Common use of Unit Member Files Clause in Contracts

Unit Member Files. 13.4.1 Materials in the personnel file of a unit member, except as noted below, will be made available for inspection by the unit member involved. Upon written authorization by the unit member, an Association representative may review the unit member’s file or accompany the unit member in his/her review of the file. Material which may be excluded from inspection will be limited to ratings, reports, or records which were obtained prior to the employment of the unit member involved, were prepared by identifiable examination committee members, or were obtained in connection with a promotion examination. 13.4.2 Unit members will have the right to inspect and obtain a copy of personnel file materials upon request. 13.4.3 There will be a single personnel file for each unit member. Personnel files will be kept in the central administrative office of the District. 13.4.4 Information of a derogatory nature will not be entered or filed unless and until the unit member is given notice and an opportunity to review and comment thereon. A unit member will have the right, within sixteen (16) workdays, to enter and have attached to any such derogatory statement his/her own comments thereon. Such review will take place during normal business hours and if necessary the unit member will be released from duty preceding or following the instructional day for this purpose without salary deduction. 13.4.5 All material placed in a unit member’s personnel file will be dated and signed by the person who caused the material to be prepared. 13.4.6 Access to a unit member’s personnel file will be limited to a “need to know” basis. Access authorization must be obtained from either the Superintendent or personnel officer. The contents of all personnel files will be kept in strictest confidence. The District will keep a log indicating the persons who have made a request to examine a personnel file, as well as the dates such request were made. Such a log will be available for examination by the unit member or his/her authorized Association representative.