Each Academic Department shall maintain an official personnel file for each employee of that Department. The personnel file shall contain all written evaluations of the employee, decisions rendered as a result of the grievance procedure contained in Article 9 of this Agreement, and other materials pertinent to the employee's professional performance. After the initial appointment, all materials shall be date stamped when placed in the file. With the exception of standard hiring/personnel documents used in the rehiring process, the employee shall be notified whenever new materials are added to the file, unless these new materials are submitted by the employee or are routinely distributed to the employee at the time of their inclusion in the employee’s personnel file (e.g., summaries of student evaluations or letters of offering). Anonymous individual comments shall not be placed in the personnel file.
5.2 Written Evaluations
All written evaluations contained in the personnel file shall be signed, except the summaries of students' numerical ratings.
Except as hereinafter noted, within one work day following a written request, an employee at the University may examine her/his personnel file during the regular business hours of the office in which the file is kept, under such conditions as are necessary to safeguard the integrity and safekeeping of the file. An employee may not examine confidential materials submitted in connection with the employee's initial appointment. Unsolicited but signed comments from students and solicited evaluations from outside agencies, schools, or hospitals may be viewed by the employee. Names and other identifying information may be deleted.
An employee may attach a concise statement in response to any item in the personnel file. Upon request and payment of the cost of photocopying, an employee may obtain copies of any non-confidential materials in the personnel file.
In accordance with University policies, including any records retention policy, an employee who has ended her/his employment at the University may examine her/his personnel file during the regular business hours of the office in which the file is kept under such conditions as are necessary to safeguard the integrity and safekeeping of the file. Confidential materials submitted in connection with the employee's initial appointment may not be examined.
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