SECTION 1.

a. The University maintains official employees’ files for each Union member namely “employment record file,” and “academic record file” which shall be kept by the Human Resources Management and Development Office (HRMDO).

b. Laboratory and medical results shall be kept by the University Clinic if the physical examinations have been conducted in the University and/or part of the employment process.

c. The Management further agrees to strictly observe confidentiality provisions stipulated in the University Mandatory Random Drug Testing Policy.

d. All employees’ files are covered under the provisions of the Data Privacy Act of 2012.

SECTION 2. All other Faculty members’ files that may have bearing in their employment status shall form part of the “Employment Record file” but not necessarily form part of the 201 file.

SECTION 3. The Union members shall have the right to examine the official employees’ files at any time during regular business hours. The Union members may place in these files a response to adverse information contained therein.

SECTION 4. When a reprimand, disciplinary action, or delinquency in job performance is reduced to writing by a supervisor, the findings and decisions of the supervisor shall be filed, in writing, in the Union member’s academic record file, and a copy thereof should simultaneously be given to the Union member and to the Union. No such material may be placed in a Union member’s academic record file without an original signature of the dean/office director and the Union member. The Union member shall sign such material to signify receipt and notification of such action. Such signature shall not be construed as agreement or disagreement with material contents. Material on disciplinary reprimands shall be archived in the academic record file after three (3) months after date of effectivity, except for specific formal disciplinary action on sexual harassment or any criminal acts or acts of lasciviousness which shall be archived in the employment record file. Material on disciplinary suspensions shall be archived after six (6) months of effectivity. Material on terminations shall be retained in the file.

SECTION 5. The Management may consider the following as part of the employment record file of each Union member:

a. Information relating to the Union member’s original employment records, such as application, job evaluation form or current job description, curriculum vitae, transcripts, and hire documents, including benefit enrollment forms.

b. Correspondence relating to the individual’s employment.

c. Documents showing the history of the Union member’s work assignments and compensation, including workers’ compensation payment documents and letter(s) of appointment.

d. Other documents related to the Union member’s employment status at the University.

e. Union member’s responses to the above, if any.

SECTION 6. The Management may consider the following as part of the academic record file of each Union member:

a. Commendations, awards, honors, current curriculum vitae, official reprimands, including notices of unsatisfactory performance, disciplinary action, and appropriate material relating to the Union member’s job performance.

b. Correspondence relating to the individual’s employment.

c. Final grievance resolution and decision relating to the Union member’s job performance or discipline.

d. University authorized performance, peer, and student evaluations.

e. Written documentation of faculty workload and evaluations relating to promotion, retention, tenure, and contractual obligations.

f. Summaries of submitted proposals, notices of awarded grants and contracts, and summaries of donations or gifts received.

g. Other documents relevant to the Union member’s academic record at the University.

h. All documents included in the promotion and/or tenure file.

i. Union member’s responses to the above, if any.

SECTION 7. No items in the file shall be disclosed to or reproduced for any party outside the HRMDO and the University President’s Office.