ARTICLE 8 - EMPLOYEE FILES
8.1
The College Human Resources Department shall
maintain an employee file on each Classified employee, which shall be the only
official employee file. The official file may be maintained in either a written
or electronic format.
8.2
The Classified employee may review and/or copy
any material in her/his employee file. The employee may respond to or answer
any document in the file. The response shall be placed therein and attached to
the document to which it is related.
8.3
Documents relating to evaluation or discipline
shall be signed or initialed by the employee before placement in the employee
file, indicating that the material has been read. Other Management- initiated
documents directed to be placed in the employee file will either be addressed
to the employee or copied to the employee so that the employee knows that the
material is being added to the employee file.
8.4
Documents in the employee's file shall be
maintained or purged according to the College policy on records retention.
Documents related to disciplinary procedures may be removed from the file in
accordance with Article 21.313, 21.326 or 21.334.
8.5
The employee file will contain only those
documents that are pertinent to the employment history of an individual as
identified in the College Personnel Procedures regarding staff records.
8.6
The Human Resources Department shall maintain a
review log in each Classified employee's file. The name of any person reviewing
such file shall be recorded in the log with the date of the review. Only
authorized staff of the Human Resources Department shall be exempt from the use
of such a log.
8.7
It is understood that employees have privacy
interests in their employee files and that inspection of employee files by
College staff will only be for personnel or other legitimate College purposes
as defined in the College Personnel Procedures.
8.8
Employee files shall not be removed from the
Human Resources Department except with the authorization of the Director of the
Human Resources Department. Employee files shall not be placed in the inter
campus mail for any reason.
8.9
Managers may maintain an informal
"file" of information related to an employee's work.
Information in
this file may be used in completing the employee's next performance assessment.
It also may be considered in disciplinary actions if the information in the
file concerns actions that took place within one year prior to the discipline,
or if it is used to prove that the employee engaged in a pattern of a specific
type of misconduct.