Common use of Personnel Files Clause in Contracts

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at the CCSNH Human Resources Office under the custody of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from his/her personnel file, the employee shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until the employee has been given a copy or notified of the material. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A 1. An employee, upon written request to or after prior arrangement with the President of the MCC or System President of the MCC System shall be permitted to review his/her personnel files. Such review shall take place during normal hours and shall be conducted under the supervision of the appropriate records custodian or MCC representative. An employee may review his/her personnel files at reasonable times during his/her regular work hours if such review does not require travel out of the normal work area. An employee shall be allowed to place in such file a response of reasonable length to anything contained therein which the employee deems to be adverse. 2. An employee's personnel file exists as 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 record copy of any or all materials in his/her personnel files provided that such copies shall be provided at the employee's expense. Copies of materials added to the employee's personnel file after the effective date of this Agreement shall be furnished at the Trustees' expense and sent to each employee simultaneously with it being placed in his/her personnel file. 4. Upon request of an individual’s employment historyemployee, achievementsrecords of reprimands and preventable accident reports shall be removed from personnel files after five (5) years from the date of the occurrence provided that the employee has had no further disciplinary action since that date. Upon request of an employee, records of suspensions and activitiesdisciplinary demotions shall be removed from personnel files after five (5) years from the date of the occurrence provided that the employee has had no further disciplinary action since that date. The CCSNH However, records of discipline resulting from violations of Board of Trustees sexual harassment policy shall maintain not be removed from personnel files under the provisions of this paragraph. 5. Each college shall maintain, for official College purposes, one official (1) personnel file for each covered employee. This file shall be maintained at the CCSNH Human Resources Office kept under the custody of the CCSNH Director of Human Resourcesconditions that ensure its integrity and safekeeping. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not will be considered the official file of the employee. In the event that information is omitted, absent, or missing from his/her personnel file, the employee shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be made available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from his/her designated representative, the employee’s official personnel file. Investigative documents pertaining supervisor, and the College/System management and will be shared only on a “need to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreementknow” basis. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official 6. In a specific personnel file. 34.5 The employeeaction, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall no use may be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party any material which has not been properly and letters of commendation at the same time such letters are timely placed in the personnel file. The Any material to be included in a personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right related to respond recommendations for appointment to any material placed in the a position or other specific personnel file and such response action made by an individual or a committee shall be made part of the personnel file appended to the original material. No material reflecting adversely included as soon as a decision on an employee’s performance or related to any disciplinary that action shall be placed in the personnel file until the employee has been given a copy or notified of the materialis reached. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A 1. An employee, upon written request to or after prior arrangement with the President of the MCC or System President of the MCC System shall be permitted to review his/her personnel files. Such review shall take place during normal office hours and shall be conducted under the supervision of the appropriate records custodian or MCC representative. An employee may review his/her personnel files at reasonable times during his/her regular work hours if such review does not require travel out of the normal work area. An employee shall be allowed to place in such file a response of reasonable length to anything contained therein which the employee deems to be adverse. 2. An employee's personnel file exists as 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 record copy of any or all materials in his/her personnel files provided that such copies shall be provided at the employee's expense. Copies of materials added to the employee's personnel file after the effective date of this Agreement shall be furnished at the Trustees' expense and sent to each employee simultaneously with it being placed in his/her personnel file. 4. Upon request of an individual’s employment historyemployee, achievementsrecords of reprimands and preventable accident reports shall be removed from personnel files after five (5) years from the date of the occurrence provided that the employee has had no further disciplinary action since that date. Upon request of an employee, records of suspensions and activitiesdisciplinary demotions shall be removed from personnel files after five (5) years from the date of the occurrence provided that the employee has had no further disciplinary action since that date. The CCSNH However, records of discipline resulting from violations of Board of Trustees sexual harassment policy shall maintain not be removed from personnel files under the provisions of this paragraph. 5. Each college shall maintain, for official College purposes, one official (1) personnel file for each covered employee. This file shall be maintained at the CCSNH Human Resources Office kept under the custody of the CCSNH Director of Human Resourcesconditions that ensure its integrity and safekeeping. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not will be considered the official file of the employee. In the event that information is omitted, absent, or missing from his/her personnel file, the employee shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be made available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from his/her designated representative, the employee’s official personnel file. Investigative documents pertaining supervisor, and the College/System management and will be shared only on a “need to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreementknow” basis. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official 6. In a specific personnel file. 34.5 The employeeaction, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall no use may be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party any material which has not been properly and letters of commendation at the same time such letters are timely placed in the personnel file. The Any material to be included in a personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right related to respond recommendations for appointment to any material placed in the a position or other specific personnel file and such response action made by an individual or a committee shall be made part of the personnel file appended to the original material. No material reflecting adversely included as soon as a decision on an employee’s performance or related to any disciplinary that action shall be placed in the personnel file until the employee has been given a copy or notified of the materialis reached. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history1. An employee, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at upon written request to or after prior arrangement with the CCSNH Human Resources Office under the custody of the CCSNH Director State Bureau of Human Resources, or the appropriate official at his/her work location or in his/her agency, shall be permitted to review his/her personnel files. The contents Such review shall take place during normal office hours and shall be conducted under the supervision of the appropriate records custodian or agency representative. An employee may review his/her personnel files shall include documents used to support personnel actions at reasonable times during his/her regular work hours if such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence review does not require travel out of the official normal work area. An employee shall be allowed to place in such file a response of reasonable length to anything contained therein which the employee deems to be adverse. 2. An employee's personnel file shall not preclude duplicative or non-official filesinclude, but any such files shall not be considered the official file 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's expense. In Copies of material added to the event that information is omitted, absent, or missing from employee's personal file after the effective date of this Agreement shall be furnished at the State's expense and sent to each employee simultaneously with it being placed in his/her personnel file. 4. Upon request of an employee, records of reprimands and 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 disciplinary action since that date. Upon request of an employee, records of suspensions and disciplinary demotions shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such removed from personnel file. 34.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of after five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not years from the date of the occurrence provided that the employee has had no further incidents within the five (5) year time perioddisciplinary action since that date. However, any discipline or counseling records of disciplinary suspensions resulting from such investigation patient/client abuse, neglect or mistreatment shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall not be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until the employee has been given a copy or notified of the material. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with files under the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordinglythis paragraph 4.

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at the CCSNH Human Resources Office under the custody of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from his/her personnel file, the employee shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of the Agreement. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until the employee has been given a copy or notified of the material. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A A. Only one personnel file exists as a record of an individual’s employment history, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at the CCSNH Sheriff's Office for each employee (hereinafter “personnel file”) but shall be accessible to authorized members of the Human Resources Office under the custody of the CCSNH Director of Human ResourcesDepartment. The contents of personnel files shall include documents used to support personnel actions such asHuman Resources Department also maintains a file on each employee that contains payroll information. Every employee may, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from during his/her personnel file, non- duty hours and during regular office hours of the employee shall be able to submit such information to the CCSNH Sheriff's Office or Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) yearsDepartment, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, inspect his/her authorized representative (with written authorization), file at such office and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours make copies of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without chargeanything contained therein. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An B. Any employee shall have the right to respond in writing to any material adverse comment or incorrect information contained in his or her personnel file. Such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. Documentation reflecting disciplinary action or performance assessments shall not be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. However, when asked to do so, employees have no right to refuse to verify their knowledge with their signature. D. The County agrees that pre-employment background investigations, psychological evaluations, and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. E. If an employee receives a disciplinary action letter, the letter must be inserted into the employee's personnel file. F. Any documentation representing disciplinary action shall remain active for progressive discipline and promotion evaluation purposes for the time periods listed below. Counseling 90 Days Admonishment 180 Days Reprimand 18 months 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 be removed from the employees' personnel file after the time period listed above and placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any inactive discipline file. In the event of a recommended termination, all previous disciplinary action shall even if inactive as outlined above may be placed in the personnel file until the employee has been given a copy or notified of the materialtaken into consideration. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history, achievements, and activities1. The CCSNH Board shall maintain one the official personnel file for each covered employeestaff member in the Board office in accordance with applicable Ohio law. This The Board respects the privacy of employee information and considers the information in a personnel file to be confidential. It is released only to the authorized management personnel on a ‘need to know’ basis. However, by State Law, public employees’ personnel files are public records. Therefore, they may be released to members of the public who make requests and pay the costs established by Board policy. 2. Since the Board is not required by State Law to provide public access to a staff member’s home address, home telephone number, social security number, and medical information, the Board and Association agree that this information shall remain private and confidential. The parties agree that these documents and this information shall be maintained at provided to any legitimate State authority upon request including any police, prosecutor, and/or court of law request or subpoena. 3. Material concerning a staff member’s professional conduct and/or job performance shall be dated and placed in the CCSNH staff member’s file after s/he has read such material. S/He shall acknowledge that s/he read such materials by affixing his/her signature and date on the copy to be filed. His/Her signature signifies that s/he has read the material and does not necessarily indicate agreement with its content. 4. A staff member shall be permitted to examine his/her file within two days of notification to the Superintendent’s office and may be accompanied by a person of his/her choice during normal business hours in the presence of the Director of Human Resources Office under or his/her designee. The staff member may request copies of any material placed in his/her file after his/her employment by the custody Board. 5. By mutual agreement of the CCSNH staff member and the Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensationmaterial that has been found inappropriate, benefitsinaccurate, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from his/her personnel file, the employee and/or untimely shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file removed from the employeestaff member’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 permitted by State Law. Further, materials of this Agreement. 34.4 Documentation pertaining to a disciplinary actions that are reversed or overturned through the process of formal or informal settlement nature shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours upon request to the Director of the CCSNH Human Resources Office for inspectionafter three (3) years, provided there has been no disciplinary action taken during the three- (3) year period. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in a “stale materials” file. 6. A staff member shall be permitted to place material in his/her file in answer to material already placed in the personnel file until file. Answers shall be signed by the employee has been given a copy or notified of staff member and attached to the related material. 34.9 No part 7. Materials placed in the staff member’s file must be identified in such a manner that the author and the person placing the material in the file are known. 8. The Board shall notify a staff member when a member of this provision the public has accessed his/her personnel file. Such notification shall include the name of the person, if known, accessing the file and his/her organization, if applicable. The person who is reviewing the file shall be in violation informed that the staff member will be notified. Such notice shall be provided to the staff member within three (3) workdays of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordinglyfile having been reviewed.

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history1. An employee, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at upon written request to or after prior arrangement with the CCSNH Human Resources Office under the custody of the CCSNH Director State Bureau of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from his/her personnel file, the employee shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of appropriate official at the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug work location or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official agency, shall be permitted to review their personnel files. Such review shall take place during normal office hours and shall be conducted under the supervision of the appropriate records custodian or agency representative. An employee may review their personnel files at reasonable times during the employee’s regular work hours if such review does not require travel out of the normal work area. An employee shall be allowed to place in such file a response of reasonable length to anything contained therein which the employee deems to be 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. In addition to the employee’s right to view their file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through above, the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond receive copies of materials included in the employee’s file as set forth below: a. an employee may request, in writing, a copy of the employee’s entire personnel file no more than once in any twelve month period, at no cost to any the employee; b. an employee may request, in writing, a copy of all the material placed in added to the personnel file and such response shall be made part after the copy of the entire file was provided; c. an employee may request a copy of specifically identified documents in the employee’s personnel files; d. if a document, other than routine processing documents, is added to the personnel file appended to for an action of which the original materialemployee is not reasonably aware, the employee will either be notified or receive a copy of the document; and e. requested documents may be provided in paper copy or electronically at the discretion of management. 4. No material reflecting adversely on Upon request of an employee’s performance or related to any disciplinary action , records of warnings, reprimands, and preventable accident reports shall be placed in removed from personnel files after three (3) years from the personnel file until date of the occurrence provided that the employee has been given a copy or notified had no further disciplinary action since that date. Upon request of an employee, records of suspensions and disciplinary demotions shall be removed from personnel files after five (5) years from the date of the material. 34.9 No part occurrence provided that the employee has had no further disciplinary action since that date. However, records of this provision disciplinary suspensions resulting from patient/client abuse, neglect or mistreatment shall not be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to removed from personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.under the

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history, achievements, and activities. The CCSNH shall maintain 20.1 Only one (1) official personnel file will be maintained for each covered employee. This file shall It will be maintained at the CCSNH Human Resources Office under the custody of the CCSNH Director of kept in Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from his/her personnel file, the employee shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the a. An employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file at reasonable times during normal the regular business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single . b. An employee may request a copy of documents requested by any written materials in the employee personnel file and a copy will be provided in a timely manner. c. One (1) copy of each document which is related to a grievance and maintained in the personnel file shall be provided by free of charge to the CCSNH Human Resources Office without chargeemployee, upon the employee's request. 34.7 d. The employee may be required to bear the cost of duplicating other materials. 20.2 An employee may authorize in writing a union representative and/or xxxxxxx to inspect the employee’s file and to request copies of materials in the file. 20.3 Personnel recommendations or decisions relating to the promotion, retention, termination, suspension, or any other personnel action related thereto, shall be based primarily on material contained in the employee's personnel file and open to the employee's inspection. If a personnel recommendation or decision is based on any reasons not contained in the employee's personnel file, the party making the recommendation or decision shall commit those reasons to writing and the written statement of those reasons shall become part of the employee's personnel file. If a personnel recommendation or decision is based upon any other written materials, the CSU shall provide a copy of such material to the employee in a timely manner, upon the employee's request. 20.4 Employees shall not have access to pre-employment materials, except in instances when the material is used in subsequent personnel actions. 20.5 Attendance and payroll records of an individual employee maintained separately from the personnel file may be inspected and copied in accordance with the provisions of sections 20.1(a)-(d) and section 20.2 of this Article. 20.6 Upon an employee's written request, documents relating to any disciplinary action more than three (3) years old contained in an employee's personnel file shall be removed, provided that no additional disciplinary action for the same offense has subsequently been administered to the employee within the last four (4) years. 20.7 Employees' personnel files shall be held in strict confidence and shall be subject to inspection only by persons with official business. 20.8 An employee shall be provided with a copy of letters of complaint by a third party and any letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any or adverse material placed in the employee’s personnel file within ten (10) days of such placement. 20.9 If, after examination of the employee’s records, an employee believes that any portion of the material is not accurate, the employee may request in writing correction of the record. 20.10 Within twenty-one (21) days of an employee's request for correction of the record, the President shall notify the employee in writing of the President’s decision regarding the request. a. If the President denies the request, the President shall state the reason(s) for denial in writing, and such response this written statement shall be made part sent to the employee. b. If the President grants the request for correction of the record, the record shall be corrected. The employee shall be sent a copy of the corrected record and a written statement that the incorrect record in question has been permanently removed from the employee's personnel file appended file. 20.11 An employee may submit a rebuttal statement to material in the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action personnel file, which shall be placed in the employee's personnel file until the employee has been given a copy or notified of the materialfile. 34.9 No part 20.12 The classification/reclassification of this provision a position to which an employee is assigned shall not be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law considered a personnel recommendation or RSA 275:56, and the parties agree to comply with the provisions of such statutes, decision as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordinglydefined above.

Personnel Files. 34.1 A 12.1 For the purposes of this article, personnel file exists as a record shall mean any file that may be used in evaluating the performance or conduct of an individual’s employment history, achievements, and activitiesany member of the bargaining unit. The CCSNH shall maintain one personnel file includes the Promotion, Tenure and Reappointment (“PTR”) file for tenured and tenure-track faculty and the Promotion and Reappointment (“P&R”) file for non-tenure track faculty, which may be maintained electronically or in hard copy, in the department, school or college, or by the Xxxxxxx’x Office. The official personnel file for each covered employee. This file shall be is maintained at centrally in the CCSNH University’s Department of Human Resources Office under the custody of the CCSNH Director of and includes documents maintained in hard copy as well as documents which are now maintained by Human Resources. The contents of personnel files shall include documents Resources in an electronic format. A. Bargaining unit members are entitled to see any materials used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that presence of an appropriate staff member, which may include a representative of Human Resources, and at a time convenient to both parties, but not later than five (5) working days after the request is made by the bargaining unit member, a bargaining unit member shall have access to their personnel file or PTR/P&R files at all levels or be provided with an electronic version. B. The only others who shall have access to such files are: 1. Administrators, Human Resources employees, and members of the bargaining unit on official business and; 2. UConn-AAUP representatives with the consent of the bargaining unit member. C. The Administration shall maintain the privacy of personnel files consistent with this article and applicable law. In cases where there is a request for a personnel file which is not covered by applicable law, HR must provide notice to the bargaining unit member before releasing any information is omittedfrom the personnel files. 12.3 A bargaining unit member may at any time obtain a copy of material in their personnel files, absentfor which the bargaining unit member may be charged at cost. If requested, or missing from his/her personnel file, the employee copies shall be able to submit such information to authenticated by an appropriate representative of the CCSNH Human Resources Office and the same Administration. 12.4 No anonymous material shall be included in such a personnel file. 34.2 Medical records shall not be part 12.5 A member of the employee’s official bargaining unit may log the contents of their personnel file, listing items and dates, in the presence of a Human Resources employee. A separate At the request of the member of the bargaining unit, their department head or designee may also be present. Both the employee and a representative of Human Resources, and the department head or designee if present, shall sign the log and retain a copy for their files. At the request of the member of the bargaining unit, and at a time mutually agreeable, a member may update the log. Similarly, a bargaining unit member may log or update a log of the contents of their PTR or P&R file in the presence of an appropriate staff member. Completeness of the file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained responsibility of the member of the bargaining unit. 12.6 Each member of the bargaining unit shall be entitled to include in the course appropriate file a rebuttal of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copyingstatement therein contained. 34.3 Documents obtained 12.7 A member of the bargaining unit may petition the Xxxx of their school or generated during college or other appropriate administrator to remove any materials from their personnel file which the course member can prove is factually in error. The factual validity of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be materials included in the employee’s official personnel PTR/P&R file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with challenge solely within the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without chargePTR/P&R process itself. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until the employee has been given a copy or notified of the material. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A A. Employees or former employees shall upon request have the right to inspect all contents of their complete personnel file exists kept within the District as well as non- confidential employment references leaving the District. Anyone, at the employee's request, may be present during this review. Upon request, a record copy of an individual’s employment history, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file any documents contained therein shall be maintained afforded an employee at the CCSNH Human Resources Office under the custody of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such asno cost. B. No secret, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and alternate or other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files be kept anywhere in the District except building principals may keep a working file containing observation and evaluation information and employee discipline. Employees shall not be considered upon request have the official file right to inspect all contents of the employeeworking file. In Contents of the event that information is omitted, absent, or missing from his/her personnel file, the employee shall working file three (3) years old will be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of removed at the employee’s official personnel filerequest. A separate file for processed grievances, if any, shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file kept apart from the employee’s official 's personnel file. Investigative documents pertaining C. No evaluation, correspondence, or other material making derogatory reference to allegations that are determined to be unfounded an employee's competence, character, or manner shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline kept or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file without the employee's knowledge and such response exclusive right to attach his/her own written comments. D. Documents pertaining to discipline, (letters of reprimand, suspension with pay, suspension without pay, and discharge) or adverse effect shall be made part expunged from the personnel file after three (3) years upon the teacher’s request and cannot be used as a basis for future disciplinary actions. Any records required by Revised Code of Washington (RCW) or Washington Administrative Code (WAC) may be kept beyond three (3) years. E. Upon request by the employee, the Superintendent or his/her official designee shall sign an inventory sheet to verify contents of the personnel file appended to at the original materialtime of inspection of said employee. No material reflecting adversely on an employee’s performance or related to any disciplinary action All inspections shall be placed scheduled with the Personnel Officer and made in the personnel file until the employee has been given a copy or notified presence of the materialPersonnel Officer or designee. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 35.1 A personnel file exists as a record of an individual’s employment history, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at the CCSNH Human Resources Office under the custody of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from his/her personnel file, the employee shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 35.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 35.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 35.1 above and Article 15 16 of this Agreement. 34.4 35.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 35.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 35.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources OfficeEmployer. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 35.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 35.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until the employee has been given a copy or notified of the material. 34.9 35.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history, achievements, and activities. A. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at the CCSNH Human Resources Office under the custody of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall include but not preclude duplicative or non-official filesnecessarily be limited to the following: 1. Performance evaluation reports (required state form and District form(s), but any such files shall not be considered the official file if any); 2. Academic transcripts; 3. Completed application for employment; 4. Records of the employeeadditional academic work and related growth experience bearing on salary adjustments; 5. In the event that information is omittedCopies of commendations, absentcomplaints, or missing from his/her personnel fileand suggestions relative to professional performance; 6. Employee certification information; 7. Any replies, comments, and explanations the employee signs and wishes to append to such data and reports. B. There shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s only one official personnel file. A separate Each supervisor may maintain an unofficial working folder to assist in supervisory responsibilities. The employee may request to view the supervisor’s working file. The file shall will be maintained by purged no later than June 30 each year except for the CCSNH Human Resources Office for following documents: past year’s evaluations and documents including medical records obtained substantiating verbal warnings that may result in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments further discipline. However, documents related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed verbal warnings will become stale after two years if there have been not no further incidents within incidents. If an employee begins work on or after December 15, the five (5) year time period. Howeverfile will remain intact for up to 18 months, any discipline or counseling resulting from such investigation shall but no later than the end of the following fiscal year, and thereafter will be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreementpurged by June 30. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the X. No complaint directed toward any employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until it has been processed as specified in Article 9. D. No evaluation document, disciplinary document, or complaint will be entered into the employee employee's Human Resources official district file until a copy has been given a to the affected employee. The employee shall acknowledge reading such material by signing the actual copy to be filed, or notified of by electronic signature, with the material. 34.9 No part of this provision understanding that such signature signifies reading the material to be filed and does not necessarily indicate agreement with its content. The employee shall have the right to answer any material contained in the files and the answer shall be attached to the file copy. Whenever feasible, reports deemed detrimental to an employee shall be in violation written form within ten working days of RSA 91-Athe event leading to the report. An administrative investigation will be conducted, New Hampshire’s “Right-to-Know” Law or RSA 275:56following Standard Practice, and prior to entry of complaints in the parties agree to comply with the provisions of such statutesemployee's file. E. Privileged information, as amendeddefined by state and federal law are specifically exempted from review and shall not be filed in the personnel file. Should new statutes become effective with regard No copies of privileged information shall be made available to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordinglyemployee.

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history, achievements, and activities. A. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at the CCSNH Human Resources Office under the custody of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall include but not preclude duplicative or non-official filesnecessarily be limited to the following: 1. Performance evaluation reports (required state form and District form(s), but any such files shall not be considered the official file if any); 2. Academic transcripts; 3. Completed application for employment; 4. Records of the employeeadditional academic work and related growth experience bearing on salary adjustments; 5. In the event that information is omittedCopies of commendations, absentcomplaints, or missing from his/her personnel fileand suggestions relative to professional performance; 6. Employee certification information; 7. Any replies, comments, and explanations the employee signs and wishes to append to such data and reports. B. There shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s only one official personnel file. A separate Each supervisor may maintain an unofficial working folder to assist in supervisory responsibilities. The employee may request to view the supervisor’s working file. The file shall will be maintained by purged no later than June 30 each year except for the CCSNH Human Resources Office for following documents: past year’s evaluations and documents including medical records obtained substantiating verbal warnings that may result in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments further discipline. However, documents related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed verbal warnings will become stale after two years if there have been not no further incidents within incidents. If an employee begins work on or after December 15, the five (5) year time period. Howeverfile will remain intact for up to 18 months, any discipline or counseling resulting from such investigation shall but no later than the end of the following fiscal year, and thereafter will be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreementpurged by June 30. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the C. No complaint directed toward any employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until it has been processed as specified in Article 9. D. No evaluation document, disciplinary document, or complaint will be entered into the employee employee's Human Resources official district file until a copy has been given a to the affected employee. The employee shall acknowledge reading such material by signing the actual copy to be filed, or notified of by electronic signature, with the material. 34.9 No part of this provision understanding that such signature signifies reading the material to be filed and does not necessarily indicate agreement with its content. The employee shall have the right to answer any material contained in the files and the answer shall be attached to the file copy. Whenever feasible, reports deemed detrimental to an employee shall be in violation written form within ten working days of RSA 91-Athe event leading to the report. An administrative investigation will be conducted, New Hampshire’s “Right-to-Know” Law or RSA 275:56following Standard Practice, and prior to entry of complaints in the parties agree to comply with the provisions of such statutesemployee's file. E. Privileged information, as amendeddefined by state and federal law are specifically exempted from review and shall not be filed in the personnel file. Should new statutes become effective with regard No copies of privileged information shall be made available to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordinglyemployee.

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history, achievements, and activities. A. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at the CCSNH Human Resources Office under the custody of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall include but not preclude duplicative or non-official filesnecessarily be limited to the following: 1. Performance evaluation reports (required state form and District form(s), but any such files shall not be considered the official file if any); 2. Academic transcripts; 3. Completed application for employment; 4. Records of the employeeadditional academic work and related growth experience bearing on salary adjustments; 5. In the event that information is omittedCopies of commendations, absentcomplaints, or missing from his/her personnel fileand suggestions relative to professional performance; 6. Employee certification information; 7. Any replies, comments, and explanations the employee signs and wishes to append to such data and reports. B. There shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s only one official personnel file. A separate Each supervisor may maintain an unofficial working folder to assist in supervisory responsibilities. The employee may request to view the supervisor’s working file. The file shall will be maintained by purged no later than June 30 each year except for the CCSNH Human Resources Office for following documents: past year’s evaluations and documents including medical records obtained substantiating verbal warnings that may result in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments further discipline. However, documents related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed verbal warnings will become stale after two years if there have been not no further incidents within incidents. If an employee begins work on or after December 15, the five (5) year time period. Howeverfile will remain intact for up to 18 months, any discipline or counseling resulting from such investigation shall but no later than the end of the following fiscal year, and thereafter will be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreementpurged by June 30. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the C. No complaint directed toward any employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until it has been processed as specified in Article 9. D. No evaluation document, disciplinary document, or complaint will be entered into the employee employee's Human Resources official district file until a copy has been given a to the affected employee. The employee shall acknowledge reading such material by signing the actual copy or notified of to be filed with the material. 34.9 No part of this provision understanding that such signature signifies reading the material to be filed and does not necessarily indicate agreement with its content. The employee shall have the right to answer any material contained in the files and the answer shall be attached to the file copy. Whenever feasible, reports deemed detrimental to an employee shall be in violation written form within ten working days of RSA 91-Athe event leading to the report. An administrative investigation will be conducted, New Hampshire’s “Right-to-Know” Law or RSA 275:56following Standard Practice, and prior to entry of complaints in the parties agree to comply with the provisions of such statutesemployee's file. E. Privileged information, as amendeddefined by state and federal law are specifically exempted from review and shall not be filed in the personnel file. Should new statutes become effective with regard No copies of privileged information shall be made available to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordinglyemployee.

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history, achievements, and activities. A. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at the CCSNH Human Resources Office under the custody of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall include but not preclude duplicative or non-official filesnecessarily be limited to the following: 1. Performance evaluation reports (required state form and District form(s), but any such files shall not be considered the official file if any); 2. Academic transcripts; 3. Completed application for employment; 4. Records of the employeeadditional academic work and related growth experience bearing on salary adjustments; 5. In the event that information is omittedCopies of commendations, absentcomplaints, or missing from his/her personnel fileand suggestions relative to professional performance; 6. Employee certification information; 7. Any replies, comments, and explanations the employee signs and wishes to append to such data and reports. B. There shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s only one official personnel file. A separate Each supervisor may maintain an unofficial working folder to assist in supervisory responsibilities. The employee may request to view the supervisor’s working file. The file shall will be maintained by purged no later than June 30 each year except for the CCSNH Human Resources Office for following documents: past year’s evaluations and documents including medical records obtained substantiating verbal warnings that may result in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments further discipline. However, documents related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed verbal warnings will become stale after two years if there have been not no further incidents within incidents. If an employee begins work on or after December 15, the five (5) year time period. Howeverfile will remain intact for up to 18 months, any discipline or counseling resulting from such investigation shall but no later than the end of the following fiscal year, and thereafter will be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreementpurged by June 30. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the X. No complaint directed toward any employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until it has been processed as specified in Article 9. D. No evaluation document, disciplinary document, or complaint will be entered into the employee employee's Human Resources official district file until a copy has been given a to the affected employee. The employee shall acknowledge reading such material by signing the actual copy to be filed, or notified of by electronic signature, with the material. 34.9 No part of this provision understanding that such signature signifies reading the material to be filed and does not necessarily indicate agreement with its content. The employee shall have the right to answer any material contained in the files and the answer shall be attached to the file copy. Whenever feasible, reports deemed detrimental to an employee shall be in violation written form within ten working days of RSA 91-Athe event leading to the report. An administrative investigation will be conducted, New Hampshire’s “Right-to-Know” Law or RSA 275:56following Standard Practice, and prior to entry of complaints in the parties agree to comply with the provisions of such statutesemployee's file. E. Privileged information, as amendeddefined by state and federal law are specifically exempted from review and shall not be filed in the personnel file. Should new statutes become effective with regard No copies of privileged information shall be made available to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordinglyemployee.

Personnel Files. 34.1 A Official personnel files maintained by the Board about members of the bargaining unit are records of the employment history of the member in the University. Subject to the provisions of this Agreement, the contents and use of the official personnel file exists as are for decisions respecting terms and conditions of the employment of a record member. The purpose of this Article is to ensure that the files are used in an individual’s appropriate manner and fairly represent the member's employment history, achievements, and activities. The CCSNH There shall maintain be one official personnel file maintained in the office of Human Resources or in such other location designated by the President for each covered employeemember which shall include some or all of the following items: materials including correspondence associated with the application, curriculum vitae, transcripts, and letters of reference; copies of letters relating to Board actions respecting the member, including initial appointment, annual renewal of appointment, granting of a continuing appointment, approved leaves of absence, administrative appointments, etc.; correspondence related to the member's employment between the member and any of the following: the President, the Vice-president (Academic), the Librarian, the Chair, the Director; materials relating to recommendations on salary, tenure, continuing appointment, and promotion; materials respecting professional development and achievement; copies of the faculty member's annual reports; and copies of the librarian member's performance reviews The Xxxx and the and the University Librarian may keep a file on a member, but such files shall not constitute the member's official personnel file. This These files may contain copies of some or all of the material kept in the official personnel file. The official personnel file and any other files kept pursuant to shall be clearly marked as confidential. All the restrictions specified in this Article which apply to the official personnel file apply equally to all files referred to in this Article An inventory sheet shall be included in each official personnel file. Each official personnel file shall contain a form indicating the name of anyone who has accessed the file, the date and time the file was accessed, and reason for accessing the file (pursuant to Article 14.06). Such recording shall exclude required access for filing and administrative purposes by Human Resources staff. No anonymous material shall be kept in a member's official personnel file. Any anonymous material in a member's official personnelfile when this Agreement comes into effect shall be removed and destroyed. Confidential material kept in a member's official personnel file shall be maintained at subject to the CCSNH following rules of storage: confidential material is limited to signed letters of reference solicited with the knowledge of the member, and any other letter or document transmitted in confidence which the member, the University Librarian, the Xxxx, the President, the Vice-president (Academic), the Director of Human Resources, or a Committee solicited pursuant to this Agreement; and, a member shall receive an inventory of the confidential materials in official personnel file on request to the President, such an inventory to include the date and general subject matter of the confidential material. The official personnel file shall be the only source of confidential personal employment information used in any official University proceeding. The official documents constituting the file shall be the paper originals or, in the event the original document is received in facsimile or electronic form, an accurate paper copy. Such material may be used as follows: renewal of a probationary appointment, pursuant to Article 23; tenure, pursuant to Article 25; promotion, pursuant to Article 26; grievance and arbitration, pursuant to Article 30; and, other proceedingswith the written permission of the member and in addition, the official personnel file for librarians may be used for; appointment, pursuant to Article 20; performance reviews, pursuant to Article Upon written request to the Vice-president (Academic), a member and/or an agent authorized in writing by the member shall have the right to examine the contents of official personnel file in the Human Resources Office under office, except for confidential material described in Such examination shall be in the custody presence of a person designated by the CCSNH Director of Human Resources. The contents of personnel files member shall include documents used not be allowed to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the remove official personnel file or any part thereof from the Human Resources office. Upon written request the member shall not preclude duplicative or non-official files, but any such files shall not be considered the official file obtain at expense copies of the employeedocuments to which has the right of examination. In Upon written request to the event that information is omitted, absentXxxx, or missing from his/her personnel fileUniversity Librarian, the employee shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges member shall have the right to access an employee’s examine the contents of personnel filefiles pursuant to if such files exist. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees Such examination shall be in the presence of a person designated by the Xxxx, or University Librarian. The member shall not be allowed access to their official remove personnel file during normal business hours or any part thereof from the relevant office. Upon written request the member shall obtain at expense copies of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject documents to prior arrangement with which has the CCSNH Human Resources Officeright of examination. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee member shall have the right to respond include in official personnel file written comments on the accuracy or meaning of any of the contents of the file, and to add to the file any material placed documents that deems relevant. No information contained in the official personnel file and such response of a member, in a member's file kept in the Xxxx'x office, or University Librarian's office, or in University payroll records, shall be made part of available to any other person or institution, except as authorized by this Agreement, by law, by the member in writing, or by the President for internal University administrative purposes. Access required by law shall be granted only to an individual holding a subpoena or a search warrant, and shall be granted only by the Vice-president (Academic) or someone designated by in writing. The Vice-president (Academic) shall notify the member concerned immediately, stating the person or persons granted access and the legal reasons for granting this access unless such notification is prohibited by legal statute. The Vice President (Academic) shall advise the member in advance if any contents in the member's official personnel file appended are to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until the employee has been given a copy or notified of the materialdestroyed. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A 1. The personnel file exists as a record of an individual’s employment history, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file employee shall be maintained at the CCSNH Human Resources Office under the custody of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from his/her personnel file, the employee shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employeeDistrict’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Central Administrative Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy written copies of letters of complaint by a third party and letters of commendation at the same time such letters are any derogatory material ten (10) days before it is placed in the employee’s personnel file, and such material shall be signed and dated by both parties. In the event an employee will not sign, a witness may attest that the opportunity was afforded. “Derogatory material” is defined as documents containing negative information; “derogatory material” does not include evaluation documents. 2. The employee shall be given an opportunity, during normal working hours, and without loss of pay, to initial and date the material, and shall be given a reasonable time to prepare a written response to such material. The written response shall be attached to said material. 3. In the event any letter of reprimand or derogatory material against an employee is proven to be without substance by an official or body having the final judicial authority, the materials shall be expunged from the personnel file. 4. A classified employee may, upon request, review materials in their personnel file. Such review shall take place during normal business hours, but not during employee’s duty time. (Normal business hours are defined as those hours that the District’s Central Administration is open for business. Duty time is defined as an employee’s hours of assignment. Lunch hour is not considered duty time.) Privileged information such as confidential papers and confidential statements submitted as part of application procedures, including rating reports or records which were obtained prior to the employment of the person involved, shall be removed by the Human Resources Administrator or designee from the file prior to a review of the file by the employee. 5. All personnel files shall be kept in confidence and shall be available for inspection to other employees of the District only 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 examinations were made. Such a log and the employee’s personnel file shall not contain any anonymous correspondence. 34.8 An be available for examination by the employee or their CSEA representative if authorized by the employee. The log shall have the right to respond to any material placed be maintained in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until the employee has been given a copy or notified of the materialfile. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history, achievements, and activities. The CCSNH shall maintain Only one official personnel file shall be maintained for each covered employee. All employees shall be offered the opportunity to sign any written material or drafts of written material to be placed in their file. Employees shall be provided with copies of any written personnel related material. The employee shall be given a reasonable period of time during working hours, and without loss of pay, to prepare a written response to such material. The written response shall be placed in the employee's personnel file and copies sent to the Supervisor and Director. An employee, or their Shop Xxxxxxx, shall have the right, at any reasonable time and without loss of pay, to examine and/or obtain a copy of any material from the employee's personnel file with at least five (5) days' notice to the Division Director or Human Resources staff. The Union representative shall have access to any represented worker's files in order to conduct the business of the Union. A member will authorize such access in writing. Personnel files shall be kept in confidence and shall be available for inspection by only the named employee, their Shop Xxxxxxx, Union staff, the Site Supervisor, the CEO, the Deputy Director, the HR Director or the Program Director. Any person reviewing an employee's file shall be noted and dated in the signature ledger kept in each employee's file. All files containing members' medical information shall be retained in a separate locked file in Human Resources. An employee's personnel records shall be maintained by the Human Resources Director. Every personnel file will contain all employment applications, resumes, certification and degree information, employee performance evaluations, records of any disciplinary and adverse action, grievances, and personnel action forms recording changes in employment status, pay, and job classification. This file shall will be maintained at kept by the CCSNH Human Resources Office under Director during the custody employee's term of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendationsemployment, and other for at least five years after the employee terminates employment records or employment-related correspondencewith the Agency. The existence of All materials will remain in the official personnel file during this retention period. Personnel files will be kept in a locked cabinet. All materials in the personnel file will be confidential. Access to an employee's personnel file shall not preclude duplicative or non-official filesbe limited to the following people: the Human Resources Department, but any such files shall not be considered the official file of CEO, the employee's supervisor and/or Program Director, and the employee. In the event that of a formal Grievance as provided by these policies, the Personnel Committee and Arbitrator may have access to relevant information is omittedin an employee's personnel file. This information shall be considered upon motion of either party, absent, the Personnel Committee or missing from the Arbitrator. The Personnel Committee or Arbitrator shall rule on the relevance of any such information. The employee may review and/or copy any material in his/her personnel file. Access to the personnel file will be through the Human Resources Director with three (3) business days' notice. Grants Analysts and the Senior PR Accountant shall have access to personnel files through the Human Resources Department. Any supporting documentation such as memoranda, records of meetings, chronicles of events, etc. which are used as bases for a disciplinary or adverse action, but which are not a part of the employee actual notice of such action, shall be able to submit such information kept by the supervisor and/or Program Director involved, with copies to the CCSNH Human Resources Office and Director and/or the same shall be included in such personnel file. 34.2 Medical records CEO for informational purposes as necessary, but shall not be part of entered into the employee’s official 's personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available In addition to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law.only the Human Resources Department will keep the following employee records, in separate locations, in a locked cabinet: 34.6 Employees (a) Drug & Alcohol Files (b) Medical Files (Including all Doctor's documentation of absences and light duty) (c) Health Care Benefits File (d) Workers Compensation Files (e) Criminal Background Records Records of employees' insurance benefits and any Workers' Compensation and disability claims shall be allowed access used only for administration of insurance benefits. Access to these records shall be limited to the Human Resources Department and the CEO. The records of any Workers' Compensation or disability claims shall be retained in accordance with the Agency's retention policy. All written and telephone requests for information about former employees from prospective Community Bridges shall be handled as follows: (a) If the request is for information of a factual or general nature e.g. dates of employment, eligibility for re-hire, compensation, or job duties and responsibilities, the information shall be handled by the Human Resources Department. Upon request, a supervisor or Director may, at their official personnel file during normal business hours discretion, provide a letter of reference for an employee on Agency letterhead. A copy of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action letter shall be placed in the worker's personnel file until the employee has been given a copy or notified of the materialfile. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A 4.1.1 The personnel file exists as a record of an individual’s employment history, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file bargaining unit member shall be maintained at the CCSNH District’s Human Resources Office under the custody Resource Services office. No adverse action of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from his/her personnel file, the employee kind shall be able to submit such information to taken against a bargaining unit member based upon materials which are not in the CCSNH Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records 4.1.2 Bargaining unit members shall not be part provided with copies of the employeeany derogatory written material ten (10) workdays before it is placed in a bargaining unit member’s official personnel file. The bargaining unit member 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 attached to the material. 4.1.3 A separate bargaining unit member shall have the right at any reasonable time without loss of pay to examine and/or obtain copies of any material from the bargaining unit member’s personnel file with the exception of material that includes: 1) Ratings, reports, or records which were obtained prior to the employment of the bargaining unit member involved; 2) Report information derived from background fingerprint check; and 3) Ratings, reports, or records which were obtained as a result of promotional application. 4.1.4 All personnel files shall be kept in confidence and shall be available for inspection only to other bargaining unit members of the District when actually necessary in the proper administration of the District’s affairs of the supervision of the bargaining unit member. The District shall maintain a log indicating the persons who have examined a personnel file as well as the date such examinations were made. Such log and the bargaining unit member’s personnel file shall be maintained available for examination by the CCSNH Human Resources Office for documents including medical records obtained in bargaining unit member or bargaining unit member CSEA representative if authorized by the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodationsbargaining unit member. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee The log shall be maintained in a confidential manner in a separate file from the employeebargaining unit member’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee4.1.5 Written materials placed in a bargaining unit member’s permanent personnel file shall be signed, his/her authorized representative (with written authorization), or the originator and appropriate officials of the CCSNH and its colleges date identified. 4.1.6 A bargaining unit member shall have the right to access an employee’s prepare a written response to any derogatory information prior to its placement in the permanent personnel file. Third parties are Derogatory materials shall not entitled to inspect personnel filesbe used in subsequent evaluations beyond a period of two (2) years from the date of origin. Upon request of the bargaining unit member, unless otherwise required by law. 34.6 Employees shall be allowed access to their official any derogatory material in the permanent personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in a sealed envelope after two (2) years from the personnel file until the employee has been given a copy or notified date of the materialorigin. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A 3.1.1 The County recognizes the employee's rights under the State and Federal privacy laws to confidentiality of personnel file exists as a record of an individual’s employment history, achievements, and activitiesfiles. The CCSNH County accepts responsibility for maintaining confidentiality and physical security of these files. Every County employee has the right to review their personnel files at reasonable intervals during the regular business hours of the County. Employees shall have twenty-one (21) calendar days from the date of discovery or notification to respond in writing to any derogatory information in their files. Such response becomes a permanent part of the employee's personnel record. 3.1.2 For those employees who are covered under the Peace Officer Xxxx of Rights [Public Safety Officers Procedural Xxxx of Rights, CA Government Code Sections 3300-3312], they shall have thirty (30) calendar days from date of discovery or notification to respond in writing to any derogatory information in their files. Such response becomes a permanent part of the employee’s personnel record. 3.1.3 Human Resources shall maintain one the official personnel file for each covered employee. This A working personnel file also may be maintained within the employee's department. There shall be no other personnel files maintained. 3.1.4 Only job-related material shall be maintained at in the CCSNH Human Resources Office under personnel or employee files. No entry shall be made in the custody personnel file unless and until the employee is provided with a copy of said entry. Confidential medical information shall be maintained separately from any personnel file. 3.1.5 Matters of a derogatory nature which have not in and of themselves provided the CCSNH basis for disciplinary action within one (1) year from the date of occurrence or management’s knowledge of their occurrence, whichever is later, shall not be used as a basis for any future disciplinary action by themselves. However, an accumulation of matters of a derogatory nature, some of which may exceed one (1) year, may lead to disciplinary action. 3.1.6 A letter of reprimand may be withdrawn from an employee’s official personnel file after three (3) years from the date of issuance by making a written request to the Department Head or Director of Human Resources. The contents Approval of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence removal will be based upon evidence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from his/her personnel file, the employee improved performance. 3.1.7 Nothing in this article shall be able construed to submit limit supervisory/management employees from maintaining desk notes, communication and/or caseload files which may be related to employee performance. Any such information to the CCSNH Human Resources Office and the same materials shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without chargeSection 3.1.4 above. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until the employee has been given a copy or notified of the material. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A A. Only one personnel file exists as a record of an individual’s employment history, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at the CCSNH Sheriff's Office for each employee (hereinafter “personnel file”) but shall be accessible to authorized members of the Human Resources Office under the custody of the CCSNH Director of Human ResourcesDepartment. The contents of personnel files shall include documents used to support personnel actions such asHuman Resources Department also maintains a file on each employee that contains payroll information. Every employee may, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from during his/her personnel file, non-duty hours and during regular office hours of the employee shall be able to submit such information to the CCSNH Sheriff's Office or Human Resources Office and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) yearsDepartment, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, inspect his/her authorized representative (with written authorization), file at such office and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours make copies of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without chargeanything contained therein. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An B. Any employee shall have the right to respond in writing to any material adverse comment or incorrect information contained in his or her personnel file. Such comments shall be kept in the employee's personnel file as long as the challenged comment or information remains in the file. C. Documentation reflecting disciplinary action or performance assessments shall not be placed in an employee's personnel file without the signature of the employee verifying knowledge of the existence of such information. However, when asked to do so, employees have no right to refuse to verify their knowledge with their signature. D. The County agrees that pre-employment background investigations, psychological evaluations, and polygraphs will be kept confidential and will not be deemed part of the employee's personnel file. E. If an employee receives a disciplinary action letter, the letter must be inserted into the employee's personnel file. F. Any documentation representing disciplinary action shall remain active for progressive discipline and promotion evaluation purposes for the time periods listed below. Counseling 90 Days Admonishment 180 Days Reprimand 18 months 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 be removed from the employees' personnel file after the time period listed above and placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any inactive discipline file. In the event of a recommended termination, all previous disciplinary action shall even if inactive as outlined above may be placed in the personnel file until the employee has been given a copy or notified of the materialtaken into consideration. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A 15.01 The personnel file exists and the salary and benefit file maintained by the University are intended to serve as a record records of an individual’s the employment history of Members while employed with The University of Winnipeg. The purpose of this Article is to ensure that these two (2) files fairly represent the Member's employment history. There shall be one (1) official University file, achievements, and activities. The CCSNH shall maintain one official hereinafter referred to as the personnel file for each covered employeefile. This file shall be maintained at by the CCSNH Member's Xxxx/Associate Vice-President (Student Services)/Director/University Librarian and stored in the Xxxx'x/Associate Vice-President (Student Services)/Director's/University Librarian's Office. In addition the Human Resources Office under Department shall maintain a salary and benefits file. These files shall be the custody only files used in decisions respecting any and all terms and conditions of employment of a Member. Copies of some or all of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of material contained in the official personnel file shall not preclude duplicative or non-official may also be kept in departmental files, but any such files shall not be considered in the President's Office and in the Human Resources Department. Any material from the official personnel file forwarded to any of these other locations shall be so identified on the inventory sheet. 15.02 The personnel file of each Member shall contain only material pertaining to the employeeemployment of the Member, including but not restricted to: (a) pre-appointment materials including correspondence associated with the application, curriculum vitae, transcripts, and letters of reference; (b) employment related correspondence; (c) documentation relating to recommendations on tenure or continuing appointment, and promotion; (d) materials respecting professional development and achievement; (e) copies of the Member's activity reports and the evaluation reports. (a) Each item in the personnel file shall be numbered and listed on an inventory sheet. In The inventory sheet shall record for each item, including confidential material, in the event that information is omittedpersonnel file: its number, absentits date of entry, its title or missing a brief description of its nature, the number of pages or parts in it, and an indication of whether a copy has been sent to any of the locations identified in Clause 15.01. All parts of any item in a personnel file shall be secured together. (b) Once each calendar year the Human Resources Department shall inform each Member of his/her current status in terms of salary and benefits. 15.04 The personnel file shall contain a record of all persons granted access and the date of access to the personnel file with the following exceptions: (a) Xxxx'x/Associate Vice-President's (Student Services)/Director's/University Librarian's office authorized personnel; and, (b) the Member. A Member may request, from the persons granted access, the reason(s) for the access to the personnel file. 15.05 The Member shall be informed in writing of any additions to or removal of material from his/her personnel file within five (5) working days of the addition or removal. Material removed pursuant to Clause 15.06 The Member shall have the right to have included in his/her personnel file his/her written comments on the accuracy or the meaning of any of the contents of his/her personnel file, and to add any employment related documents to the employee file that he/she deems relevant. A Member shall have the right to have removed from his/her personnel file any material which he/she can show is false, irrelevant or unsubstantiated. Such requests for removal shall be able made through the Xxxx/Associate Vice-President (Student Services)/Director, University Librarian, as appropriate. (a) Except as provided in Clause 15.09, each Member and his/her authorized agent (such authorization to submit such information be in writing) shall have the right of access to the CCSNH Human Resources Office contents of his/her personnel file upon request. The Member shall examine his/her file only in the presence of the Xxxx/Associate Vice-President (Student Services) / Director/University Librarian or designate, and may not remove any item from his/her file. In addition, each Member and his/her authorized agent shall have the same shall be included in such personnel right of access to any information under his/her file. 34.2 Medical records shall not be /code number that would form part of the employee’s official his/her personnel file. A separate file shall be maintained by the CCSNH Human Resources Office and which has been stored in a format designed for documents including medical records obtained use in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodationselectronic data processing. Such files shall information shall, upon request, be made available to the employee for inspection Member and copyinghis/her authorized agent in printed form. 34.3 Documents obtained or generated during (b) Where any evaluation of assessment, other than Senate approved course/instructor evaluations, of a Member is accomplished by the course use of an investigation involving a covered employee electronic data processing, the Member shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of notified within five (5) years. After working days and shall have the right of access to the input data (except as provided in Clause 15.09), the coding format and the computer programme which performs the evaluation or assessment. (c) Where any evaluation or assessment of a Member(s) is accomplished by the use of electronic data processing, the Association shall be notified within five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s official personnel file as set forth in Section 34.1 above working days and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s of the coding format(s) and the computer programme(s) which perform(s) the evaluation(s) or assessment(s). 15.08 Except as provided in Clause 15.09, a Member shall be given one (1) copy of any of the materials in his/her personnel file upon written request to the Xxxx/Associate Vice-President (Student Services)/Director/University Librarian. Such request shall be filled within five (5) working days at the Member's expense. (a) Confidential material shall be restricted to signed letters of reference and evaluations which the Member has solicited, or for the soliciting of which he/she has given approval. Individuals who are requested to evaluate Members shall be sent a copy of this Article with the request. (b) Letters of reference evaluating any candidate for a position at the University shall be confidential. Such letters shall be used only to evaluate the suitability of the candidate for the position. (c) Letters of reference and evaluation solicited by or with the approval of a Member who has applied for promotion or tenure or continuing appointment shall be considered confidential and shall be included only in the Member's personnel file. Third parties are Material shall not entitled to inspect personnel files, be used in any proceeding provided by this Agreement unless otherwise required by law. 34.6 Employees shall be allowed access to their official it is kept in the personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be or provided by the CCSNH Human Resources Office without charge. 34.7 Employees Member under consideration. Upon request, a Member shall be provided with a copy of letters the body of complaint by a third party and letters the letter, excluding any references which would identify the author of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondenceletter, his/her affiliation or address. 34.8 An employee 15.10 No anonymous material shall have the right to respond to any material placed be kept in the personnel file of a Member. 15.11 Information regarding teaching evaluations shall not be considered anonymous when in a form authorized by the Senate or agreed to in writing by the Member and such response the students in his/her course(s). 15.12 None of the contents of a Member's personnel or salary and benefits file shall be released or made part available to any person without the express written consent of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until the employee has been given a copy or notified of the material.Member concerned, except when required: 34.9 No part of (a) for normal University administrative purposes; (b) by this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.Agreement;

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history32.1 Each employee shall have the right, achievementsupon request, to review and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained obtain, at the CCSNH Human Resources Office under the custody their own expense, copies of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from his/her their personnel file, exclusive of materials received prior to the employee date of their employment by the City. There shall be able to submit such information to the CCSNH Human Resources Office only one (1) personnel file and the same shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s official personnel file. A separate file it shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained Department. 32.2 When an item is placed in an employee's personnel file, the course City shall at that time provide a copy of employment including the item to the employee. An employee may respond to any permitted drug or alcohol testing; first reports item placed in their personnel file and the employee's response shall become a part of injury; applications their file. All formal disciplinary actions, except counseling and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files oral reprimands, shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included recorded in the employee’s official 's personnel file as set forth in Section 34.1 above and Article 15 of this Agreementfile. 34.4 Documentation pertaining 32.3 All employment inquiries from prospective employers of current employees shall be referred to disciplinary actions that are reversed the Police Department for a response unless the employee has requested a response from the Human Resources Department in writing. Irrespective of whether the inquiry is directed to the Police Department or overturned through Human Resources Department, the process information provided for all employees excluding Police Officers will be issued consistent with a signed release. Information provided for Police Officers will be issued consistent with applicable law. 32.4 A written reprimand, upon request of formal or informal settlement the employee, shall be removed from the employee’s official personnel file at the end of eighteen (18) months from the time the written reprimand was dated, provided there is no subsequent related reprimand or disciplinary action taken during the intervening period of time. All other disciplinary documents, upon the request of the employee, shall be removed from the employee's personnel file at the end of three (3) years from the date of the disciplinary action, provided no other disciplinary action has been taken; in which case, the documents shall be removed three (3) years from the most recent disciplinary action. 32.5 Documents that have been removed from the employee’s personnel file shall be sealed in an envelope and not physically destroyed to comply with applicable law. For Police Officers, all personnel records including but not limited to the personnel file. 34.5 The employee, his/her authorized representative (with written authorization)records of complaints, and appropriate officials disciplinary action, shall be retained for ten (10) years after the Police Officer leaves the City’s employment and provided to other law enforcement agencies that are considering hiring the Police Officer in accordance with applicable law, regardless of whether the CCSNH and its colleges shall records have been removed from the right to access an employeePolice Officer’s personnel file. Third parties are not entitled At the end of the minimum retention periods required under OAR 166‐200‐0305 (4) and (5) and applicable law, the City will destroy any investigative reports, statements, interview and hearing records and other findings used to inspect personnel filessupport expunged documents, unless otherwise as well as investigations resulting in exonerations or unfounded investigations. The City may, however, retain written reprimands and disciplinary action notices after the minimum retention period required by law. Written reprimands and disciplinary action notices retained after the minimum retention period will be removed from the employee's personnel file and kept in the Human Resources Department. Such documents will not be used against employees for the purpose of progressive discipline, but may be used by the City in arbitration, and administrative and civil proceedings, for the purpose of establishing consistency of disciplinary action, lack of discrimination, and compliance with law. 34.6 Employees 32.6 Where a performance evaluation contains direct references to disciplinary actions which have been removed, pursuant to Articles 32.4 and 32.5, such references shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation removed, at the same time such letters are placed in intervals, from the personnel fileevaluation upon request of the employee. The personnel file original evaluation shall not contain any anonymous correspondencebe sealed and destroyed, after minimum retention periods required by OAR 166‐200‐0305 (4) and (5), and applicable law. 34.8 An employee shall have 32.7 The City will, upon reasonable notice from the right Association, provide designated Association representatives with access to respond files as necessary to any material placed in the personnel file assure compliance with Articles 32.5 and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until the employee has been given a copy or notified of the material32.6. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.

Personnel Files. 34.1 A personnel file exists as a record of an individualAn employee, upon written request to or after prior arrangement with the Human Resources Director, or the appropriate official at the employee’s employment historyworkplace, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at the CCSNH Human Resources Office under the custody of the CCSNH Director of Human Resources. The contents of personnel files shall include documents used permitted to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence of the official personnel file shall not preclude duplicative or non-official files, but any such files shall not be considered the official file of the employee. In the event that information is omitted, absent, or missing from review his/her personnel file, files. Such review shall take place during normal office hours and shall be conducted under the supervision of the appropriate records custodian. The personnel file may be reviewed by the employee at reasonable times during regular work hours if such review does not require travel out of the normal work area. An employee shall be able allowed to submit such information to the CCSNH Human Resources Office and the same shall be included place in such file a response of reasonable length to anything contained therein which the employee deems to be adverse. An employee's personnel file. 34.2 Medical records file shall include, but not be part limited to, all memoranda and documents relating to such employee which contain commendations, employee performance appraisals or ratings and records of the employee’s official personnel filetraining programs completed. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of Upon request, an investigation involving a covered employee shall be maintained in provided a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director copy of Human Resources for a period of five (5) years. After five (5) years, any or all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included materials in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 provided that such copies shall be provided at the Judicial Branch's expense. Copies of material added to the employee's personnel file after the effective date of this Agreement. 34.4 Documentation pertaining Agreement shall be furnished at the Judicial Branch's expense and sent to disciplinary actions each employee simultaneously with it being placed in the employee’s personnel file. Upon the furnishing of written authorization by an employee, MSEA representatives shall be granted access to that are reversed or overturned through employee's personnel file and shall be provided copies of all documents at MSEA's expense, pertinent to the process investigation and processing of formal or informal settlement a grievance. Upon request of an employee, records of oral warnings, written reprimands and preventable accident reports shall be removed from the employee’s official personnel file. 34.5 The employee, his/her authorized representative file after three (with written authorization), and appropriate officials 3) years from the date of the CCSNH and its colleges shall have occurrence provided that the right to access an employee’s personnel fileemployee has had no further disciplinary action since that date. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours The Administrative Office of the CCSNH Human Resources Office for inspection. Such inspection Courts shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with attach a copy of letters this language to reprimands and shall make every effort to remove such documents after three (3) year period has expired. Upon request of complaint by a third party an employee, records of disciplinary probations and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response suspensions shall be made part removed from personnel files after five (5) years from the date of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until occurrence provided that the employee has been given a copy or notified of the material. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amendedhad no further disciplinary action since that date. Should new statutes become effective with regard Access to personnel files and recordswill be limited to the Office of Human Resources, the CCSNH will react appropriately State Court Administrator or the employee's Regional Court Administrator or equivalent. The Human Resources Director may also grant access to comply with those statutes and will notify all information as deemed appropriate. Any other request for information from employees' personnel accordinglyfiles shall not be granted without written permission of the employee.

Personnel Files. 34.1 A 1. Official personnel file exists as a record of an individual’s employment history, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be files maintained at by the CCSNH Human Resources Office under the custody Board about Members of the CCSNH Director Bargaining Unit are records of Human Resourcesthe employment history of the Member in the School. The Subject to the provisions of this Agreement, the contents of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence use of the official personnel file are for decisions respecting terms and conditions of the employment of a Member. The purpose of this Article is to ensure that the files are used in an appropriate manner and fairly represent the Member's employment history. 2. There shall not preclude duplicative be one official personnel file maintained in the office of Human Resources or nonin such other location designated by the Xxxx for each member which shall include some or all of the following items: a) pre-official filesemployment materials including correspondence associated with the application, curriculum vitae, transcripts, and letters of reference; b) copies of letters relating to Board actions respecting the Member, including initial appointment, annual renewal of appointment, granting of a continuing appointment, approved leaves of absence, administrative appointments, etc.; c) correspondence related to the Member's employment between the Member and any of the following: the Xxxx, the Vice Xxxx Academic Affairs, the Vice Xxxx Professional Activities, the Division Head, the immediate supervisor; d) materials relating to recommendations on salary, tenure, continuing appointment, and promotion; e) materials respecting professional development and achievement; f) copies of the Member's annual reports. 3. The Immediate Supervisor may keep a file on a Member, but any such files shall not be considered constitute the Member's official personnel file. These files may contain copies of some or all of the material -kept in the official file of the employee. In the event that information is omitted, absent, or missing from his/her personnel file, the employee . The official personnel file and any other files kept pursuant to paragraph 1 shall be able to submit such information clearly marked as confidential. All the restrictions specified in this Article which apply to the CCSNH Human Resources Office and the same official personnel file apply equally to all files referred to in this Article. 4. An inventory sheet shall be included in such personnel file. 34.2 Medical records shall not be part of the employee’s each official personnel file. A separate Each official personnel file shall be maintained contain a form indicating the name of anyone who has accessed the file, the date and time the file was accessed, and the reason for accessing the file (pursuant to paragraph 7). Such recording shall exclude required access for filing and administrative purposes by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodationsstaff. 5. Such files No anonymous material shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained kept in a confidential manner in a separate file from the employee’s Member's official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for Any anonymous material in a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included in the employee’s Member's official personnel file as set forth in Section 34.1 above and Article 15 of when this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement Agreement comes into effect shall be removed from and destroyed. The exception is statistical summaries of student teaching evaluations. The Parties recognize that such summaries can play a restricted role in the employee’s assessment of teaching. They will not be the exclusive basis of any such assessment. Members can provide supplementary comments to the student evaluations summaries as provided in Article 2.10.s.10, and in Article 2.9.s.2 (d). 6. Confidential material kept in a Member's official personnel file.file shall be subject to the following rules of storage: 34.5 The employeea) confidential material is limited to signed letters of reference solicited with the knowledge of the Member, and any other letter or document transmitted in confidence which the Member, his/her authorized representative (with written authorization)immediate supervisor, and appropriate officials the Xxxx, the Vice Xxxx Academic Activities, the Vice Xxxx Professional Activities, the Director of Human Resources, or a Committee' solicited pursuant to this Agreement; and, b) a Member shall receive an inventory of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their confidential materials in his/her official personnel file during normal business hours on request to the Xxxx, such an inventory to include the date and general subject matter of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without chargeconfidential material. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file7. The official personnel file shall not contain be the only source of confidential personal employment information used in any anonymous correspondence. 34.8 An employee official University proceeding. The official documents constituting the file shall have be the right to respond to any material placed paper originals or, in the personnel file and such response shall be made part of the personnel file appended to event the original materialdocument is received in facsimile or electronic form, an accurate paper copy. No Such material reflecting adversely on an employee’s performance or related may be used as follows: a) renewal of a probationary appointment, pursuant to any disciplinary action shall be placed in the personnel file until the employee has been given a copy or notified of the material. 34.9 No part of this provision shall be in violation of RSA 91-AArticle 2.5; b) tenure, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree pursuant to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.Article 2.6;

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history, achievements, and activities. The CCSNH Employer shall maintain one official personnel file for each covered employee in the State Human Resources Office. By appointment, official personnel record info1mation may be reviewed at the State Human Resources Office. The State human Resources may hand-carry each employee. This 's official personnel file to the worksite for the appropriate review annually upon request. A. The official file shall contain and be maintained at by the CCSNH State Human Resources Office under as follows: 1) Performance reviews, letters of reprimand and letters of rebuttal thereto, final (and proposed if finalized) letters of formal disciplinary action and letters of commendations; 2) Application for employment, work history, benefit data, and certificates of training; 3) Letters of proposed disciplinary action. If the custody proposed discipline is withdrawn, all related correspondence, including the letter of withdrawal, will be removed from the CCSNH Director official file; and 4) Such other information as the director of Human Resourcespersonnel services deems appropriate. B. No anonymous materials shall be placed in the official personnel file of any employee. C. The employee may request that material pertinent to their position, qualifications or rebuttals to official counseling memos or letters of reprimand or employee comments in response to official performance reviews be placed in their official file. The contents employee may request copies of personnel files shall include documents used to support personnel actions such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendationsmaterial in their official file either in person or in writing, and the cost of duplication shall be paid by the employee. D. Upon written authorization by the employee, IAFF and/or any other employment records person or employment-related correspondence. The existence of entity shall have the right to see the employee's official personnel file. E. Except as otherwise provided in the policy, information contained in each official personnel file shall not preclude duplicative or nonbe open to public inspection and will be secured from other employees. Release of information will comply with the provision of K.A.R. 1-official files, but any such files 13-la. F. Documents which are adverse to the employee shall not be considered placed in the official employee's file unless the employee has had an opportunity to read the material. The employee shall have the opportunity to affix his/her signature to signify knowledge of the material, not necessarily to indicated agreement with the content. G. Except as noted below, the employee shall be notified in writing when any person or agency has sought material from such file under subpoena or court order without written permission of the employee. In the event that information the investigating agency, court order or subpoena prevents the above notice to the employee, the state human resource office will provide written notice to the employee if and when the restriction is omitted, absent, or missing from his/her personnel filelifted. H. Where there has been no recurrence of the acts which gave rise to a written reprimand within a period of 12 months, the employee shall be able to submit such information to may request the CCSNH Human Resources Office and employer expunge the same shall be included in such personnel reprimand from the file. 34.2 Medical records shall not be part I. Upon inquiry of any individual, the division of personnel services, or personnel in the state agency where the employee is employed, may disclose the following information concerning an employee: 1) the name of the employee’s official personnel file. A separate file shall be maintained by ; 2) name of employing state agency; 3) the CCSNH Human Resources Office for documents including medical records obtained in the course employee's current job title; 4) current or prior rates of pay; 5) length of employment including any permitted drug or alcohol testing; first reports with the state; 6) length of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to time the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not further incidents within the five (5) year time period. However, any discipline or counseling resulting from such investigation shall be included has served in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 's current job position; and 7) letters of this Agreementcommendation. 34.4 Documentation pertaining J. Upon inquiry of a prospective employer, the division or the state agency in which an employee is employed may disclose the following additional information concerning an employee: 1) the name of the employing state agency; 2) the length of time the employee has served in the employee's current position; 3) any letters of commendation; and 4) any documents regarding personal conduct and work performance to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall be removed extent consistent with K.S.A. 44-117. K. When individuals from the employee’s following agencies, in carrying forth their official personnel file. 34.5 The employeeduties, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect establish a need for information contained in employees' official personnel files, unless otherwise required by law. 34.6 Employees access to the information shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until the employee has been given a copy or notified of the material. 34.9 No part of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard permitted to personnel files from the following agencies: 1) the Kansas Department of Administration; 2) the Kansas Attorney General's office, including the Kansas Bureau of Investigation; 3) the Federal Equal Employment Opportunity Commission and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordingly.Kansas Human Rights Commission;

Personnel Files. 34.1 A personnel file exists as a record of an individual’s employment history1. An employee, achievements, and activities. The CCSNH shall maintain one official personnel file for each covered employee. This file shall be maintained at upon written request to or after prior ar­range­ment with the CCSNH Human Resources Office under the custody of the CCSNH Director State Bureau of Human Resources, or the appro­­­­priate offi­cial at his/her work location or in his/her agency, shall be permitted to review his/her personnel files. The contents Such re­­­­view shall take place during normal office hours and shall be con­ducted under the supervision of the appropriate records custo­dian or agency representative. An em­ployee may review his/her personnel files shall include documents used to support personnel actions at reasonable times during his/her regular work hours if such as, compensation, benefits, performance evaluations and related documentation, counseling letters, disciplinary actions, training, licensure, certification, awards, commendations, and other employment records or employment-related correspondence. The existence review does not require travel out of the official normal work area. An em­ployee shall be allowed to place in such file a response of reasonable length to anything contained there­in which the employee deems to be adverse. 2. An employee's personnel file shall not preclude duplicative or non-official filesinclude, but any such files shall not be considered the official file 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's expense. In Copies of material added to the event that information is omitted, absent, or missing from employ­ee's personal file af­ter the effec­­­­­­tive date of this Agreement shall be furnish­ed at the State's expense and sent to each employee simultaneously with it be­ing placed in his/her personnel file. 4. Upon request of an employ­ee, records of reprimands and 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 disciplinary action since that date. Upon request of an employee, records of suspen­sions and disci­plinary demotions shall be able to submit such information to the CCSNH Human Resources Office and the same shall be included in such removed from personnel file. 34.2 Medical records shall not be part of the employee’s official personnel file. A separate file shall be maintained by the CCSNH Human Resources Office for documents including medical records obtained in the course of employment including any permitted drug or alcohol testing; first reports of injury; applications and memos of payments related to workers’ compensation benefits; and requests for reasonable accommodations. Such files shall be available to the employee for inspection and copying. 34.3 Documents obtained or generated during the course of an investigation involving a covered employee shall be maintained in a confidential manner in a separate file from the employee’s official personnel file. Investigative documents pertaining to allegations that are determined to be unfounded shall be stored confidentially by the CCSNH Director of Human Resources for a period of after five (5) years. After five (5) years, all such investigative documents shall be destroyed if there have been not years from the date of the occur­rence pro­­­­vided that the employee has had no further incidents within the five (5) year time perioddisciplinary action since that date. However, any discipline or counseling records of disciplinary suspensions resulting from such investigation patient/client abuse, neglect or mistreatment shall be included in the employee’s official personnel file as set forth in Section 34.1 above and Article 15 of this Agreement. 34.4 Documentation pertaining to disciplinary actions that are reversed or overturned through the process of formal or informal settlement shall not be removed from personnel files under the employee’s official personnel file. 34.5 The employee, his/her authorized representative (with written authorization), and appropriate officials of the CCSNH and its colleges shall have the right to access an employee’s personnel file. Third parties are not entitled to inspect personnel files, unless otherwise required by law. 34.6 Employees shall be allowed access to their official personnel file during normal business hours of the CCSNH Human Resources Office for inspection. Such inspection shall be made subject to prior arrangement with the CCSNH Human Resources Office. A single copy of documents requested by the employee shall be provided by the CCSNH Human Resources Office without charge. 34.7 Employees shall be provided with a copy of letters of complaint by a third party and letters of commendation at the same time such letters are placed in the personnel file. The personnel file shall not contain any anonymous correspondence. 34.8 An employee shall have the right to respond to any material placed in the personnel file and such response shall be made part of the personnel file appended to the original material. No material reflecting adversely on an employee’s performance or related to any disciplinary action shall be placed in the personnel file until the employee has been given a copy or notified of the material. 34.9 No part provi­sions of this provision shall be in violation of RSA 91-A, New Hampshire’s “Right-to-Know” Law or RSA 275:56, and the parties agree to comply with the provisions of such statutes, as amended. Should new statutes become effective with regard to personnel files and records, the CCSNH will react appropriately to comply with those statutes and will notify all personnel accordinglyparagraph 4.