Common use of Personnel Records Clause in Contracts

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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency shall maintain one (1) official personnel file for each employee, located at the primary The Chief Human Resources office Office human resource information system is the system of record for all employee records and official employee Personnel File electronic and paper documents for which there are appropriate document categories in the Agencysystem. For purposes The department, or agency under agreement to provide human resource services, stores paper documents 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 employee Personnel File and paper documents that are maintained on microfiche/microfilm, the personnel file will include both microfiche/microfilm and any material not yet copiedable to be kept in the human resource information system. Upon reasonable noticeThe department, an employee may inspect the recordsor agency under agreement to provide human resource services, excluding any confidential reports from previous employers, in his/her official Agency personnel file or supervisory working file; provided that, if also stores paper documents of the official personnel file employee Personnel File that predate January 1, 2019. Section 2. An employee may, upon request, inspect and obtain a copy of digital or supervisory working file is paper documents of their official employee Personnel File, paper documents that are not yet able to be kept at a separate facilityin the human resource information system and paper documents of the official employee Personnel File that predate January 1, 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 granted2019. No grievance material shall be kept in an employee’s official personnel filethe Personnel Files after the grievance has been resolved except the resolution. Section 23. No information reflecting critically upon an employee except notices of discharge shall be placed in the employee’s official personnel file '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 official personnel file the employee's Personnel File provided the following disclaimer is attached: “"Employee’s 's signature confirms only that the supervisor has discussed and given a copy of the material to the employee. The employee’s signature , and does not indicate agreement or disagreement with the contents of this materialdisagreement.” " If an employee is not available within five (5) working days a reasonable period of time to sign the material or the employee refuses to sign the material, the Agency Department may place the material in the file, file provided a statement has been signed by two (2) management representatives and that a copy of the document was mailed certified to the employee at his/her the employee's address of record or hand delivered record. A copy will also be mailed to the employeeUnion. Section 34. Employees If the employee believes that any of the above material is incorrect or a misrepresentation of facts, the employee 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 supervisory working file. The employee’s writing an explanation or opinion regarding the prepared material. This shall be attached to the critical disputed material and shall be included as part of the employee’s official personnel record or supervisory working file so long as until the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialmaterial is removed. Section 45. An employee may include in his/her official personnel file a reasonable amount the Personnel File copies of any relevant material the employee wishes, such as letters of commendationfavorable comment, licenses, certificates, college course credits, and credits or any other material which relates creditably reflects credibly on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to The employee’s supervisor/manager will ensure the documents are submitted into the employee’s workofficial Personnel File in the human resource information system. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by At the employee's request, record of disciplinary actions shall be removed two (2) years after the Agency effective date of the action provided no incident of a similar nature has been documented in the intervening time. The employee will make a good faith effort to return material removed be sent the requested document within five (5) work days from the official personnel file to receipt of request. Any period of leave of absence without pay that is more than fifteen (15) days shall extend the employee. A copy retention period for that duration of the request will be maintained in the official personnel fileleave.

Personnel Records. Section 1. Each Agency shall maintain one The Chief Human Resources Office (1CHRO) human resource information system is the system of record for all employee records and official employee personnel file documents for each employeewhich there are appropriate document categories in the system. The Department, located at the primary Human Resources office for the Agency. For purposes or Agency under agreement to provide human resource services, stores paper documents 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 employee personnel file will include both microfiche/microfilm and any material paper documents that are not yet copiedable to be kept in the human resource information system. The Department, or Agency under agreement to provide human resource services, also stores paper documents of the official employee personnel file that predate January 1, 2019. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, in his/her their official Agency employee personnel file file(s) or supervisory working file; provided that, if the official personnel file file, including paper documents as described above, 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 their request. With the employee’s written authorization, his/her their 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 their 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 their 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 their official personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her their official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material willshall, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal Removal prior to twenty-four (24) months will be permitted when requested by an employee and if approved by the Appointing Authority. Material removed from an employee’s official personnel file may not be referenced in future disciplinary actions, performance evaluations, or other related correspondence from the employer Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file. Section 7. When DAS or an Agency receives a subpoena or request for an employee’s personnel records, except for an inquiry as result of a criminal law complaint or request for verification of employment and salary, DAS or the Agency shall provide notification to the employee of the subpoena or request, who has made it, and the reason for the subpoena or request if known. Section 8. When DAS receives a statewide records request for employee-related public information releasable per statute, DAS shall provide notification to Agencies that such request has been made. Individual employees may work with their Agency to receive notification of said request(s).

Personnel Records. Section 1. Each Agency shall maintain one (1) official personnel file for each employeeAn employee may, located at the primary Human Resources office for the Agency. For purposes of this Articleupon request, “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 recordscontents of his/her official Department personnel file, excluding any except for 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 the official personnel file. There shall be only one (1) official personnel file kept for each employee. 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 such material to be placed in his/her official personnel file 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 , and does not indicate agreement or disagreement with the contents of this materialdisagreement.” If an the employee is not available within five (5) working days a reasonable period of time or the employee refuses to sign the material, the Agency Department 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 record, with a copy to the employeeCIA. Section 3. Employees If the employee believes that any of the above material is incorrect or a misrepresentation of facts, he/she shall be entitled to prepare and provide copies of any written explanation(s) or opinion(s) regarding any critical material placed prepare, in writing, his/her official personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to regarding the critical material and prepared material. This shall be included as part of the employee’s official personnel record or supervisory working file so long as until the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialmaterial is removed. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, credits and other material which relates creditably that reflects credit on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at Access to the employee’s requestofficial personnel file shall be as authorized by existing DAS policy and/or rule, be removed statute, or as authorized by the employee. Section 6. The Department shall remove any written reprimand from an employee’s official personnel file after twenty-four (24) months, provided there that the employee has been received no recurrence similar type of the problem or a related problem in discipline during that timeperiod. Earlier removal will be permitted when requested by an the employee and if approved by the Appointing AuthorityAgency. Material relating The Agency’s decision shall not be subject to disciplinary action recommendedthe grievance procedure. Disciplinary notices of reduction in pay, but not taken, or disciplinary action which has been overturned suspension and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material demotion will be removed, upon request, removed from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file after sixty (60) months, provided that the employee has received no similar type of discipline during that period. Section 7. Prior to a decision being made regarding the release of information or materials requested pursuant to a subpoena in connection with a criminal case or a public records request, the Department will make every reasonable effort to notify the employee or the employee’s supervisor in a timely manner. A copy of However, nothing will prevent the request will be maintained in Department from complying with the official personnel fileapplicable laws.

Personnel Records. Section 1. Each Agency shall maintain one (1) official personnel file for each employeeAn employee may, located at upon request, inspect and copy the primary Human Resources office for the Agency. For purposes contents 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 OMD 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 the personnel file. Section 2. No information reflecting critically upon on an employee except notices of discharge shall be placed in the employee’s official '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 official personnel file provided the following disclaimer is attached: “"Employee’s 's signature confirms only ONLY that the supervisor has discussed and given a copy of the material to the employee. The employee’s signature , and does not indicate agreement or disagreement with the contents of this materialdisagreement.” " If an employee is not available within five (5) working days or refuses a reasonable period of time to sign the material, the Agency OMD may place the material in the file, file provided a statement has been signed by two (2) management representatives and that a copy of the document was mailed certified to the employee Union at his/her address of record or hand delivered to the time such material was placed in the employee's file. Section 3. Employees If the employee believes that any of the above material is incorrect or a misrepresentation of facts, the employee shall be entitled to prepare and provide copies of any a written explanation(s) or opinion(s) regarding any critical material placed in his/her official personnel file or supervisory working file. The employee’s explanation or opinion regarding the disputed material. This shall be attached to the critical disputed material and shall be included as part of the employee’s official personnel record or supervisory working file so long as until the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialmaterial is removed. Section 4. An employee may include in his/her official the personnel file a reasonable amount of any relevant material the employee wishes such as letters of commendationfavorable comment, licenses, certificates, college course credits, and or other material which relates reflects creditably on the employee. This material shall be retained for a minimum of three (3) years except that licensesyears. When the material is purged, certificates, or college credit information may it shall be retained so long as they remain valid and relevant returned to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand or admonishment shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed from personnel files after twenty-four (24) months, months provided there has been no recurrence of the problem or a related problem in that timetime 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 an the employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency The OMD will make a good faith effort to return material removed notify an employee when it receives a valid public record request or civil subpoena that information from the his/her official personnel file to the employee. A copy is being inspected by and/or copied for persons outside of the request will be maintained in the official personnel filestate government.

Personnel Records. Section 1. Each Agency The Department shall maintain one (1) official personnel file for each employee, located at the primary Human Resources office administrative Personnel Office for the AgencyDepartment. For purposes of this ArticleAn employee may, “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/microfilmupon request, 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 contents of their 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 Department 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 the personnel filefiles after the grievance has been resolved except the resolution. Section 2. No information reflecting critically upon an employee except notices of discharge shall be placed in the employee’s official '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 official their personnel file provided the following disclaimer is attached: “"Employee’s 's signature confirms only that the supervisor has discussed and given a copy of the material to the employee. The employee’s signature , and does not indicate agreement or disagreement with the contents of this materialdisagreement.” " If an employee is not available within five (5) working days a reasonable period of time to sign the material or the employee refuses to sign the material, the Agency Department may place the material in the file, file provided a statement has been signed by two (2) management representatives and that a copy of the document was mailed certified to the employee at his/her their address of record or hand delivered record. A copy will also be mailed to the employeeUnion. Section 3. Employees shall be entitled to prepare and provide copies of any a written explanation(s) explanation or opinion(s) opinion regarding any critical material placed in his/her the employee's official personnel file or supervisory working file. The employee’s 's explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s 's official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her the employee's official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and credits or any other material which relates creditably reflects credibly on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s 's work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand Record of disciplinary actions shall be retained for a maximum of removed three (3) years. Such material will, at years after the employee’s request, be removed after twenty-four (24) months, effective date of the action provided there no incident of a similar nature has been no recurrence of documented in the problem or a related problem in that intervening time. Earlier removal will be permitted when requested by an 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. Section 6. An employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removedmay, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by obtain a copy of any of the contents of the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official 's personnel file.

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” ―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―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.” 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency shall maintain one (1) An employee may, upon request, inspect the contents of his/her official Department personnel file except 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 the official personnel file. There shall be only one (1) official personnel file kept for each employee. 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 such material to be placed in his/her official personnel file provided the following disclaimer is attached: “"Employee’s 's signature confirms only that the supervisor has had discussed and given a copy of the material to the employee. The employee’s signature , and does not indicate agreement or disagreement with disagreement." If the contents of this material.” If an employee is not available within five (5) working days a reasonable period of time or the employee refuses to sign the material, the Agency Department may place the material in the file, 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 and a copy to the employeeAssociation. Section 3. Employees If the employee believes that any of the above material is incorrect or a misrepresentation of facts, he/she shall be entitled to prepare and provide copies of any written explanation(s) or opinion(s) regarding any critical material placed in writing his/her official personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to regarding the critical material and prepared material. This shall be included as part of the employee’s official personnel record or supervisory working file so long as until the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialmaterial is removed. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, credits and other material which relates creditably that reflects credit on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting cautionAccess to the employee’s official personnel file by non-Department employees shall be as authorized by policy, consultation, warning, admonishment, and reprimand rule or statute or as authorized by the employee. Section 6. The Employer’s failure to comply with any provision of this Article shall not invalidate any disciplinary action or other action taken concerning an employee. Section 7. Written disciplinary actions shall be retained for a maximum of in the attorney’s official personnel file and will have no effect after three (3) years. Such material willPhysical removal shall be permitted upon request after three (3) years, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence and early removal of the problem or a related problem in that time. Earlier removal disciplinary action will be permitted when requested by an employee the attorney and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, Deputy Attorney General or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluationdesignee.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency shall 16:1 Employees' personnel files will be maintained at the Human Resources Office. 16:1.1 The Board agrees that it will maintain only one (1) official personnel file for each employee, located at . 16:2 An employee will have 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 right to review his/her official Agency personnel file or supervisory working file; provided that, if with the official personnel file or supervisory working file is kept exception of confidential materials, 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 time mutually agreeable to the employee for and the personnel officer or designee. In any event, such review will take place within five (5) days working days, provided there is not an inordinate number of his/her requestrequests. With Confidential materials will be defined as college placement papers, references, interview records, and similar materials gathered in connection with the employee’s written authorization's application for a position in the District. 16:3 An employee may have a representative of the Association present during such review; however, 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 canPersonnel File will not be made available due to taken from the absence office by the employee and will be examined in the presence of a supervisor, extensions the personnel officer or designee. 16:4 Employees may receive copies without charge of up to ten (10) days individual pages of non- confidential documents filed in the Personnel File. Once the employee has received ten (10) free copies, the employee will be grantedcharged ten (10) cents per copy for each page of additional non- confidential material received except as provided in other provisions of this Agreement. 16:5 Employees will receive at no cost a copy of all evaluative material to be placed in their personnel file after the effective date of this Agreement. No grievance Employees will also receive upon written request copies of all other non-confidential material shall be kept in an employee’s official personnel this file. Section 216:6 The employee will affix his/her signature to all evaluative material to be placed in the file to indicate that the employee has seen the material. No information reflecting critically upon The Association will be informed in writing if any employee refuses to sign material placed in the file. A meeting of the employee, the Association President or designee and the administrator will be held at a mutually agreeable time. At this time, the administrator will once again request that the employee sign the material in question. If the employee refuses to sign, the Association President or designee will sign a statement typed on the material for this purpose. The statement will read: 16:7 Any document relating to an employee's performance which an employee except notices of discharge shall has not signed or been given the opportunity to sign will not be placed in the employee’s official personnel 's file that does and will not bear the signature of the employee. The employee shall be required to sign material to be placed utilized 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 any proceeding against the employee. Section 3. Employees shall be entitled 16:8 The employee will have the right to prepare answer any material filed, and provide copies of any written explanation(s) or opinion(s) regarding any critical material placed in his/her official personnel file or supervisory working file. The employee’s explanation or opinion shall the answer will be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialcopy. Section 4. 16:9 An employee may include request in writing to the personnel officer that material deemed unfavorable contained in the personnel file be removed. If the request is approved, such documents and all directly-related documents will be removed. The employee will be advised in writing of the disposition of the request. 16:10 Anyone who reviews an employee's file, other than employees of the Human Resources Office, will do so in a manner prescribed by administrative regulation. An individual authorized by such regulations to review the file will indicate such action by affixing his/her official personnel file a reasonable amount name and the date of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s workreview. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 16.3.1 The official file shall be maintained in the Human Resources office for each Employee (or former Employee) per the State retention schedule after termination of employment and shall contain the following items: Original Employee application, acceptance of salary placement, an official transcript of academic records, recommendations, correspondence, pertinent data concerning the Employee, and all evaluation reports. Each Agency No documents shall maintain be added to the former Employee’s personnel file after termination other than routine documents pertaining to Employee’s termination.‌‌ 6.3.2 Building files will be prepared and maintained only by the Building Principal or appropriate Supervisor under whom the individual is currently assigned. These files are considered confidential and are only open to the Employee, Principal, Assistant Principal or Supervisor. Such building files will be maintained according to the following guidelines: 6.3.2.1 Materials which might form the basis for disciplinary action, reprimand, warning or other adverse effect must be either discarded or placed in the official personnel file within one (1) official personnel year of the date on which the incident occurred. 6.3.2.2 Any written complaint against an Employee by a parent, student, or other person shall be called to the attention of the Employee in a timely manner and prior to being placed in the working file. Any written complaints must be signed and dated by the author of the complaint or the recipient of the complaint. 6.3.3 A separate file for each employeeprocessed grievances shall be kept apart from the Employee’s personnel file. No reports on grievances shall be added to the Employee’s personnel file. 6.3.4 Upon reasonable request, located the Employee may inspect their official and/or building personnel file. Such inspection shall take place: 6.3.4.1 In the case of the building file, in the presence of the Principal, Assistant Principal or Supervisor. 6.3.4.2 In the case of the official file, in the presence of the Assistant Superintendent of Human Resources or designee in the District Human Resources Office. 6.3.4.3 In either case, the Employee may elect to have another person accompany them. 6.3.5 Upon request, a copy of the individual documents contained in either the official and/or building personnel files shall be afforded the Employee at the primary Human Resources office District’s expense. Requests for multiple copies or requests for complete copies of the Agencyentire file shall be paid for by the Employee. For purposes The Employee has the right to attach information in explanation of materials already in the files. The Employee shall be notified as new documents (other than routine matters or documents that the Employee demonstrably should have seen) are added to the Employee’s official file. The Employee may initial and date all documents added to their file.‌ 6.3.6 In the case of an upcoming hearing or other formal action, the Employee is entitled to review this Articlefile and, “Agency” shall include health-related licensing boards and institutions upon request, receive a signed inventory sheet of their official file. 6.3.7 An incident that maintain may form the basis for any written reprimand, warning, disciplinary action, or adverse effects can be documented in the official personnel files for their employeesfile no later than one (1) year after the incident, which shall be documented within one (1) year from the date the District knew of its occurrence or demonstrably should have known. Where the personnel records are maintained on microfiche/microfilm, the personnel file will include both microfiche/microfilm and any Any such material not yet copied. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, placed 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 referred 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of subsequent disciplinary action occurring after three (3) years except that licensesof the date this material is placed in the file. Such material shall, certificatesupon request, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for withdrawn from their file after a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) monthsyear period, provided there has been no recurrence it is not part of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluationformalized continuing action.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each The Agency shall maintain one (1) official personnel file for each employee, located at the primary Human Resources office for the AgencyResource Office. 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 An individual employee may inspect the records, excluding any his/her personnel file except 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 Representative may inspect the employee’s 's official personnel file, and supervisory working file, consistent with the time requirements provided herein. If the file or 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 fileexcept confidential reports from previous employers. Section 2. No information reflecting critically upon an employee except notices of discharge shall be placed in the employee’s employee official 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 official personnel file provided the following disclaimer is attached: “"Employee’s 's signature confirms only that the supervisor has discussed and given a copy of the material to the employee. The employee’s signature , and does not indicate agreement or disagreement with disagreement." If the contents of this material.” If an employee is not available within five (5) working days a reasonable period of time or the employee refuses to sign the material, the Agency may place the material in the file, 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 and a copy given to the employeeUnion. Section 3. Records pertaining to an individual's qualifications, personnel actions, performance evaluations, commendations, or disciplinary matters shall be contained in the official personnel file. Excluding major infractions, the Employer may not use any information in any disciplinary action regarding any employee unless that information is included within the official personnel file. Section 4. Material reflecting caution, consultation, warning, admonishment or reprimand or other disciplinary action shall be retained for a maximum of three (3) years in the official personnel file. However, such material may be removed after twenty-four (24) months, upon written request of the employee, provided there have been no incidents of a similar nature in the interim. Earlier removal may be permitted when requested by the employee and if approved by the appointing authority. Section 5. Employees shall be entitled to prepare and provide copies of any a written explanation(s) explanation or opinion(s) opinion regarding any critical material placed in his/her official personnel file or supervisory working file. The employee’s written explanation or opinion must be provided within ninety (90) days of the employee signing the material. The employee’s written explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s 's official personnel record or supervisory working file so long as until the critical materials remain in material is removed. As confirmed by the file. Where the personnel records are maintained on microfiche/microfilmappointing authority, the explanation or opinion incorrect material will be placed next to or in closest possible proximity to the critical materialremoved, upon request, from an employee's official personnel file. Section 46. An employee may include in his/her official personnel file a reasonable amount of relevant material he/she wishes, such as letters of commendationfavorable comment, licenses, certificates, college course credits, and or other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to longer if required by the employeeSecretary of State’s workRetention Schedule. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority7. Material relating to grievances, or disciplinary action recommended, recommended but not taken, or disciplinary action actions which has have been overturned and ordered removed from the official personnel file(s) on final appeal, appeal shall not be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by retained in the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the 's official personnel file.

Personnel Records. Section 1. Each Agency shall maintain one The Chief Human Resources Office (1CHRO) human resource information system is the system of record for all employee records and official employee personnel file documents for each employeewhich there are appropriate document categories in the system. The Department, located at the primary Human Resources office for the Agency. For purposes or Agency under agreement to provide human resource services, stores paper documents 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 employee personnel file will include both microfiche/microfilm and any material paper documents that are not yet copiedable to be kept in the human resource information system. The Department, or Agency under agreement to provide human resource services, also stores paper documents of the official employee personnel file that predate January 1, 2019. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, in his/her their official Agency employee personnel file file(s) or supervisory working file; provided that, if the official personnel file file, including paper documents as described above, 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 their request. With the employee’s written authorization, his/her their 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 their 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 their 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 their official personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her their official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material willshall, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal Removal prior to twenty-four (24) months will be permitted when requested by an employee and if approved by the Appointing Authority. Material removed from an employee’s official personnel file may not be referenced in future disciplinary actions, performance evaluations, or other related correspondence from the employer Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file. Section 7. When DAS or an Agency receives a subpoena or request for an employee’s personnel records, except for an inquiry as result of a criminal law complaint or request for verification of employment and salary, DAS or the Agency shall provide notification to the employee of the subpoena or request, who has made it, and the reason for the subpoena or request if known. Section 8. When DAS receives a statewide records request for employee-related public information releasable per statute, DAS shall provide notification to Agencies that such request has been made. Individual employees may work with their Agency to receive notification of said request(s). Section 1. The Chief Human Resources Office (CHRO) human resource information system is the system of record for all employee records and official employee personnel file documents for which there are appropriate document categories in the system. The Department, or Agency under agreement to provide human resource services, stores paper documents of the official employee personnel file and paper documents that are not yet able to be kept in the human resource information system. The Department, or Agency under agreement to provide human resource services, also stores paper documents of the official employee personnel file that predate January 1, 2019. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, in their official employee personnel file(s); provided that, if the official personnel file including paper documents as described above, 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 their request. With the employee’s written authorization, their Union Representative may inspect the employee’s official personnel file, consistent with the time requirements provided herein. No grievance material shall be kept in an employee’s official personnel file. Section 2. No information reflecting critically upon an employee shall be placed in the employee’s official personnel file without a copy being provided to the employee in person or by mail at the last known address. Employees shall be entitled to prepare a written explanation or opinion regarding any critical material placed in their official personnel file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record so long as the critical materials remain in the file. Where the personnel records are maintained in a different format, the explanation or opinion will be placed next to or in closest possible proximity to the critical material.

Personnel Records. Section 16.3.1 The official file shall be maintained in the Human Resources office for each Employee (or former Employee) per the State retention schedule after termination of employment and shall contain the following items: Original Employee application, acceptance of salary placement, an official transcript of academic records, recommendations, correspondence, pertinent data concerning the Employee, and all evaluation reports. Each Agency No documents shall maintain be added to the former Employee’s personnel file after termination other than routine documents pertaining to Employee’s termination. 6.3.2 Building files will be prepared and maintained only by the Building Principal or appropriate Supervisor under whom the individual is currently assigned. These files are considered confidential and are only open to the Employee, Principal, Assistant Principal or Supervisor. Such building files will be maintained according to the following guidelines: 6.3.2.1 Materials which might form the basis for disciplinary action, reprimand, warning, or other adverse effect must be either discarded or placed in the official personnel file within one (1) official personnel year of the date on which the incident occurred. 6.3.2.2 Any written complaint against an Employee by a parent, student, or other person shall be called to the attention of the Employee in a timely manner and prior to being placed in the working file. Any written complaints must be signed and dated by the author of the complaint or the recipient of the complaint. 6.3.3 A separate file for each employeeprocessed grievances shall be kept apart from the Employee’s personnel file. No reports on grievances shall be added to the Employee’s personnel file. 6.3.4 Upon reasonable request, located the Employee may inspect their official and/or building personnel file. Such inspection shall take place: 6.3.4.1 In the case of the building file, in the presence of the Principal, Assistant Principal or Supervisor. 6.3.4.2 In the case of the official file, in the presence of the Assistant Superintendent of Human Resources or designee in the District Human Resources Office. 6.3.4.3 In either case, the Employee may elect to have another person accompany them. 6.3.5 Upon request, a copy of the individual documents contained in either the official and/or building personnel files shall be afforded the Employee at the primary Human Resources office District’s expense. Requests for multiple copies or requests for complete copies of the Agencyentire file shall be paid for by the Employee. For purposes The Employee has the right to attach information in explanation of materials already in the files. The Employee shall be notified as new documents (other than routine matters or documents that the Employee demonstrably should have seen) are added to the Employee’s official file. The Employee may initial and date all documents added to their file. 6.3.6 In the case of an upcoming hearing or other formal action, the Employee is entitled to review this Articlefile and, “Agency” shall include health-related licensing boards and institutions upon request, receive a signed inventory sheet of their official file. 6.3.7 An incident that maintain may form the basis for any written reprimand, warning, disciplinary action, or adverse effects can be documented in the official personnel files for their employeesfile no later than one (1) year after the incident, which shall be documented within one (1) year from the date the District knew of its occurrence or demonstrably should have known. Where the personnel records are maintained on microfiche/microfilm, the personnel file will include both microfiche/microfilm and any Any such material not yet copied. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, placed 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 referred 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of subsequent disciplinary action occurring after three (3) years except that licensesof the date this material is placed in the file. Such material shall, certificatesupon request, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for withdrawn from their file after a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) monthsyear period, provided there has been no recurrence it is not part of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluationformalized continuing action.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency shall maintain one The Chief Human Resources Office (1CHRO) human resource information system is the system of record for all employee records and official employee personnel file documents for each employeewhich there are appropriate document categories in the system. The Department, located at the primary Human Resources office for the Agency. For purposes or Agency under agreement to provide human resource services, stores paper documents 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 employee personnel file will include both microfiche/microfilm and any material paper documents that are not yet copiedable to be kept in the human resource information system. The Department, or Agency under agreement to provide human resource services, also stores paper documents of the official employee personnel file that predate January 1, 2019. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, in his/her their official Agency employee personnel file file(s) or supervisory working file; provided that, if the official personnel file file, including paper documents as described above, 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 their request. With the employee’s written authorization, his/her their 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 their 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 their 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 their official personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her their official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material willshall, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal Removal prior to twenty-four (24) months will be permitted when requested by an employee and if approved by the Appointing Authority. Material removed from an employee’s official personnel file may not be referenced in future disciplinary actions, performance evaluations, or other related correspondence from the employer Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency 34.1 The Board shall maintain one (1) official a personnel file for each employee, located at employee in the primary Human Resources office for of the AgencySuperintendent or designee. For purposes of this Article, “Agency” This shall include health-related licensing boards be the only official file and institutions that maintain will be confidential and kept in a secure location. The employee has the official personnel files for their employees. Where right to examine 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 other than documents obtained prior to his/her employment. The employee is kept at entitled to have 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 representative of his/her requestchoice accompany him/her during such review. With The business office shall provide the opportunity for this examination at a time outside of the employee’s written authorization, his/her Union Xxxxxxx may inspect the employee’s official personnel file, and supervisory regular working file, consistent with the time requirements provided hereinhours. If the supervisory working file cannot be made available due to the absence of a supervisor, extensions of up to ten (10) days The Association will be grantedallowed reasonable access to employee personnel records. No grievance material shall be kept in When an employee’s official personnel filerecord is to be reviewed, the Association shall provide twenty- four (24) hours’ notice of their desire to review that employee’s personnel record. Employees shall be notified of any non-administrative person’s or persons’ desire to review their personnel record. 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. 34.2 The employee shall be required has the right to sign material to be place written comments in his file regarding any documents placed in his/her official personnel file provided the following disclaimer file. Any document which is attached: “Employee’s signature confirms only that the supervisor has discussed negative in nature and given originated from any individual not a copy member or employee of the material Board shall be brought to the employee. The attention of the employee no later than one week after being placed in the file. 34.3 Material relating to disciplinary activities while an employee of the Board, other than dismissal, shall not be kept in the employee’s signature does not indicate agreement or file for more than thirty (30) months. It is the employee’s responsibility to bring to the Board’s attention any material which should be removed from the file. If there is any disagreement with the contents of this material.” If an employee as to whether material is not available within five (5) working days or refuses to sign the materialdisciplinary in nature, the Agency Board may place keep the material in the file, provided but the employee may attach any statements he desires to this material. 34.4 This does not prohibit the Board from maintaining a statement has been signed by two (2) management representatives and separate medical file for an employee nor prohibit the Board from obeying any law or court order. Certain medical records of a copy of psychological nature, which the document was mailed certified physician or psychologist indicates would be detrimental 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course creditshave knowledge of, and other material references which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action submitted which has been overturned and ordered removed from the official personnel file(s) on final appealwere confidential, shall not be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file released to the employee. A copy of the request will be maintained Nothing in the official personnel filethis Article prohibits an administrator or supervisor from keeping notes regarding an employee’s performance.

Personnel Records. Section 1. Each Agency shall maintain one The Chief Human Resources Office (1CHRO) human resource information system is the system of record for all employee records and official employee personnel file documents for each employeewhich there are appropriate document categories in the system. The Department, located at the primary Human Resources office for the Agency. For purposes or Agency under agreement to provide human resource services, stores paper documents 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 employee personnel file will include both microfiche/microfilm and any material paper documents that are not yet copiedable to be kept in the human resource information system. The Department, or Agency under agreement to provide human resource services, also stores paper documents of the official employee personnel file that predate January 1, 2019. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, in his/her their official Agency employee personnel file file(s) or supervisory working file; provided that, if the official personnel file file, including paper documents as described above, 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 their request. With the employee’s written authorization, his/her their 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 their 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 their 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 their official personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her their official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material willshall, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal Removal prior to twenty-four (24) months will be permitted when requested by an employee and if approved by the Appointing Authority. Material removed from an employee’s official personnel file may not be referenced in future disciplinary actions, performance evaluations, or other related correspondence from the employer Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file. Section 7. When DAS or an Agency receives a subpoena or request for an employee’s personnel records, except for an inquiry as result of a criminal law complaint or request for verification of employment and salary, DAS or the Agency shall provide notification to the employee of the subpoena or request, who has made it, and the reason for the subpoena or request if known. Section 8. When DAS receives a statewide records request for employee-related public information releasable per statute, DAS shall provide notification to Agencies that such request has been made. Individual employees may work with their Agency to receive notification of said request(s). Section 1. The Chief Human Resources Office (CHRO) human resource information system is the system of record for all employee records and official employee personnel file documents for which there are appropriate document categories in the system. The Department, or Agency under agreement to provide human resource services, stores paper documents of the official employee personnel file and paper documents that are not yet able to be kept in the human resource information system. The Department, or Agency under agreement to provide human resource services, also stores paper documents of the official employee personnel file that predate January 1, 2019.

Personnel Records. Section 1. Each Agency 10.01 Every employee shall maintain one (1) official be allowed to review his/her personnel file for each employee, located at by submitting a written request to the primary Human Resources office for the AgencyDepartment and provided an operational hardship does not occur. For purposes A review 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 be scheduled within a reasonable time period (generally forty-eight [48] hours or less) following the request. If any material not yet copied. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, is involved in a grievance in which matters in his/her official Agency personnel file may be material, a Union officer or supervisory working file; provided that, if other Union representative will also be granted access to the official employee's 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 with 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 authorization of the employee. The employee shall be required to sign . 10.02 A copy of any material to be placed in his/her official an employee's personnel file that might lead to disciplinary action or negatively affect an employee's job security or advancement shall be 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 If material is placed in an employee’s signature does not indicate agreement or disagreement with the contents of 's personnel file without following this material.” If an employee is not available within five (5) working days or refuses to sign the materialprocedure, the Agency employee may place the material in the filesubmit a written rebuttal, 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 supervisory working file. The employee’s explanation or opinion which shall be attached to the critical material document and shall be included as part does not adversely affect the employee for discipline purposes. For the duration of the this agreement, if an employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in upon examining his/her official personnel file, has reason to believe that there are inaccuracies in those documents, the employee may write a memorandum to the Employer explaining the alleged inaccuracy. If, upon investigation, the Employer sustains the employee's allegation, the Employer shall remove the inaccurate material from the personnel file or correct the inaccuracy. If the Employer does not sustain the employee's allegation, the employee may file written rebuttal, which shall be attached to the document. 10.03 Employees shall be provided with a copy of their position description for the position in which the employee is presently serving, upon request of the employee to the Personnel Department, within a reasonable amount period of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s worktime. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency shall 11.1 Personnel Records will be kept on each employee to maintain one (1) official personnel file for a full and accurate recording and documentation of each employee’s employment history, located at the primary Human Resources office for the Agency. For purposes of this Article, “Agency” shall include health-related licensing boards to assure entitlements to compensation 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 filebenefits, and supervisory working file, consistent with to meet legal requirements prescribed in 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 ORC. Section 11.2 The employer will be granted. No grievance material shall be kept release information contained 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 to outside persons and/or agencies only after review and recommendation by legal counsel to release the signature of the employeeinformation. The employee shall A public records request must be required made 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 employeeinitiate this process. 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency employer will make a good faith effort provide employees with copies of the documents released to return material removed the person and/or agencies making the request. Section 11.3 Letters of Caution and Letters of Reprimand will be placed and remain in an employee’s personnel file for one (1) year. Suspension Orders and Demotion Orders will be placed and remain in the employee’s personnel file for two (2) years. After that time period expires, the employee may initiate removal of the document from the official main personnel file to for placement in a separate file. Section 11.4 If a second disciplinary action occurs while a previous action is still in active status, all disciplinary actions will remain in the employee. A copy ’s personnel file until expiration of the request latest disciplinary action. Section 11.5 Employee Performance Improvement Plans (EPIP) will be maintained placed and remain in an employee’s personnel file for a period of not more than six (6) months. After that time period expires, the employee may initiate removal of the document from the main personnel file for placement in a separate file. Section 11.6 The Chief will place an employee’s active disciplinary action records into the employee’s discipline file. When active disciplinary records expire, the Chief will remove the inactive disciplinary action documents from the employee’s discipline file. Section 11.7 Employees may review items contained in their personnel file upon giving notice of at least two (2) administrative days. Employees may have another person of their choice present when reviewing their files. Employees can request the employer to copy such documents as are contained in the official file and presented for examination. Section 11.8 If the employee is not in agreement with documents contained in the employee’s file, the employee may place a statement of rebuttal or explanation in his file. All rebuttals to any documents in the personnel file must be filed within 30 days of the document first being placed in the personnel file.

Personnel Records. Section 114:1 Employees' personnel files will be maintained at the Human Resources Department . Each Agency shall maintain one (1) Appraisal or derogatory material which is not contained in the employee's official personnel file may not be used in a proceeding against the employee. 14:2 Employees shall also have the right, upon reasonable request, to be given an appointment to review the contents of the District personnel file pertaining to them, except for each material considered to be confidential. Confidential materials shall be defined as placement papers, transcripts, references, interview records, and similar materials gathered in connection with the employee, located at 's application for a position in the primary District. 14:3 The personnel file shall not be taken from the office by the employee and shall be examined in the presence of the Human Resources office for the AgencyDepartment Administrator or designee. 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 The 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 requesthave an Association representative present during such review. With the employee’s written authorization, his/her Union Xxxxxxx Employees 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 receive copies without charge of up to ten (10) days will be granted. No grievance material shall be kept pages of non- confidential documents filed in an employee’s official the personnel file. Section 2. No information reflecting critically upon 14:4 Any material regarding an employee's performance which an employee except notices either has not signed or been given the opportunity to sign shall not be placed in the employee's file or utilized in any proceeding against the employee. 14:5 Should an employee refuse to sign such material, a representative of discharge the District and a representative of the Association shall sign as a witness to the fact and the material shall be placed in the employee’s official personnel file that does not bear file, the signature absence of the employee's signature notwithstanding. 14:6 The employee shall have the right to answer any material filed within ten (10) days of receipt of the material and the answer shall be attached to the file copy. 14:7 An employee may request in writing to the Human Resources Department that material he/she deems unfavorable contained in his/her personnel file be removed. If the request is approved, such documents and all directly related documents shall be removed. The employee shall be required advised in writing of the disposition of his/her request. 14:8 Anyone who reviews the District file on an employee, other than employees of the Human Resources Department, shall do so in a manner prescribed by administrative regulation. An individual authorized by such regulations to sign material review the file shall indicate such action by affixing his/her name and date of such review. 14:9 Copies of commendations issued to employees by the Board or administrative personnel shall be placed in his/her official personnel the District's employee file provided at the following disclaimer is attached: “Employee’s signature confirms only that the supervisor has discussed and given a copy request of the material to the employee. The employee’s signature does not indicate agreement or disagreement with Employees may request additional items of recognition be placed in their personnel file at 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 discretion of the document was mailed certified to the employee at his/her address of record or hand delivered to the employeeDistrict. 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1(a) An employee may request access to his/her Board Personnel File by making a written request to the Supervisory Officer. Each Agency The file may only be viewed at the Board office in the presence of the Supervisory Officer or designate. The only recognized non-medical Personnel File for an employee shall maintain one be maintained by the Supervisory Officer of the Board. (1b) official A disciplinary report may be removed from an employee’s file at the discretion of the Supervisory Officer. (c) All documents of a disciplinary nature to be placed in an employee’s personnel file for each employee, located at the primary Human Resources office shall have a space for the Agencyemployee’s signature. For purposes The signature shall be deemed to be an acknowledgement of this Articlereceipt only. Employees will be provided copies of such documents, “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 noticewhen issued. (d) After (3) years since date of issue, 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 request that 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 disciplinary report contained 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in removed from the file. Where Such requests shall not be unreasonably denied provided that there is no other disciplinary action during that period of time. In the personnel records are maintained on microfiche/microfilmevent that a request to remove disciplinary material is denied, the explanation or opinion will be placed next to or in closest possible proximity to Union may appeal the critical materialdecision by filing a grievance. Section 4(e) Notwithstanding the above, documents for which there is a statutory requirement for retention shall not be removed. An Performance appraisals and supporting documentation are not disciplinary and are not subject to removal. (f) Where an employee authorizes in writing that the Union may include have access to her/his personnel file, the Board shall provide such access, at the Board office in his/her official personnel file the presence of the Supervisory Officer or designate, as well as copies of materials contained therein, if also authorized and requested. THE PARTIES HERETO AGREE AS FOLLOWS: 1. The parties agree to strike a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employeecommittee to discuss performance appraisals; 2. This material The committee shall be retained for a minimum made up of up to three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid representatives of the Board and relevant up to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence representatives of the problem or a related problem in that timeUnion; 3. Earlier removal will be permitted when requested by an employee and if approved by the Appointing AuthorityThe committee shall meet no later than June 1, 2016; 4. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, The committee’s discussions shall be removedwithout prejudice; and 5. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file No modifications to the employee. A copy collective agreement shall be implemented without the mutual consent of the request will be maintained in the official personnel fileparties.

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 their 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 their request. With the employee’s written authorization, his/her their 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 their 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 their 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 their official personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

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 and obtain a copy of the records, excluding any confidential reports from previous employers, contents in his/her their 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 filefiles after the grievance has been resolved except the resolution. Section 2. No information reflecting critically upon an employee except notices of discharge shall be placed in the employee’s 's official personnel file files that does not bear the signature of the employee. The employee shall be required to sign such material to be placed in his/her official his personnel file provided the following disclaimer is attached: “"Employee’s 's signature confirms only that the supervisor has discussed and given a copy of the material to the employee. The employee’s signature , and does not indicate agreement or disagreement with the contents of this materialdisagreement.” " If an employee is not available within five (5) working days a reasonable period of time to sign the material or refuses the employee refused to sign the material, the Agency may place the material in the file, files provided a statement has been signed by two (2) management representatives and that a copy of the document was mailed certified to the employee at his/her their address of record or hand delivered to the employeerecord. Section 3. Employees If the employee believes that any of the above material is incorrect or a misrepresentation of facts, they 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 supervisory working file. The employee’s writing their explanation or opinion shall be attached to regarding the critical material and prepared material. This shall be included as part of the employee’s official their personnel record or supervisory working file so long as until the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialmaterial is removed. Section 4. An employee may include in his/her official their personnel file a reasonable amount files, copies of any relevant material they wish, such as letters of commendationfavorable comment, licenses, certificates, college course credits, and credits or any other material which relates creditably reflects credibly on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and admonishment or reprimand shall be retained for a maximum of three two (32) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided that there has been no recurrence of the problem or a related problem in that timethe two (2) years. Earlier removal will be permitted permitted, when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency The personnel file shall maintain be considered the official record of an employee’s service. Employees shall be provided a copy of all material in their personnel file, upon request. The personnel file shall not include records of counseling sessions, verbal reprimands, administrative investigation reports except those in support of discipline at the level of a written reprimand or higher. The employer shall give the employee a copy of discipline-related documents or evaluations that will be placed into his or her personnel file. The employee has a right to attach statements in rebuttal or explanation to those documents. 2. Employee personnel files will be maintained as confidential records to the full extent allowed by law. Access to the employee’s personnel file will be limited to the employee, his/her representative with written authorization, officials of the County and Sheriff’s Office, and other persons or agencies as may be allowed under state law. 3. The employer shall disclose information in personnel files in accordance with state law. Prior to disclosing personnel file documents (other than employment verification information) the Employer will give the affected bargaining unit member notification of the request. If the Employer believes that the document(s) is subject to disclosure, it will notify the employee. The affected bargaining unit member shall have ten (10) working days to provide the Employer any reason for not releasing the requested document(s) and/or to give the employee an opportunity to prevent the release at the expense of the Union or the employee prior to releasing the requested documents. The employee may waive the notice requirement. 4. Only one (1) official personnel file for each employeeshall be maintained on a bargaining unit member, located though a copy of the file may be maintained at the primary Human Resources office for the AgencySheriff’s Office. No secret personnel file will be kept on any bargaining unit member. This does not preclude a supervisor from maintaining notes on a bargaining unit member’s job performance or a supervisory working file. For purposes of this Article, section a “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 ” consists of material relevant 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part preparation of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilmperformance evaluation and/or documentation of oral counseling sessions, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendationcommendations, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificatestraining records, or college credit information may be retained so long as they remain valid and relevant other records related to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel fileperformance. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by Supervisors will maintain the employee, the Agency will make a good faith effort to return material removed file with documents from the official personnel file previous year plus the current evaluation year. 5. Nothing herein shall be construed as limiting any rights the Union has under the law to the employee. A copy of the request will be maintained in the official personnel fileaccess to records.

Personnel Records. Section 1. Each Agency shall 14:1 Personnel files on each employee will be maintained in a central location and employees will be notified of that location. 14:2 The Board agrees that it will maintain only one (1) official personnel file for each employee. 14:3 An employee will have the right to review the District's personnel file pertaining to the employee, located with the exception of confidential materials, at a time mutually agreeable to the primary Human Resources office for the Agency. For purposes of this Article, “Agency” shall include health-related licensing boards employee and institutions that maintain the official personnel files for their employees. Where the personnel officer/designee. In any event, such review will take place within five (5) working days, provided there are not an inordinate number of requests. Confidential materials will be defined as references, interview records are maintained on microfiche/microfilmand similar materials gathered in connection with the employee's application for a position in the District. 14:4 An employee may have a representative of the Association present during such review; however, the personnel file will include both microfiche/microfilm and any material not yet copied. Upon reasonable notice, an employee may inspect be taken from 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, office by the employee shall, at the Agency’s discretion, either be allowed to go where the file is kept or the file and will be brought to examined in the employee for review within five (5) days presence of histhe personnel officer/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 filedesignee. 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. 14:5 The employee shall be required will affix her/his signature to sign all evaluative material to be placed in his/her official personnel file provided to indicate that he/she has seen the following disclaimer is attached: “Employee’s signature confirms only material. The Association will be informed in writing if any employee refuses to sign material placed in her/his file. A meeting with the employee, the Association President/designee and the administrator will be held at a mutually agreeable time. At this time, the administrator will once again request that the supervisor has discussed and given a copy of employee sign the material in question. If the employee refuses to sign, the employeeAssociation President/designee will sign a statement typed on the material for this purpose. The employeestatement will read: "I have witnessed ’s signature does not indicate agreement or disagreement with the contents of refusal to sign this material.” If " Employee's Name Association President or Designee Date 14:6 Any document regarding an employee's performance which an employee is either has not available within five (5) working days signed or refuses been given the opportunity to sign the material, the Agency may place the material will not be placed 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 hisemployee's file or will not be utilized in any proceeding against him/her address of record or hand delivered to the employeeher. Section 3. Employees shall be entitled 14:7 The employee will have the right to prepare answer any material filed, and provide copies of any written explanation(s) or opinion(s) regarding any critical material placed in his/her official personnel file or supervisory working file. The employee’s explanation or opinion shall the answer will be attached to the critical material and shall be included as part file copy. 14:8 Employees may receive copies without charge of the employee’s official personnel record or supervisory working file so long as the critical materials remain up to ten individual pages of non-confidential documents filed in the filepersonnel files. Where Once the personnel records are maintained on microficheemployee has received ten (10) free copies, she/microfilm, the explanation or opinion he will be placed next to or in closest possible proximity to the critical materialcharged ten (. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency Employees shall maintain one (1have the right to review and make copies of the contents of their own personnel file(s) official personnel file for each employee, located maintained at the primary Human Resources office for the Agencyappropriate agency. For purposes of this Article, “Agency” shall include health-Privileged information such as confidential credentials and 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, personal references normally sought at the Agency’s discretion, either time of employment may 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 fileexempted from such review. Section 2. No information reflecting critically upon material derogatory to an employee except notices of discharge employee's conduct, service, character or personality shall be placed in the employee’s official personnel file files unless the employee has had an opportunity to read the material. Employees shall acknowledge that does not bear they have read the material by affixing their signature of on the employee. The employee shall be required to sign material to be placed in his/her official personnel file provided filed, with the following disclaimer is attached: “Employee’s understanding that such signature confirms only merely signifies that the supervisor has discussed and given a copy of employee read the material to the employee. The employee’s signature and does not indicate agreement with its content. Material not brought to the employee's attention within 10 work days after its receipt by the immediate supervisor or disagreement with the contents of this material.” If an employee is other appropriate official shall not available within five (5) working days or refuses to sign the material, the Agency may place the material be placed 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 . Any anonymous material placed in an employee's files shall be removed therefrom. Section 3. Employees The employee shall be entitled have the right to prepare answer any material filed and provide copies of any written explanation(s) or opinion(s) regarding any critical material placed in his/her official personnel file or supervisory working file. The employee’s explanation or opinion that answer shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical filed material. Section 4. An employee Only those personnel who have an official right and reason for doing so may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the inspect an employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work's files. Section 5. Material reflecting caution, consultation, warning, admonishment, Employees may request removal of material from their file when they have proved such material to be untrue and reprimand shall be retained for have recourse to the grievance procedure should a maximum question arise as to the validity of three (3) years. Such material will, at the proof offered by the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or . It is understood that this Section does not apply to anything contained in a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluationperformance evaluation.) Section 6. Upon written request by Administrators shall be encouraged to place in the employees' files information of a positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. Any such materials received from an outside, competent responsible source may also be included in the employee's file. Section 7. If the official personnel file is subpoenaed in accordance with law, the custodian of the record will notify the employee upon receipt of the subpoena. Should the custodian be otherwise unable to contact the employee, the Agency will make employee shall be notified in writing. Section 8. The personnel file shall not contain adverse records unrelated to Commonwealth employment or of unfounded charges or complaints which could adversely affect the employee's employment or career. After a good faith effort two-year period, a written reprimand or reference to return material an oral reprimand shall be removed from the employee's official personnel file to the employee. A copy folder if no intervening incidents of the request will be maintained in the official personnel filesame or a similar nature have occurred.

Personnel Records. Section 1. Each Agency A. Temple shall maintain one (1) official personnel file for each employee, located at bargaining unit member. The official personnel file shall be maintained in the primary Human Resources office for the AgencyDepartment. 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 All personnel records are in the Temple Human Resources Department shall be kept strictly confidential, accessible only to authorized personnel. B. The Personnel File may include but shall not be limited to: 1. Personal data similar to that on the University Employee Data Form. 2. Records related to employment status, benefits, and payroll maintained on microfiche/microfilmby Temple as needed; 3. Documentation of the existence and availability of information related to the employee's academic and professional accomplishments submitted by the individual and placed in the file with the approval of the Xxxx or appropriate administrator. Such approval shall not be unreasonably withheld; 4. Records generated by Temple relevant to employment history and personnel decisions affecting the individual's compensation and/or employment status; 5. Memoranda of discussions, if they exist, between the personnel file will include both microfiche/microfilm employee 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 Department Chairperson or supervisory working file; provided that, if supervisor relating to evaluation of the official personnel file or supervisory working file is kept at a separate facility, employee's professional performance. Such memoranda shall be signed by both the employee shalland Chair, 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 acknowledging review within five (5) days only. 6. Observation reports 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's professional performance. 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 Such reports shall be kept in an signed by both the observer and employee’s official personnel file, acknowledging review only; 7. Written material concerning appointment, reappointment and additional pay. Section 2. No information reflecting critically upon C. Materials derogatory toward an employee except notices of discharge individual's professional conduct, service or character shall not be placed in the employee’s official personnel file that does not bear without the signature of the employee. The employee individual's knowledge. D. Materials placed in official files 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 materialdate- stamped, i.e., the Agency may place the material in date on which it was entered into 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 E. All TA/RAs 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 supervisory working file. The employee’s explanation or opinion shall be attached to have the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removedright, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluationto review and/or receive a copy of their Personnel file in accordance with University policy within 5 business days.) Section 6. Upon written request by F. If a bargaining unit member alleges that some of the employee, the Agency will make a good faith effort to return material removed from the official contents in his or her personnel file are false, he/she may place a brief statement to the employee. A copy of the request will be maintained that effect in the official personnel file.

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 their 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 their request. With the employee’s written authorization, his/her their 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 their 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 their 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 their official personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her their official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency shall maintain one (1) All 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 subject to the employee for review within five (5) days Public Records Act and Administrative Procedures Act shall remain a permanent part of his/her request. With the employee’s written authorization, his/her Union Xxxxxxx may inspect the employee’s official personnel file, 's file and supervisory working file, consistent with the time requirements provided herein. If the supervisory working file cannot be made available due kept confidential 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 fileextent provided by law. Section 2. No information reflecting critically upon Where permitted by law, the name and photograph of an employee except notices may be furnished to the news media in order to announce promotions or acts of discharge exemplary service. Section 3. The City agrees that, upon request, an employee shall have the right to inspect their official personnel record. No record(s) shall be hidden from an employee’s inspection. When an employee requests to review personnel record(s), they shall be permitted to bring a union representative with them for inspection of said personnel records at a time scheduled by the Human Resources Department. . A. No written material shall be placed in the an employee’s official 's 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 Human Resources until a copy of the said 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 first given to the employee. Section 3B. Any employee who has been provided with a written adverse statement may request a meeting to review such statement by filing a written request for a meeting with his/her supervisor or Department head within ten (10) working days from receipt of the written statement. A meeting shall be held within ten (10) working days of receipt of the request for the meeting. Attending the meeting shall be the Department Director or his/her designee, the person who initiated the written statement regarding the employee, the employee, his/her union representative, and the Human Resources Director r or his/her designee. Employees shall be entitled have the right to prepare and provide copies of any written explanation(s) or opinion(s) regarding any critical material placed include in his/her their official personnel file or supervisory working filea written and signed response (including signed statements) of personnel record(s) the employee considers detrimental. The employee’s explanation or opinion shall Such response must be attached to the critical material submitted within fifteen (15) days and shall be included as will remain a permanent part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s workrecords. Section 5. Material reflecting cautionUsing its existing reporting systems and formats the City shall provide to the Union an electronic quarterly report containing the names, consultationaddresses, warninghire date, admonishmentemployee identification number, classification, hourly rate and reprimand date of birth of city employees under the SEIU bargaining unit. Nothing in this section shall be retained for a maximum of three (3) years. Such material willinterpreted to require the City to expend additional staff, at the employee’s requesttime, be removed after twenty-four (24) monthsfinancial or other resources in creating new reports or formats; or using or purchasing software/hardware, provided there has been no recurrence which are not already in use as part of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employeeCity’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy current report generating structure as of the request will be maintained in the official personnel filedate this agreement goes into effect.

Personnel Records. Section 1. Each The Agency shall maintain one (1) official personnel file for each employee, located at the primary Human Resources office for the AgencyResource Office. 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 An individual employee may inspect the records, excluding any their personnel file except 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 their Union Xxxxxxx Representative may inspect the employee’s 's official personnel file, and supervisory working file, consistent with the time requirements provided herein. If the file or 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 fileexcept confidential reports from previous employers. Section 2. No information reflecting critically upon an employee except notices of discharge shall be placed in the employee’s employee official 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 official their personnel file provided the following disclaimer is attached: “"Employee’s 's signature confirms only that the supervisor has discussed and given a copy of the material to the employee. The employee’s signature , and does not indicate agreement or disagreement with disagreement." Section 3. Records pertaining to an individual's qualifications, personnel actions, performance evaluations, commendations, or disciplinary matters shall be contained in the contents of this material.” If an employee is not available within five (5) working days or refuses to sign the materialofficial personnel file. Excluding major infractions, the Agency Employer may place not use any information in any disciplinary action regarding any employee unless that information is included within the material in the official personnel 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 4. Material reflecting caution, consultation, warning, admonishment or reprimand or other disciplinary action shall be retained for a maximum of three (3) years in the official personnel file. However, such material may be removed after twenty-four (24) months, upon written request of the employee, provided there have been no incidents of a similar nature in the interim. Earlier removal may be permitted when requested by the employee and if approved by the appointing authority. Section 5. Employees shall be entitled to prepare and provide copies of any a written explanation(s) explanation or opinion(s) opinion regarding any critical material placed in his/her official their personnel file or supervisory working file. The employee’s written explanation or opinion must be provided within ninety (90) days of the employee signing the material. The employee’s written explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s 's official personnel record or supervisory working file so long as until the critical materials remain in material is removed. As confirmed by the file. Where the personnel records are maintained on microfiche/microfilmappointing authority, the explanation or opinion incorrect material will be placed next to or in closest possible proximity to the critical materialremoved, upon request, from an employee's official personnel file. Section 46. An employee may include in his/her their official personnel file a reasonable amount of relevant material they wish, such as letters of commendationfavorable comment, licenses, certificates, college course credits, and or other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and longer if approved required by the Appointing AuthoritySecretary of State’s Retention Schedule. Section 7. Material relating to grievances, or disciplinary action recommended, recommended but not taken, or disciplinary action actions which has have been overturned and ordered removed from the official personnel file(s) on final appeal, appeal shall not be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by retained in the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the 's official personnel file.

Personnel Records. Section 1. Each Agency employee shall maintain one (1) official have the right to review the contents of their own personnel file for each employeeand/or the contents of the sealed confidential file, located at the primary Human Resources office for the Agency. For purposes set forth in Section 4 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.At their Section 2. Access to an employee's personnel file shall be limited to only the individual employee involved or their designated representatives as authorized in writing, such supervisors and administrators of the Employer who are assigned to review or place materials therein, and such clerical personnel whose duty it is to maintain personnel files, provided such access does not conflict with the provisions of ORS 192.501 to 192.502. Section 3. No information reflecting critically upon an employee except notices of discharge material, which in any form can be construed, interpreted or acknowledged to be derogatory towards the employee, shall be placed in the employee’s official 's personnel file record that does not bear either the signature of the employee indicating that they have been shown the material, or a statement by the employee's supervisor that the employee has been shown the material and has refused to sign it. The employee A copy of such material shall be required furnished to sign material the employee upon request. An employee's personnel records shall be available for inspection upon request. (a) Letters of caution, consultation, warning, admonishment, and reprimand shall remain in the employee’s personnel file for a maximum of thirty six (36) months, if no recurrence of a similar infraction occurs. If after that time period there has been no recurrence of a similar infraction, and provided the person is still employed by the Employer, the information shall be removed and sealed in a confidential file, separate from the personnel file, to be placed kept by the Human Resources Manager. (b) Last Chance Agreements shall remain in his/her official an employee’s personnel file provided the following disclaimer is attached: “Employee’s signature confirms only that the supervisor has discussed and given for a copy maximum 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 years. After 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licensesyear period the employee may request the Executive Director to remove the Last Chance Agreement from their personnel file and have it sealed in a confidential file, certificatesseparate from their personnel file. If the Executive Director does not agree with removal of the Last Chance Agreement, the employee may make an additional request to have it removed after a four (4) year period and filed in a confidential file, separate from their personnel file. After five (5) years, if there has been no recurrence of a similar infraction, and provided the person is still employed by the Employer, the information shall be removed and sealed in a confidential file, separate from the personnel file, to be kept by the Human Resources Manager. The Executive Director is the sole judge in the evaluation of the removal of a Last Chance Agreement prior to the five (5) year period and will not be arbitrary, capricious, or college credit discriminatory in making this determination. (c) The sealed confidential information may shall be retained so long as they remain valid and relevant to released only in the event of legal or liability reasons, or at an employee’s worksupervisor’s request. The employee, if still employed by the Employer, shall be notified that the sealed confidential file has or will be opened, and by whom. Section 5. (d) Material reflecting relating to letters of caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at removed from the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence personnel file if the employee grieves the action and the grievance is resolved in favor of the problem or a related problem employee. Should the grievance be resolved in that time. Earlier removal will be permitted when requested by an employee and if approved by favor of the Appointing Authority. Material relating to disciplinary action recommendedEmployer, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, material shall be removed. Incorrect material will be removed, upon request, from an remain in the employee’s personnel filefile for the time period set forth in Section 4(a) of this Article. (See The employee may prepare a written statement that will be included in the file regarding their views on the matter. Section 5. Material placed in the personnel record of an employee without conforming with the provisions of this Article 85--Position Descriptions will not be used by the Employer in any disciplinary proceeding involving the employee. No portion of an employee's file shall be transmitted without the explicit consent and Performance Evaluationrequest of the employee other than those authorized within the Agency or by order of a competent court.) Section 6. Upon written request by All letters and material of commendations shall become a permanent part of the employee, the Agency will make a good faith effort to return material removed from the official 's personnel file and the employee shall be furnished a copy of all such material which is sent directly to the employee. A copy of Employer at the request will be maintained time it is placed in the official personnel file.

Personnel Records. Section 1. Each Agency Employees shall maintain one (1have the right to review and make copies of the contents of their own personnel file(s) official personnel file for each employee, located maintained at the primary Human Resources office for the Agencyappropriate agency. For purposes of this Article, “Agency” shall include health-Privileged information such as confidential credentials and 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, personal references normally sought at the Agency’s discretion, either time of employment may 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 fileexempted from such review. Section 2. No information reflecting critically upon material derogatory to an employee except notices of discharge employee's conduct, service, character or personality shall be placed in the employee’s official personnel file files unless the employee has had an opportunity to read the material. Employees shall acknowledge that does not bear they have read the material by affixing their signature of on the employee. The employee shall be required to sign material to be placed in his/her official personnel file provided filed, with the following disclaimer is attached: “Employee’s understanding that such signature confirms only merely signifies that the supervisor has discussed and given a copy of employee read the material to the employee. The employee’s signature and does not indicate agreement with its content. Material not brought to the employee's attention within 10 work days after its receipt by the immediate supervisor or disagreement with the contents of this material.” If an employee is other appropriate official shall not available within five (5) working days or refuses to sign the material, the Agency may place the material be placed 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 . Any anonymous material placed in an employee's files shall be removed therefrom. Section 3. Employees The employee shall be entitled have the right to prepare answer any material filed and provide copies of any written explanation(s) or opinion(s) regarding any critical material placed in his/her official personnel file or supervisory working file. The employee’s explanation or opinion that answer shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical filed material. Section 4. An employee Only those personnel who have an official right and reason for doing so may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the inspect an employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work's files. Section 5. Material reflecting caution, consultation, warning, admonishment, Employees may request removal of material from their file when they have proved such material to be untrue and reprimand shall be retained for have recourse to the grievance procedure should a maximum question arise as to the validity of three (3) years. Such material will, at the proof offered by the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or . It is understood that this Section does not apply to anything contained in a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluationperformance evaluation.) Section 6. Upon written request by Administrators shall be encouraged to place in the employees' files information of a positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. Any such materials received from an outside, competent responsible source may also be included in the employee's file. Section 7. If the official personnel file is subpoenaed in accordance with law, the custodian of the record will notify the employee upon receipt of the subpoena. Should the custodian be otherwise unable to contact the employee, the Agency will make employee shall be notified in writing. Section 8. The personnel file shall not contain adverse records unrelated to Commonwealth employment or of unfounded charges or complaints which could adversely affect the employee's employment or career. After a good faith effort two-year period, a written reprimand or reference to return material an oral reprimand shall be removed from the employee's official personnel file to the employee. A copy folder if no intervening incidents of the request will be maintained in the official personnel file.same or a similar nature have occurred.‌

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/microfilmarticle, the term "personnel file will include both microfiche/microfilm records" refers to those records which are used or have been used to determine an employee's qualifications for employment, promotion, additional compensation, or termination or other disciplinary action. 2. An employee shall be entitled to review copy and any material not yet copied. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, respond to all documents placed in his/her official Agency personnel file or supervisory working file; provided thatrecords, if the official personnel file or supervisory working file is kept at a separate facility, the except those specifically prohibited by law. Said 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 may review within five (5) days of his/her requestpersonnel records as soon as practicable based on the availability of Human Resources staff. 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 No document relating to the absence performance of a supervisor, extensions of up the employee or relating 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 discipline shall be placed in the personnel records until 48 hours after a copy has been received by the employee’s official personnel file that does not bear . 3. The Chief Executive Officer (CEO) shall, at the signature request of the employee, seal from an employee's personnel records written warnings and reprimands if the nature and type of discipline has not recurred for the preceding two years. The employee sealed document shall be required to sign material to be placed maintained 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 Office of the material to Chief Executive Officer (CEO). At the request of the employee. The employee’s signature does not indicate agreement or disagreement with the contents , such sealed document may be removed and destroyed after a period of this material.” If an employee is not available within five (5) working days or refuses to sign years if the material, nature and type of discipline has not recurred for the Agency may place preceding five years. 4. No other document shall be removed from an employee's personnel records without the material in knowledge of and discussion with the file, provided a statement has been signed by two (2) management representatives and a copy of affected employee. Anything removed from the document was mailed certified to the employee at his/her address of record or hand delivered personnel records shall be sent to the employee. 5. While not obligated by State law, the CRA/LA agrees to maintain personnel records access in accordance with the State of California Labor Code Section 31198.5, as may be amended or repealed. Employees shall To preserve this benefit, the CRA/LA agrees to meet and confer with all representation units on any modifications to said A.I. that will impact wages, hours and other terms and conditions of employment as they pertain to employee's qualifications for employment, promotion, additional compensation, or termination or other disciplinary action. 6. Concurrent with the adoption of this MOU, the CRA/LA will issue an Administrative Instruction (A.I.) governing the procedures for employee access to their personnel records. Said A.I. will be entitled to prepare developed based on discussion and provide copies of any written explanation(s) or opinion(s) regarding any critical material placed in his/her official recommendations received from the personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part records subcommittee of the employee’s official personnel record Union. 7. Personnel files are confidential and should be viewed only by those CRA/LA employees, officials or supervisory working file so long as the critical materials remain in CRA/LA agents who have a legitimate need to review the file. Where the personnel records are maintained on microfiche/microfilmHuman Resources shall maintain a log, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an within each individual employee’s personnel file. (See Article 85--Position Descriptions , which will indicate the name and Performance Evaluation.) Section 6. Upon written request by the date of all individuals outside of Human Resources who have reviewed an employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official 's personnel file. 1. Salary Premiums

Personnel Records. Section 1. Each Agency shall 17:1 Personnel files on each employee will be maintained at the Human Resources Office. 17:2 The Board agrees that it will maintain only one (1) official personnel file for each employee, located at . 17:3 An employee shall have the primary Human Resources office for right to review 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 District's personnel file will include both microfiche/microfilm and any material not yet copied. Upon reasonable noticeon him or her, an employee may inspect with the recordsexception ofconfidential materials, 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 time mutually agreeable to the employee for and the personnel officer or designee. In any event, such review shall take place within five (5) working days provided there are not an inordinate number of requests. Confidential materials shall be defined as college placement papers, references, interview records, and similar materials gathered in connection with the employee's application for a position in the District. 17:4 An employee may have a representative ofthe Association present during such review; however, the personnel file shall not be taken from the office by the employee and shall be examined in the presence ofthe personnel officer or his/her request. With the employee’s written authorization, designee. 17:5 The employee shall affix 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 signature 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 all evaluative material to be placed in his/her official personnel file provided to indicate that he/she has seen the following disclaimer is attached: “Employee’s signature confirms only that the supervisor has discussed and given a copy of the material to the employeematerial. The employee’s signature does not indicate agreement or disagreement with the contents of this material.” If an Association shall be informed in writing ifany 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. A meeting of the employee, the Association president or his/her designee, and the administrator shall be held at a mutually agreeable time. At this time the administrator shall once again request that the employee sign the material in question. Ifthe employee refuses to sign, the Association president or his/her designee shall sign a statement typed on the material for this purpose. The statement shall read: "I have witnessed _ Employee's Name refusal to sign this material." 17:6 Any document regarding an employee's performance which an employee either has not signed or been given the opportunity to sign shall not be placed in the employee's file or supervisory working file. The employee’s explanation or opinion shall not be utilized in any proceeding against him/her. 17:7 Within 15 days ofreceipt ofthe document, the employee shall have the right to answer, in writing, any material filed (except confidential material) and the answer shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain copy. 17:8 Employees may receive copies without charge ofup to ten (10) individual pages ofnon­ confidential documents filed in the filepersonnel files. Where Once the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.received ten

Personnel Records. Section 1. Each Agency shall maintain one (1) official personnel file for each employeeAn employee may, located at the primary Human Resources office for the Agency. For purposes of this Articleupon request, “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 recordscontents of his/her official Department personnel file, excluding any except for 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 the official personnel file. There shall be only one (1) official personnel file kept for each employee. Section 2. No information reflecting critically upon an employee except notices of discharge shall be placed in the employee’s employee‟s official 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 official personnel file file, provided the following disclaimer is attached: “Employee’s Employee‟s signature confirms only that the supervisor has discussed and given a copy of the material to the employee. The employee’s signature , and does not indicate agreement or disagreement with the contents of this materialdisagreement.” If an the employee is not available within five (5) working days a reasonable period of time or the employee refuses to sign the material, the Agency Department 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 record, with a copy to the employeeCIA. Section 3. Employees If the employee believes that any of the above material is incorrect or a misrepresentation of facts, he/she shall be entitled to prepare and provide copies of any written explanation(s) or opinion(s) regarding any critical material placed prepare, in writing, his/her official personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to regarding the critical material and prepared material. This shall be included as part of the employee’s official personnel record or supervisory working file so long as until the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialmaterial is removed. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, credits and other material which relates creditably that reflects credit on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand Access to the employee‟s official personnel file shall be retained for a maximum of three (3) years. Such material willas authorized by existing DAS policy and/or rule, at statute, or as authorized by the employee’s request, be removed . Section 6. The Department shall remove any written reprimand from an employee‟s official personnel file after twenty-four (24) months, provided there that the employee has been received no recurrence similar type of the problem or a related problem in discipline during that timeperiod. Earlier removal will be permitted when requested by an the employee and if approved by the Appointing AuthorityAgency. Material relating The Agency‟s decision shall not be subject to disciplinary action recommendedthe grievance procedure. Disciplinary notices of reduction in pay, but not taken, or disciplinary action which has been overturned suspension and ordered demotion will be removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the employee‟s official personnel file after sixty (60) months, provided that the employee has received no similar type of discipline during that period. Section 7. Prior to a decision being made regarding the employeerelease of information or materials requested pursuant to a subpoena in connection with a criminal case or a public records request, the Department will make every reasonable effort to notify the employee or the employee‟s supervisor in a timely manner. A copy of However, nothing will prevent the request will be maintained in Department from complying with the official personnel fileapplicable laws.

Personnel Records. Section 1. Each Agency The Department shall maintain one (1) official personnel file for each employee, located at the primary Human Resources office administrative Personnel Office for the AgencyDepartment. For purposes of this ArticleAn employee may, “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/microfilmupon request, 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 contents of their 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 Department 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 the personnel filefiles after the grievance has been resolved except the resolution. Section 2. No information reflecting critically upon an employee except notices of discharge shall be placed in the employee’s official '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 official their personnel file provided the following disclaimer is attached: “"Employee’s 's signature confirms only that the supervisor has discussed and given a copy of the material to the employee. The employee’s signature , and does not indicate agreement or disagreement with the contents of this materialdisagreement.” " If an employee is not available within five (5) working days a reasonable period of time to sign the material or the employee refuses to sign the material, the Agency Department may place the material in the file, file provided a statement has been signed by two (2) management representatives and that a copy of the document was mailed certified to the employee at his/her their address of record or hand delivered record. A copy will also be mailed to the employeeUnion. Section 3. Employees shall be entitled to prepare and provide copies of any a written explanation(s) explanation or opinion(s) opinion regarding any critical material placed in his/her the employee's official personnel file or supervisory working file. The employee’s 's explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s 's official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her the employee's official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and credits or any other material which relates creditably reflects credibly on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s 's work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand Record of disciplinary actions shall be retained for a maximum of removed three (3) years. Such material will, at years after the employee’s request, be removed after twenty-four (24) monthsdate of the incident/infraction identified in the disciplinary action document, provided there no incident of a similar nature has been no recurrence of documented in the problem or a related problem in that intervening time. Earlier removal will be permitted when requested by an 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. Section 6. An employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removedmay, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by obtain a copy of any of the contents of the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official 's personnel file.

Personnel Records. Section 16.1 All personnel records in Xxxxxxx’s control are confidential to the extent provided by law. Each Agency The parties hereto recognize that effective management requires the maintenance of records regarding an Employee’s career development. These records may accompany an Employee through succeeding administrators. To ensure that the doctrine of fairness is applied with respect to these records, the following procedure will be adhered to: 6.1.1 Whenever any item is entered into an Employee’s personnel file, a copy of same shall maintain one (1) official personnel file for each employee, located be provided to the Employee. Failure to provide a copy to the Employee at the primary Human Resources office for time the Agencyitem becomes part of the Employee’s record renders such item VOID. 6.1.2 Any item that reflects unfavorably on the Employee and will be retained in a personnel record shall be initialed by the Employee. For purposes The Employee’s initials are not an admission of this Articleguilt but verification that they have seen it and it is an item that was put in a record. If the Employee refuses to initial the document, “Agency” management shall include health-related licensing boards note such and institutions that maintain put the official personnel files for their employees. Where document in the personnel file. Failure to provide the item to the Employee for signature renders the item VOID. 6.1.3 In the case that an item reflects unfavorably upon an Employee, the Employee shall be allowed an opportunity to respond (up to 90 calendar days) to the content of the item, in writing, and the Employee’s response shall be included in the personnel record, and one copy shall be provided to the Local Union. Failure to permit an Employee response or to staple the response to the unfavorable item renders the item VOID. 6.1.4 Each Employee shall be allowed access to his/her personnel records are maintained on microfiche/microfilmfor review of its contents at reasonable times and upon reasonable notice. Employees shall be permitted to add explanations, exceptions or comments regarding any item in the record and may staple their insertion to the relevant document so long as no damage is done to the file content. 6.1.5 The Employer through the department head, shall take measures to assure that, within the bargaining unit, only legitimate supervisory and administrative personnel and Employees have access to the Employee’s personnel record, and that no information verbally or in writing be released from the Employee’s personnel record unless written permission by the Employee has been given, by court order, or through Public Disclosure whereupon the Employee shall be notified of the request and the requestor. 6.1.6 All discipline letters and complaints shall remain as part of the personnel file will include both microfiche/microfilm and any material expire after two (2) years from the date of the letter or action, unless they remain active due to an ongoing progressive disciplinary action. Expired records shall be so noted including the date of expiration. Expired records may 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 canshall not be made available due used as a condition precedent 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 fileany future disciplinary action. Section 2. No information reflecting critically upon 6.2 When 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 Employee has authorized another agency 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 obtain a copy of the material Employee’s personnel file as part of an employment opportunity, Jeffcom will, prior 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 providing a copy of the document was mailed certified to the employee at his/her address of record file, remove disciplinary notices that are VOID or hand delivered to the employeeexpired as defined in section 6.1. 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency ‌ 10.01 Every employee shall maintain one (1) official be allowed to review his/her personnel file for each employee, located at by submitting a written request to the primary Human Resources office for the AgencyDepartment and provided an operational hardship does not occur. For purposes A review 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 be scheduled within a reasonable time period (generally forty-eight [48] hours or less) following the request. If any material not yet copied. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, is involved in a grievance in which matters in his/her official Agency personnel file may be material, a Union officer or supervisory working file; provided that, if other Union representative will also be granted access to the official employee's 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 with 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 authorization of the employee. The employee shall be required to sign . 10.02 A copy of any material to be placed in his/her official an employee's personnel file that might lead to disciplinary action or negatively affect an employee's job security or advancement shall be 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 If material is placed in an employee’s signature does not indicate agreement or disagreement with the contents of 's personnel file without following this material.” If an employee is not available within five (5) working days or refuses to sign the materialprocedure, the Agency employee may place the material in the filesubmit a written rebuttal, 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 supervisory working file. The employee’s explanation or opinion which shall be attached to the critical material document and shall be included as part does not adversely affect the employee for discipline purposes. For the duration of the this agreement, if an employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in upon examining his/her official personnel file, has reason to believe that there are inaccuracies in those documents, the employee may write a memorandum to the Employer explaining the alleged inaccuracy. If, upon investigation, the Employer sustains the employee's allegation, the Employer shall remove the inaccurate material from the personnel file or correct the inaccuracy. If the Employer does not sustain the employee's allegation, the employee may file written rebuttal, which shall be attached to the document. 10.03 Employees shall be provided with a copy of their position description for the position in which the employee is presently serving, upon request of the employee to the Personnel Department, within a reasonable amount period of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s worktime. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency 15:1 Personnel files on each employee will be maintained in the Human Resources Office. 15:2 The Board agrees that it will maintain only one personnel file. 15:3 An employee shall maintain one (1) official have the right to review the District's personnel file for each pertaining to the employee, located in accordance with Delaware Code, Title 19, Chapter 7, Subchapter IV, subsection 732. An employer shall, at a reasonable time, upon request of an employee, permit that employee to inspect that employee’s own personnel files used to determine that employee’s own qualifications for employment, promotion, additional compensation, termination or disciplinary action. The employer shall make these records available during the primary Human Resources regular business hours of the office where these records are usually and ordinarily maintained, when sufficient time is available during the course of a regular business day to inspect the personnel files in question. The employer may require the requesting employee to inspect such records on the free time of the employee. At the employer’s discretion, the employee may be required to file a written form to request access to the personnel file. This form is solely for the Agencypurpose of identifying the requesting individual to avoid disclosure to ineligible individuals. For purposes To assist the employer in providing the correct records to meet the employee’s need, the employee shall indicate in the written request either the purpose for which the inspection is requested or the particular parts of this Article, “Agency” shall include health-related licensing boards and institutions that maintain the official employee’s personnel files for their employees. Where record which the personnel records are maintained on microfiche/microfilmemployee wishes to inspect. 15:4 An employee may have a representative of the Association present during such review; however, the personnel file will include both microfiche/microfilm shall not be taken from the office by the employee and any material not yet copied. Upon reasonable notice, an employee may inspect shall be examined in the records, excluding any confidential reports from previous employers, in presence of the personnel officer or 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 filedesignee. 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. 15:5 The employee shall be required affix her signature to sign all evaluative material to be placed in his/her official personnel file provided to indicate that he/she has seen the following disclaimer is attached: “Employee’s signature confirms only that the supervisor has discussed and given a copy of the material to the employeematerial. The employee’s signature does not indicate agreement or disagreement with the contents of this material.” If an Association shall be informed in writing if any 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. A meeting of the employee, the Association President or his/her designee, and the administrator shall be held at a mutually agreeable time. At this time the administrator shall once again request that the employee sign the material in question. If the employee refuses to sign, the Association President or his/her designee shall sign a statement typed on the material for this purpose. The statement shall read: "I have witnessed refusal to sign this material." Employee's Name Association President or Designee 15:6 Any document regarding an employee's performance which an employee either has not signed or been given the opportunity to sign shall not be placed in the employee's file or supervisory working file. shall not be utilized in any proceeding against him/her. 15:7 The employee’s explanation or opinion employee shall have the right to answer any material filed and the answer shall be attached to the critical material and file copy. 15:8 Employees may receive copies without charge of up to ten (10) individual pages of non-confidential documents filed in the personnel file. Once the employee has received ten (10) free copies he/she shall be included charged ten (10) cents per copy for each page of additional non-confidential material received except as part provided in other provisions of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialthis Agreement. Section 4. 15:9 An employee may include request in hiswriting to the Personnel Office that material he/her official she deems unfavorable contained in the personnel file a reasonable amount of relevant material be removed. If the request is approved such as letters of commendation, licenses, certificates, college course credits, documents and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a all directly related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, documents shall be removed. Incorrect material will The employee shall be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy advised in writing of the request will be maintained disposition of his/her request. 15:10 Anyone who reviews the District file on an employee other than employees of the Personnel Office and the Child Nutrition Services Office shall do so in a manner prescribed by administrative regulations. An individual authorized by such regulations to review the official personnel filefile shall indicate such action by affixing his/her name and date of such review.

Personnel Records. Section 1. A. Each Agency shall maintain one employee will, upon reasonable advance request to the Office of Human Resources, be provided access to examine any documents appearing in the employee's Official Personnel Folder (1) official personnel file for each employeeOPF), 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 copiedexcept insofar as such access is prohibited by law and/or applicable regulations. Upon reasonable noticerequest, an employee may inspect the records, excluding shall be provided a copy of any confidential reports from previous employers, document contained 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, Official Personnel Xxxxxx (OPF). Records of employees who are not located at the Agency’s discretion, either be allowed to go where the file is kept or the file FCC Headquarters will be brought made available to employees as an electronic or paper copy of the employee for review requested document(s) within five (5) days of workdays. An employee who is not located at the FCC Headquarters must submit a written request to Human Resources to access his/her requestOPF. With An employee must submit a written authorization/consent form to receive documents via email. B. An employee's personally designated representative must have a written authorization from the employee before the representative will be permitted to: 1. examine the employee’s written authorization, 's Official Personnel Xxxxxx; 2. receive a copy of documents contained in the employee's Official Personnel Xxxxxx; or 3. attend a discussion between the Employer and the employee concerning the employee's Official Personnel Xxxxxx. C. If an employee believes that incorrect material is contained in his/her Union Xxxxxxx Official Personnel Xxxxxx (OPF), he/she may inspect prepare a written statement of disagreement which will be attached to the employee’s official personnel file, and supervisory working file, consistent with document believed to be incorrect if the time requirements provided hereindocument is maintained on the left (temporary) side of the Official Personnel Folder. If the supervisory working file cannot be made available due to document is contained on the absence right side of a supervisorthe Official Personnel Xxxxxx, extensions the written statement of up to ten (10) days will be granted. No grievance material disagreement shall be kept in an employee’s official personnel filefiled on the left side of the OPF. Section 22 The Official Personnel Folders of unit employees will be maintained in accordance with applicable laws and regulations. A. An employee who is subject to an investigation conducted by the FCC pursuant to Section 19.735-107 of the FCC Rules and Regulations will be informed when the investigation is closed. No information reflecting critically upon an employee except notices of discharge shall be placed When law or appropriate regulation does not require recordation in the employee’s official personnel file Official Personnel Folder (administrative determination to close, groundless charges, minor indiscretion or informal reprimand), the employee may request that does not bear the signature of the employee. The employee shall such action be required to sign material to be confirmed in writing and placed in his/her official personnel file provided Official Personnel Folder. B. An employee who is interviewed by the following disclaimer is attached: “Employee’s signature confirms only that Employer in connection with an investigation conducted by the supervisor has discussed and given a copy FCC pursuant to Section 19.735-107 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 materialFCC Rules and Regulations will, 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part upon request of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating informed as to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluationwhether he/she is under investigation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency shall maintain one (1) official personnel file for each employeeAn employee may, located at the primary Human Resources office for the Agency. For purposes of this Articleupon request, “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 contents of 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 the personnel filefiles after the grievance has been resolved except the resolution. Section 2. No information reflecting critically upon an employee except notices of discharge shall be placed in the employee’s official 's personnel file files that does not bear the signature of the employee. The employee shall be required to sign such material to be placed in his/her official personnel file provided the following disclaimer is attached: “"Employee’s 's signature confirms only that the supervisor has discussed and given a copy of the material to the employee. The employee’s signature , and does not indicate agreement or disagreement with the contents of this materialdisagreement.” " If an employee is not available within five (5) working days a reasonable period of time to sign the material or the employee refuses to sign the material, the Agency may place the material in the file, files provided a statement has been signed by two (2) management representatives and that a copy of the document was mailed certified to the employee at his/her address of record or hand delivered record. A copy will also be mailed to the employeeUnion. Section 3. Employees If the employee believes that any of the above material is incorrect or a misrepresentation of facts, the employee 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 supervisory working file. The employee’s writing an explanation or opinion shall be attached to regarding the critical material and prepared material. This shall be included as part of the employee’s official personnel record or supervisory working file so long as until the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialmaterial is removed. Section 4. An employee may include in his/her official the personnel file a reasonable amount files copies of any relevant material the employee wishes, such as letters of commendationfavorable comment, licenses, certificates, college course credits, and credits or any other material which relates creditably reflects credibly on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand Records of disciplinary action shall be retained for a maximum of three (3) years3)years. Such material will, at At the employee’s 's request, specifically identified materials reflecting caution, warning, admonishment, and disciplinary action will be removed two (2) years after twenty-four (24) months, the effective date of the action provided there no incident of a similar nature has been no recurrence of documented in the problem or a related problem in that intervening time. Earlier This early removal will be permitted when requested by an provision does not apply to letters of expectation or performance evaluations. 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. Section 6. An employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removedmay, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make obtain a good faith effort to return material removed from the official personnel file to the employee. A copy of any of the request will be maintained in the official contents of his/her personnel file.

Personnel Records. Section 1. Each Agency shall maintain one (1) 6.01 All official personnel records will be filed in the Superintendent's office or Treasurer's office on a current basis. These personnel records may include: A. Application for employment, including references; B. Copy of latest contract properly signed; C. Copy of latest salary notice; D. Ohio teaching certificate(s); E. Personnel record card; F. Evaluations; G. Transcript(s) of college credits showing the official record of the degree(s) granted or graduate courses taken after receipt of initial degree, original or certified copy; H. Record of military service; I. Record of tuberculosis test or x-ray; J. Recommendations/reprimands; K. Written warnings and records regarding disciplinary suspensions; L. Other documents properly placed in such file for each employeeutilizing the procedure set forth in this Contract; and M. Bureau of Criminal Investigation (Background checks). 6.02 Each employee will have access to the contents of his/her own personnel file. This file may be opened only in the presence of the Superintendent or his/her designee. A representative of the Association may, located at the primary Human Resources office for employee's request, accompany the Agency. For purposes of this Article, “Agency” employee in such a review. 6.03 The Superintendent 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, notify an employee if the personnel file of such employee is inspected by anyone other than a representative of the Superintendent or a Board member. Such notice shall be given within two (2) days of such inspection. 6.03.01 Upon the written request of the employee, reprimand letters will include both microfiche/microfilm and any material be removed after three (3) years if there has not yet copied. Upon reasonable notice, an been a reoccurrence of the same or related conduct. 6.04 An employee may inspect will be notified of the records, excluding any confidential reports from previous employers, placement 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 of any material and will be brought provided both the opportunity 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, read 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 have 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 such material placed in his/her official personnel file. An employee must acknowledge that he/she has read the material by affixing his/her signature to the material which is placed in the file. This signature will not indicate agreement with the content of the material, but indicates only that the material has been inspected by the employee. An employee shall have the opportunity to reply to any material placed in his/her personnel file or supervisory working file. The employee’s explanation or opinion shall in a written statement to be attached to the critical copy in the personnel file. Such replies must be filed within three (3) days of the day the employee was afforded the opportunity to read the material and placed in the employee's personnel file. 6.05 Each employee will be informed of any complaint(s) which is directed toward him/her which will become a "matter of record". A "matter of record" shall be included defined as part a signed written complaint, letter, or any document containing negative remarks concerning the employee, which the Administration desires to place in the employee's personnel file. No documents regarding any formal or informal complaint made against an employee shall be placed in the personnel file of such employee unless an administrator shall have first notified the employee of the complaint and of the identity of the individual(s) making the complaint, investigated the complaint, which investigation must include a conference with the employee, and determined that a record of such matter needs to be filed. The provisions of paragraph 6.04 above shall be applicable to the placing of such material in the personnel file of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. 6.06 An employee may include shall be entitled to a copy at his/her cost of any material in his/her official personnel file a reasonable amount of relevant except the material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant originally supplied to the employee’s workAdministration as confidential prior to employment. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall 6.07 Anonymous materials will not be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem placed in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official 's personnel file.

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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency employee shall maintain have the right to review the contents of their own personnel file and/or the contents of the sealed confidential file, set forth in Section 4 of this Article. At their option, they may request to be accompanied by a Union representative of their choosing. There shall only be 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 one (1) 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. Access to an employee's personnel file shall be limited to only the individual employee involved or their designated representatives as authorized in writing, such supervisors and administrators of the Employer who are assigned to review or place materials therein, and Section 3. No information reflecting critically upon an employee except notices of discharge material, which in any form can be construed, interpreted or acknowledged to be derogatory towards the employee, shall be placed in the employee’s official 's personnel file record that does not bear either the signature of the employee indicating that they have been shown the material, or a statement by the employee's supervisor that the employee has been shown the material and has refused to sign it. The employee A copy of such material shall be required furnished to sign material the employee upon request. An employee's personnel records shall be available for inspection upon request. (a) Letters of caution, consultation, warning, admonishment, and reprimand shall remain in the employee’s personnel file for a maximum of thirty six (36) months, if no recurrence of a similar infraction occurs. If after that time period there has been no recurrence of a similar infraction, and provided the person is still employed by the Employer, the information shall be removed and sealed in a confidential file, separate from the personnel file, to be placed kept by the Human Resources Manager. (b) Last Chance Agreements shall remain in his/her official an employee’s personnel file provided the following disclaimer is attached: “Employee’s signature confirms only that the supervisor has discussed and given for a copy maximum 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 years. After 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licensesyear period the employee may request the Executive Director to remove the Last Chance Agreement from their personnel file and have it sealed in a confidential file, certificatesseparate from their personnel file. If the Executive Director does not agree with removal of the Last Chance Agreement, the employee may make an additional request to have it removed after a four (4) year period and filed in a confidential file, separate from their personnel file. After five (5) years, if there has been no recurrence of a similar infraction, and provided the person is still employed by the Employer, the information shall be removed and sealed in a confidential file, separate from the personnel file, to be kept by the Human Resources Manager. The Executive Director is the sole judge in the evaluation of the removal of a Last Chance Agreement prior to the five (5) year period and will not be arbitrary, capricious, or college credit discriminatory in making this determination. (c) The sealed confidential information may shall be retained so long as they remain valid and relevant to released only in the event of legal or liability reasons, or at an employee’s worksupervisor’s request. The employee, if still employed by the Employer, shall be notified that the sealed confidential file has or will be opened, and by whom. Section 5. (d) Material reflecting relating to letters of caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at removed from the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence personnel file if the employee grieves the action and the grievance is resolved in favor of the problem or a related problem employee. Should the grievance be resolved in that time. Earlier removal will be permitted when requested by an employee and if approved by favor of the Appointing Authority. Material relating to disciplinary action recommendedEmployer, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, material shall be removed. Incorrect material will be removed, upon request, from an remain in the employee’s personnel filefile for the time period set forth in Section 4(a) of this Article. (See The employee may prepare a written statement that will be included in the file regarding their views on the matter. Section 5. Material placed in the personnel record of an employee without conforming with the provisions of this Article 85--Position Descriptions will not be used by the Employer in any disciplinary proceeding involving the employee. No portion of an employee's file shall be transmitted without the explicit consent and Performance Evaluationrequest of the employee other than those authorized within the Agency or by order of a competent court.) Section 6. Upon written request by All letters and material of commendations shall become a permanent part of the employee, the Agency will make a good faith effort to return material removed from the official 's personnel file and the employee shall be furnished a copy of all such material which is sent directly to the employee. A copy of Employer at the request will be maintained time it is placed in the official personnel file.

Personnel Records. Section 16.3.1 The official file shall be maintained in the Human Resources office for each Employee (or former Employee) per the State retention schedule after termination of employment and shall contain the following items: Original Employee application, acceptance of salary placement, an official transcript of academic records, recommendations, correspondence, pertinent data concerning the Employee, and all evaluation reports. Each Agency No documents shall maintain be added to the former Employee’s personnel file after termination other than routine documents pertaining to Employee’s termination. 6.3.2 Building files will be prepared and maintained only by the Building Principal or appropriate Supervisor under whom the individual is currently assigned. These files are considered confidential and are only open to the Employee, Principal, Assistant Principal or Supervisor. Such building files will be maintained according to the following guidelines: 6.3.2.1 Materials which might form the basis for disciplinary action, reprimand, warning or other adverse effect must be either discarded or placed in the official personnel file within one (1) official personnel year of the date on which the incident occurred. 6.3.2.2 Any written complaint against an Employee by a parent, student, or other person shall be called to the attention of the Employee in a timely manner and prior to being placed in the working file. Any written complaints must be signed and dated by the author of the complaint or the recipient of the complaint. 6.3.3 A separate file for each employeeprocessed grievances shall be kept apart from the Employee’s personnel file. No reports on grievances shall be added to the Employee’s personnel file. 6.3.4 Upon reasonable request, located the Employee may inspect their official and/or building personnel file. Such inspection shall take place: 6.3.4.1 In the case of the building file, in the presence of the Principal, Assistant Principal or Supervisor. 6.3.4.2 In the case of the official file, in the presence of the Assistant Superintendent of Human Resources or designee in the District Human Resources Office. 6.3.4.3 In either case, the Employee may elect to have another person accompany them. 6.3.5 Upon request, a copy of the individual documents contained in either the official and/or building personnel files shall be afforded the Employee at the primary Human Resources office District’s expense. Requests for multiple copies or requests for complete copies of the Agencyentire file shall be paid for by the Employee. For purposes The Employee has the right to attach information in explanation of materials already in the files. The Employee shall be notified as new documents (other than routine matters or documents that the Employee demonstrably should have seen) are added to the Employee’s official file. The Employee may initial and date all documents added to their file. 6.3.6 In the case of an upcoming hearing or other formal action, the Employee is entitled to review this Articlefile and, “Agency” shall include health-related licensing boards and institutions upon request, receive a signed inventory sheet of their official file. 6.3.7 An incident that maintain may form the basis for any written reprimand, warning, disciplinary action, or adverse effects can be documented in the official personnel files for their employeesfile no later than one (1) year after the incident, which shall be documented within one (1) year from the date the District knew of its occurrence or demonstrably should have known. Where the personnel records are maintained on microfiche/microfilm, the personnel file will include both microfiche/microfilm and any Any such material not yet copied. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, placed 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 referred 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of subsequent disciplinary action occurring after three (3) years except that licensesof the date this material is placed in the file. Such material shall, certificatesupon request, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for withdrawn from their file after a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) monthsyear period, provided there has been no recurrence it is not part of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluationformalized continuing action.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

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” ―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―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.” 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency shall maintain one (1) official personnel file for each employee, located at the primary Human Resources office administrative Personnel Office for the Agency. For purposes of this Article, “Agency” 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 . 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, may however be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position - Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency The Executive Director or designee shall maintain one (1) official a current personnel file for on 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 fileworker. Section 2. No information The contents of a worker’s personnel file, including but not limited to the worker’s salary step, are confidential and shall be open to inspection only by the worker or the worker’s designated representative. Section 3. A worker shall receive a copy of any material reflecting critically upon an employee except notices of discharge the worker. No such material shall be placed in the employee’s official personnel file that does not bear the signature of the employeeemployee or confirmation of receipt of the material via email. The employee shall be required to sign sign, or confirm receipt of the material via email, material to be placed in his/her official the worker’s 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 or email confirmation of receipt 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 Employer may place the material in the file, provided a statement has been signed by two (2) management representatives and file after a copy of the document was mailed certified is sent to the employee at his/her address of record or hand delivered worker and copied to the employee. Section 3Union Xxxxxxx and President via email, with a notice that the employee was unavailable or refused signature. Employees shall be entitled to prepare and provide copies of any written explanation(s) If the worker believes that there is material which is incorrect or opinion(s) regarding any critical material placed in his/her official personnel derogatory, the worker may file or supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and a rebuttal which shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where worker’s personnel file and/or pursue the personnel records are maintained on microfiche/microfilm, issue through the explanation or opinion will be placed next to or in closest possible proximity to the critical materialestablished grievance procedure. Section 4. An employee A worker may include in his/her the worker’s official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, credits and other material which relates reflect creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s workworker. Section 5. Material reflecting caution, consultation, warning, admonishment, Letters of reprimand and reprimand other disciplines shall be retained remain part of the personnel record for a maximum of three (3) years. Such However, such material will, at the employee’s request, shall be removed after twenty-four twenty‐four (24) monthsmonths when requested by the worker, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency shall maintain one (1) official personnel file for each employee, located at 15.1 With the primary Human Resources office for the Agency. For purposes exception of this Article, “Agency” shall include healthpre-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 noticeemployment references, an employee may inspect shall have the records, excluding any confidential reports from previous employers, in his/her official Agency personnel file or supervisory working file; provided that, if right to review 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 contents of his/her request. With personnel file and may receive copies of documents filed in the employee’s written authorization's personnel file. Once the employee has received one free copy of up to twenty-five individual pages, histhe employee shall be charged 25 cents per copy for each additional page. An employee shall be entitled to have a representative of the Association accompany him/her Union Xxxxxxx may inspect the during such review. 15.1.1 Anyone who accesses an employee’s official 's personnel file, shall sign and supervisory working file, consistent with date a form to be prepared by the time requirements provided hereinPersonnel Office. 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 This form shall be placed in the employee’s official 's personnel file. 15.1.2 Official personnel files on each employee will be maintained at the Personnel Services Office. 15.2 No material derogatory to an employee's conduct, service, character, or personality shall be placed in the personnel file unless the employee has had an opportunity to review such material. The review is verified by the employee's affixing his/her signature to the copy to be filed with the express understanding that does not bear it in no way indicates agreement with the signature contents thereof. If the employee refuses to sign, it shall be so noted on said material and witnessed thereto. Employees shall have the right to submit a written rebuttal to such material and have it attached to the file copy; the rebuttal shall be initialed by both parties. 15.3 After two years an employee may request removal of derogatory material from his/her personnel file. Such a request shall be filed in writing with the Superintendent/designee. The Superintendent/designee shall communicate his/her decision in writing within fifteen (15) days of the employeereceipt of the request. The employee shall be required It is understood that the parties may agree to sign material alternate time periods for such materials 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1‌ (a) An employee may request access to his/her Board Personnel File by making a written request to the Supervisory Officer. Each Agency The file may only be viewed at the Board office in the presence of the Supervisory Officer or designate. The only recognized non-medical Personnel File for an employee shall maintain one be maintained by the Supervisory Officer of the Board. (1b) official A disciplinary report may be removed from an employee’s file at the discretion of the Supervisory Officer. (c) All documents of a disciplinary nature to be placed in an employee’s personnel file for each employee, located at the primary Human Resources office shall have a space for the Agencyemployee’s signature. For purposes The signature shall be deemed to be an acknowledgement of this Articlereceipt only. Employees will be provided copies of such documents, “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 noticewhen issued. (d) After (3) years since date of issue, 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 request that 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 disciplinary report contained 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in removed from the file. Where Such requests shall not be unreasonably denied provided that there is no other disciplinary action during that period of time. In the personnel records are maintained on microfiche/microfilmevent that a request to remove disciplinary material is denied, the explanation or opinion will be placed next to or in closest possible proximity to Union may appeal the critical materialdecision by filing a grievance. Section 4(e) Notwithstanding the above, documents for which there is a statutory requirement for retention shall not be removed. An Performance appraisals and supporting documentation are not disciplinary and are not subject to removal. (f) Where an employee authorizes in writing that the Union may include have access to her/his personnel file, the Board shall provide such access, at the Board office in his/her official personnel file the presence of the Supervisory Officer or designate, as well as copies of materials contained therein, if also authorized and requested. LETTER OF UNDERSTANDING‌ THE PARTIES HERETO AGREE AS FOLLOWS: 1. The parties agree to strike a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employeecommittee to discuss performance appraisals; 2. This material The committee shall be retained for a minimum made up of up to three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid representatives of the Board and relevant up to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence representatives of the problem or a related problem in that timeUnion; 3. Earlier removal will be permitted when requested by an employee and if approved by the Appointing AuthorityThe committee shall meet no later than June 1, 2016; 4. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, The committee’s discussions shall be removedwithout prejudice; and 5. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file No modifications to the employee. A copy collective agreement shall be implemented without the mutual consent of the request will be maintained in the official personnel fileparties.

Personnel Records. Section 1. Each Agency Within a reasonable time of request, not to exceed three business days, an Employee may inspect his or her personnel file, provided such requests have not been made with unreasonable frequency. The following requirements govern such requests: (a) The Employee shall maintain one (1) official inspect the personnel file for each employeeat a time mutually agreeable to the Employee and the Employer. With prior notification to the Employer, located at the primary Human Resources office for Employee may have a representative present during such inspection. The Employee may designate, by presentation of a signed, written authorization, a representative to inspect the Agency. For purposes Employee’s personnel file in his or her place, subject to the other provisions of this Article, “Agency” shall include health-related licensing boards and institutions that maintain . (b) If the official personnel files for their employees. Where Employee objects to any item in 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 he or she may provide written clarification, statement of rebuttal, or explanatory response for inclusion in the 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 anonymous 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 personnel file. (c) Employees may request copies of items in their personnel file subject to a reasonable copying charge imposed in the discretion of the Employer. 2. Employees shall receive a copy of any warnings, reprimands, orders of discipline, commendations, or performance evaluations placed in their personnel files after the effective date of this Agreement. 3. In the event any person or organization other than an official, employee, or agent of Butler County, the Union, or a state or federal agency, has requested to inspect or receive a copy of a current Employee’s official personnel file or other records relating to that Employee’s performance, the Employer shall notify the Employee of the request if practicable prior to complying with it by calling the Employee on the Employee’s work telephone number and any other number provided by the Employee. The Employer’s obligation to notify the Employee under this Section is satisfied by attempting to reach the Employee and leaving a message, if possible. The Employee may request to inspect his or her personnel file no later than 24 hours after the notification in order to object to the release of any item that the Employee does not believe is a public record under Ohio law. It is not a basis to extend this period for the Employee to inspect the file that the Employee is on leave or unavailable, although the Employee may designate a Union representative to inspect the file and make objections in his or her stead within this period. The Employer will redact items in the personnel file that are not public records under Ohio law prior to releasing the records. The parties understand that the notification and inspection provisions of this Section may not inhibit the timely release of public records pursuant to a lawful request. This provision for notification and opportunity for inspection does not bear the signature of the employeeapply to any former Employee. 4. 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 Employee or the Union believes that any information contained 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 supervisory working fileother personnel records is not a public record or otherwise may not be disclosed pursuant to federal or state law, then the Employee or Union shall notify the Employer, in writing, of the objection. To the extent possible within the constraints of Ohio public records law, the Employer shall determine the validity of the objections prior to releasing the information. The employee’s explanation determination of whether or opinion shall be attached not items are public records is a matter of Ohio law, and is not subject to the critical material grievance and shall arbitration procedure. Further, it is not the intent of this provision that the release of public records be included as part of the employee’s official personnel record delayed or supervisory working file so long as the critical materials remain encumbered in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialany way. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency shall maintain one (1) official personnel file for each employee, located at the primary The Chief Human Resources office Office human resource information system is the system of record for all employee records and official employee Personnel File electronic and paper documents for which there are appropriate document categories in the Agencysystem. For purposes The department, or agency under agreement to provide human resource services, stores paper documents 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 employee Personnel File and paper documents that are maintained on microfiche/microfilm, the personnel file will include both microfiche/microfilm and any material not yet copiedable to be kept in the human resource information system. Upon reasonable noticeThe department, an employee may inspect the recordsor agency under agreement to provide human resource services, excluding any confidential reports from previous employers, in his/her official Agency personnel file or supervisory working file; provided that, if also stores paper documents of the official personnel file employee Personnel File that predate January 1, 2019. Section 2. An employee may, upon request, inspect and obtain a copy of digital or supervisory working file is paper documents of their official employee Personnel File, paper documents that are not yet able to be kept at a separate facilityin the human resource information system and paper documents of the official employee Personnel File that predate January 1, 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 granted2019. No grievance material shall be kept in an employee’s official personnel filethe Personnel Files after the grievance has been resolved except the resolution. Section 23. No information reflecting critically upon an employee except notices of discharge shall be placed in the employee’s official personnel file '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 official personnel file the employee's Personnel File provided the following disclaimer is attached: “"Employee’s 's signature confirms only that the supervisor has discussed and given a copy of the material to the employee. The employee’s signature , and does not indicate agreement or disagreement with disagreement." Section 4. If the contents employee believes that any of this material.” If an employee the above material is not available within five (5) working days incorrect or refuses to sign the materiala misrepresentation of facts, 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 supervisory working file. The employee’s writing an explanation or opinion regarding the prepared material. This shall be attached to the critical disputed material and shall be included as part of the employee’s official personnel record or supervisory working file so long as until the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialmaterial is removed. Section 45. An employee may include in his/her official personnel file a reasonable amount the Personnel File copies of any relevant material the employee wishes, such as letters of commendationfavorable comment, licenses, certificates, college course credits, and credits or any other material which relates creditably reflects credibly on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to The employee’s supervisor/manager will ensure the documents are submitted into the employee’s workofficial Personnel File in the human resource information system. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by At the employee's request, record of disciplinary actions shall be removed two (2) years after the Agency effective date of the action provided no incident of a similar nature has been documented in the intervening time. The employee will make a good faith effort to return material removed be sent the requested document within five (5) work days from the official personnel file to the employeereceipt of request. A copy Any period of the request will be maintained in the official personnel file.leave of absence without pay that is more than fifteen

Personnel Records. Section 1. Each Agency 1 The Fire-Rescue Department shall maintain one (1) an official personnel file for each permanent employee. Such file shall be centrally maintained in an appropriate unit within the Fire-Rescue Department. Section 2 The only personnel records that may be used as a basis for official action are those which appear as unpurged in the employee’s official Fire-Rescue Department file. Section 3 The Fire-Rescue Department’s official personnel file shall be purged as provided in this Section. Upon completion of an employee’s performance evaluation and upon request of the employee, located at any counseling forms received during that period shall be considered purged from the primary Human Resources office file when it has Attachment 1, respectively, affixed to it. Upon request of the employee, letters of reprimand will be considered purged when it has Attachment 2, respectively affixed to it, and provided the employee has had no disciplinary action or letters of reprimand during the two (2) years immediately preceding the request. Further, any disciplinary actions in an employee’s file which are later rescinded in the manner provided for in this Agreement shall be considered purged when such documentation is affixed to said disciplinary action. Section 4 For the Agency. For purposes of this Article, “Agency” investigative, internal affairs files, or both shall include health-related licensing boards and institutions that maintain not be construed as personnel records. Section 5 Each employee shall be permitted to review materials in the employee’s official personnel files for their employees. Where file at reasonable times during normal office hours by making an appointment with any member of the personnel records are maintained on microfiche/microfilm, the personnel file will include both microfiche/microfilm and section. Section 6 Employees shall be permitted to submit a written rebuttal to 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 disciplinary action within five (5) calendar days after receipt of his/her requestsuch action. 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 Said rebuttal 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 included 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 7 This Article shall be entitled to prepare and provide copies construed in accordance with the requirements of any written explanation(s) or opinion(s) regarding any critical material placed in his/her official personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilmChapter 119, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialFlorida Statutes. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. Section 1. Each Agency shall 14:1 Personnel files on each employee will be maintained in a central location and employees will be notified of that location. 14:2 The Board agrees that it will maintain only one (1) official personnel file for each employee. 14:3 An employee will have the right to review the District's personnel file pertaining to the employee, located with the exception of confidential materials, at a time mutually agreeable to the primary Human Resources office for the Agency. For purposes of this Article, “Agency” shall include health-related licensing boards employee and institutions that maintain the official personnel files for their employees. Where the personnel officer/designee. In any event, such review will take place within five (5) working days, provided there are not an inordinate number of requests. Confidential materials will be defined as references, interview records are maintained on microfiche/microfilmand similar materials gathered in connection with the employee's application for a position in the District. 14:4 An employee may have a representative of the Association present during such review; however, the personnel file will include both microfiche/microfilm and any material not yet copied. Upon reasonable notice, an employee may inspect be taken from 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, office by the employee shall, at the Agency’s discretion, either be allowed to go where the file is kept or the file and will be brought to examined in the employee for review within five (5) days presence of histhe personnel officer/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 filedesignee. 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. 14:5 The employee shall be required will affix her/his signature to sign all evaluative material to be placed in his/her official personnel file provided to indicate that he/she has seen the following disclaimer is attached: “Employee’s signature confirms only material. The Association will be informed in writing if any employee refuses to sign material placed in her/his file. A meeting of with the employee, the Association President/designee and the administrator will be held at a mutually agreeable time. At this time, the administrator will once again request that the supervisor has discussed and given a copy of employee sign the material in question. If the employee refuses to sign, the employeeAssociation President/designee will sign a statement typed on the material for this purpose. The employeestatement will read: "I have witnessed ’s signature does not indicate agreement or disagreement with the contents of refusal to sign this material.” If " Employee's Name Association President or Designee Date 14:6 Any document regarding an employee's performance which an employee is either has not available within five (5) working days signed or refuses been given the opportunity to sign the material, the Agency may place the material will not be placed 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 hisemployee's file or will not be utilized in any proceeding against her/her address of record or hand delivered to the employeehis him/her. Section 3. Employees shall be entitled 14:7 The employee will have the right to prepare answer any material filed, and provide copies of any written explanation(s) or opinion(s) regarding any critical material placed in his/her official personnel file or supervisory working file. The employee’s explanation or opinion shall the answer will be attached to the critical material and shall be included as part file copy. 14:8 Employees may receive copies without charge of the employee’s official personnel record or supervisory working file so long as the critical materials remain up to ten individual pages of non- confidential documents filed in the filepersonnel files. Where Once the personnel records are maintained on microficheemployee has received ten (10) free copies, she/microfilm, the explanation or opinion he will be placed next to or in closest possible proximity to the critical materialcharged ten (. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

Personnel Records. ‌ Section 1. Each Agency shall maintain one (1) official personnel file for each employee, located at the primary The Chief Human Resources office Office human resource information system is the system of record for all employee records and official employee Personnel File electronic and paper documents for which there are appropriate document categories in the Agencysystem. For purposes The department, or agency under agreement to provide human resource services, stores paper documents 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 employee Personnel File and paper documents that are maintained on microfiche/microfilm, the personnel file will include both microfiche/microfilm and any material not yet copiedable to be kept in the human resource information system. Upon reasonable noticeThe department, an employee may inspect the recordsor agency under agreement to provide human resource services, excluding any confidential reports from previous employers, in his/her official Agency personnel file or supervisory working file; provided that, if also stores paper documents of the official personnel file employee Personnel File that predate January 1, 2019. Section 2. An employee may, upon request, inspect and obtain a copy of digital or supervisory working file is paper documents of their official employee Personnel File, paper documents that are not yet able to be kept at a separate facilityin the human resource information system and paper documents of the official employee Personnel File that predate January 1, 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 granted2019. No grievance material shall be kept in an employee’s official personnel filethe Personnel Files after the grievance has been resolved except the resolution. Section 23. No information reflecting critically upon an employee except notices of discharge shall be placed in the employee’s official personnel file '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 official personnel file the employee's Personnel File provided the following disclaimer is attached: “"Employee’s 's signature confirms only that the supervisor has discussed and given a copy of the material to the employee. The employee’s signature , and does not indicate agreement or disagreement with the contents of this materialdisagreement.” " If an employee is not available within five (5) working days a reasonable period of time to sign the material or the employee refuses to sign the material, the Agency Department may place the material in the file, file provided a statement has been signed by two (2) management representatives and that a copy of the document was mailed certified to the employee at his/her the employee's address of record or hand delivered record. A copy will also be mailed to the employeeUnion. Section 34. Employees If the employee believes that any of the above material is incorrect or a misrepresentation of facts, the employee 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 supervisory working file. The employee’s writing an explanation or opinion regarding the prepared material. This shall be attached to the critical disputed material and shall be included as part of the employee’s official personnel record or supervisory working file so long as until the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialmaterial is removed. Section 45. An employee may include in his/her official personnel file a reasonable amount the Personnel File copies of any relevant material the employee wishes, such as letters of commendationfavorable comment, licenses, certificates, college course credits, and credits or any other material which relates creditably reflects credibly on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to The employee’s supervisor/manager will ensure the documents are submitted into the employee’s workofficial Personnel File in the human resource information system. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by At the employee's request, record of disciplinary actions shall be removed two (2) years after the Agency effective date of the action provided no incident of a similar nature has been documented in the intervening time. The employee will make a good faith effort to return material removed be sent the requested document within five (5) work days from the official personnel file to receipt of request. Any period of leave of absence without pay that is more than fifteen (15) days shall extend the employee. A copy retention period for that duration of the request will be maintained in the official personnel fileleave.

Personnel Records. Section 1. Each Agency shall maintain one The Chief Human Resources Office (1CHRO) human resource information system is the system of record for all employee records and official employee personnel file documents for each employeewhich there are appropriate document categories in the system. The Department, located at the primary Human Resources office for the Agency. For purposes or Agency under agreement to provide human resource services, stores paper documents 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 employee personnel file will include both microfiche/microfilm and any material paper documents that are not yet copiedable to be kept in the human resource information system. The Department, or Agency under agreement to provide human resource services, also stores paper documents of the official employee personnel file that predate January 1, 2019. Upon reasonable notice, an employee may inspect the records, excluding any confidential reports from previous employers, in his/her their official Agency employee personnel file file(s) or supervisory working file; provided that, if the official personnel file file, including paper documents as described above, 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 their request. With the employee’s written authorization, his/her their Union Xxxxxxx may inspect the employee’s official personnel file, and supervisory working file, consistent with the time requirements provided herein. If the BLACKLINE AS OF 01/04/2024 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 their 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 their 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 their official personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her their official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material willshall, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal Removal prior to twenty-four (24) months will be permitted when requested by an employee and if approved by the Appointing Authority. Material removed from an employee’s official personnel file may not be referenced in future disciplinary actions, performance evaluations, or other related correspondence from the employer Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file. Section 7. When DAS or an Agency receives a subpoena or request for an employee’s personnel records, except for an inquiry as result of a criminal law complaint or request for verification of employment and salary, DAS or the Agency shall provide notification to the employee of the subpoena or request, who has made it, and the reason for the subpoena or request if known. Section 8. When DAS receives a statewide records request for employee-related public information releasable per statute, DAS shall provide notification to Agencies that such request has been made. Individual employees may work with their Agency to receive notification of said request(s).

Personnel Records. Section 1. Each Agency shall 16:1 Employees' personnel files will be maintained at the Human Resources Office. 16:1.1 The Board agrees that it will maintain only one (1) official personnel file for each employee, located at . 16:2 An employee will have 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 right to review his/her official Agency personnel file or supervisory working file; provided that, if with the official personnel file or supervisory working file is kept exception of confidential materials, 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 time mutually agreeable to the employee for and the personnel officer or designee. In any event, such review will take place within five (5) days working days, provided there is not an inordinate number of his/her requestrequests. With Confidential materials will be defined as college placement papers, references, interview records, and similar materials gathered in connection with the employee’s written authorization's application for a position in the District. 16:3 An employee may have a representative of the Association present during such review; however, 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 canPersonnel File will not be made available due to taken from the absence office by the employee and will be examined in the presence of a supervisor, extensions the personnel officer or designee. 16:4 Employees may receive copies without charge of up to ten (10) days individual pages of non- confidential documents filed in the Personnel File. Once the employee has received ten (10) free copies, the employee will be grantedcharged ten (10) cents per copy for each page of additional non- confidential material received except as provided in other provisions of this Agreement. 16:5 Employees will receive at no cost a copy of all evaluative material to be placed in their personnel file after the effective date of this Agreement. No grievance Employees will also receive upon written request copies of all other non-confidential material shall be kept in an employee’s official personnel this file. Section 216:6 The employee will affix his/her signature to all evaluative material to be placed in the file to indicate that the employee has seen the material. No information reflecting critically upon The Association will be informed in writing if any employee refuses to sign material placed in the file. A meeting of the employee, the Association President or designee and the administrator will be held at a mutually agreeable time. At this time, the administrator will once again request that the employee sign the material in question. If the employee refuses to sign, the Association President or designee will sign a statement typed on the material for this purpose. The statement will read: "I have witnessed refusal to sign this material." Association President or Designee Date 16:7 Any document relating to an employee's performance which an employee except notices of discharge shall has not signed or been given the opportunity to sign will not be placed in the employee’s official personnel 's file that does and will not bear the signature of the employee. The employee shall be required to sign material to be placed utilized 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 any proceeding against the employee. Section 3. Employees shall be entitled 16:8 The employee will have the right to prepare answer any material filed, and provide copies of any written explanation(s) or opinion(s) regarding any critical material placed in his/her official personnel file or supervisory working file. The employee’s explanation or opinion shall the answer will be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical materialcopy. Section 4. 16:9 An employee may include request in writing to the personnel officer that material deemed unfavorable contained in the personnel file be removed. If the request is approved, such documents and all directly-related documents will be removed. The employee will be advised in writing of the disposition of the request. 16:10 Anyone who reviews an employee's file, other than employees of the Human Resources Office, will do so in a manner prescribed by administrative regulation. An individual authorized by such regulations to review the file will indicate such action by affixing his/her official personnel file a reasonable amount name and the date of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s workreview. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

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 1 Official Personnel Folders will be brought to the employee for review within five (5) days of his/her requestmaintained in accordance with applicable laws, regulations and this agreement. 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 Only 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 authorized by law 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 supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request regulation will be maintained in the Official Personnel Folder. A. Each employee or his personal representative designated in writing, will, upon request, be provided a copy of any document contained in his Employee Performance File (EPF)/Official Personnel Performance File (OPF)/Employee Relations (ER) record. B. The photocopy of documents made available under Subsection 2A may be charged for in accordance with Title 5, Code of Federal Regulations. Section 297.206 in cases where the EPF/OPF/ER records are voluminous. Section 3 There will be no unauthorized access to employee EPF/OPF/ER records, files, and/or documents. Section 4 Requests for access to Official Personnel Folders shall be made in writing to the servicing personnel office. The review of the Official Personnel Folder will normally take place at the requesting employee's servicing personnel office. Where this is not feasible, it will take place at a site mutually agreed upon by the employee and/or Union representative and the Employer. A. Records, notes or diaries maintained by a supervisor with regard to their work unit or employees are merely extensions of the supervisor’s memory, and may be retained or discarded at the supervisor's discretion. B. Records, notes or diaries shall not be used as the basis to support any disciplinary or adverse action against an employee unless the employee has been shown and provided a copy when generated. C. Records, notes or diaries shall not be used as a basis to support the following unless the employee has been shown and provided a copy when generated: 1. A performance evaluation of marginal or unacceptable; 2. The denial of a career ladder promotion; 3. The denial of a within-grade increase; or D. If an employee is shown a note, record or diary as part of the administrative process he may submit a written response. A. All EPF/OPF/ER records shall be maintained and located in accordance with applicable regulations and this Agreement. B. Information not required for personnel, operational or other official personnel filereasons shall not be maintained in the EPF/OPF/ER record.

Personnel Records. Section a. A Personnel File includes: 1. Each Agency shall maintain one (1) official personnel file for each employeeHiring, located at the primary Human Resources office for the Agency. For purposes of this Articlepromotion, “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 demotion 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 filetermination decisions. Section 2. Pay changes. 3. Performance evaluations, disciplinary notices or warnings. 4. Complimentary letters and commendations. 5. Complaints. b. Working File includes: 1. Current work performance expectations/standards, verbal or written. 2. Record of discussions between employee and supervisor (coaching/counseling sessions). c. 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 either the signature or initials of the employee indicating that he/she has been shown the material and refused to affix his/her signature or initials. A copy of any such materials shall be furnished to the employee upon request. An employee shall have the right of reasonable inspection of his/her file during business hours. d. An employee shall have the right to respond in writing to material which he/she feels is incorrect or derogatory towards him/her and to have the writing placed in the file. Documents in the personnel file other than those relating to evaluation or evaluation procedures if shown to be inaccurate will be removed upon request of the employee. If the request is denied, the employee may appeal the decision to the Superintendent. The employee decision of the Superintendent shall be required final and binding and not subject to sign material to the grievance procedure. e. Verbal warnings (Level 1) and letters of direction (Level 2) of the Progressive Discipline Manual shall be considered temporary contents of the working file and shall be removed upon request of the employee provided such conduct has not occurred within the preceding one year. f. Letters of reprimand (Level 3) and suspension without pay/demotion (Level 4) of the Progressive Discipline Manual shall be considered temporary contents of the personnel file and shall be removed upon request of the employee provided such conduct has not occurred within the preceding four years. g. Material placed in the records without conformity with the provisions of the foregoing sections will not be used by the District in any subsequent evaluation or disciplinary proceeding involving the employee. h. For new bargaining unit members hired or bargaining unit members transferred, a written job description shall be initialed by the bargaining unit member and shall 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 supervisory working file. Under the guidelines of Position Review, The employee’s explanation the District has the right to revise or opinion shall change the same, however, and such will likewise be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain placed in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation The revision or opinion will change shall not be placed next subject to or in closest possible proximity to the critical materialgrievance. Section 4. An employee may include in his/her official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.

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 their 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 their request. With the employee’s written authorization, his/her their 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 their 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 their 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 their official personnel file or supervisory working file. The employee’s explanation or opinion shall be attached to the critical material and shall be included as part of the employee’s official personnel record or supervisory working file so long as the critical materials remain in the file. Where the personnel records are maintained on microfiche/microfilm, the explanation or opinion will be placed next to or in closest possible proximity to the critical material. Section 4. An employee may include in his/her their official personnel file a reasonable amount of relevant material such as letters of commendation, licenses, certificates, college course credits, and other material which relates creditably on the employee. This material shall be retained for a minimum of three (3) years except that licenses, certificates, or college credit information may be retained so long as they remain valid and relevant to the employee’s work. Section 5. Material reflecting caution, consultation, warning, admonishment, and reprimand shall be retained for a maximum of three (3) years. Such material will, at the employee’s request, be removed after twenty-four (24) months, provided there has been no recurrence of the problem or a related problem in that time. Earlier removal will be permitted when requested by an employee and if approved by the Appointing Authority. Material relating to disciplinary action recommended, but not taken, or disciplinary action which has been overturned and ordered removed from the official personnel file(s) on final appeal, shall be removed. Incorrect material will be removed, upon request, from an employee’s personnel file. (See Article 85--Position Descriptions and Performance Evaluation.) Section 6. Upon written request by the employee, the Agency will make a good faith effort to return material removed from the official personnel file to the employee. A copy of the request will be maintained in the official personnel file.