Response to Documents Submitted in Confidence. Documents submitted in confidence must be validated before they may be placed in a member’s official employee file. If a document or letter clearly marked as confidential and containing a serious indictment of a member’s professional conduct is received, the department head shall investigate the matter and, without revealing the source, discuss the relevant facts or opinions with the member. The member may choose to be accompanied by a representative of the Association during such discussion. If the department head concludes that the charges are substantiated, the document or letter may be placed in the member’s official employee file as a document submitted in confidence, provided that the member is informed and permitted to file an explanation. The fact that the member was informed of the letter shall be noted in the file.
