Personnel Records. Section 1. Each Agency shall maintain one (1) official personnel file for each employee, located at the primary Human Resources office for the Agency. For purposes of this Article, “Agency” shall include health-related licensing boards and institutions that maintain the official personnel files for their employees. Where the personnel records are maintained on microfiche/microfilm, the personnel file will include both microfiche/microfilm and any material not yet copied. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, in his/her official Agency personnel file or supervisory working file; provided that, if the official personnel file or supervisory working file is kept at a separate facility, the employee shall, at the Agency’s discretion, either be allowed to go where the file is kept or the file will be brought to the employee for review within five (5) days of his/her request. With the employee’s written authorization, his/her Union Xxxxxxx may inspect the employee’s official personnel file, and supervisory working file, consistent with the time requirements provided herein. If the supervisory working file cannot be made available due to the absence of a supervisor, extensions of up to ten (10) days will be granted. No grievance material shall be kept in an employee’s official personnel file.
Section 2. No information reflecting critically upon an employee except notices of discharge shall be placed in the employee’s official personnel file that does not bear the signature of the employee. The employee shall be required to sign material to be placed in his/her official personnel file provided the following disclaimer is attached: “Employee’s signature confirms only that the supervisor has discussed and given a copy of the material to the employee. The employee’s signature does not indicate agreement or disagreement with the contents of this material.” If an employee is not available within five (5) working days or refuses to sign the material, the Agency may place the material in the file, provided a statement has been signed by two (2) management representatives and a copy of the document was mailed certified to the employee at his/her address of record or hand delivered to the employee.
Section 3. Employees shall be entitled to prepare and provide copies of any written explanation(s) or opinion(s) regarding any critical material placed in his/her official personnel file or supervi...
Personnel Records. (A) There shall be only one official personnel file for each employee which shall be maintained by the employing agency. Information in an employee’s official personnel file may be maintained in electronic as well as paper form, and a duplicate personnel file may be established and maintained on an employee within an agency.
(B) If a derogatory document is placed in an employee’s official personnel file, a copy will be sent to the employee. The employee may provide a written response which will also be placed in the file.
(C) An employee will have the right to review his official personnel file at reasonable times under the supervision of the designated records custodian.
(D) Where the Agency Head or designee, the Public Employees Relations Commission, the courts, an arbitrator, or other statutory authority determines that a document in the personnel file is invalid, the document shall be placed in an envelope, together with an explanation, the outside of the envelope and all pages of the document marked “VOID”, and retained in the employee’s personnel file as specified in the State of Florida General Records Schedule GS1-SL for State and Local Government Records, as promulgated by the Department of State. In the case of electronic records, a Personnel Action Request (PAR) that has been determined to be void shall have a note added to the PAR form indicating that the action is “VOID”.
(E) Information in an employee’s official personnel file is public record pursuant to Chapter 119, Florida Statutes, unless specifically exempted by state or federal law (such as protected health information and social security numbers), and as such, must be provided to anyone desiring inspection or requesting copies in accordance with the provisions of the Public Records Law.
Personnel Records. The official personnel file is the file maintained by the University Human Resources Department or by the appropriate Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their designee. Upon receipt of written authorization by the employee, their Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for a...
Personnel Records. (A) There shall be only one official personnel file for each employee, which shall be maintained by the employing agency. Information in an employee’s official personnel file may be maintained in electronic as well as paper form.
(B) If a derogatory document is placed in an employee’s official personnel file, a copy will be sent to the employee. The employee will have the right to respond to any such document filed, and the employee’s response will be attached to the file copy.
(C) An employee will have the right to review his official personnel file and any duplicate personnel files at reasonable times under the supervision of the designated records custodian.
(D) Where the Agency Head or designee, the Department of Management Services, the Florida Public Employees Relations Commission, the Courts, an Arbitrator, or other statutory authority determines that a disciplinary action against an employee is not sustained, or is unfounded, or is otherwise invalid, or when an employee is exonerated of a charge brought in a disciplinary action, the record copy of such action shall be placed in an envelope, together with an explanation, the outside of the envelope and all pages of the document marked “VOID”, and retained in the employee’s personnel file as specified in the State of Florida General Records Schedule GS1–SL for State and Local Government Agencies, as promulgated by the Department of State. In the case of electronic records, a Personnel Action Request (PAR) that has been determined to be invalid shall have a note added to the PAR form indicating that the action is “VOID”.
(E) Information in an employee’s official personnel file is public record pursuant to Chapter 119, F.S., unless specifically exempted by state or federal law (such as protected health information and social security numbers), and as such, must be provided to anyone desiring inspection or requesting copies in accordance with the provisions of the Public Records Law.
Personnel Records. Section 24.1 Each employee shall have the right, upon request, to examine and copy any and all material, including any and all evaluations, contained in any personnel records concerning such employee. The Union shall have access to an employee's records upon written authorization by the employee involved.
Section 24.2 Whenever any material, including evaluations, is to be inserted into the official personnel file or record of an employee, the employee shall be given a copy of such material upon its insertion. Whenever any material, including evaluations, is inserted into the personnel file or record of an employee, such material shall be date stamped before its insertion.
A. The Union or any employee may challenge the accuracy or propriety of any material and/or evaluations in their personnel file or record by filing a written statement of the challenge in the official personnel file or record.
B. The Union or any employee may file a grievance based on a performance evaluation or on any material either of which results in a negative action. Upon a determination at any step of the grievance procedure that such performance evaluation, any other material or portion thereof, is either inaccurate or improperly placed in such employee's personnel record such inaccurate evaluation, material, or portion thereof, shall be removed from the file together with any of the employee's statement or statements thereto.
C. Notwithstanding the provisions of Paragraph B above, an employee may file a grievance challenging any written memorandum which reprimands the employee for prior conduct or omissions and which warns the employee that further transgressions may result in suspension, demotion or discharge. Said memorandum will be found to violate this Agreement only if it is arbitrary, discriminatory or if it contains allegations which are erroneous. Said grievances shall be grievable to Step II.
D. The parties agree that reprimands that have been placed into the personnel record of an employee which are more than two and one-half (2 ½) years old from the date of the issuance of the reprimand, provided there has been no subsequent discipline imposed, shall be removed from the personnel record. E There shall be only one (1) official personnel file or record maintained by the Employer. Information not included in the official personnel file or record shall not be considered valid information and shall be purged.
Personnel Records. A. All files maintained on employees shall be confidential, except as provided herein or by Florida Statutes.
B. A personnel file shall be maintained for each employee. An employee’s health and physical fitness certificate will be considered an official part of the personnel file but will be maintained in a separate file.
C. School files shall be considered confidential except as access is provided by this Article or by law. The administrator shall maintain an official school personnel file on each employee, which may be forwarded to a new school when an employee transfers.
D. Access to Files
1. To the extent permitted by law, the personnel file of each employee shall be open to inspection only by the School Board, the Superintendent, the administrator, the employee and such other persons as the employee or the Superintendent may authorize in writing. Evidence of a reasonable effort shall be made to notify the affected employee prior to the review of his/her file by persons not employed by the school system. All inspections shall be documented.
2. An employee shall have the right to examine the contents of his/her personnel file, which is maintained at the District office, at a reasonable time in the presence of an Employment Services Department staff member. All references originating outside the District on the basis of confidentiality for initial employment shall not be available for inspection by the employee. By written authorization, the employee may permit any designated person to examine his/her file. An employee may request that a representative accompany him/her when reviewing his/her file. An employee, upon request, shall have the right to meet with his/her administrator for the purpose of examining the contents of any work location file which may be maintained on the employee.
3. Employees shall have the right to receive a copy of any of their file documents at no cost.
E. Letters of reprimand and/or complaints shall not be placed in an employee’s personnel or school file unless the employee has had the opportunity to review such material or affix his/her signature to the copy to be filed with the expressed understanding that such signature in no way indicates agreement with the contents thereof. Any written response from the employee and/or a copy of the final annual assessment from the employee shall be appended to the material at the request of the employee.
F. After two years, at the request of an employee, written reprimands, material of a...
Personnel Records. A referral to employee assistance programs shall not be referenced on a performance appraisal or evaluation, nor shall supervisors use the performance appraisal as a substitute for disciplinary action as defined in Article 22.
Personnel Records. An employee’s personnel file or “personnel record” is defined as that which is maintained at the agency level, exclusive of any other file or record.
Personnel Records. Section 1. An employee may, upon request, inspect and copy the contents of his/her official OSP Personnel file. No grievance shall be kept in the personnel file.
Section 2. No information reflecting critically on an employee shall be placed in the employee's personnel file that does not bear the signature of the employee. The employee shall be required to sign such material to be placed in his/her file provided the following disclaimer is attached: "Employee's signature confirms ONLY that the supervisor has discussed and given a copy of the material to the employee, and does not indicate agreement or disagreement." If an employee is not available within a reasonable period of time to sign the material, the OSP may place the material in the file provided a statement has been signed by two (2) management representatives that a copy of the document was mailed to the Union at the time such material was placed in the employee's file.
Section 3. If the employee believes that any of the above material is incorrect or a misrepresentation of facts, the employee shall be entitled to prepare a written explanation or opinion regarding the disputed material. This shall be attached to the disputed material and shall be included as part of the personnel record until the material is removed.
Section 4. An employee may include in the personnel file any relevant material the employee wishes such as letters of favorable comment, licenses, certificates, college course credits, or other material which reflects creditably on the employee. This material shall be retained for a minimum of three (3) years. When the material is purged, it shall be returned to the employee.
Section 5. Material reflecting caution, consultation, warning, or admonishment shall be removed from personnel files after twenty-four (24) months provided there has been no recurrence of the problem or a related problem in that time and given to the employee. Any period of leave of absence without pay that is more than fifteen (15) days shall extend the retention period for that duration of leave. Earlier removal will be permitted when requested by the employee and if approved by the Appointing Authority.
Section 6. The Agency will make a good faith effort to notify an employee when it receives a valid public record request or civil subpoena that information from his/her official personnel file is being inspected by and/or copied for persons outside of state government.
Personnel Records. 31.01 A performance appraisal, including written progress reports referred to in 27.02 which are to be filed on the employee's record, shall be shown to the employee in advance. The employee may add the employee's views to such appraisal before it is filed. It is understood that such an appraisal does not in itself constitute disciplinary action by the College against the employee.
31.02 The employee shall receive a copy of any disciplinary notice to be placed in that employee's file. Where the College or an arbitrator/arbitration board determines that any suspension or written disciplinary notations were without cause, such suspension or written disciplinary notation and grievances arising thereunder shall be removed from the employee's record.
31.03 An employee shall be given access to the employee's record and shall, upon request, be given a copy of any documents contained in the employee's record.
31.04 If the College meets with an employee for the purpose of issuing a written disciplinary notice, including verbal reprimands, the employee shall be given reasonable notice of the meeting in order that the employee may arrange to have a Union representative present if the employee so chooses. The Union shall make every reasonable effort to have a representative available. If a representative is not available, the employee may have another member of the bargaining unit attend. In any event, the meeting shall not be unduly delayed.
