Article XVII: Personnel Files

Section 1 – Inspection

Materials in personnel files of employees, which may serve as a basis for affecting the status of their employment, are to be made available for inspection of the persons involved.

Section 2 – Exclusions

Such materials are not to include ratings, reports, or records which (1) were obtained prior to the employment of the person involved, (2) were prepared by identifiable examination committee members, or (3) were obtained in connection with a promotional examination.

Section 3 – Access

Every unit member shall have the right to inspect such materials, upon request, provided that the request is made at a time when such person is not actually required to render services to the employing district. Such review shall take place during normal District business hours, and the unit member shall be released from duty for this purpose without salary reduction.

Section 4 – Release of Materials

Upon written authorization by the unit member, a representative of the Association shall be permitted to examine materials in the unit member's personnel files as set forth in Sections 1 and 2 of this Article.

Section 5 – Copies of Materials

Unit members will be provided a single copy of any materials placed in the personnel file. Additional copies will be provided at a cost of ten cents (10¢) per page.

Section 6 – Derogatory Material

Information of a derogatory nature, except material mentioned in Section 2 of this Article, shall not be entered or filed unless and until the unit member is given notice and an opportunity to review and comment thereon. An employee shall have the right to enter, and have attached to any such derogatory statement, his/her own comments thereon. All such material shall be signed and dated by the person who drafted the material.

Section 7 – Confidentiality

Material in personnel files shall be considered as confidential. Access to personnel files shall be limited to the unit member and the unit member's representative as set forth above in this Article, and to those individuals authorized by the Assistant Superintendent, Human Resources. Such access shall be on a need-to-know basis as determined by the Assistant Superintendent, Human Resources.

Section 8 – Log

The District shall keep a log showing the name and date in which a personnel file was examined by individuals other than employees assigned to Human Resources. The log shall be available for examination by the unit member or Association representative, if so authorized by the unit member.

Section 9 – Positive Materials

When a unit member is requested by the District to write or produce curriculum materials, the unit member may prepare a summary of the unit member's work for placement in the personnel file. A copy of the summary shall be forwarded by the unit member to the management employee responsible for the curriculum development.