will be no requirement to remove the adverse material. If there is no further disciplinary action concerning the same misconduct within five (5) years from the last occurrence, at the written request of the employee all adverse materials will be removed from the employees’ employees file and considered null and void. 2. This provision does not apply to workplace violence or sexual harassment, if the employee(s) have been found to be in violation of these items, or to disciplinary suspension, demotion or termination. G. An employee will, on written request to the County, receive copies of all materials in their personnel file. H. Commendations shall be placed into the personnel file and a copy presented to the employee. I. A copy of all job applications submitted by an employee for other County employment, after he/she is hired by the time period listed above and placed County, are maintained in the County recruitment files in the County electronic application system, and can be retrieved upon request of the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The 15.5.1 There shall be a single personnel file documents required for operations each unit member. Personnel files shall be maintained kept in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx central administrative office of the Department Head. Other legally required and payroll related information District. 15.5.2 Materials in the personnel file of a unit member, except as noted below, shall be maintained made available for inspection by the unit member involved. Upon written authorization by the unit member, an Association representative may review the unit member's file or accompany the unit member in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours review of the Human Resources Department Department Head's Office, inspect his/her file at either office and file. Material which may be excluded from inspection shall be allowed limited to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted ratings, reports or records which: 15.5.2.1 Were obtained prior to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission employment of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeeunit member involved. B. Any employee 15.5.2.2 Were prepared by identifiable examination committee members. 15.5.2.3 Were obtained in connection with a promotional examination. 15.5.3 Unit members shall have the right to respond inspect and obtain a copy of personnel file materials, upon request. 15.5.4 Information of a derogatory nature, except material excluded in writing accordance with section 15.5.2 above, shall not be entered or filed unless and until the unit member is given notice and an opportunity to review and comment thereon. A unit member shall have the right to enter, and have attached to any adverse comment or incorrect information contained derogatory statement, their own comments thereon. Such review and any preparation of comments in his/her personnel fileresponse to the material and/or statement shall take place during normal business hours, and the unit member shall be released from duty for this purpose without salary reduction. If the unit member alleges that the material is false and/or hearsay, a grievance may be initiated to determine the validity of such comments material. The material shall not be entered or filed unless and until such grievance sustains the material. In the event the District fails to comply with the provisions of this section, such material shall not be allowed as evidence by the District in any grievance filed by the unit member. 15.5.5 All material placed in a unit member's personnel file shall be dated and signed by the person who caused the material to be prepared. 15.5.6 Access to a unit member's personnel file shall be limited to a "need to know" basis. Access authorization must be obtained from the Superintendent. The contents of all personnel files shall be kept in strictest confidence. The District shall keep a log indicating the employee's persons who have requested to examine a personnel file file, as long well as the challenged comment dates such requests were made. Such log shall be available for examination by the unit member or information remains in the filetheir authorized Association representative. C. No documentation reflecting performance or conduct problems shall be placed in an employee15.5.6.1 Personnel not needing the Superintendent's authorization are as follows: The unit member examining his/her own file, business manager, site administrators, personnel technicians and account clerk II for file without the signature of the employee verifying knowledge of the existence of such informationmaintenance. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The ‌ 1. There shall be one master personnel file documents required for operations each postdoc. Other official personnel files may be maintained by the University at any administrative level. Upon the request of a postdoc, the University will identify the holders of the above files. 2. The University's Fair Information Practices Act Regulations (Trustee Document T77-059) (xxxxx://xxx.xxxxx.xxx/senate/sites/default/files/Fair%20Information%20Practices%20Regulati ons-Doc.%20T77-059.pdf) shall govern the collection, dissemination and maintenance of personnel files set forth in paragraph 1. Alleged misinterpretations, misapplications or violations of T77-059 may be pursued only through the grievance procedure set forth in T77-059. Any other violations of this Article shall be maintained in governed by Article 13. Upon the Human Resources Departmentrequest by any postdoc, accessible the University shall provide a copy of T77-059. 3. Within five (5) business days of its request, the Union shall have access to the Department Head when xxxxxxxxx.xxxxxx above personnel files of a postdoc during normal business hours of the Department HeadUniversity and to be provided with copies of documents from the files provided that the Union presents written approval of the postdoc to the holder of the personnel file to which access is requested. Other legally required This provision shall not be construed to waive or limit the Union’s right to information under MGL ch. 150E.The Union agrees to indemnify and payroll related hold the University and its officials, agents and representatives harmless from and against any and all liability for any improper, illegal or unauthorized use by the Union of information contained in such files. 4. It shall be maintained the responsibility of each postdoc to inform the University of any change in name or address. 5. No anonymous or undated materials shall be placed in a postdoc’s personnel file. 6. Upon a postdoc’s written request, documents relating to written warnings will be removed from their personnel file if there have been no other such documents relating to, or disciplinary action on, the Human Resources Departmentsame or similar issue(s) for a two (2) year period. Every employee mayDocuments relating to disciplinary suspensions and terminations shall not be subject to this Section. 7. A postdoc has the right to request the removal or correction of information in their personnel file with which they disagree. If the University does not agree with such a request, during the postdoc has the right to submit a written statement explaining their position, which shall become a part of their file and shall be included when such information is transmitted to a third party as long as the disputed information remains a part of the file. 8. Records involving the processing of any grievance of a postdoc will be kept in a file separate from the postdoc’s personnel file. 9. Within five (5) business days of his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Officerequest, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee postdoc shall have the right to respond in writing inspect his/her personnel file during regular business hours and to any adverse comment or incorrect information contained in receive, without cost, a copy of documentsin his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. ‌ A. The State Bar shall maintain in the Office of Human Resources a personnel file documents required for operations each Employee. This file shall be maintained in the Human Resources Department, accessible used to the Department Head when xxxxxxxxx.xxxxxx of the Department Headdetermine that Employee’s qualifications for promotion or termination or other disciplinary action. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to An Employee may respond in writing to any adverse comment or incorrect information contained material in his/her their personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. B. The State Bar shall, at reasonable times, upon the request of an Employee, permit that Employee and/or that Employee’s authorized union representative to inspect such personnel file and any material referred to in such personnel file. Nothing in this Subsection B shall apply to the records of an investigation of possible attorney admissions and/or disciplinary issues or to letters of reference. C. No documentation reflecting Material not in such personnel file or referred to in such personnel file may not be used to determine that Employee’s qualifications for promotion or termination or other disciplinary action unless that Employee is first permitted a reasonable opportunity to inspect such material and a reasonable opportunity to respond. Written warnings shall be given consideration in making personnel decisions. Memorializations of verbal counseling shall not be inserted into personnel files and may not be used as a basis for future progressive discipline where there has been no further misconduct for a period of two years. Written warnings shall be removed from the personnel file and may not be used as a basis for future progressive discipline where there has been no further misconduct for a period of three years. D. Information of a complimentary nature received by the State Bar pertaining to the work performance or conduct problems of an Employee shall be placed in an employee's the Employee’s personnel file without upon the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staffEmployee’s request. E. Any documentation representing disciplinary action The State Bar will be provide notice, via email, to any Employee whenever any document is placed in or removed from that Employee’s personnel file which either (1) has not previously been provided to the employee’s file after Employee or (2) the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary ActionEmployee has not previously signed.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The X. Xxxxxxx as permitted by law all personnel file documents required for operations records shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required confidential and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission released to any person other than officials of guilt. Full disclosure the department and other county or legal representatives, including, but not limited to the County Commissioners of all documentation will be provided upon the County except with the written request by consent of the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee Upon request, a member shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her inspect their official personnel file, and such comments record after having given reasonable notice. Inspection shall be kept in during regular business hours and shall be conducted under the employee's supervision of the department or the county human resource manager or their designee. A member shall have the right to make duplicate copies for their own use. No records shall be withheld from a member’s inspection. A member shall have a right to have added to their personnel file as long as the challenged comment or information remains in the filea written refutation of any material, which he/she considers detrimental. C. No documentation reflecting performance or conduct problems written reprimand which has not previously been the subject of a hearing, where the employee is given the opportunity to respond to the claims in the reprimand, shall be placed in an employeea member's personnel file without unless the signature member is first given the opportunity to see and initial a copy of the employee verifying knowledge of reprimand. Within five (5) days thereafter, the existence of such informationmember may file a written reply. If the Sheriff, or their designee, thereafter places the written reprimand in the member's personnel file, they shall also include the reply. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will Any employee placed under investigation shall be kept confidential and will not be deemed part notified in writing within 72 hours of the employee's personnel filecomplaint. This notice shall include all potential charges and complaints levied against the officer. If the officer is to be interviewed, the employee shall be notified 48 hours in advance of the date, time and location of the interview. The County further agrees that performance evaluations performed on county will make every attempt to expeditiously resolve any employee will investigation. An investigation lasting longer than 90 days shall be maintained on a confidential basis with access available only considered stale. Upon completion of the investigation, and prior to the employeeXxxxxxxxxx Hearing, employee and union shall be provided a copy of the internal investigation results. Following a Xxxxxxxxxx Hearing, the employee's supervisor and authorized members of the Human Resources Department staffcounty will make a decision about discipline within 5 working days. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The State Bar shall maintain in the Office of Human Resources a personnel file documents required for operations each Employee. This file shall be maintained in the Human Resources Department, accessible used to the Department Head when xxxxxxxxx.xxxxxx of the Department Headdetermine that Employee’s qualifications for promotion or termination or other disciplinary action. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to An Employee may respond in writing to any adverse comment or incorrect information contained material in his/her their personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. B. The State Bar shall, at reasonable times, upon the request of an Employee, permit that Employee and/or that Employee’s authorized union representative to inspect such personnel file and any material referred to in such personnel file. Nothing in this Subsection B shall apply to the records of an investigation of possible attorney admissions and/or disciplinary issues or to letters of reference. C. No documentation reflecting Material not in such personnel file or referred to in such personnel file may not be used to determine that Employee’s qualifications for promotion or termination or other disciplinary action unless that Employee is first permitted a reasonable opportunity to inspect such material and a reasonable opportunity to respond. Written warnings shall be given consideration in making personnel decisions. Memorialization of verbal counseling shall not be inserted into personnel files and may not be used as a basis for future progressive discipline where there has been no further misconduct for a period of two years. Written warnings shall be removed from the personnel file and may not be used as a basis for future progressive discipline where there has been no further misconduct for a period of three years. D. Information of a complimentary nature received by the State Bar pertaining to the work performance or conduct problems of an Employee shall be placed in an employee's the Employee’s personnel file without upon the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staffEmployee’s request. E. Any documentation representing disciplinary action The State Bar will be provide notice, via email, to any Employee whenever any document is placed in or removed from that Employee’s personnel file which either (1) has not previously been provided to the employee’s file after Employee or (2) the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary ActionEmployee has not previously signed.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The 28.0.1 All materials which may affect the employment of the employees covered by this Agreement shall be filed in the District personnel file documents required for operations shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required repository and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action are to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request made available for inspection by an employeethe employees covered by this Agreement. Such material is not to include ratings, reports, or records which (I) were obtained prior to the employment of the employee involved, or (2) were prepared by identifiable examination committee members, or (3) were obtained in connection with a promotional examination. B. Any 28.0.2 Employees may inspect these materials upon request provided that the request is made at a time when such person is not actually required to render instructional services to the District. A representative of the Association, upon written approval of the employee, shall be permitted to examine or obtain copies of the materials in such employee's personnel file at no expense to the District. 28.0.3 Information of a derogatory nature, except the confidential materials mentioned in the first paragraph, will not be entered or filed in the personnel file of an employee unless and until the employee is given written notice and an opportunity to review and comment thereon. An employee shall have the right to respond in writing enter, and have attached to any adverse comment or incorrect information contained in such derogatory statement his/her personnel filecomments. This review of derogatory materials will take place during normal business hours of the District, and such comments the employee shall be kept in the employee's personnel file as long as the challenged comment or information remains in the fileprovided release time for this purpose. C. No documentation reflecting performance 28.0.4 The person or conduct problems shall be placed persons who draft or place materials in an employee's personnel file without shall sign the signature material, signify the date on which such material was drafted or placed in the file. 28.0.5 Access to personnel files shall be limited to the members of the employee verifying knowledge District Administration on a need-to-know basis and confidential employees of the existence District. Board of such informationTrustee members may request a review of an employee's file at a personnel session that includes a quorum of the Board of Trustees. The contents of all personnel files shall be kept in the strictest confidence. D. The County agrees 28.0.6 Statements or charges entered into the personnel file that pre-employment background investigations and, psychological evaluations and polygraphs will prove to be kept confidential and will not false or without substantiation shall be deemed part removed at the request of the employee's personnel file. . 28.0.7 The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, evaluation document and the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It written comments, if any, shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall 's permanent personnel file which shall be maintained housed in the District employee personnel file repository. 28.0.8 Permanent employees shall be provided with a single generic file known as “Removed Disciplinary Actionwritten evaluation of their performance at least once every other year; probationary employees shall be provided a written evaluation of their performance at least twice each year. The content of the evaluator's classroom observation reports and annual evaluation appraisals shall not be subject to the grievance procedures contained in this Agreement, but the procedural process is within the scope of the grievance procedures.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations 1. Employees shall be maintained informed no later than ten (10) school days after the commencement of the school term of procedures employed by the Administration in placing materials in the Human Resources Departmentemployees’ files and the opportunity to respond thereto, accessible to unless such procedures have not changed from the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related preceding school term; in any case, such information shall be maintained communicated to employees at the beginning of the school year. New employees shall be informed of such procedures within four (4) weeks of the first day of employment. In any case, an employee may submit written response to any item placed in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours personnel file in accordance with the above procedures within ten (10) working days of notice of inclusion or by the end of the Human Resources Department Department Head's Officeschool term, inspect his/her file at either office and whichever is longer. Such deadline shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by extended if additional information bearing on the Department Head will state item placed in the reason for personnel file becomes available after the documentation and the action to be taken by deadline; in such case, the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility ten (10) working days from receipt of this additional information to ensure the employee’s files are complete upon request for inspection by an employeesubmit a written response. B. Any 2. Each employee shall have the right right, upon request, to respond in writing to any adverse comment or incorrect information contained in review the contents of his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis shall make an appointment with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from Principal or designee for such review. Upon the employee’s file after written request, a Union representative may accompany the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periodsemployee in this review. It Such review shall be conducted in the employee’s responsibility, after presence of the appropriate time, to request the removal designated administrator. 3. Material which may be of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing a disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and nature placed in the employee’s inactive discipline file.shall file will be maintained removed after five (5) years if no other incidents occur during that period of time, with the written removal request being the responsibility of the employee to initiate; however, this provision concerning the removal of disciplinary material from the personnel files shall not apply to disciplinary material which is related to egregious behavior that endangers students’ health or safety. Beginning with the first day of the 2024-2025 school year, the foregoing paragraph #3 will expire and henceforth be removed from the 2023-2027 contract. 4. Confidential material, such as recommendations by colleges or universities, or evaluations by previous employers, shall not be placed in a single generic the employee’s personnel file described herein. 5. Information which has not been made previously known as “Removed Disciplinary Actionto the employee in writing may not be used for disciplinary purposes.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The A separate personnel history file documents required shall be established and maintained for operations each employee covered by this Agreement. Personnel history files are confidential records and shall be maintained only in the Human Resources Department, accessible Middlesex County Personnel Director's Offices. Documents or records held within a department are not part of the official personnel record unless the originals or true copies thereof are filed with the County Personnel Director with notice thereof to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any Each employee shall have the right to respond inspect and review his or her own individual personnel file, upon request to the Employer. The Employer recognizes and agrees to permit this review and examination at any reasonable time. Employees shall have the right to photocopy, at the employee's expense, define, explain, or object to in writing to any adverse comment anything found in his or incorrect information contained in his/her personnel file, and such comments this writing shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed become a part of the employee's personnel file. Such response must occur within ten (10) days of discovery in the file or be waived. C. All personnel history files shall be carefully maintained and safeguarded. D. Employees shall receive a copy of each derogatory or disciplinary document being placed in his or her personnel file within ten (10) days of its filing. The employee shall sign off and date any document given to them, and have the right to place a written rebuttal response to any and all disciplinary documents contained in the personnel file. All warnings and minor reprimands over one (1) year old shall be deleted from the County further agrees personnel file on the employee's written demand provided there are no subsequent reprimands, warnings, corrected and/or disciplinary actions of the same nature in the employee's file. All major disciplinary actions will remain in the employee's file, E. The files maintained by the County Personnel Director are the official personnel files for all employees. No other official file or personnel record will be maintained. However, it is agreed that performance evaluations performed on any employee a departmental reference file will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department stafffor day-to-day reference. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. 7.1 There shall be only one Personnel File for each Unit Member, and it shall be maintained by the District in the Human Resources Office. The cabinets in which Personnel Files are kept shall be locked at all times outside of normal business hours. Except as provided in a settlement agreement between the District and the grievant(s), documents related to grievances shall not be included in the Personnel File. 7.2 Each Unit Member shall have the right to review the contents of their own Personnel File by making a prior appointment for review. The review shall take place at a time when the Unit Member is not otherwise required to render service to the District and during normal working hours of the Human Resources Office. 7.3 The District shall be bound by applicable federal and state statutes concerning the privacy and confidentiality of Personnel Files. Routine access to the Personnel File shall be limited to Human Resources Office staff responsible for maintaining the Personnel Files. If a Unit Member is an applicant for any position in the District, the hiring committee for that position may have access to the Unit Member’s Personnel File when required by the District’s hiring procedure. A member of the District Governing Board shall have access to a Unit Member’s Personnel File only during a duly noticed meeting of the Governing Board, and then only if necessary, for a personnel action that is on the agenda for that meeting. The following are the only other administrators permitted to review a Unit Member’s Personnel File: 7.3.1 The superintendent/president of the District 7.3.2 The District vice president responsible for the Unit Member’s division 7.3.3 The Unit Member’s division xxxx or other administrator responsible for the Unit Member’s division or assignment. 7.4 If a unit member is an applicant for any position in the District, the unit member may make a written request to have items from their personnel file documents copied and provided to the hiring committee. Only items required for operations the application process shall be copied and provided to the hiring committee. The hiring committee for that position may have access to the Unit Member’s Personnel File when required by the District’s hiring procedure. 7.5 A Unit Member may authorize a representative to review the file. The authorized representative may be any person selected by the Unit Member, including persons not employed by the District. If reviewed in the absence of the Unit Member, the designated representative shall first present the written authorization and appropriate identification. 7.6 No anonymous material shall be placed in any Unit Member’s Personnel File. 7.7 Information of a derogatory nature shall not be entered or filed unless the Unit Member is first given a copy of the derogatory material and provided a period of ten (10) working days to review the material and prepare a written response. The Unit Member’s response shall be attached to the derogatory material when it is placed in the Personnel File. 7.8 The District shall keep a log identifying all person(s) (other than Human Resources office staff whose duty it is to maintain the files) who have reviewed the contents of the Personnel File. The log shall be maintained in the Human Resources Department, accessible to Unit Member’s Personnel File and shall include the Department Head when xxxxxxxxx.xxxxxx date and the name of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in person who reviewed the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations shall be maintained in the Human Resources Department, accessible official files on employees are confidential to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office extent allowed by law and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason available for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted inspection to the employee’s , supervisory, and confidential employees of the District. Employees shall have the opportunity to review all materials originating from within the District when they are made a permanent part of the personnel file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any An employee shall have the right to respond answer and/or refute in writing any materials which be judged by him/her to be derogatory to his/her conduct, service, character or personality. The written response shall be made part of his/her district personnel file. Employees shall have the right to review all materials in the personnel file during working hours. The employee's super- visor, or his/her designee, may be present when the employee reviews the materials. The employee also has the right to have anyone of his/her choosing present during the review. An employee may have a copy of any document included in the personnel file at his/her expense. The District will notify an employee of any public records request for records from the employee’s personnel file and provide an opportunity for the employee to contest the release of such if he or she chooses. There shall be only one official personnel file on each employee, which shall be maintained in the District Office. However, each administrator may, at his/her discretion, maintain a day-to-day working file on each employee under his/her supervision. This working file shall also be open to examination by the employee. The working file may only be reviewed in the presence of the supervisor. Subject to State and Federal regulations and legislation, after three (3) years, upon employee request in writing to any adverse comment the Superintendent/designee, a written reprimand or incorrect information contained in his/her personnel file, and such comments other derogatory material shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s personnel file after and destroyed if there has been no recurrence of the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be activity or behavior that prompted the employee’s responsibility, after placement of the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed material in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Actionfile.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The City's personnel file documents required for operations files, disciplinary history and investigative files (except pending investigations) relating to any employee covered by this Agreement shall be maintained in one complete file; and, shall be available for inspection and copying by the employee, or authorized Labor Council representative (IF the employee gives written authorization), during business hours and upon reasonable notification of such request. A Labor Council representative may inspect an employee's personnel file which is maintained by Human Resources Department, accessible to if the Department Head when xxxxxxxxx.xxxxxx employee gives written authorization during business hours and upon reasonable notification of the Department Headsuch request. Other legally required and payroll related information An employee shall be maintained entitled to a copy of any material contained in said files, except information regarding reference checks, responses or information which was provided with the Human Resources Departmentspecific request that it remain confidential or other material exempted from the Personnel Records Review Act(820 ILCS 40/1 et seq.). Every employee may, during his/her non-duty hours and during regular office hours of In the Human Resources Department Department Headevent that the employee's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted files contain material which is adverse to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any then said employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and have placed in the employee’s inactive discipline file.shall file a written rebuttal to the adverse material. Any information of an adverse nature which is unfounded, exonerated or otherwise not sustained shall not be maintained in a single generic file known as “Removed Disciplinary Actionany file, nor used against any employee in any future proceeding. Prior suspensions of five (5) days or fewer, shall not be used to aggravate current disciplinary action, provided the prior suspension occurred at least five (5) years prior to the act now giving rise to discipline and provided further, there has been no other discipline of any type within said five (5) year period. Prior oral or written reprimands shall not be used to aggravate current disciplinary action, provided the prior reprimand occurred at least three (3) years prior to the act now giving rise to discipline and provided further, there has been no other discipline of any type within said three (3) year period. Shift level counseling shall not be used to aggravate current disciplinary action, provided the counseling occurred more than one (1) year prior to the act now giving rise to discipline.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. All materials, including employee evaluations, placed in the permanent District Office employee's file and originating within the District shall be available to the employee or her/his designee for inspection on an individual conference basis by request and appointment. Permission must be given on the established form, in writing. B. Material originating within the District regarding an employee's conduct, service, character, or personality shall not be placed in an employee's file unless it is dated and signed by the author, or a person witnessing the delivery of the material to the employee in question. A U.S. Postal return receipt card may be used as proof of signature. The employee shall have an opportunity to read any material before it is entered into her/his file. The employee will be requested to affix her/his signature to the actual copy to be filed. Such signature indicates only that the material has been seen, not agreement to its content. C. Materials included in the employee’s personnel file are subject to removal at the discretion of the Superintendent. One year after inclusion of material, an employee may make an appointment and meet with the Superintendent to discuss the removal of such material. D. If the Superintendent deems it necessary to retain the material, the employee shall be informed. The employee shall have twenty (20) days to respond to the material in the file. E. Evaluation forms and other documents required for operations pertaining to employee performance remain in the employee’s personnel file, except as approved in C, above. F. Only one official personnel file shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected each employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any The employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel filematerial filed, and such comments response shall be kept in the employee's personnel file as long as the challenged comment or information remains included in the file. C. No documentation reflecting performance G. All references and information originating outside the District on the basis of confidentiality and information obtained within the District in the process of evaluating the employee for initial employment shall not be available for inspection or conduct problems response by the employee. It is also agreed that such material shall be placed in an employee's personnel file without the signature of destroyed, upon employee request after the employee verifying knowledge of has worked for the existence of such informationDistrict for one (1) year. D. The County agrees H. Each employee shall receive a copy of her/his evaluation. I. It is recognized by the Association that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and building files are maintained. Building files will not be deemed part of transferred. Materials in the employee's personnel file. The County further agrees building file that performance evaluations performed on any employee are not contained in the personnelfile will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staffdestroyed after thirty-six (36) months. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. 1. The official personnel file documents required for operations of each employee shall be maintained in the Human Resources Department, accessible District's personnel office. 2. An employee shall be provided with copies of any derogatory written material ten workdays before it is placed in the employee's official personnel file. An employee is entitled to respond to derogatory material within the ten workdays. The written response shall be attached to the Department Head material. Should an employee at any time find derogatory materials which were placed in the personnel file after the effective date of this Agreement of which the employee was not aware, the employee, upon request, shall be afforded a ten-workday period in which to prepare a written response to the materials in the personnel file. 3. Employees shall receive reasonable release time during regular business hours to review their personnel file upon the entering of any derogatory information into the file. Employees may inspect their personnel file at any time when xxxxxxxxx.xxxxxx they are not required to render services to the District. Such material is not to include ratings, reports, or records which (1) were obtained prior to the employment of the Department Headperson involved, (2) were prepared by identifiable examination committee members, or (3) were obtained in connection with a promotional examination, and any other materials excluded by federal or state law. Other legally required Employees may receive, without charge, one copy of any document in the official personnel file which has not been supplied previously to the employee. 4. The District shall keep a log of the persons, with the exception of the personnel administration, who have examined a personnel file as well as the date such examinations were made. Such log and payroll related information the employee's personnel file shall be available for examination by the employee or the employee's CSEA representative if authorized in writing by the employee. The log shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. 5. The County further agrees that performance evaluations performed Any materials placed in the personnel file shall contain the date on which such material was originated and the name of the person who originated the document. Any written materials placed in the personnel file shall indicate the date of such placement. 6. No disciplinary action shall be taken for any employee will be maintained on a confidential basis with access available only cause which arose prior to the employee's becoming permanent, nor for any cause which arose more than two years preceding the employee's supervisor and authorized members date of the Human Resources Department stafffiling of the notice of cause, unless such cause was concealed or not disclosed by the employee when it could be reasonably assumed that the employee should have disclosed the facts to the employing district. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The 1. Employees and/or their representatives shall have the right to, upon request and in the presence of an administrator, review the contents of their District personnel file and to receive copies of any documents required for operations shall be maintained contained therein. 2. All materials contained in the Human Resources Departmentbuilding working file for evaluation shall, accessible upon the completion of the final yearly certified written evaluation, either be destroyed or transferred to the Department Head District personnel file. The above statement is not to be construed to limit the building administrator's right to retain copies of materials. 3. In the event of disciplinary action against an employee, evidence considered during any proceedings shall be, when xxxxxxxxx.xxxxxx possible, limited to those allegations supported by statements in the District personnel file of the Department Heademployee on the date when disciplinary action is initiated. Other legally required and payroll related information This limitation shall not apply to evidence gathered by agencies outside the District's jurisdiction. 4. No material that could be maintained construed as negative will be placed in the Human Resources DepartmentDistrict personnel file unless the employee has had an opportunity to review the material. Every The employee may, during will acknowledge that s/he has had an opportunity to review such material by offering his/her non-duty hours and during regular office hours of signature to the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action copy to be taken by filed, with the employee to ensure the violation does not reoccurexpress understanding that such signature in no way indicates agreement with contents thereof. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any The employee shall have the right to respond in writing submit a written response to any adverse comment or incorrect information contained in his/her personnel file, such materials which will be reviewed by the Executive Director of Human Resources and such comments shall be kept in attached to the employee's personnel file as long as the challenged comment or information remains in the filecopy. C. No documentation reflecting performance or conduct problems shall be 5. Any statements by any district employee placed in an employee's personnel file without file(s) shall be certified as true and accurate, under penalty of perjury to the signature of the employee verifying best knowledge of the existence of such informationsigner. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the 6. Access to an employee's personnel file shall be limited to persons who have a valid need to inspect the file for purposes related to legitimate District interests and who have obtained the prior approval of the Executive Director of Human Resources. All persons reviewing a personnel file. The County further agrees that performance evaluations performed on any employee will be maintained , other than Human Resources personnel, shall indicate such review by entering their name, position, and the date on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department stafflog kept in each file. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations 12.1 Electronic records relating to the employment of faculty members shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature Office of Human Resources. 12.2 Faculty members shall not be an admission entitled to review ratings, reports or records which (a) were obtained prior to the employment of guilt. Full disclosure of all documentation will be provided upon written request the person involved, (b) were prepared by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeeidentifiable examination committee members, or (c) were obtained in connection with a promotional examination. B. Any employee 12.3 Faculty members shall have the right to respond in writing to examine and/or obtain copies of any adverse comment or incorrect information materials contained in his/her their official personnel filefile upon request, provided the request is made at a time when such person is not actually required to render services to the District and such comments the Office of Human Resources is open for official business. 12.4 No person shall be kept have access to faculty member's confidential personnel file except when actually necessary in the proper administration of the District's affairs, including, but not limited to the supervision of the employee's personnel , or when compelled by law. The Vice President of Human Resources and Risk Management shall maintain in each file as long as a log showing the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel date access to each file without was granted and the signature of the employee verifying knowledge of the existence of such informationperson to whom access was granted. D. The County agrees that pre-employment background investigations and12.5 Effective July 1, psychological evaluations 2024 and polygraphs will be kept confidential and will not be deemed part of the going forward, each employee's ’s personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only file shall contain information used to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from affect the employee’s employment status. This includes personnel action forms, employment applications, job announcement and job description at hire, transcripts, performance evaluations, and similar documents. Information of a derogatory nature, except the items listed in 12.2 above, shall not be entered or filed unless and until the faculty member is given notice and an opportunity to review and comment thereon. Faculty members shall have the right to have their comments entered and attached to any such derogatory statement. Faculty members shall have the right to grievance procedures for the purpose of having false, erroneous or detrimental information rectified, sealed, orclarified. 12.6 The exclusive bargaining representatives may have access to a unit member's personnel file after only with the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periodsspecific written authorization of the member. It Such written authorization shall be entered into the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Actionon each occasion.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee A unit member shall have the right to respond examine either in writing to any adverse comment person or, when duly authorized by the unit member, by his/her attorney or incorrect information contained exclusive representative or in conjunction with either of those, his/her personnel file, except for confidential placement-related and such comments shall be kept examination items, at the District Office, at and for reasonable times during his/her working hours without loss of pay, in the employeepresence of a representative of the District, within the provisions of the law. 3.2.1 Among the types of material expected to be placed in a unit member's personnel file as long as the challenged comment or information remains in the fileare evaluations, observations, health clearances, record of assignments and letters of outstanding service and of unsatisfactory service. C. No documentation reflecting performance 3.2.2 Confidential placement-related and examination items, as referred to above, which are not subject to inspection, include ratings, reports and records which were obtained prior to the employment by the District of the person involved or conduct problems were prepared by identifiable examination committee members. 3.2.3 A unit member shall be provided with copies of any written material placed in an employee's his/her personnel file except those items excluded in 3. 2.1. The unit member shall be given a reasonable opportunity to prepare a written response to such material on release time without loss of pay. Unit members, however, are encouraged to write rebuttals on non-work time. If the signature unit member believes he/she needs work time to prepare a response, the unit member may request release time from the Assistant Superintendent, Personnel Services. The Assistant Superintendent, Personnel Services, will grant such time as he/she deems appropriate. If the unit member does not agree that the designated time is reasonable, the unit member will be notified of his/her right to contact CSEA for further discussions on this subject. Any written response shall be attached to the top of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and written material placed in the employee’s inactive discipline file.shall personnel file. 3.2.4 No information of an anonymous nature shall be maintained placed in the official personnel file of a unit member. 3.2.5 Written matter, other than standard District forms (e.g., purchasing, work order, time and attendance, accident, workers' compensation and inspection reports), that is not placed in the official personnel file of a unit member may not be used as supporting or corroborating evidence in any disciplinary action. 3.2.6 Any written materials placed in the official personnel file shall indicate the date of such placement and bear the signature of the person who placed it there. 3.2.7 A Personnel File Review Record shall be attached to the official personnel file. This record shall indicate each time that the file was reviewed and bear legible signatures of reviewers excluding Personnel Staff. 3.2.8 If information of a derogatory nature is subsequently proven to be invalid by decision of the Superintendent, his/her designee or by judicial decision, such information shall be placed in a single generic sealed file known as “Removed Disciplinary Action.” In the event and may not be reviewed thereafter except by order of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into considerationjudicial body.

Personnel Files. A. The ‌ 7.1 A single personnel file documents required shall exist for operations each Unit Member. 7.2 No disciplinary action shall be maintained taken against any Unit Member that is based on information not first seen by that employee. 7.3 Derogatory materials shall not be filed in the Human Resources Department, accessible Unit Member’s personnel file until the employee has been given notice of the filing and has had at least ten (10) working days to submit a response to be attached to the Department Head material. The ten (10) day period shall begin when xxxxxxxxx.xxxxxx the Unit Member receives a true copy of the Department Headderogatory material (actual notice). Other legally required and payroll related information Anonymous materials shall not be placed in the personnel file. Routine District forms that do not contain the name of the originator shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed initialed and dated by the affected employee person placing them in the file. 7.4 At the request of the employee, derogatory material may be removed or sealed with mutual agreement between the Unit Member and submitted the Superintendent/President. 7.5 A log will be kept recording the name of each person inspecting the file and the date of the inspection. Exceptions to these entries include routine handling of the files by the Human Resources staff. 7.6 Authorization to inspect the Unit Member’s personnel file is granted to the employeeemployee (by appointment) and the Superintendent/President or his/her designee. The Unit Member’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon designee may inspect the file with non-continuing written request by permission from the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any 7.7 The original of all performance evaluations will be placed in the Unit Member’s personnel file. 7.8 Unit Members will have the right, by appointment, to inspect and make copies of materials in their personnel file during normal business hours, but not during the time the employee is actually required to render services to the District. Pre-employment materials will be removed from the file prior to the inspection appointment in accordance with Education Code. 7.9 Subject to reasonable regulation by the District, a Unit Member shall have the right to respond submit materials related to their performance as an employee of the District for placement in writing to any adverse comment or incorrect information contained in his/her the Unit Member’s personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The A MBU shall, upon request during normal business hours, be permitted to examine their personnel file documents required for operations shall be maintained file; provided, however, that any letters of recommendation solicited in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify connection with their knowledge when asked to do so, but their signature initial employment shall not be an admission of guiltavailable to that MBU. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee The MBU shall have the right to respond reproduce any document in writing to any adverse comment or incorrect information contained in his/her the MBU 's personnel file, . B. An: MBU and such comments Union President shall be kept given a copy of any material if it is to be used in the employee's connection with a grievance or a personnel file as long as the challenged comment or information remains in the filehearing. C. No documentation reflecting performance or conduct problems derogatory material shall be placed in an employeethe MBU 's personnel file without unless the MBU has an opportunity to read the material and an opportunity to sign and date the material indicating the MBU has read the material. Such signature of merely signifies that the employee verifying knowledge of MBU has read the existence of such informationmaterial to be filed and does not necessarily indicate agreement with the contents. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will No anonymous material shall be kept confidential and will not placed in the MBU 's personnel file. Materials shown to be deemed part of false or unsubstantiated shall be removed from the employeeMBU 's personnel file. The County further agrees Personnel Office shall be responsible for notifying in writing any persons or organization to which it may have forwarded false information. X. A designated member of the Association, having written authorization from the: MBU concerned and in the presence of a representative of the Community College Administration, may examine the official personnel file of that performance evaluations performed on MBU if the examination relates to a filed grievance, a grievance in preparation, or written charge(s) preferred against the MBU of the Community College. F. There shall be only one (1) official file kept in the College Personnel Office. The College Personnel Office shall make files available at other campuses of the College for review by MBU’s who so request them. Such files shall be made available by appointment. G. The MBU shall have the right to answer any employee will material filed, and the MBU 's answer shall be maintained on a confidential basis with access available only attached to the employee, the employee's supervisor and authorized members of the Human Resources Department staffcopy in their personnel file. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations shall be maintained 18.1 Each certified employee in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head District will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond inspect all material in an employee's District personnel file upon making an appointment during normal office hours. No secret, duplicate, alternate or other permanent personnel file will be kept anywhere in the District. Materials related to initial employment, such as college recommendations, will be destroyed or returned to the source upon employment of the individual, unless the employee notifies the personnel department within fifteen (15) days of the start of service to have the materials (including credentials and recommendations) retained. If the employee does so opt, the use of the materials will be limited to restrictions as may be imposed by the issuer of the materials. These materials will then be retained as a service to the employee. 18.2 Copies of all materials to be inserted in permanent personnel files, except those requested by the employee, routine reference materials such as transcripts, records of certification and those materials sent directly to the employee with copies directed to the personnel file, will be forwarded to the employee within ten (10) days after insertion. The employee will then have the opportunity to attach signed comments in reference to the material coincidental to its inclusion. Any material, other than those covered by law, after a one (1) year period may be removed from the file upon request of the employee involved. Prior to the removal of any material (summary of discussion letter, letter of direction, or materials referred to in Article 16.3), the author must be informed of the request and agree to the removal of the material. This section is subject to the grievance process as outlined in Article 46. 18.3 If the source of the material is no longer the current supervisor and/or no longer employed by the North Xxxxxxxx Public Schools, the employee may make a request in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall the Human Resources Office. That office will make a determination after conferring with all appropriate parties. Evaluation reports may not be kept in the employee's personnel file as long as the challenged comment or information remains in removed from the file. C. No documentation reflecting performance or conduct problems shall 18.4 If a working file, including a computer file, is maintained at the building level, it will be placed in subject to the requirements of this section. Computer working files, if maintained for an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on as a confidential basis with access available only to separate file for the individual employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The There shall be maintained at the District Office one (1) central personnel file documents required for operations each employee. These files shall be maintained in the Human Resources Departmentone (1) location under, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Headsecure storage. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the Each employee's personnel file as long as constitutes the challenged comment or information remains permanent, official record of her/his employment, and is the file referred to in Education Code section 44031. Access to an employee's personnel file shall be limited to the fileemployee, District trustees, and management, supervisory and confidential employees on official business, any representative of the employee with the employee's written authorization, and any individual authorized access by order of a court of law. C. 14.3.1 No documentation reflecting performance action may be taken against an employee based on documentary or conduct problems shall recorded materials which are not a part of the personnel file. Documentary or recorded materials to be placed in an employee's personnel file without by the signature District shall be initialized and dated by the individual entering same. A copy of all materials entered in the personnel file shall be provided to the employee at the time the material is entered. 14.3.2 Employees may inspect their personnel files with prior notice at any time the District Office is open for business and the employee is not on duty or has made arrangements with his/her immediate supervisor for that purpose. The District has the right to observe file inspections to ensure security of the employee verifying knowledge of the existence of such informationfile contents. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will 14.3.3 Documentary or recorded materials of a derogatory nature shall not be deemed part of the entered in an employee's personnel file until the employee has been provided a copy of the material along with written notice it is going to be entered in his/her file. The County further agrees that performance evaluations performed notice shall indicate the date on any employee which the materials will be maintained on a confidential basis with access available only to entered, which shall not be sooner than five (5) working days following receipt of the notice by the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from 14.3.4 Employees shall have the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, right to request the removal obtain copies of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident)materials contained in their personnel files. The District shall provide requested copies to an employee without charge, 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate and within a reasonable period of time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. ‌ A. The Employees may review their own personnel file documents required for operations shall be maintained in the Human Resources Departmentand/or administrative file, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during including his/her nonbackground investigation insofar as may be required by then-duty hours controlling law, provided reasonable notice by written request is made to the City. B. The Employee shall make an appointment with Human Resources to review his/her administrative/personnel files at least one working day in advance and during regular office hours the City shall honor his/her request under normal conditions. C. Material derogatory to an Employee's conduct, service, character, or personality shall not be entered in an Employee's personnel or administrative file unless the Employee is notified and given an opportunity to review and comment thereon. The Employee shall be given a copy of the Human Resources Department Department Head's Office, inspect material on request. The Employee shall acknowledge that he/she has read and does not necessarily indicate agreement with its contents. D. Any Employee wishing to review his/her file at either office while on duty under the provisions of this section shall first notify his/her supervisor and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason obtain approval for the documentation necessary time. The supervisor shall not unreasonably withhold approval but may set reasonable time limits and the action schedules so as not to be taken by adversely affect City operations. The employee need not notify his/her supervisor if this review is not done on duty. E. Letters of reprimand shall remain in personnel files for a period of two (2) years. After two (2) years the employee to ensure may petition letters of reprimand for removal unless a similar incident has occurred during that time. Cumulative letters for the violation does not reoccursame type of incident shall remain for two (2) years after the date of the last letter of reprimand. Such documentation will be signed Any removal is at the sole discretion of the City and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request eligible for inspection by an employeegrievance. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, F. All other disciplinary actions and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but documents shall remain active in personnel files for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.four

Personnel Files. A. The personnel file documents required for operations Section 1 Personnel files shall be maintained kept confidential and may be inspected only by the District and unit member in the Human Resources Departmentcourse of the proper administration of the District’s affairs and/or the supervision of a unit member. Section 2 Materials in personnel files of unit members which may serve as a basis for affecting the status of their employment or evaluation of their competence are to be made available for the inspection of the person involved. The inspection shall be made in the presence of the administrator in charge of the file. The unit member may be accompanied by a representative to review the file. Section 3 Such material is not to include ratings, accessible reports, or records which (1) were obtained prior to the Department Head when xxxxxxxxx.xxxxxx employment of the Department Head. Other legally required and payroll related information shall be maintained person involved, (2) were prepared by identifiable examination committee members, or (3) were obtained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign connection with a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeepromotional examination. B. Any employee Section 4 Every unit member shall have the right to respond inspect and copy such materials upon request, provided that the request is made at a time when such person is not actually required to render services to the District. Section 5 Information of a derogatory nature, except material mentioned in writing Section 3, shall not be entered or filed unless and until the unit member is given notice and an opportunity to any adverse review and comment or incorrect thereon. Section 6 If derogatory information contained is placed in his/her the personnel file, and such comments it shall be kept in within a reasonable time following the employee's personnel file as long as incident. A unit member shall have the challenged comment right to attach his own comments to any such material and acknowledge that such material has been read by initialing and dating that material. This acknowledgement does not constitute agreement with any or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature all of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel filematerials. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will This material may be removed from the employee’s file after of charges are without substance. Section 7 The placement of material in a personnel file shall not be subject to the time periods listed below but grievance procedure of the Association/District contract if the procedures have been followed. Section 8 The District shall remain active for progressive discipline and promotion evaluation purposes for these time periodskeep a log in each personnel file indicating the names of the persons who have examined the file as well as well as the dates such examinations were made. It These documents shall be available for examination by the employee’s responsibility, after unit member and/or the appropriate time, to request authorized Association representative of the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :unit member. Section 9 Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained person who places written material or originates written material for placement in a single generic personnel file known as “Removed Disciplinary Actionshall sign and date the material.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. 652 The personnel file documents required for operations of each employee shall be maintained in the Human Resources Department, accessible available for inspection to the Department Head when xxxxxxxxx.xxxxxx management of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation 653 District and the action to be taken by individual employee only with the employee to ensure the violation does not reoccurexception of a public records request. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do soBy 654 prior appointment, but their signature which shall not be an admission unreasonably withheld, the individual employees shall 655 have the opportunity to review the contents of guilttheir personnel file and copy, at their expense, 656 materials within the file. Full disclosure of all documentation will Within ten (10) days, employees shall be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained with notification of 657 new documents (excluding final yearly evaluations) included in his/her personnel file including 658 any formal or informal complaints. (2004) 659 At the employees’ request, some other individual of the employee’s choosing may be present for 660 the review of the file. Review of the personnel file will be supervised by the Superintendent or 661 his/her designee. 662 Except for the employee or the employer, requests for access to information within a personnel 663 file must be made in accordance with the Public Disclosure Act, unless the employee provides 664 written authorization for access by other persons. The District must identify which documents in 665 the file are public documents accessible under the Public Disclosure Act and which documents, 666 such as evaluations, are not subject to public disclosure. The District must maintain a log 667 showing when and by whom access to a personnel file has occurred. The District will notify the 668 employee in writing within two (2) days if a request for disclosure is made. 669 670 The employee will be informed of the person who made the request, what information was 671 requested, and such the date and time of the request. 672 673 The employee shall have an opportunity to attach written comments shall be kept to anything in the employee's file which 674 he/she considers to be derogatory. 676 The employee has a right to request that a given item be removed or eradicated from his/her 677 personnel file as long as file. Should the challenged comment or information remains in Superintendent/designee agree with the file. C. No request, the item will be 678 removed if it is within legal requirements of record keeping. 679 All written materials (except medical documentation reflecting performance or conduct problems shall required by law) to be placed in an employee's a single 680 personnel file without will originate with the signature management of the District or with the employee. Materials 681 originated by the management, in each instance, will be forwarded to the employee verifying knowledge at the time 682 they are placed in the District personnel file. It is recognized that the building principal or 683 evaluator may need to maintain an anecdotal record in order to aid the evaluator in the evaluation 684 process. All anecdotal records used in the preparation of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs evaluation will be kept confidential and will not attached to the 685 employee’s copy of the evaluation. (2004) 686 687 Section 11- Complaints 688 Any written complaint made against an employee or person for whom the employee is 689 administratively responsible, by any parent, student, or other person, shall be deemed part promptly called to 690 the attention of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will , especially if the complaint is to be maintained on a confidential basis with access available only used for reasons of evaluation 691 or to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.building or personnel file. (2004) 692

Personnel Files. A. The ‌ 11.1 Each bargaining unit member shall possess the following rights with reference to their personnel files established and maintained at the District Office or the administrator's file documents at the local school sites: .1 Each employee shall possess the right to have the contents of their file disclosed to himself/herself, provided that the request is made at the time when such members is not actually required for operations shall be maintained in the Human Resources Department, accessible to render service to the Department Head when xxxxxxxxx.xxxxxx employer. .2 Unless otherwise approved by the unit member, such material is not to include ratings, reports, or records which (1) were obtained prior to the employment of the Department Head. Other legally required and payroll related information shall be maintained person involved, (2) were prepared by identifiable examination committee members, or (3) were obtained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign connection with a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeepromotional examination. B. Any .3 Every employee shall have the right to respond inspect such materials upon request, provided that the request is made at a time when such person is not actually required to render services to the District. .4 Information of a derogatory nature, except material mentioned in writing 11.2, shall not be entered or filed unless and until the employee is given notice and an opportunity to review and comment thereon. An employee shall have the right to enter, and have attached to any adverse comment or incorrect information contained in his/her personnel filesuch derogatory statement, his own comments thereon. Such review shall take place during normal business hours, and such comments the employee shall be released from duty for this purpose without salary reduction. .5 The member of the unit shall have the right to authorize, in writing, an Association representative to examine the member's file and to obtain a copy (except for those prohibited as cited above) of the items within the file. .6 The contents of all personnel files shall be kept in the employeestrictest confidence. Access to a unit member's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staffneed-to-know basis. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The Employees' official personnel file documents required for operations files shall be maintained in at the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department HeadBoard's Central Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any Employees shall have the right to examine, during regular business hours, all materials in their files, and they may be accompanied by another individual of their choice. Such examination shall be in the presence of the Superintendent or designee. C. No employee shall be permitted to remove any material from the personnel file. If an employee disputes the accuracy, relevance, timeliness, or completeness of information about him or her maintained in said file, he/she may request that the Board investigate the current status of the information within a reasonable time of receiving the request. If the administration does not agree to remove the materials, the employee shall have the right to respond initiate a grievance at Step III. D. An employee shall have the right to contest, in writing writing, any written evaluation or other material in his/her file that he/she believes to any adverse comment be incorrect or incorrect incomplete. Said response shall become a part of the file only if the employee submits the response within thirty (30) days from the time the employee knew or should have known that the disputed information contained was in his/her personnel file, and such comments shall be kept in . E. The Board agrees to notify employees when materials are added to the employee's personnel file as long as the challenged comment which could result in disciplinary action. Unsigned anonymous or information remains in the file. C. No documentation reflecting performance or conduct problems confidential complaints shall not be placed in an employee's ’s personnel file without the signature of the employee verifying knowledge of the existence of such informationfile. D. The County agrees F. Letters of appreciation, cards of thanks, and other materials that pre-employment background investigations andexpress appreciation for a job well done from, psychological evaluations but not limited to, the Administration, staff members, parents, students, and polygraphs others will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above copied and placed in the employeeAssociation member’s inactive discipline file.shall personnel file, with the prior approval of the Superintendent or designee. X. Employees will receive notification that his/her files are requested to be maintained in a single generic file known as “Removed Disciplinary Actionviewed.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. 1. The College shall maintain one official personnel file documents required for operations each bargaining unit member. This file shall contain all pertinent material that will be used to support personnel actions. Documents that make up the file will be stored in the KSC Office for Human Resources. 2. A bargaining unit member shall have full access to all materials relating to him/her in any part of their personnel file. Requests to see their file shall be maintained made in writing to KSC Human Resources, and appointments to review their file shall be scheduled within two (2) business days. If an employee requests a copy of their personnel file, a copy shall be promptly furnished, normally within five (5) business days. 3. Confidential letters of recommendation solicited prior to employment at KSC or as part of an internal recruitment/promotion process will not be placed in the Human Resources Departmentpersonnel file. 4. If, accessible to the Department Head when xxxxxxxxx.xxxxxx upon inspection of any part of their personnel file, an employee disagrees with any of the Department Head. Other legally required and payroll related information shall be maintained contained in the Human Resources Department. Every employee maysuch file, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee can request that the information be modified or removed from their file by putting said request in writing to ensure the violation does not reoccurKSC Human Resources. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign Normally a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation response will be provided within five (5) business days. If KSC Human Resources cannot agree upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment removal or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence correction of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will then the employee may submit a written statement rebutting or explaining any document contained therein together with evidence supporting such version. Such statement shall be kept confidential and will not attached to the item, be deemed maintained as part of the employee's personnel file. The County further agrees that performance evaluations performed on , and shall be included in any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members transmittal of the Human Resources Department stafffile to a third party. E. Any documentation representing disciplinary action will be removed from 5. If the employee’s parties agree that any content in the official file after is materially inaccurate or untrue, then the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It material shall be corrected or removed, and all copies containing the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It inaccuracy or untruth shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.destroyed

Personnel Files. A. The personnel file documents required for operations Employees shall be maintained in permitted to inspect during normal District business hours the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx District's personnel files of the Department Head. Other legally required and payroll related information shall be maintained concerned employee kept in the Human Resources Department. Every Inspection must take place in the presence of an authorized secretarial employee mayas designated by the District, during except that no prearranged appointment will be necessary for such inspection to occur. All materials placed in personnel files will have date of entry placed on them. Anyone, at the employee's request, may be present for this review. Upon request, one (1) copy of any documents contained therein shall be afforded the employee at the employee’s expense. A copy of formal District generated written material concerning discipline will be furnished the employee at the time it is placed in the District personnel file. Nothing in this Agreement shall be interpreted to limit an administrator's right to keep such records as are necessary to meet his/her non-duty hours and during regular office hours responsibilities. At the end of each school year, materials from a building administrator's working file will either be destroyed or transferred to the Human Resources Department Department Heademployee's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained thereinDistrict personnel file. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken Any material reviewed by the employee to ensure may be answered by the violation does not reoccuremployee in writing. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign written responses shall become a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's District personnel file. The County further agrees that performance evaluations performed on any Upon written request of the employee will be maintained on a confidential basis with access available only to the employeeExecutive Director of Human Resources, the employee's supervisor written warnings and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will reprimands which are more than three (3) years old shall be removed from the employee’s file after District personnel file, unless the time periods listed below materials refer to behavior of a serious nature which could include but shall remain active for progressive discipline not be limited to inappropriate behavior with students, criminal acts and promotion evaluation purposes for these time periodssexual harassment, provided there are no other disciplinary notices in his/her file. It shall be the employee’s responsibility, after the appropriate time, Any incident not reduced to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months writing within thirty (1st incident), 1 yr (2nd30) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed days from the employees’ file after completion of the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event investigation of a recommended termination any previous disciplinary action even if inactive as outlined above may reported incident shall not later be taken into considerationadded to the personnel file.

Personnel Files. A. The Employees shall be permitted to inspect during normal District business hours the District's personnel files of the concerned employee kept with the school district. Inspection must take place in the presence of an authorized secretarial employee as designated by the District, except that no prearranged appointment will be necessary for such inspection to occur. Confidential letters of recommendation and other confidential records received prior to employment shall be destroyed or returned to the source. All materials placed in personnel files will have date of entry placed on them. Anyone, at the employee's request, may be present for this review. Upon request, one (1) copy of any documents contained therein shall be afforded the employee at employee expense. A copy of formal District generated written material concerning discipline or the final annual evaluation will be furnished the employee at the time it is placed in the District personnel file. Letters of direction or such directives of a similar nature may be retained in the building administrator’s working file for up to one year and shall not be placed in the employee’s personnel file documents required for operations shall at any time. At the end of each school year, materials from a building administrator's working file will either be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted destroyed or transferred to the employee’s 's central office file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request Materials reviewed by the affected employeestaff member and judged to be either derogatory to the staff member's conduct, service, character, or personality may be answered by the staff member in writing. Sarpy Such written responses shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed become a part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will Written warnings and written reprimands which are more than three (3) years old shall be maintained on a confidential basis with access available only to removed from an employee's personnel file, upon request of the employee, provided said employee has no related disciplinary actions in his/her file during the employee's supervisor and authorized members three (3) year period. Any incident not reduced to writing within ninety (90) days from the completion of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event investigation of a recommended termination any previous disciplinary action even if inactive as outlined above may reported incident shall not later be taken into considerationadded to the personnel file.

Personnel Files. A. The personnel file documents required for operations 1. An employee, upon written request to or after prior arrangement with the State Bureau of Human Resources, or the appropriate official at his/her work location or in his/her agency, shall be maintained in permitted to review his/her personnel files. Such review shall take place during normal office hours and shall be conducted under the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx supervision of the Department Headappropriate records custodian or agency representative. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every An employee may, may review his/her personnel files at reasonable times during his/her non-duty regular work hours and during regular office hours if such review does not require travel out of the Human Resources Department Department Head's Office, inspect his/her file at either office and normal work area. An employee shall be allowed to make copies place in such file a response of reasonable length to anything contained therein. All disciplinary action and documentation issued by therein which the Department Head will state the reason for the documentation and the action employee deems to be taken by adverse. 2. An employee's personnel file shall include, but not be limited to, all memoranda and documents relating to such employee which contain commendations, employee performance appraisals or ratings and records of training programs completed. 3. Upon request an employee shall be provided a copy of any or all materials in his/her personnel files provided that such copies shall be provided at the employee to ensure the violation does not reoccuremployee's expense. Such documentation will be signed and dated by the affected employee and submitted Copies of material added to the employee’s file. Employees have no right 's personal file after the effective date of this Agreement shall be furnished at the State's expense and sent to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any each employee shall have the right to respond in writing to any adverse comment or incorrect information contained simultaneously with it being placed in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in 4. Upon request of an employee's personnel file without the signature , records of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations reprimands and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will preventable accident reports shall be removed from personnel files after three (3) years from the date of the occurrence provided that the employee has had no further disci- plinary action since that date. Upon request of an employee’s file after the time periods listed below but shall remain active for progressive discipline , records of suspensions and promotion evaluation purposes for these time periods. It disciplinary demotions shall be removed from personnel files after five (5) years from the employee’s responsibility, after date of the appropriate time, to request occurrence provided that the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing employee has had no further disciplinary action since that becomes inactive date. However, records of disciplinary suspensions resulting from patient/client abuse, neglect or mistreatment shall beis not be removed from personnel files under the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Actionprovisions of this paragraph 4.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations of each employee shall be maintained in at the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the City's Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission removed for any reason. Any files kept by any supervisor of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any any employee shall have not contain any material that is not in the right to respond in writing to any adverse comment or incorrect information contained in his/her main personnel file, and such comments . No adverse action of any kind shall be kept taken against an employee based upon materials which are not in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems 7.5.1 An employee shall be provided with copies of any derogatory written material 5 workdays before it is placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on employee shall be given an opportunity during normal working hours, and without loss of pay, to initial and date the material and to prepare a written response to such material. The written response shall be provided to the City within 30 days after the employee has been provided the copies of the material, and the written response shall be attached to the material. 7.5.2 An employee shall have the right at a reasonable time without loss of pay to examine and/or obtain copies of any material from the employee's personnel file. The employee will must obtain the approval of his or her supervisor. 7.5.3 All personnel files shall be kept in confidence and shall be available for inspection by authorized employees of the City only when actually necessary in the proper administration of the City's affairs or the supervision of the employee. The City shall keep a log indicating the persons who have examined a personnel file, as well as the date such examinations were made. Such log and the employee's personnel file shall be available for examination by the employee or his/her representative if authorized by the employee. The log shall be maintained on a confidential basis with access available only to in the employee's personnel file. 7.5.4 Upon written request from the employee, the employee's supervisor all written warnings and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action reprimands, or copies thereof, will be removed from the employee’s 's official personnel file and any supervisor's working file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periodslimits described in Appendix C: minor offenses removed within 12 months; major offenses removed after 24 months. It shall be the employee’s responsibilityMajor offenses, after the appropriate timeas referred to in this section only, to request the removal are those in which an employee has received a suspension of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Actionone or more days.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The official personnel file documents required for operations and the official grievance file shall be maintained in separately at the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information District Office. 4.1.1 Employees shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make provided with copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon any derogatory written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be material ten (10) working days before it is placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. During these ten (10) workdays, the employee shall have an opportunity to respond in writing to such derogatory material and have his/her written response attached thereto. The County further agrees District shall honor requests for a reasonable extension of this deadline, not to exceed 10 additional working days. 4.1.2 Material in personnel files of employees which may serve as a basis for affecting the status of their employment are to be made available for the inspection of the employee involved. 4.1.3 A review of derogatory material in the personnel file of an employee shall take place during normal District office business hours and the employee shall be released from duty for this purpose without salary reduction. Employees wishing to review their personnel file under the provision of this paragraph will obtain authorization to be released from duty for that performance purpose from the first level manager. a. Employees may request that a reprimand and warning letter dated three (3) years or more may be withdrawn from their personnel files except for documents involving serious misconduct or negative evaluations performed on and provided there are no disciplinary investigations pending. b. For types of discipline other than those specified in section (a), employees may request that derogatory documents in an employee’s personnel file dated 5 years or earlier be “sealed.” Management will consider such requests and has the discretion to decide to “seal” the document in question. If the employee is dissatisfied with management’s decision, the employee may seek review of any employee will such decision from the appropriate Vice Chancellor, whose decision shall be maintained on a confidential basis with access available only final. Decisions made pursuant to this paragraph are not subject to the employee, the employee's supervisor and authorized members of the Human Resources Department staffgrievance procedure. E. Any documentation representing disciplinary action will c. Sealed documents may be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline unsealed and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed reviewed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above investigation of alleged subsequent misconduct and may be taken into considerationutilized by the District in subsequent disciplinary actions or litigation, or when considering a candidate for promotion. They may also be unsealed reviewed and produced in response to court order.

Personnel Files. A. The 7.1 There shall be only one personnel file documents required for operations each employee which shall be maintained kept confidential. Materials in personnel files of employees which may serve as a basis for affecting the Human Resources Departmentstatus of their employment are to be made available for the inspection of the person involved. Such materials shall not include rating reports, accessible or records which (1) were obtained prior to the Department Head when xxxxxxxxx.xxxxxx employment of the Department Head. Other legally required and payroll related information shall be maintained person involved, (2) were prepared by identifiable examination committee members, (3) were obtained in the Human Resources Departmentconnection with a promotional examination. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond inspect such materials upon request, provided that the request is made at a time when such person is not actually required to render services to the employing District. A representative chosen by the employee may accompany them at this time. Such review shall take place during normal business hours, and the employee shall be released from duty for this purpose without salary reduction. If an employee is unable to view their personnel file during normal business hours of the Human Resources Office, they may designate in writing a union representative to any adverse comment or incorrect information contained perform the review on their behalf. Such designation will be valid for one review only. 7.2 Other than formal evaluations, derogatory materials in his/her a personnel filefile that are at least three (3) years old, and where there has been no repeated incident(s) of the problem(s) that gave rise to such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems materials during said time period, shall be placed in an employee's a sealed envelope. Said sealed material shall not be opened except by court order, or with the unit member’s consent. 7.3 Documents used for discipline purposes which have not already been sent to the personnel file without shall be destroyed by close of business June 30th unless these materials are sent to the signature personnel file in accordance with section 7.4. 7.4 Information of a derogatory nature shall not be entered or filed unless and until the employee verifying knowledge of is given a copy and an opportunity to review and comment thereon. An employee shall have the existence of right to enter, and have attached to any such information. D. The County agrees that pre-employment background investigations andderogatory statement, psychological evaluations and polygraphs will be kept confidential and will their own comments thereon. Anonymous or uncorroborated material shall not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department stafffiled. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations Each employee shall be maintained in upon request have the Human Resources Department, accessible right to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her complete personnel file at either office and shall be allowed to make copies of anything contained thereinkept within the District office. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to At the employee’s file. Employees have no request, anyone may be present in this review. B. Each employee has the right to refuse to sign inspect employment references leaving the District provided that: 1. The employee requests a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission copy of guiltsuch references; and 2. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure The references are non-confidential at the employee’s files are complete upon request for inspection by an employeerequest. B. Any employee C. There shall have be only one personnel file kept by the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments District. It shall be kept in the employee's District office. No duplicate personnel file as long as the challenged comment or information remains shall be kept anywhere in the District. 1. Personal notes and working files kept by principals and other administrators shall be accessible to the employee only to the extent that such notes and files are accessible under the Public Disclosure Law. 2. Information forming all or part of the basis for written disciplinary action against an employee shall be made part of the personnel file when the employee receives notification of the disciplinary action. 3. The employee shall be notified in writing whenever information of a derogatory nature from an administrator’s personal notes and/or working files are made a part of the employees’ personnel file. C. D. No documentation reflecting evaluation, correspondence, or other material making derogatory reference to an employee’s performance or conduct problems shall be placed in the personnel file without the employee’s signed and dated acknowledgment. 1. In each such instance, the employee shall have the opportunity to attach his or her written, signed, and dated comments to the materials for placement in the personnel file provided that said comments must be attached to the material within thirty (30) calendar days of the employee’s aforementioned acknowledgment; 2. At the time of the aforesaid acknowledgment, the employee shall be advised in writing of his/her opportunity to attach comments to the material. 3. Anonymous material may not be placed in an employee's ’s personnel file. E. A signature does not mean agreement with the contents of the document; it merely indicates receipt of the document. F. All materials in the personnel file without not necessary for record keeping shall be purged every two (2) years at the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part request of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The a. There shall be one (1) official District personnel file documents required for operations each Officer. The material in the official District personnel file shall be maintained considered and used as the only official personnel record of the District in any proceeding affecting the status of the Officer’s employment with the District. b. The material in the Human Resources Departmentfile shall be made available for the inspection of the Officer to whom the file pertains except ratings, accessible reports or records which were (1) obtained prior to the Department Head when xxxxxxxxx.xxxxxx employment of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee mayOfficer, during his/her non-duty hours and during regular office hours (2) prepared by identifiable members of the Human Resources Department Department Head's Officescreening committee involved in selection, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign or (3) obtained in connection with a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeepromotional evaluation. B. Any employee c. An Officer shall have the right to respond inspect the file except as provided in writing subsection (b) of this Section upon written request. An officially designated representative of ECCPOA, chosen by the Officer, may at the Officer’s request accompany the Officer in this review or upon written authorization a representative may review the file. The Review shall be made during normal business hours and at a time when such Officer is not otherwise required to any adverse comment render service to the District unless mutually agreeable to the Officer and the Chief of Police or incorrect information contained designated supervisor. d. Any item to be placed in his/her personnel filethe file shall be clearly identified as to its source or originator and its date of receipt by the District. e. Information of a derogatory nature, except that listed under subsection (b) of this Section, shall not be entered or filed unless and such until the Officer is given a copy of the document and the Officer has the opportunity to have a meeting concerning the matter and an opportunity to make his own written comments, which will be placed in the file attached to the derogatory document. Such written comments shall be kept submitted within five (5) working days. Such meeting and opportunity to write comments shall take place during normal business hours, and the affected Officer shall be released from duty for this purpose, if necessary, without salary reduction. f. Official District personnel files shall only be available to specifically designated persons. No other party shall have access to an Officer’s file, except as the result of a legal proceeding, without the written authorization of the Officer. g. When an Officer requests, the District will seal, in the employee's Officer’s Personnel File, a written reprimand which has existed in the personnel file as long as the challenged comment for two (2) years or information remains more. The District may unseal and review such material in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature event it otherwise determines that discipline of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations andOfficers is appropriate. Citizen complaints, psychological evaluations and polygraphs however, will be kept confidential retained and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employeefor review for five (5) years, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action but will be removed from the employee’s file and destroyed after five (5) years, upon written request of the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary ActionOfficer.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel records of an individual certificated employee shall be available for inspection by and not withheld from said employee, during normal working hours. Upon request, copies of any documents, including one (1) copy of transcripts each year, contained therein shall be afforded the employee at no cost to the employee. No other personnel file documents required shall be kept anywhere in the District. A separate file for operations processed grievances shall be kept apart from the employee's personnel file, and shall be open for inspection by the employees. In addition, the employee's assigned evaluator may keep an evaluation folder which will include working notes and evaluation forms only. No such materials shall be maintained in the Human Resources Department, accessible said folder unless a copy has been provided to the Department Head when xxxxxxxxx.xxxxxx of the Department Heademployee. Other legally required Said folder will be kept in a secure place and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason open for the documentation and the action to be taken inspection only by the employee to ensure at any time during the violation does not reoccurwork day. Such documentation will At the employee's option, another person may be signed and dated by the affected employee and submitted present during review of said folder. A copy of completed evaluation forms shall be transferred to the employee’s filepersonnel file before the end of each school year, provided the evaluator may also maintain a copy of working notes and completed evaluation forms in the evaluation folder from year to year so long as he/she continues as the evaluator for that employee. Employees have Once an evaluator is no right to refuse to sign longer the evaluator of a disciplinary notice to verify their knowledge when asked to do soparticular employee, but their signature shall not be an admission all copies of guilt. Full disclosure of all documentation working notes or completed evaluation forms will be provided upon written request by the affected employee. Sarpy shall have sole responsibility destroyed or transferred to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file at the District office. Computer-stored information is not to substitute for, or be considered a part of, either the personnel file or evaluation folder referenced by this Agreement. No computer-stored information shall be used for disciplinary or evaluative purposes unless such information has been entered in writing into the personnel file or evaluation folder as long as appropriate, and unless the challenged comment employee has received a copy of any such material prior to its use for disciplinary or information remains evaluative purposes. Included in the file. C. No documentation reflecting performance or conduct problems shall personnel file should be placed in the following minimum items: copies of annual evaluation reports, current employee contract, teaching certificates, and transcripts as requested by the employee from the college. It is understood and agreed by the parties that listings and objective forms which include an employee's personnel file without the signature name and objective data shall not be construed to be a part of the contents of any personnel file. Such listings and forms shall be limited to the following: Affirmative action reports and records, equal opportunity for employment information and records, records of absence, payroll data, fringe benefit reports and records, rosters, certification information and records, information and records regarding health certificates, retirement information and records, authorizations for withholding from pay and employee verifying knowledge of withholding exemption certificate. At the existence of employee's request, the District shall make available at the District administrative office information from such information. D. The County agrees listings and forms that pre-employment background investigations andpertain to said employee. At the employee's option, psychological evaluations and polygraphs will another person may be kept confidential and will not be deemed part present at the review of the employee's personnel filefile and records. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to Upon request by the employee, the Executive Director of Human Resources (or designee) shall prepare an inventory sheet to verify the file contents at that time. Records are available for inspection between office hours of 8:00 a.m. and 5:00 p.m. during the work week. Appointments by phone or letter may be arranged for another time if the Executive Director of Human Resources schedule or the employee's supervisor schedule is in conflict. The Executive Director of Human Resources, or his/her designee, is to be on site and authorized members in attendance when personnel records are inspected. Copies of items from the personnel file will be available to the employee at no cost. Notice of the Human Resources Department staff. E. Any documentation representing disciplinary action inclusion of derogatory information in the personnel file will be removed from given the employee upon entry, and the employee shall be allowed to include his/her own short, concise comment to such derogatory statement. At the request of the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It , derogatory statements shall be the employee’s responsibility, removed after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed they have been in the employee’s inactive discipline file.shall be maintained file for three (3) years, if no further similar or related incidents have arisen, and been documented in a single generic file known as “Removed Disciplinary Actionwriting.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. 28.1 The Employer will maintain an official personnel file documents for each employee, showing a record of employment and such other information required for operations shall business and legal purposes. The Employer will determine the location of the personnel file. 28.2 Health and medical information obtained by the Employer will be maintained in a separate, confidential file. The Employer will not require employees to provide information about the Human Resources Department, accessible health or medical conditions of the employee or the employee’s family unless such information is related to the Department Head when xxxxxxxxx.xxxxxx performance of duties within the scope of employment, fitness to hold the employee’s position or the providing of benefits requested by the employee. 28.3 An employee and/or his or her representative may arrange to examine the employee’s personnel file at reasonable times upon reasonable notice. Written authorization from the 28.4 Employees will be provided a copy of all adverse material placed in the official personnel file at the time it is placed in the file. The employee or his or her representative may not remove any contents from the file; however, an employee may provide a written rebuttal or refuting documentation to any information in the file that he or she considers objectionable. 28.5 Information in the personnel files will be retained only as long as it has a reasonable bearing on the employee’s job performance or upon the efficient and effective management of the Department HeadDistrict. Other legally required Adverse material related to alleged employee misconduct that is determined to be false, and payroll all information related information shall to incidents of which the employee has been fully exonerated of wrong doing, will be maintained promptly removed from the personnel file. 28.6 When documents in an employee’s personnel file are the Human Resources Department. Every subject of public disclosure request, the Employer will provide the employee may, during his/her non-duty hours and during regular office hours with a copy of the Human Resources Department Department Head's Officerequest at least seven 28.7 The Employer will not release personal information about an employee except as is necessary, inspect his/her file at either office and shall be allowed or as the law requires. 28.8 Supervisors may keep working files of documentation relevant to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccurperformance. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel working file as long as no more than the challenged comment current evaluation period unless related to issues of an ongoing nature. Supervisors who keep employee working files will maintain them in a manner that protects against unauthorized access or information remains in casual observation. Employees may view these files per Section 28.3 above, but may not append refutations nor rebuttals to the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. 6.1.1 The official personnel file documents required for operations of each bargaining unit employee shall be maintained in the Human Resources Departmentdistrict's human resources office. 6.1.2 The official personnel file shall be limited to include copies of each official performance evaluation, accessible notice of employment or change in status, official commendations when noted in or attached to the Department Head performance evaluation, reprimands, warnings when xxxxxxxxx.xxxxxx attached to an official reprimand, and such other documents which may be deemed appropriate by the district. 6.1.3 Employees shall be provided with copies of any written material ten (10) workdays before it is placed in the employee's official personnel file. An employee is entitled to respond to the material within those ten (10) workdays. The written response shall be attached to the material. Within the ten (10) working days, an employee and/or union representative may request, in writing, a meeting with the director of human resources, regarding the material. An employee may use up to one (1) hour of duty time to prepare a response to the material, scheduled with the approval of the Department Headimmediate supervisor. Any material related to a disciplinary action placed in the file will be done in compliance with Article 19.5.1. 6.1.4 Bargaining unit employees shall receive reasonable release time to examine the contents of their official personnel file. A bargaining unit employee upon request may receive a copy of any document in the official personnel file. 6.1.5 All bargaining unit employee personnel files shall be kept in confidence in the human resources office and shall be available for inspection only by authorized employees of the district (the immediate supervisor, human resources) in the proper administration of the district's affairs or the supervision of the employee. Other legally required personnel may be allowed access with the written permission of the employee. The district shall keep a log of the persons with the exception of the personnel administration who have examined a personnel file as well as the date such examinations were made. Such log and payroll related information the employee's personnel file shall be available for examination by the employee or their CSEA representative if authorized in writing by the employee. The log shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed . 6.1.6 Any materials placed in the personnel file shall contain the date on which such material was originated and the name of the person who originated the document. 6.1.7 No disciplinary action shall be taken for any employee will be maintained on a confidential basis with access available only cause which arose prior to the employee's becoming permanent, nor for any cause which arose more than two years preceding the employee's supervisor and authorized members date of the Human Resources Department stafffiling of the notice of cause unless such cause was concealed or not disclosed by such employee when it could be reasonably assumed that the employee should have disclosed the facts to the employing district. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations ‌ 11.1 Each bargaining unit member shall be maintained in possess the Human Resources Department, accessible following rights with reference to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours personnel files established and during regular office hours maintained at the District Office or the administrator's file at the local school sites: .1 Each employee shall possess the right to have the contents of the Human Resources Department Department Head's Office, inspect his/her file disclosed to himself/herself, provided that the request is made at either office and shall be allowed the time when such members is not actually required to make copies of anything contained therein. All disciplinary action and documentation issued render service to the employer. .2 Unless otherwise approved by the Department Head will state the reason for the documentation and the action unit member, such material is not to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted include ratings, reports, or records which (1) were obtained prior to the employee’s file. Employees have no right to refuse to sign employment of the person involved, (2) were prepared by identifiable examination committee members, or (3) were obtained in connection with a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeepromotional examination. B. Any .3 Every employee shall have the right to respond inspect such materials upon request, provided that the request is made at a time when such person is not actually required to render services to the District. .4 Information of a derogatory nature, except material mentioned in writing 11.2, shall not be entered or filed unless and until the employee is given notice and an opportunity to review and comment thereon. An employee shall have the right to enter, and have attached to any adverse comment or incorrect information contained in his/her personnel filesuch derogatory statement, his own comments thereon. Such review shall take place during normal business hours, and such comments the employee shall be released from duty for this purpose without salary reduction. .5 The member of the unit shall have the right to authorize, in writing, an Association representative to examine the member's file and to obtain a copy (except for those prohibited as cited above) of the items within the file. .6 The contents of all personnel files shall be kept in the employeestrictest confidence. Access to a unit member's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staffneed-to-know basis. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The personnel file documents required for operations shall be maintained in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any 8.2.1 An employee shall have the right right, during non-working time, to respond in writing to examine and/or obtain copies of any adverse comment evaluation or incorrect information other materials contained in his/her personnel file, with the exception of material that includes ratings, reports or records which were obtained prior to the employment of the employee involved. 8.2.2 All personnel files shall be kept in confidence. They shall be available for inspection only to District officers and employees when actually necessary in the proper administration of the District’s affairs or the supervision of the employee. The District shall keep a log indicating the persons who have examined a personnel file as well as the date such comments examinations were made. 8.2.3 Notwithstanding the provisions of Section 8.2.2, the employees in the personnel office shall not be required to enter their names on the inspection log sheet when working with the personnel files in the course of their regular duties. 8.2.4 Any person who places written material for placement in an employee’s file shall sign the material and signify the date on which such material was drafted. Information of a derogatory nature, except as excluded in Education Code Section 44031, shall not be entered or filed in the official personnel file until the employee is given notice and an opportunity to review during normal business hours without a salary reduction. The employee involved may request, and be granted, a personal conference with the manager who originated the derogatory material to discuss the content of the material prior to its being entered into the file. The employee shall be given ten (10) days in which to respond to the material after being furnished with a copy by the Personnel 8.2.5 Representatives of CSEA shall have the right to review employees’ personnel files when accompanied by the employee or on presentation of a written authorization signed by the employee. 8.2.6 There shall be no more than one official personnel file kept for each employee and that shall be kept in the employee's personnel file as long as the challenged comment or information remains in the fileDistrict office. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. 12.14.1 The personnel file documents required District Human Resources Office shall establish and maintain file(s) for operations each certificated employee. The file(s) shall be maintained the official district repository for material in the Human Resources Departmentfollowing categories: 12.14.1.1 Materials associated with initial employment, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required such as applications, transcripts, placement files; 12.14.1.2 Materials necessary for and payroll related information shall be maintained resulting from a person’s employment in the Human Resources Department. Every employee mayDistrict, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Officesuch as credentials, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do sopayroll, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeeassignment, promotion, transfer, performance evaluation, commendations, recommendations. B. Any employee 12.14.2 Such material is not to include ratings, reports, or records which: 12.14.2.1 Were prepared by identifiable examination committee members; 12.14.2.2 Were obtained in connection with a promotional examination. 12.14.3 Every unit member shall have the right to respond inspect materials upon request, provided that the request is made at a time when such person is not actually required to render services to the District. 12.14.4 Information of a derogatory nature, except material mentioned in writing Article 12.14.2 shall not be entered or filed unless and until the unit member is given notice and an opportunity to review and comment thereon. A unit member shall have the right to enter, and have attached to any adverse comment or incorrect information contained in such derogatory statement, his/her own comments thereon. Such review shall take place during the normal business hours of the central office, and the unit member shall be released from duty for this purpose without salary reduction. If a grievance relating to such materials is filed within ten (10) days of notification, such materials will be withheld from the personnel file until the grievance process is exhausted. If changes result from the grievance process, such materials will be modified accordingly and placed in the personnel file or eliminated. If no change results, the original materials will be placed in the personnel file. 12.14.5 Upon written authorization by the unit member, a representative of the Association shall be permitted to examine and/or obtain copies of materials in such unit member’s personnel file. 12.14.6 The person or persons who draft material to be placed in a unit member’s personnel file shall sign the material and signify the date on which such material was drafted. 12.14.7 The District shall keep a log indicating the persons who have requested to examine a personnel file as well as the dates such requests were made. Access to personnel files shall be limited to the involved unit member, to those persons so authorized by the unit member in writing, and such comments to those administrators and Human Resources Office staff so authorized by the Superintendent. Board members may request the review of a unit member’s file. Such a review must be in connection with a closed session of the entire Board. The contents of all personnel files shall be kept in the employee's personnel file as long as the challenged comment or information remains in the filestrictest confidence. C. No documentation reflecting performance or conduct problems 12.14.8 The District shall be placed in an employee's maintain the unit member’s personnel file without files at the signature of District’s central office. Any files kept by the employee verifying knowledge of the existence of such informationunit member’s supervisor(s) shall not contain any permanent material. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. 33.1 The employer shall maintain only one (1) official personnel file documents required for operations shall be maintained in the each employee. The Director of Human Resources Departmentshall maintain the official personnel file. This shall not preclude the maintenance of all lawful payroll, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required benefits, medical and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued computer records by the Department Head will state employer or the reason for the documentation and the action supervisor’s working file pursuant to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeeArticle 34. B. Any employee 33.2 Each Employee shall have the right to respond in writing to any adverse comment or incorrect information contained in review the entire contents of his/her personnel file. With such authorization as is required by law, and such comments a Federation Representative, or other employee representative, may review an employee’s file. Such review shall be kept in the employee's presence of a Human Resources representative during business hours. The contents of the official personnel file as long as shall be available for photocopying. 33.3 An employee may, at any time, submit for inclusion in the challenged personnel file, a written rebuttal or comment regarding materials placed in his/her file. 33.4 An employee may request that the Director of Human Resources remove or information remains destroy material that s/he believes to be false, frivolous, irrelevant, or to have been improperly included in the file. Adverse material or information related to alleged misconduct that is determined to be false, and all such information in situations where the employee has been fully exonerated of wrongdoing shall be promptly destroyed. C. No documentation reflecting performance 33.5 When documents contained in a unit employee’s official personnel file are subject to a public disclosure request by the general public, other government agencies or conduct problems any other person under RCW 42.17, the University shall take the following actions prior to disclosure: 33.5.1 Promptly notify affected employee(s) of the request. 33.5.2 Provide a copy of the requested document(s) to affected employees, if they so desire. 33.5.3 Provide an opportunity to the affected employees, within seventy-two (72) hours of notification, to consult with the employer on the public disclosure request. 33.5.4 Upon consultation with the employer, the employee may request an additional five (5) calendar days in which to seek an injunction preventing provision of the documents to the requesting party. 33.6 Employees shall be placed provided a copy of all adverse material prior to its inclusion in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee Adverse material will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall personnel file within ten (10) days of the date of the document. 33.7 Supervisors may keep working files regarding employees, but performance or disciplinary documents not included in the central personnel file may not be maintained used as evidence in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive taken against the employee. 33.8 Information in personnel files shall be retained as outlined above may be taken into considerationlong as it has a reasonable bearing on the employee’s job performance or upon the efficient and effective management of the University.

Personnel Files. A. The personnel file documents required for operations shall be maintained in the Human Resources Department, accessible District will adhere to the Department Head when xxxxxxxxx.xxxxxx provisions of the Department HeadState Law regarding the certificated employee's right to inspect personnel files. Other legally required and payroll related information shall be maintained in (RCW 28A.405.250) Certificated employees will have the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours right to inspect their individual files with another certificated member of the Human Resources Department Department Head's Office, inspect his/her Camas District or with their legal or professional counsel present. The District reserves the right to have an observer present when the file at either office and shall be allowed to make copies of anything contained thereinis inspected. All disciplinary action and documentation issued by Under no circumstances is the Department Head will state the reason for the documentation and the action material to be taken by from the employee to ensure file or modified without the violation does not reoccur. Such documentation will be signed and dated by express written approval of the affected employee and submitted to Superintendent; provided, however, at the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission time of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for each inspection by an employee. B. Any each employee shall have the right to respond in writing initial and date the materials to any adverse comment or incorrect information contained in his/her verify the contents of the personnel file. Copies of any documents contained therein shall be afforded to the employee at District cost. B. No other personnel file shall be kept anywhere in the District, provided that any file for student due process hearings and such comments for the disposition of grievances shall be maintained separately from the employee's personnel file; provided, further, that administrators may keep individual working files as necessary for personnel, administration and evaluation. All dispositions of grievances shall be destroyed three (3) years after the date the decision was rendered. C. No material shall be kept in the employee's personnel file as long as without first being shown to the challenged comment employee within ten (10) days of its receipt or information remains creation by the District. D. Material from the personnel file reviewed by an employee and judged by the employee to be derogatory to their conduct, service, character, or personality may be answered and/or refuted in writing. Such written response shall be attached to the aforementioned materials and become part of the written personnel records and kept in the file; provided, however, that responses to evaluations shall be made only at the time of evaluation and in accordance with the Evaluation Procedure. Disagreement by an employee with the content of the employee's personnel file may be a matter to be pursued through the negotiated grievance procedure. C. E. No documentation reflecting performance or conduct problems materials deemed derogatory by the certificated employee shall remain in their file for longer than three (3) school years, except upon the written request of an employee to the Talent Development Director, any written discipline issued by the District will be placed in removed from an employee's personnel file without when: i) the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive written discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.is dated more than three

Personnel Files. A. Section 1. All personnel files in the University are public information. The Department of Human Resources Development and Labor Relations is responsible for the creation, maintenance and coordination of the official University personnel files for bargaining unit employees. The official personnel file documents required (“Personnel File”) for operations each employee shall be maintained in the Department of Human Resources DepartmentDevelopment and Labor Relations. Individual employees' working files that are needed to carry out the day-to-day administrative functions of departments/colleges may be kept in the offices of the employee's Department and/or the Xxxx of the College. Upon written request, accessible employees shall have access at reasonable times to their working files. Section 2. To obtain access to her/his Personnel File, an employee shall make a written request to the Department Head when xxxxxxxxx.xxxxxx Vice President for Business Affairs and Finance or designee. Section 3. Upon written request to the Vice President for Business Affairs and Finance or designee, any employee shall be given, at no cost, a copy of any item(s) contained within the employee's Personnel File within three (3) working days. Section 4. If a document is to be inserted into the Personnel File and does not include in its distribution a copy of the Department Head. Other legally required and payroll related information document for the employee, a copy of the document shall be forwarded to the individual at the time the document is inserted in her/his file. There shall be no official disciplinary action documents in an employee's Personnel File that he/she has not had an opportunity to review and sign. No anonymous letters of commendation or complaint shall be placed or maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Headan employee's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s filePersonnel File. Section 5. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing add complimentary materials to their files at any time. Section 6. An employee may attach a written response to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept item in the employee's personnel file as long as Personnel File or working files. The employee shall send such written response to the challenged comment Vice President for Business Affairs and Finance or information remains in designee for the filePersonnel File, and to the appropriate administrator for working files. C. No documentation reflecting performance or conduct problems shall be placed in Section 7. Any request to see an employee's personnel file(s) must be made in writing. An employee whose file without the signature has been requested by a third party shall be immediately notified in writing of the employee verifying knowledge of the existence of such information. D. request. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will request for access shall not be deemed part complied with until one (1) working day after the Section 8. The official Personnel File for each employee will contain the following, if available: A. Letter of application and all materials requested or received by the University from persons other than the applicant in connection with the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only original employment, including official academic transcripts; B. Offer of appointment and initial date of employment; employee's contracts, letters of continuation or letters of intent; C. Job description(s); D. Documents relating to position classification, grade, and length of time in position; E. Documents relating to promotions, reclassifications, or transfers; F. Documents pertaining to salary recommendations; G. Documents pertaining to the employee's professional activities and accomplishments; H. Performance evaluations and reviews; I. Information pertaining to extended leaves; J. Disciplinary records; and K. Information pertaining to separation from employment. Section 9. Grievance files: Only the final written resolution, if any, of any grievance pursuant to Article VIII filed by an employee shall be included within the Personnel File. Section 10. If an employee disputes the accuracy, relevance, timeliness, or completeness of the information contained in her/his Personnel File, he/she may request the Vice President for Business Affairs and Finance or designee to investigate the current status of the information. Such request shall be in writing and shall contain a concise statement as to why the employee believes such information to be inaccurate, irrelevant, untimely or incomplete. Within sixty (60) days, the employee's supervisor Vice President or designee shall undertake such investigation and authorized members shall notify the employee of the Human Resources Department staffresults of the investigation and the actions, if any, the University plans to take with respect to the disputed information. The Vice President or designee shall delete any information that cannot be verified or is found to be inaccurate. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The City will maintain one (1) official personnel file documents required for operations shall (“Personnel File”) on an employee, which will be maintained in by Human Resources. Supervisors may keep working supervisory files on the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx performance and conduct of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employeeemployees. B. Any Records in an employee’s Personnel File may be removed from an employee’s Personnel File pursuant to the City’s document retention schedule, if allowed under the law. C. An employee shall be notified if an adverse comment is entered in their personnel file. An employee shall have the right fourteen (14) calendar days within which to respond in writing file a written response to any adverse comment or incorrect information contained entered in his/her their personnel file. The written response shall be attached to, and such comments shall be kept in accompany, the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such informationadverse comment. D. The County agrees Per California Labor Code 1198.5, the City shall make available to an employee personnel records that pre-employment background investigations andare used or have been used to determine that employee's qualifications for employment, psychological evaluations and polygraphs promotions, additional compensation, transfer, or disciplinary action. Upon the employee’s request, the records will be kept confidential made available during usual business hours, at reasonable intervals, with no loss of compensation to the employee. E. Notwithstanding any other provisions of this Article, an employee is not entitled to inspect, review or copy reference letters, background investigations, and will not be deemed part records pertaining to investigation of a possible criminal offense. F. If, after examination of the employee's personnel file, the employee believes that any records within their personnel file are mistakenly or unlawfully placed or removed in the file, the employee may request, in writing, that the mistaken or unlawful portion be corrected, restored, or deleted. The County further agrees that performance evaluations performed on any Any request made pursuant to this Section F, shall include a statement by the employee will be maintained on a confidential basis with access available only describing the corrections or deletions from the personnel file requested and the reasons supporting request. A statement submitted pursuant to this Section F, shall become part of the personnel file of the employee. 1. Within thirty (30) calendar days of receipt of a request made pursuant to this Section F, the City shall either grant the employee's supervisor and authorized members request or notify them of the Human Resources Department staffdecision to refuse to grant the request. If the City refuses to grant the request, in whole or in part, the City shall state in writing the reasons for refusing the request, and that written statement shall become part of the personnel file of the employee. E. Any documentation representing disciplinary action will 2. The City’s decision pursuant to this Section F shall not be removed from subject to the grievance procedure or further appeal. G. In addition to all adverse comments placed in an employee’s file after file, all corrective H. If the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the allegations of a complaint into an employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.misconduct are not sustained

Personnel Files. A. The Only one (1) personnel file documents required for operations each faculty member shall be maintained in by the Human Resources DepartmentDistrict, accessible to and that file shall be located at the Department Head when xxxxxxxxx.xxxxxx of the Department HeadDistrict headquarters. Other legally required and payroll related information No other personnel file shall be maintained by any officer or administrator of the District. This paragraph, however, shall not preclude the maintenance of all lawful payroll records by the business office nor maintenance of other essential records by appropriate personnel for the operation of the District. Only the Human Resource office staff, the individual faculty member, the immediate unit administrator, the appropriate vice president, the campus vice chancellor/president, and the District Chancellor shall have access to the file. All parties having access to the file shall exercise great care to protect the confidentiality of materials in the file. Faculty may review the contents of their own personnel file by appointment with the District Human Resources Departmentoffice. Every employee mayUpon the faculty member's request, during his/her non-duty hours and during regular office hours a representative of the Human Resources Department Department HeadSCCFT may be present when the file is being reviewed. Information may be placed in the personnel file only after a copy has been provided to the faculty member and only after opportunity of at least one (1) week has been provided to sign and date the material and to attach any written response or other documents to it. The faculty member's Office, inspect his/her file at either office and signature shall be allowed deemed only an acknowledgment that he or she has seen the material and has been provided such opportunity to make copies of anything contained thereinrespond. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their The signature shall not be an admission signify that the faculty member necessarily agrees with the content of guiltthe material. Full disclosure Placement of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains must be timely. Except in extraordinary, emergency situations, no action may be taken against a faculty member unless such action is based on materials that have been placed properly in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on Faculty shall be given a copy of any employee will be maintained on a confidential basis with access available only to employment notice (EN&SRC) affecting their employment status. At any time upon mutual agreement between the employeeDistrict and the faculty member, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action any document will be removed immediately from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary ActionDistrict personnel file.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The Official Personnel Files 1. Upon reasonable notice to the Personnel Office, bargaining unit employees shall have access to all of the materials in their official personnel file documents required for operations during normal Personnel Office business hours. In addition, with written authority from the employee or in the company of the employee, a designated CASE representative may review the employee's personnel file. Said written authorization shall be maintained in valid for the Human Resources Department, accessible period of time specified by the employee. Access to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information file shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular personnel office hours of the Human Resources Department Department Head's Office, inspect his/her hours. The file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guiltremoved from the personnel office. Full disclosure of all documentation will be provided upon The employee and the CASE representative, with written request by the affected employee. Sarpy shall have sole responsibility to ensure authorization from the employee’s files are complete , shall each be allowed a copy of the material in the personnel file. 2. Materials included in the personnel file shall be retained for a period of time specified by each department, except that material in the file of a negative nature that is older than three (3) years shall be removed by personnel office employees who discover it upon request accessing the file for inspection by any purpose. The act of removing dated negative material shall be accomplished in a manner which is not apparent to anyone but other employees of the personnel office. 3. Material of a negative nature that is older than three (3) years shall not be the basis of an adverse action against any employee. B. Any 4. Each employee shall have the right to respond in writing prepare a written rebuttal to any adverse comment or incorrect information contained negative material in his/her personnel file, and such comments . Such rebuttal shall be kept included in the employee's his/her personnel file until such time as long as the challenged comment or information remains in that which it serves to rebut is removed from the file. C. No documentation reflecting B. Unofficial Personnel Files Containing Employment-Related Information 1. This subsection applies to all written or electronic files maintained in the employee’s name by his/her department (other than the employee’s official personnel file) which contains employment-related documents. It includes but is not limited to supervisor’s files, and files containing medical information or performance evaluations. 2. Notwithstanding subsection (B)(1) above, employees and their representatives or conduct problems designees shall be placed not have access to files maintained as part of an ongoing internal affairs investigation. 3. Upon reasonable notice to the person responsible for maintaining the file, bargaining unit employees shall have access to all material in an employee's personnel the file without the signature of which pertains to them. In addition, with written authority from the employee verifying knowledge of or in the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part company of the employee's personnel , a designated CASE representative may review the employee’s file. Said written authorization shall be valid for the period of time specified by the employee. Access to the file shall be during regular business hours for the person responsible for maintaining the file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will file shall not be removed from the office of the person responsible for maintaining it unless approved by that person in advance. The employee and the CASE representative, with written authorization from the employee’s , shall each be allowed a copy of the material in the file after that pertains to the time periods listed below but shall remain active for progressive discipline employee. C. Access To Files 1. Official and promotion evaluation purposes for these time periods. It unofficial files shall be considered confidential. They shall only be available to the employee’s responsibilityemployee and his/her designee, after the appropriate timedepartment head and his/her designee, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed those in the employee’s inactive discipline file.shall direct supervisory chain of command, and others specified by statute. 2. The employee shall be maintained in a single generic file known as “Removed Disciplinary Action.” In immediately informed of the event service of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into considerationsubpoena requesting release of information from his/her official or unofficial file(s), or of a court order effecting the same.

Personnel Files. A. ‌ 1. The official personnel file documents required for operations of each employee shall be maintained in by the Human Resources Department, accessible Civil Service personnel office. The Board and CFOP recognize that certain Ohio laws govern access to the Department Head when xxxxxxxxx.xxxxxx records maintained by or on behalf of the Department HeadBoard. Other legally required However, insofar as they are acting in their capacity as employees or representatives of the Board, only the following may have access to employee personnel files: members of the Board of Education; attorneys of the Board needing access to personnel files; the Superintendent and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted designees who serve in an administrative or supervisory capacity in relation to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission with the approval of guilt. Full disclosure the Director, Department of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure Human Resources, or his designee; the employee’s files are complete upon request for inspection by an employee; and such other persons as the employee may authorize in writing. B. Any 2. An employee shall have the right to respond in writing to any adverse comment or incorrect information contained in may examine his/her personnel file upon request. With respect to the official personnel file, and such comments the employee shall schedule an appointment at least one (1) working day in advance with a representative of the Civil Service personnel office in whose presence the file shall be kept examined. Copies of any material in the personnel file shall be made available upon request and upon payment of the cost of copying. 3. Upon receipt of any written communication (including a notation) involving accusations or derogatory statements against an employee, the Civil Service personnel office shall, before placing such material in the official personnel file, notify the employee of his/her right to dispute the accuracy, relevance, timelines, or completeness of the communication (or notation). Notification shall not be required when documents are addressed or copied to the employee. The employee's personnel file written response must remain attached to the derogatory statements as long as the challenged comment or information remains in the item is on file. C. 4. No documentation reflecting performance or conduct problems other official personnel file concerning an employee shall be placed maintained. However, letters, memoranda, copies of documents which are in the official personnel file and other material concerning an employee may be maintained in a personnel file by the building/unit administrator. 5. Any written material withheld from the official personnel file and the personnel file maintained at the building/unit level, and not otherwise known to the employee, shall not be used as evidence in any action against the employee. Should an employee dispute the contents of a written communication or notation in either personnel file referred to above, the Board shall delete any information that it cannot verify or that it finds to be inaccurate. 6. Upon receipt of a citizen request for access to an employee's personnel file without under ORC 149.43, the signature Civil Service personnel office shall notify the employee in writing, including the date of the employee verifying knowledge request and the name of the existence of such informationperson making the request. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staff. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. 6.1 The Board shall not base any adverse action against a unit member upon materials which are contained in such a unit member’s personnel file documents required for operations unless the materials have been placed in the file and the unit member has been notified. Such notification shall consist of a written copy annotated that such materials were placed in the file and given directly to the unit member by the supervisor. The person or persons who draft and/or place material in a unit member’s personnel file shall sign the material and signify the date on which such material has been drafted and placed in the file. 6.1.1 Negative or derogatory materials placed in a personnel file shall be maintained put in written form within ten (10) working days after the supervisor knew of, or with the use of reasonable diligence should have known of, the incident or circumstances which resulted in the Human Resources Department, accessible to the Department Head when xxxxxxxxx.xxxxxx of the Department Head. Other legally required and payroll related information adverse action. 6.2 A unit member shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment negative or incorrect information contained derogatory materials before it is placed in his/her personnel file. He/she shall also be given an opportunity during the next five (5) working days to initial and date the material and to prepare a written response to such material. The written response will be submitted within five (5) working days from date of receiving written notification. In the event that professional consultation is necessary, and an extension of a mutually agreed upon time shall be granted. 6.3 Negative or derogatory materials used in bringing charges against a unit member which are found to be without substance by any official or body having final judicial authority on the question of such comments charges shall be removed from the personnel file. 6.4 The unit member shall be permitted to inspect his/her personnel file(s) upon request. Upon written authorization by the unit member, a representative of the Association shall be permitted to examine and/or obtain copies of material in such unit member’s personnel file. A charge for such copies may be made. 6.5 The content of all personnel files shall be kept in strictest confidence. Access to personnel files shall be limited to the employee's unit member, his/her designated representative, to the District administration on a “need to know” basis, and to members of the Governing Board at a personnel session of the Board. A log shall be kept of those who investigate the file as long as with the challenged comment or information remains in exception of routine clerical use of the file. C. No documentation reflecting performance or conduct problems 6.6 All derogatory material which has remained in a personnel file for a period of three (3) years shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such informationsealed provided no additional related incidents have been recorded. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will 6.7 Personnel files of members of this unit may be kept confidential at both the District Office and will not be deemed part the School Principal’s Office and are limited to these two locations. Regardless of location, both files come under the employee's personnel file. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members provisions of the Human Resources Department staffthis Article. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The policy of the District with respect to the maintenance of personnel files is based on applicable Education Code Sections which follow: Materials in personnel files of unit members which may serve as a basis for affecting the status of their employment are to be made available for inspection of the person or his/her designee involved. Such material is not to include ratings, reports, or records which: 1) Were obtained prior to the employment of the person involved (i.e.: reference checks) 2) Were prepared by identifiable examination committeemember, Or, 3) Were obtained in connection with a promotional examination. Every unit member shall have the right to inspect such materials upon request, provided that the request is made at a time when such person is not actually required to render services to the District, or pursuant to the Grievance Article of the Contract. Information of a derogatory nature, except material mentioned in the second paragraph of this section, shall not be entered or filed unless and until the unit member is given notice and an opportunity to review and comment thereon. A unit member shall have the right to enter and have attached to any such derogatory statement, her/his own comments thereon such reviewshall take place during normal business hours, and the unit member shall be released from duty for this purpose. There shall be one file documents required for operations on each unit member which shall be recognized as her/his official Personnel file, and it shall be maintained in the Human Resources Department, accessible to Office. The Supervisor shall confer with the Department Head when xxxxxxxxx.xxxxxx unit member within ten (10) working days of the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours learning of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies any matter which might warrant placement of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to an entry into the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission of guilt. Full disclosure of all documentation will be provided upon written request by the affected employee. Sarpy shall have sole responsibility to ensure the employee’s files are complete upon request for inspection by an employee. B. Any employee shall have the right to respond in writing to any adverse comment or incorrect information contained in his/her personnel file, and such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. The County further agrees that performance evaluations performed on any employee Materials arising from third-party complaints shall be handled according to Board Policy and may only be included in the unit member’s Personnel File when handled accordingly. All derogatory materials older than two (2) years will be maintained on a confidential basis with access available only to the employee, the employee's supervisor and authorized members of the Human Resources Department staffreferenced per California Education Code. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.

Personnel Files. A. The (a) There shall be one (1) official District personnel file documents required for operations each employee. The material in the official District personnel file shall be maintained 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 Department, accessible to Office or the Department Head when xxxxxxxxx.xxxxxx Vice President responsible for human resources functions. (d) An employee or designated representative of ECCE shall have the Department Head. Other legally required and payroll related information shall be maintained in the Human Resources Department. Every employee may, during his/her non-duty hours and during regular office hours of the Human Resources Department Department Head's Office, inspect his/her file at either office and shall be allowed to make copies of anything contained therein. All disciplinary action and documentation issued by the Department Head will state the reason for the documentation and the action to be taken by the employee to ensure the violation does not reoccur. Such documentation will be signed and dated by the affected employee and submitted to the employee’s file. Employees have no right to refuse to sign a disciplinary notice to verify their knowledge when asked to do so, but their signature shall not be an admission inspect the file except as provided in subsection (b) of guilt. Full disclosure of all documentation will be provided this Section upon written request by the affected employee. Sarpy The review shall have sole responsibility be made during normal business hours and at a time when such employee is not otherwise required to ensure render service to the employee’s files are complete upon request for inspection by an employeeDistrict unless mutually agreeable to the employee and the employee‟s Xxxx, Director or Manager. B. (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 shall is given a copy of the document and the employee has the opportunity to have a meeting concerning the right matter and an opportunity to respond in writing to any adverse comment or incorrect information contained in 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, and such comments shall be kept information related to disciplinary matters which has existed in the employee's personnel file as long as the challenged comment for two (2) years or information remains more. The District may unseal and review such material in the file. C. No documentation reflecting performance or conduct problems shall be placed in an employee's personnel file without the signature event it otherwise determines that discipline of the employee verifying is appropriate. (h) The Human Resources Office maintains the only official personnel file for each employee. Departments/Divisions may keep in general files notes, annotate calendars, maintain copies of correspondence, and/or maintain copies of unacceptable work products. However, none of these may be used in a disciplinary process without prior knowledge of and receipt of copies by the existence employee. If a Xxxx, Director, Manager or Supervisor obtains written materials or information which may lead to, or is intended for use in the disciplinary process, the employee must be given a copy of such information. D. The County agrees that pre-employment background investigations and, psychological evaluations and polygraphs will be kept confidential and will not be deemed part of material in a timely manner relative to the employee's personnel filespecific incident or concern. The County further agrees that performance evaluations performed on any employee will be maintained on a confidential basis with access available only Xxxx, Director, Manager or Supervisor shall not use materials or information which have not been previously provided to the employee, employee prior to the employee's supervisor and authorized members commencement of the Human Resources Department staffdisciplinary action. E. Any documentation representing disciplinary action will be removed from the employee’s file after the time periods listed below but shall remain active for progressive discipline and promotion evaluation purposes for these time periods. It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation: Documented Verbal Reprimand 6 months (1st incident), 1 yr (2nd) Written Reprimand 2 Years Suspension 4 Years Demotion Permanent Termination Permanent It shall be the employee’s responsibility, after the appropriate time, to request the removal of any inactive documentation. :Any documentation representing disciplinary action that becomes inactive shall beis removed from the employees’ file after the time period listed above and placed in the employee’s inactive discipline file.shall be maintained in a single generic file known as “Removed Disciplinary Action.” In the event of a recommended termination any previous disciplinary action even if inactive as outlined above may be taken into consideration.