Common use of Personnel Records Clause in Contracts

Personnel Records. The official personnel file is the file maintained by the University Human Resources Department or by the appropriate Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their designee. Upon receipt of written authorization by the employee, their Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.

Personnel Records. The official personnel file is the file maintained by the University Human Resources Department or by the appropriate Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their designee. Upon receipt of written authorization by the employee, their Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 2322, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.

Personnel Records. The Section A. A teacher shall have the opportunity, upon request, to inspect the contents of his/her official personnel files except for confidential reports from previous employers. If the files are kept at a separate facility, the teacher shall be, as determined the more feasible, either allowed time to go to where the file is kept or an arrangement shall be made to bring the file maintained by to the University Human Resources Department or by teacher within five (5) working days. Upon a teacher's written request, his/her Association representative may inspect the appropriate Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employeeteacher's official personnel file, or if . The teacher and/or his/her Association representative shall receive a copy of items in the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as personnel file upon request. Section B. Information reflecting critically upon a basis for coaching or are more than one (1) year old teacher shall not be used as the basis for disciplinary action, nor shall they be placed in the official teacher's personnel files unless it either bears the signature of the teacher or a certified mail receipt. The following disclaimer shall be attached: "Teacher's signature confirms only that the supervisor has discussed and given a copy of the material to the teacher. The teacher's signature does not indicate agreement or disagreement with the contents of this material." Section C. If any material reflecting critically on a teacher is proven to be incorrect, it shall be corrected or removed. Teachers shall be entitled to prepare a written explanation or opinion regarding any critical material placed in his/her personnel file. Disciplinary action documents The teacher's explanation or opinion shall be sent attached to the appropriate Human Resources Department, where they shall be date stamped upon receipt, critical material and shall be given priority included as part of the teacher's personnel record until the critical material is removed. Section D. A teacher may include in filing. Any employee his/her personnel file relevant material he/she wishes, such as letters of favorable comment, licenses, certificates, college course credits or other material which relates creditably on the teacher. Section E. Material reflecting caution, consultation, warning, admonishment and reprimand shall be allowed retained for a maximum of three (3) years, unless related disciplinary actions have been taken and sustained during that period. Earlier removal will be permitted when requested by a teacher and approved by his/her supervisor. Section F. Material relating to review all documents held grievances, or disciplinary action recommended but not taken, or disciplinary actions which have been overturned on appeal shall not be retained in their official any teacher personnel file. Requests for such review shall be in writing and addressed . Section G. Personnel records (administrative working files), including anecdotal notes pertaining to the appropriate Human Resources Department. Following receipt supervision and evaluation of such request, arrangements shall employees may be made for the employee to review their file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so maintained by the head of supervising administrator at the appropriate Human Resources Department or their designeeschool site. Upon receipt of written authorization by Teachers will have the employee, their Union representative may schedule an appointment right upon request to review the employee's file. Copies contents of the administrative working file and to obtain a copy of any document in the file related to documents contained therein, or authorize such a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached to the written disciplinerepresentative(s).) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.

Personnel Records. The official personnel file is the file maintained by the University Human Resources Department or by the appropriate Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their his/her official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their his/her file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their his/her designee. Upon receipt of written authorization by the employee, their his/her Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A ; a charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 2322, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.

Personnel Records. The official personnel file is the file maintained by the University Human Resources Department or by the appropriate Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their designee. Upon receipt of written authorization by the employee, their Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A ; a charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 2322, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.

Personnel Records. The official personnel file is the file maintained by the University Human Resources Department or by the appropriate Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their his/her official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their his/her file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their his/her designee. Upon receipt of written authorization by the employee, their his/her Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 2322, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.

Personnel Records. The official personnel file is the file maintained by the University Human Resources Department or by the appropriate Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their his/her official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their his/her file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their his/her designee. Upon receipt of written authorization by the employee, their his/her Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A ; a charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 2322, Discipline, Section 63, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.

Personnel Records. ‌ The official personnel file is the file maintained by the University Human Resources Department or by the appropriate Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their designee. Upon receipt of written authorization by the employee, their Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A ; a charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 2322, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.

Personnel Records. The A. There shall be only one official personnel file is for each employee which shall be maintained in the file City of Jacksonville's Department of Employee Services unless a different location has been approved by the City’s Director of Employee Services. Duplicate personnel files have been established and are maintained by the University Human Resources Department or by the appropriate Human Resources Department Division of the coordinate campusesSheriff's Office. No written documentation Such duplicate personnel files may contain part or all of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into items filed in the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have but may not been used as a basis for coaching or are more than one (1) year old shall contain items which were not be used as the basis for disciplinary action, nor shall they be placed filed in the official personnel file. Disciplinary action documents The City’s Director of Employee Services has designated the JSO duplicate Personnel File as the official file for performance evaluations. The employee affected shall be sent notified as to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review location of all documents held in their official personnel file. Requests for such review shall be in writing and addressed duplicate files pertaining to the appropriate Human Resources Departmentemployee. Following receipt of such request, arrangements shall be made for the employee to review their file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their designee. Upon receipt of written authorization by the employee, their Union representative may schedule an appointment to review the employee's file. Copies A copy of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are documents placed in an employee's official personnel file by management must shall be copied sent to the employee. Materials placed . B. Only those disciplinary actions recorded in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel and internal files may be used as the basis for progressive discipline. C. Employees have the right to respond to any material included in their official personnel file. An employee has the right to inspect and make a copy of his/her personnel records, internal file, and division file should at reasonable times under supervision of the designated records custodian. The JSO Human Resources Division and Department personnel shall keep personnel matters confidential within the terms of this Article and applicable statutes. D. When the Sheriff or designee, the courts, an arbitrator or any statutory authority determines that a document has been placed in an employee's personnel file in error, or is otherwise invalid, such document shall be filed promptlyplaced in an envelope marked "confidential" and "not valid" together with a letter of explanation. Nothing in this provision shall grant any official, officer, or third person the authority to take any action not otherwise authorized by law. E. The Employer will comply with applicable court orders and Section 119.07(3)(I), Florida Statutes, and until otherwise directed by court order, will not improperly reveal the home address, telephone number, social security number, or photograph of active or former law enforcement personnel; the home address, telephone number, social security number, photograph or places of employment of the spouses and children of such personnel; and the names and locations of the schools and day care facilities attended by the children of such personnel.

Personnel Records. 1. The official personnel file is the file maintained Personnel Records of each Bargaining Unit Member shall be securely retained by the University Office of Human Resources Department (“Personnel Records”). Other working files or records may be kept by staff and administration or the Board, but no punitive action or action related to compensation or job status shall be taken until such records have been included in the official Personnel Records. 2. Upon appropriate request, a Bargaining Unit Member shall have access to his/her Personnel Records, except for confidential documents to which access is confidential such as credentials, peer review evaluations or letters of recommendation. Such access to the non-confidential information shall be granted by the end of the next working day after such request is received. 3. Upon appropriate request, access to Personnel Records may be given to College administrative and supervisory staff with a right and need for information contained therein to discharge their official duties. Additionally, such access may be granted to external agencies with appropriate legal authorization. The request to review employment records form shall be part of the Personnel Records and shall not be considered confidential. 4. Upon appropriate request approved in writing by the Bargaining Unit Member whose Personnel Records the Association seeks to have access, a duly authorized representative of the Association shall have access to the official records of a Bargaining Unit Member, except for confidential documents such as credentials, peer evaluations or letters of recommendation. A request by an Association officer shall be considered appropriate if it is submitted on a form prepared by the Office of Human Resources. This form shall include the name(s) of the duly authorized representative(s), a description of the nature of materials to be made accessible, the dated signature of the Bargaining Unit Member authorizing access and the period of time for which the authorization for access is granted. Access shall be granted by the end of the next working day after an appropriate request is received. 5. A Bargaining Unit Member may file a written response to an item included in his/her Personnel Records. Such response shall be included in the Personnel Records. 6. A Bargaining Unit Member may request the Office of Human Resources Department to include relevant materials in or remove materials from his/her Personnel Records. In the event the request is refused, the refusal is appealable directly to the CAO, and the decision of the coordinate campusesCAO shall be final. Written notification from the CAO to the Bargaining Unit Member shall be included in the Personnel Records, and the decision shall not be grievable. Nothing in this Section shall abrogate the provisions contained in Section 5 above. No written documentation of prior disciplinary action Bargaining Unit Member may avoid the process by filing a grievance rather than utilizing the steps in this Section 6. 7. Grievance records shall be used filed in the Personnel Records and shall be treated as confidential. Grievance records shall be sealed and access shall be granted only upon the basis written authorization of the College President or his/her designee. Upon appropriate request, the Bargaining Unit Member shall have access to his/her grievance records. Upon appropriate request, as defined in Section 4 of this Article, an Association officer shall have access to grievance records. Such access by the Bargaining Unit Member or the Association officer will be granted by the end of the next working day after appropriate request is received. 8. The Office of Human Resources may require certified transcripts for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used any course and degree work claimed as a basis for coaching setting compensation or are more than one (1) year old shall not be used as the basis determining qualifications for disciplinary action, nor shall they be placed inclusion in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their official personnel file. Requests records as a condition for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt employment or release of such request, arrangements shall be made for the employee to review their file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their designee. Upon receipt of written authorization by the employee, their Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached to the written disciplinecompensation.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee 9. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employeea Bargaining Unit Member's official personnel file should records shall not be filed promptlyremoved for two (2) years after placement without the knowledge of the Bargaining Unit Member.

Personnel Records. Any bargaining unit member will be given a copy of an evaluation hereafter made of his/her behavior as an employee of the Board prior to the placement of such material in his/her Personnel Department folder. The official personnel file is bargaining unit member shall acknowledge that he/she has received a copy and has read the file maintained material by affixing his/her signature to the copy to be filed. The signature will indicate that the evaluation has been inspected by the University Human Resources Department or by bargaining unit member but does not necessarily indicate agreement with the appropriate Human Resources Department contents of the coordinate campusesmaterial. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel fileHowever, or if the employee has been provided bargaining unit member disagrees with the evaluation in any significant way, he/she shall within ten (10) days after inspection of the material reply in a written notification of recent disciplinary actionstatement to be attached to the filed copy. Written allegations of improper employee behavior that have Such statement will contain specific reasons why the teacher disagrees with the evaluation. Anonymous letters or materials will not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel filea bargaining unit member’s file nor will they be made a matter of record. Disciplinary action documents shall In general, employees are expected to maintain their own files of records which would be sent available to them upon their request to the appropriate Human Resources Departmentoriginal source. However, where they shall be date stamped to assist a bargaining unit member having an urgent need to consult such records, school officials shall, upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for provide a bargaining unit member the employee opportunity to review their file see them in the presence of the director of human resources or designee and a Human Resources Department representativerepresentative of the Association if requested by the bargaining unit member. No one may remove material In addition, upon request, each bargaining unit member will be given the opportunity in the presence of the director of human resources or designee and a representative of the bargaining unit member choice to review other items from an employee's official the bargaining unit member’s personnel folder. A personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their designee. Upon receipt of written authorization by the employee, their Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will for each bargaining unit member shall be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be kept at the departmental rateBoard office. Employees Additionally, each building principal may continue to have a file on each bargaining unit member at the right building. The contents of a teacher’s file shall be disclosed to include or update a reasonable amount of information in their personnel files that may be pertinent someone other than the teacher only as required by law with prior notice to their job performancethe teacher. Employees shall also be able to respond to performance appraisal or disciplinary All materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached a bargaining unit member’s file subsequent to the written discipline.) Materials related adoption of this agreement shall be clearly marked with the date of filing and a copy to job performance or discipline that are placed in an employee's official the teacher. A bargaining unit member may review his/her personnel file by management must at the building or Board level and is entitled to copies of his/her personnel file at no expense. Without superseding the provisions as stated above, nothing in this item is to be copied to the employee. Materials placed in the official file construed as permitting access by the employee must be copied or other than specifically authorized personnel to the recommendations or letters of reference pertaining to such employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.

Personnel Records. The official personnel file is the file maintained by the University Human Resources Department or by the appropriate Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their his/her official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their his/her file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their his/her designee. Upon receipt of written authorization by the employee, their his/her Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.ten

Personnel Records. The official A personnel file is shall be maintained on each Employee. This file shall consist of cumulative information from an Employee’s applications through termination of employment. This file may include the following: Employment application, resume, confirmation of employment, work assignment, periodic performance evaluations, salary information, in-service/staff training documentation, probationary status, disciplinary warnings, disciplinary actions, and notice of termination. This file maintained will not be reviewed by the University Human Resources Department or by the appropriate Human Resources Department any person without written authorization of the coordinate campusesPresident/CEO or designee. No written documentation of prior disciplinary action Personnel files shall be used as the basis for disciplinary action unless it has been entered into the employee's official maintained at Square One’s Corporate Office. Should an employee wish to review his or her personnel file, he or if the employee has been provided she must make a written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent request to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt Square One shall provide the employee access to his or her personnel file within five (5) business days of such request. Upon request, arrangements the Employee shall be made given an initial copy of his/her personnel file without charge. An Employee requesting more than one copy in a year, will be charged per page and mailing costs for subsequent copies. Each Employee shall have the right to comment, in writing, upon the contents of his/her personnel file. These written comments will become a part of his/her personnel file. 19.1 Staff records shall be maintained at the Employee’s work site in accordance with EEC regulations. This record shall include, but not be limited to the following: Employment application, resume, documentation of employment history and reference checks by telephone, documentation that the Employee has the experience required to qualify for the employee to review their file in position, evidence from an institution of higher learning that the presence Employee has satisfactorily completed the courses required under EEC regulations, documentation of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head completed XXXX evaluation, health records, verification of the appropriate Human Resources Department or their designee. Upon receipt First Aid training, documentation of written authorization by the employeestaff orientation, their Union representative may schedule an appointment to review the employee's file. Copies documentation of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge staff development plan for the first classroom staff, documentation of at least twenty (20) hours of training per calendar year for Center-based staff, ten (10) copieshours annually for School-Age Site Coordinators, and five (5) hours annually for School-Age Group Leaders and School-Age Assistant Group Leaders, and documentation of a minimum of twenty-four (24) hours of staff meeting/development per calendar year. A charge Staff records shall be maintained in a secured file on-site which cannot be accessed without permission from the Program Director, who is responsible for the confidentiality of all copies greater than ten files, except as required by law. 19.2 a. Square One shall provide, upon receipt of a written request from the Employee, a written reference to a prospective employer, for any laid off Employee. Written references will be at the departmental rate. Employees have the right to include or update provided only after receipt of a reasonable amount release of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached to from the written disciplineEmployee.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.

Personnel Records. The official Employer will maintain a personnel file is the file maintained by the University Human Resources Department or by the appropriate Human Resources Department of the coordinate campuseson each Employee. No written documentation of prior disciplinary action The Employer shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than maintain only one (1) year old set of files on each Employee; the personnel office shall not maintain said files. Any Employee has the right to review his/her personnel file upon request to the Personnel Office. Reasonable advance notice will be used as provided. This right is limited to the basis for disciplinary action, nor shall they be placed in the official individual Employee to review his/her own personnel file. Disciplinary action documents However, an Employee may, with proper release forms, permit his/her personnel file to be reviewed by a party so authorized, upon presentation of properly executed forms to the personnel office, which form shall be sent to developed by the appropriate Human Resources DepartmentPersonnel Office. Except as provided above, where they shall be date stamped upon receiptonly those people working in the Personnel Office, and the Employee's Supervisor, shall be given priority in filinghave access to an Employee's files. Any employee In addition, the Employer's authorized attorney(s) shall be allowed to review all documents held in their official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their designee. Upon receipt of written authorization by the employee, their Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information access an Employee's files for legitimate personnel purposes related to discipline, complaints, grievances, arbitrations, and lawsuits involving the Employee. Employees are encouraged to request placement in their personnel files of any educational or other accomplishments that may serve to recognize an achievement bearing on both the Employee and the Employer. A denial of such request and reason for denial shall be pertinent provided to their job performancethe Employee in writing. Employees shall also be able to respond to performance appraisal or disciplinary Any materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employeeEmployee's official personnel file by management must shall be copied to the employeeEmployee. Materials placed Any derogatory information shall be signed by the Employee. Such signature shall serve as acknowledgement of receipt only. An Employee's refusal to sign should be witnessed by a third party. Any Employee under this policy, upon reviewing his/her personnel file who finds inaccurate or misleading material, may prepare and present to the Employee's Supervisor and Personnel Officer a clarifying statement pertaining to the document in question requesting removal of said document from his/her personnel file. Consultation with and approval from the Supervisor or Personnel Officer is required prior to any action to remove material from a personnel file. All documents, communications, and records dealing with the processing of a grievance shall be filed separately from the personnel files of the participants. No information from any Employee personnel file may be given to a business without written permission of the Employee. Any person accessing an Employee's file shall sign a file entry roster unless the access is the normal day-today access made by Employees working in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptlyoffice.

Personnel Records. 1. The official personnel file is records of each member of the file maintained bargaining unit shall be kept in secured files and media by the University college Office of Human Resources. Other working files or records may be kept by staff and administration or the Board, but no punitive action or action related to compensation or job status shall be taken based on material other than that contained in the official personnel records. Such actions may be taken, however, by the college upon material included in the personnel records of a member of the bargaining unit prior to any written response under Section 5 and any appeals to the Chief Academic Officer. 2. Upon appropriate request, a member of the bargaining unit shall have access to his/her personnel records, except for confidential documents to which access is privileged such as credentials, peer evaluations, or letters of recommendation. Such access to the non-confidential information shall be granted by the end of the next working day after such request is received. 3. Upon appropriate request, access to official personnel records may be given to college administrative and supervisory staff with a right and need for information contained therein to discharge their official duties. Additionally, such access may be granted to external agencies with appropriate legal authorization. The access log shall be part of the personnel records and shall not be considered confidential. 4. Upon appropriate request approved in writing by the member whose personnel records the Association seeks to have access, a duly authorized representative of the Association shall have access to the official records of a member of the bargaining unit, except for confidential documents such as credentials, peer evaluations, or letters of recommendation. A request by a representative of the Association shall be considered appropriate if it is submitted on a form prepared by the college Office of Human Resources. This form shall include the name(s) of the duly authorized representative(s), a description of the nature of materials to be made accessible, the dated signature of the bargaining unit member authorizing access, and the period of time for which the authorization for access is granted. Access shall be granted by the end of the next working day after an appropriate request is received. 5. A member of the bargaining unit may file a written response to an item included in his/her personnel records. Such response shall be included in the personnel records. 6. A member of the bargaining unit may request the Office of Human Resources Department to include relevant materials in his/her official records. In the event the request to include materials is refused, the refusal is appealable directly to the Chief Academic Officer, and the decision shall be final. Written notification from the Chief Academic Officer to the employee shall be included in the official records, and the decision shall not be grievable. Nothing in this paragraph shall abrogate the provisions contained in Paragraph 5 above. No bargaining unit member may avoid the process by filing a grievance rather than utilizing the steps in paragraph 6. 7. A member of the bargaining unit may request in writing to the Office of Human Resources that materials be removed from his/her personnel records. If the request is not honored, the member shall be so notified in writing. In the event the request for removal is refused, the refusal is appealable directly to the Chief Academic Officer, and the decision shall be final. Written notification from the Chief Academic Officer to the employee shall be included in the official records, and the decision shall not be grievable. Nothing in this paragraph shall abrogate the provisions contained in Paragraph 5 above. No bargaining unit member may avoid this process by filing a grievance rather than utilizing the steps in paragraph 7. 8. Grievance records shall be filed in the official personnel records and shall be treated as confidential with privileged access. Grievance records shall be sealed and access shall be granted only upon the written authorization of the Executive Vice President of Human Resources, Vice President of Instruction/Chief Academic Officer, or President or his/her designee. Upon appropriate request, the member of the bargaining unit shall have access to his/her grievance records. Upon appropriate request, as defined in Section 4 of this Article, a duly authorized representative of the Association shall have access to grievance records. Such access by the bargaining unit member or the duly authorized representative will be granted by the end of the next working day after appropriate request is received. 9. The Office of Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis may require certified transcripts for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used any course and degree work claimed as a basis for coaching setting compensation or are more than one (1) year old shall not be used as the basis determining qualifications for disciplinary action, nor shall they be placed inclusion in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their official personnel file. Requests records as a condition for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt employment or release of such request, arrangements shall be made for the employee to review their file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their designee. Upon receipt of written authorization by the employee, their Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (compensation. 10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employeea unit member's official personnel file should records shall not be filed promptly.removed for two

Personnel Records. The official personnel file is the file maintained by the University Human Resources Department or by the appropriate Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their his/her official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their his/her file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their his/her designee. Upon receipt of written authorization by the employee, their his/her Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 2322, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.)

Personnel Records. A master or official (personnel) file for each employee shall be maintained in the District Human Resources Office. The official employee and/or Association representative may examine the employee’s personnel file is any time the employee so authorizes in writing. Appointments may be required for viewing the file, however, in no case will access to the file maintained by the University Human Resources Department or by the appropriate Human Resources Department be delayed beyond one (1) school business day except when actual notice of the coordinate campusesrequest has not been received. No written documentation An employee may have the District make copies of prior disciplinary action all materials in their personnel file, provided that the Employee gives at least five (5) working day notice. Derogatory material placed into the employee’s file relating to job performance shall be brought to the employee’s attention in writing before placement in their personnel file. A copy of the document placed in the file will be provided to the employee. Such information cannot be used as the basis for evidence in a complaint or to support disciplinary action unless if it has been entered was not shared with the employee within ten (10) days of its placement in the personnel file. The employee may challenge the propriety, accuracy, and/or due processjusappropriateness of including it in the files. The employee shall have the right to insert documentation into the employee's official personnel file, providing such documentation is relevant to the challenge. Unauthorized persons shall not have access to employee files or if other personal data relating to their employment subject to Public Disclosure Laws. The District will consider a request made by an employee to remove a written reprimand from the personnel file after two (2) years provided there have been no subsequent similar incidents. Notice of any third party request for information regarding an employee shall be communicated to that employee. The District will not release any information about the employee and subject to public disclosure laws until seventy-two (72) hours after the employee has been provided written notification notified of recent disciplinary actionthe request. Written allegations Discipline is normally applied for violation of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary actionDistrict policies, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receiptregulations, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their official personnel file. Requests procedures; not for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their designee. Upon receipt of written authorization by the employee, their Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job concerns regarding professional performance. Employees shall also Performance will normally be able assessed through the evaluation process, not addressed through discipline. The Association and District recognize that a given behavior may implicate both discipline and evaluation, with different focuses, and commit to respond to insuring that due process is followed and professional performance appraisal enhanced. In specific instances, employees or disciplinary materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached to the written disciplineAssociation may request that the evaluator appropriately cross-reference discipline documents and evaluation documents.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.

Personnel Records. The official A personnel file is shall be maintained on each Employee. This file shall consist of cumulative information from an Employee’s applications through termination of employment. This file may include the following: Employment application, resume, confirmation of employment, work assignment, periodic performance evaluations, salary information, in- service/staff training documentation, probationary status, disciplinary warnings, disciplinary actions, and notice of termination. This file maintained will not be reviewed by the University Human Resources Department or by the appropriate Human Resources Department any person without written authorization of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt Personnel files shall be maintained at Square One’s Corporate Office. Should an employee wish to review his or her personnel file, he or she must make a written request to the Human Resources Department. Square One shall provide the employee access to his or her personnel file within five (5) business days of such request. Upon request, arrangements the Employee shall be made given an initial copy of his/her personnel file without charge. An Employee requesting more than one copy in a year, will be charged per page and mailing costs for subsequent copies. Each Employee shall have the right to comment, in writing, upon the contents of his/her personnel file. These written comments will become a part of his/her personnel file. 19.1 Staff records shall be maintained at the Employee’s work site in accordance with EEC regulations. This record shall include, but not be limited to the following: Employment application, resume, documentation of employment history and reference checks by telephone, documentation that the Employee has the experience required to qualify for the employee to review their file in position, evidence from an institution of higher learning that the presence Employee has satisfactorily completed the courses required under EEC regulations, documentation of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head completed XXXX evaluation, health records, verification of the appropriate Human Resources Department or their designee. Upon receipt First Aid training, documentation of written authorization by the employeestaff orientation, their Union representative may schedule an appointment to review the employee's file. Copies documentation of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge staff development plan for the first classroom staff, documentation of at least twenty (20) hours of training per calendar year for Center-based staff, ten (10) copieshours annually for School-Age Site Coordinators, and five (5) hours annually for School-Age Group Leaders and School-Age Assistant Group Leaders, and documentation of a minimum of twenty-four (24) hours of staff meeting/development per calendar year. A charge Staff records shall be maintained in a secured file on-site which cannot be accessed without permission from the Program Director, who is responsible for the confidentiality of all copies greater than ten files, except as required by law. 19.2 a. Square One shall provide, upon receipt of a written request from the Employee, a written reference to a prospective employer, for any laid off Employee. Written references will be at the departmental rate. Employees have the right to include or update provided only after receipt of a reasonable amount release of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached to from the written disciplineEmployee.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.

Personnel Records. ‌ The official personnel file is the file maintained by the University Human Resources Department or by the appropriate Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one (1) year old shall not be used as the basis for disciplinary action, nor shall they be placed in the official personnel file. Disciplinary action documents shall be sent to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review all documents held in their his/her official personnel file. Requests for such review shall be in writing and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their his/her file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their his/her designee. Upon receipt of written authorization by the employee, their his/her Union representative may schedule an appointment to review the employee's file. Copies of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A ; a charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 2322, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employee's official personnel file by management must be copied to the employee. Materials placed in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel file should be filed promptly.

Personnel Records. The A. There shall be only one official personnel file is for each employee which shall be maintained in the file City of Jacksonville's Department of Employee Services unless a different location has been approved by the City’s Director of Employee Services. Duplicate personnel files have been established and are maintained by the University Human Resources Department or by the appropriate Human Resources Department Division of the coordinate campusesSheriff's Office. No written documentation Such duplicate personnel files may contain part or all of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into items filed in the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have but may not been used as a basis for coaching or are more than one (1) year old shall contain items which were not be used as the basis for disciplinary action, nor shall they be placed filed in the official personnel file. Disciplinary action documents The City’s Director of Employee Services has designated the JSO duplicate Personnel File as the official file for performance evaluations. The employee affected shall be sent notified as to the appropriate Human Resources Department, where they shall be date stamped upon receipt, and shall be given priority in filing. Any employee shall be allowed to review location of all documents held in their official personnel file. Requests for such review shall be in writing and addressed duplicate files pertaining to the appropriate Human Resources Departmentemployee. Following receipt of such request, arrangements shall be made for the employee to review their file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their designee. Upon receipt of written authorization by the employee, their Union representative may schedule an appointment to review the employee's file. Copies A copy of any document in the file related to a disciplinary action will be made upon request by the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are documents placed in an employee's official personnel file by management must shall be copied sent to the employee. Materials placed . B. Only those disciplinary actions recorded in the official file by the employee must be copied to the employee's immediate supervisor. Materials that are designated for an employee's official personnel and internal files may be used as the basis for progressive discipline. C. Employees have the right to respond to any material included in their official personnel file. An employee has the right to inspect and make a copy of his/her personnel records, internal file, and division file should at reasonable times under supervision of the designated records custodian. The JSO Human Resources Division and Department personnel shall keep personnel matters confidential within the terms of this Article and applicable statutes. D. When the Sheriff or designee, the courts, an arbitrator or any statutory authority determines that a document has been placed in an employee's personnel file in error, or is otherwise invalid, such document shall be filed promptlyplaced in an envelope marked "confidential" and "not valid" together with a letter of explanation. Nothing in this provision shall grant any official, officer, or third person the authority E. The Employer will comply with applicable court orders and Section 119.07(3)(I), Florida Statutes, and until otherwise directed by court order, will not improperly reveal the home address, telephone number, social security number, or photograph of active or former law enforcement personnel; the home address, telephone number, social security number, photograph or places of employment of the spouses and children of such personnel; and the names and locations of the schools and day care facilities attended by the children of such personnel.

Personnel Records. The official personnel file is the file maintained by the University Human Resources Department or by the appropriate Human Resources Department of the coordinate campuses. No written documentation of prior disciplinary action shall be used as the basis for disciplinary action unless it has been entered into the employee's official personnel file, or if the employee has been provided written notification of recent disciplinary action. Written allegations of improper employee behavior that have not been used as a basis for coaching or are more than one 1.1 One (1) year old personnel file for each unit member shall not be used as maintained in the basis Office of Human Resources/Employee Relations. The personnel file shall contain only materials necessary for disciplinary action, nor shall they the District's fulfillment of its personnel management responsibilities and related to the faculty member's assigned duties or professional responsibilities. 1.2 Any item to be placed in the official file must be clearly identified as to its source, author, date of preparation, and date of receipt by the District. The unit member must be notified of all materials to be placed in his/her file prior to the time of insertion in the file. No anonymous materials shall be placed in the personnel file. Disciplinary action documents shall . 1.3 Before any derogatory material may be sent to the appropriate Human Resources Departmentplaced in a unit member's file, where they shall be date stamped upon receipt, and he/she shall be given priority in filing. Any employee shall be allowed to review all documents held in their official personnel file. Requests for such review shall be in writing notice and addressed to the appropriate Human Resources Department. Following receipt of such request, arrangements shall be made for the employee to review their file in the presence of a Human Resources Department representative. No one may remove material from an employee's official personnel file unless authorized to do so by the head of the appropriate Human Resources Department or their designee. Upon receipt of written authorization by the employee, their Union representative may schedule an appointment opportunity during normal business hours to review the employeematerial. Notice to the unit member will be within thirty (30) days of the District's filereceipt of the derogatory material. Copies If the unit member has not filed a response within thirty (30) working days of any document notification, the District shall file the derogatory material. Any response filed after the thirty (30) workday period shall be dated and attached to the derogatory material. Material placed in a unit member's personnel file which is subsequently proven to be untrue by the unit member to the Board of Trustees or designee shall be destroyed. 1.4 Any written and signed complaints about a unit member which are withdrawn or shown to be false shall not be placed in the unit member's personnel file related to a nor utilized in any evaluation or disciplinary action against the unit member. 1.5 All personnel files will be made upon considered confidential and will not be available to persons other than the unit member or his/her designee. Members of the District administrative unit shall be limited in their access to personnel files. Such individuals should review files only on a need-to-know basis which is directly associated with the responsibilities of their job functions. 1.6 Discrimination complaint files maintained in compliance with Title V, Title VII, and other federal and state regulations shall be kept in a separate affirmative action/discrimination file as prescribed by statutory regulations. 1.7 Members of the Board of Trustees may request by a review of a unit member's personnel file at a scheduled meeting of the Union Representative. There will be no charge for the first ten (10) copies. A charge for all copies greater than ten will be at the departmental rate. Employees Board when such review is deemed necessary. 1.8 Every unit member shall have the right to include or update a reasonable amount of information in their personnel files that may be pertinent to their job performance. Employees shall also be able to respond to performance appraisal or disciplinary inspect all materials placed in their official file. (See Article 23, Discipline, Section 6, regarding employee signature on standard University form attached to the written discipline.) Materials related to job performance or discipline that are placed in an employee's her/his official personnel file by management must be copied except as follows and in accordance with Education Code: (a) Materials, such as ratings, reports, or records that were obtained prior to the employee. employment of the unit member involved; (b) Materials placed prepared by identifiable examination committee members; (c) Materials, which were obtained in connection with a promotional examination. 1.9 Every unit member shall have the official file by the employee must be copied right to the employee's immediate supervisor. Materials that are designated for an employee's inspect material in his/her official personnel file with the exceptions noted in Section 1.8, provided that the inspection is made at a time when such person is not actually required to render instructional or support service to the District. Unit members who wish to inspect their individual personnel file should be filed promptlycontact the Office of Human Resources and Employee Relations to arrange an appointment. 1.10 A unit member or designated representative may obtain copies of materials made available for inspection in his/her personnel file. Representatives wishing to obtain copies of materials in a unit member's file must have written authorization signed by the unit member. 1.11 Any representative designated by the unit member shall have the right to review the unit member's personnel file and other records dealing with the unit member when accompanied by the unit member or on presentation of a written authorization signed by the unit member.