Common use of Personnel Files Clause in Contracts

Personnel Files. 3.09.1 A member’s personnel file shall be treated as confidential. 3.09.2 Materials in personnel files of members which may serve as a basis for affecting the status of their employment are to be made available for the inspection of the person involved. 3.09.3 Such material is not to include ratings, reports, or records which were obtained prior to the employment of the person involved. 3.09.4 Each member shall have the right to inspect such materials, and copy such materials upon request, provided that the inspection is made at a time when such person is not actually required to render services to the employing district. 3.09.5 Material of a negative or derogatory nature shall not be placed in a personnel file unless and until the member is given notice and an opportunity to review it and attach his/her comments thereto. Such review shall occur, upon the member’s request, during the member’s workday, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the material. 3.09.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of the materials in such member’s file. 3.09.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material. 3.09.8 A member shall have the right to request the Personnel Director to place appropriate material of a positive nature in his/her personnel file. 3.09.9 The substance of employee evaluations for competency is not arbitrable. Commentary alleging a disciplinable offense as defined in the Agreement, if included in such evaluations, shall be considered the same as a written warning. 3.09.10 Derogatory materials in a personnel file that are at least four (4) years old shall, upon an employee’s written request, be removed from the personnel file and placed in a separate sealed file. The End of Year Summary Form may not be removed from the personnel file under this section.

Personnel Files. 3.09.1 3.05.1 A member’s personnel file shall be treated as confidential. 3.09.2 3.05.2 Materials in personnel files of members which may serve as a basis for affecting the status of their employment are to be made available for the inspection of the person involved. 3.09.3 3.05.3 Such material is not to include ratings, reports, or records which were obtained prior to the employment of the person involved. 3.09.4 3.05.4 Each member shall have the right to inspect such materials, and copy such materials upon request, provided that the inspection is made at a time when such person is not actually required to render services to the employing district. 3.09.5 3.05.5 Material of a negative or derogatory nature shall not be placed in a personnel file unless and until the member is given notice and an opportunity to review it and attach his/her comments thereto. Such review shall occur, upon the member’s request, during the member’s workdaywork day, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the material. 3.09.6 3.05.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of the materials in such member’s file. 3.09.7 3.05.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material. 3.09.8 3.05.8 A member shall have the right to request the Personnel Director to place appropriate material of a positive nature in his/her personnel file. 3.09.9 The substance of employee evaluations for competency is not arbitrable. Commentary alleging a disciplinable offense as defined in the Agreement, if included in such evaluations, shall be considered the same as a written warning. 3.09.10 3.05.9 Derogatory materials in a personnel file that are at least four (4) years old shall, upon an employee’s written request, be removed from the personnel file and placed in a separate sealed file. The End of Year Neither the Professional Evaluation Report nor the Summary Evaluation Form may not be removed from the personnel file under this section.

Personnel Files. 3.09.1 A. The official personnel file of each employee shall be maintained in the office of the Board. Each building administrator may retain a working file of copies of materials placed in a teacher’s personnel file. This working file shall be destroyed at the end of one year. Copies of official evaluations are excluded from the one-year period. B. An employee shall have access to his/her personnel file upon request, within a reasonable time period. A memberrepresentative of the employee shall have access to said employee’s personnel file when said employee requests such access. C. A teacher shall be treated as confidentialnotified immediately of any request(s) to view the contents of the teacher’s personnel file. The teacher may review his/her file during this time and shall be given the opportunity to be present when his/her file is viewed, if the teacher is available. Nothing in this procedure shall be construed to waive any rights conferred under O.R.C. Chapter 1347 or to violate O.R.C. 149.43. 3.09.2 Materials D. An employee shall be entitled to a copy of any material(s) in personnel files his/her file upon written request and payment of members which may serve as a basis for affecting the status of their employment are to copying cost. Copying costs shall not exceed $.05 per page. E. Anonymous letters or information shall not be placed in the employee’s file nor shall any record be made available for the inspection of the person involvedsame. 3.09.3 Such material is not to include ratingsF. Any materials of disciplinary nature may, reports, or records which were obtained prior upon written request to the employment Superintendent, be moved to a separate file not identifiable to the teacher and will not be considered in any future discipline after three (3) years if there have been no other intervening disciplinary incidents of a similar nature. Personnel records may be expunged or destroyed only as permitted by the person involvedBoard’s records retention policy. 3.09.4 G. Each member employee shall have the right to inspect such materials, and copy such indicate those documents and/or other materials upon request, provided that the inspection is made at a time when such person is not actually required to render services to the employing district. 3.09.5 Material of a negative or derogatory nature shall not be placed in a personnel file unless and until the member is given notice and an opportunity to review it and attach his/her comments theretopersonnel file which he/she believes to be obsolete, untimely, inappropriate, and/or inaccurate. Such review shall occur, upon the member’s request, during the member’s workday, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the material. 3.09.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of the materials in such member’s file. 3.09.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material. 3.09.8 A member The employee shall have the right to request the Personnel Director to place appropriate material of a positive nature in his/her personnel file. 3.09.9 The substance of employee evaluations for competency is not arbitrable. Commentary alleging a disciplinable offense as defined in the Agreementobsolete, if included in such evaluationsuntimely, shall be considered the same as a written warning. 3.09.10 Derogatory inappropriate and/or inaccurate materials in a personnel file that are at least four (4) years old shall, upon an employee’s written request, be removed from the personnel file and destroyed, provided that documents will be destroyed only as permitted by the Board’s records retention policy. Such request shall be reviewed by the Superintendent. The Superintendent shall give written reasons for not removing the materials from the employee’s personnel file. If not satisfied, the employee may appeal under O.R.C. 1347. H. All negative materials placed in a separate sealed filethe bargaining unit member’s file shall be presented to the employee for signature. The End employee’s signature indicates that he/she has viewed and received a copy of Year Summary Form may the material. The signature does not be removed from indicate acceptance or approval of the personnel file under material. I. Nothing in this sectionSection is intended to conflict with O.R.C. 149.43. In the event that any conflict does exist, the provisions of O.R.C. 149.43 shall prevail.

Personnel Files. 3.09.1 A member’s 1. There shall be only one (1) personnel file for each employee, maintained at the district office. Following review by the principal and the employee, any other file relating to an employee kept at their worksite shall be treated as confidentialdestroyed or transferred to the district file when the employee leaves that worksite. 3.09.2 Materials 2. After receiving a request from an employee, the Superintendent or designate, in personnel files respect of members which the district file, or the principal or supervisor of the worksite, in respect of any file kept at their worksite, shall forthwith grant access to that employee’s file. 3. An appropriate school board official shall be present when an employee views their file, and the employee may serve as a basis for affecting the status be accompanied by an individual of their employment are to be made available for the inspection of the person involvedchoosing. 3.09.3 Such 4. The Board agrees that only factual material is not to include ratings, reports, or records which were obtained prior relevant to the employment and performance of the person involvedemployee, shall be maintained in personnel files. In the event that the employee believes that any material in the file does not meet this criteria and the appropriate Board official does not agree to removal of the specified material, the employee may file a grievance pursuant to Article A.6 of this Agreement. Any information relating to the employment and performance of an employee, except routine payroll and benefit information, shall be dated and signed by both the employee and the Board official to note placement in said file. A copy of this material shall be given to the employee. 3.09.4 Each member shall have 5. When material critical of the right to inspect such materialsemployee, and copy such materials upon request, provided that or in the inspection is made at a time when such person is not actually required to render services to the employing district. 3.09.5 Material nature of a negative or derogatory nature shall not be reprimand, is placed in a personnel file unless and until the member is given notice and file: a. the employee shall be so informed and b. the employee may elect to attach an opportunity addendum to review it and attach his/her comments thereto. Such review shall occur, upon the member’s request, during the member’s workday, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the material. 3.09.6 Upon written authorization by the member, a representative 6. Where material critical of the Association employee, or in the nature of a reprimand, is placed in the file, the employee may request to have the material removed provided that two (2) years have elapsed from the filing, and no further material of that nature has been subsequently filed. Such request shall not be unreasonably denied. 7. Personnel files shall be permitted to examine and obtain copies in the custody of the materials in such member’s fileSuperintendent or designate and shall not be accessible to anyone other than appropriate officials of the School District for bona fide reasons. 3.09.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material8. Personnel files will be kept confidential. 3.09.8 A member shall have the right to request the Personnel Director to place appropriate material of a positive nature in his/her personnel file. 3.09.9 The substance of employee evaluations for competency is not arbitrable. Commentary alleging a disciplinable offense as defined in the Agreement, if included in such evaluations, shall be considered the same as a written warning. 3.09.10 Derogatory materials in a personnel file that are at least four (4) years old shall, upon an employee’s written request, be removed from the personnel file and placed in a separate sealed file. The End of Year Summary Form may not be removed from the personnel file under this section.

Personnel Files. 3.09.1 A 12.1 All material placed in a unit member’s personnel file shall be treated as confidentialdated and identified by the person who prepared the material, subject to the following procedure: 12.1.1 A copy of any negative materials, or any letter of reprimand, which may affect employment will be provided to the unit member before it is placed in his/her personnel file. Receipt will be verified by unit members’ signature. 3.09.2 Materials 12.1.2 If the unit member alleges that the material is false, he/she shall have a reasonable time, as stated by the District but no less than ten (10) days, to produce evidence that is false. The unit member shall be allowed to present the evidence to the Assistant Superintendent of Human Resources who shall direct that the material not be placed in the unit member’s personnel files of members which may serve as a basis for affecting file if the status of their employment are to be made available for Assistant Superintendent is convinced that the inspection of information in the person involveddocument is not truthful. 3.09.3 Such 12.1.3 A unit member will be able to respond in writing if the material is not to include ratings, reports, or records which were obtained prior to placed in the employment of the person involvedpersonnel file. 3.09.4 Each 12.1.4 Information of a derogatory nature shall not be entered or filed unless and until the unit member is given notice and opportunity to review and comment thereon. A unit member shall have the right to inspect such materialsenter, and copy have attached to any such materials upon requestderogatory statement, provided that the inspection is made at a time when such person is not actually required to render services her/his own comments thereon. Such review, and any preparation of comments in response to the employing districtmaterial and/or statement, shall take place during normal business hours, and the unit member shall be released from duty for this purpose without salary reduction. 3.09.5 Material of 12.1.5 There shall be a negative or derogatory nature single personnel file for each unit member. Personnel files shall be kept in the District Office. Materials contained in a site file maintained by an administrator shall not be placed used in decisions affecting the assignment, discipline or employment status of a unit member unless that information has been entered in the official personnel file in a personnel file unless timely manner and until the member is given notice and an opportunity to review it and attach his/her comments thereto. Such review shall occur, upon the member’s request, during the member’s workday, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the materialas provided in this Article. 3.09.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of the materials in such member’s file. 3.09.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material. 3.09.8 A member shall have the right to request the Personnel Director to place appropriate material of a positive nature in his/her personnel file. 3.09.9 The substance of employee evaluations for competency is not arbitrable. Commentary alleging a disciplinable offense as defined in the Agreement, if included in such evaluations, shall be considered the same as a written warning. 3.09.10 Derogatory materials in a personnel file that are at least four (4) years old shall, upon an employee’s written request, be removed from the personnel file and placed in a separate sealed file. The End of Year Summary Form may not be removed from the personnel file under this section.

Personnel Files. 3.09.1 A 16.1. The District shall maintain unit members’ official personnel files in the Human Resources Department. 16.2. Material in a unit member’s personnel file file, except as mandated by law, shall be treated as confidential. 3.09.2 Materials in personnel files of members which may serve as a basis for affecting the status of their employment are to be made available for inspection by the inspection unit member and appropriate management personnel of the person involveddistrict and designees to review and/or copy. Unit members may provide written authorization for a designee to review the unit member's file, and/or may have a representative accompany the unit member in his/her review of the file. 3.09.3 Such material is not to include ratings, reports, or records which were obtained prior to the employment of the person involved. 3.09.4 Each member shall have the right to inspect such materials, and copy such materials upon request, provided that the inspection is made at a time when such person is not actually required to render services to the employing district. 3.09.5 Material 16.3. Information of a negative or derogatory nature nature, shall not be placed in a personnel file entered or filed unless and until the unit member is given notice and an opportunity to review it and attach his/her comments theretocomment thereon. Such review shall occur, upon the member’s request, during the member’s workday, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the material. 3.09.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of the materials in such member’s file. 3.09.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material. 3.09.8 A unit member shall have the right to request the Personnel Director enter and have attached to place appropriate material of a positive nature in any such derogatory statement his/her personnel fileown comments thereon. Such review shall take place during the normal business hours of the district. 3.09.9 The substance 16.4. Material of employee evaluations for competency is not arbitrable. Commentary alleging a disciplinable offense as defined derogatory nature placed in the Agreement, if included in such evaluations, a unit member's personnel file shall be considered dated and signed by the same as person who wrote it. Material of a written warningderogatory nature shall not be placed in a unit member's file unless it is supported by a dated document which was issued to the unit member within thirty (30) days after the completion of the investigation into the incident or after a post-investigation meeting with the unit member, whichever is later. 3.09.10 Derogatory materials 16.5. The contents of all personnel files shall be kept in strictest confidence. Access authorization shall be limited by section 16.2 above. The district shall keep an electronic log indicating the person(s) who examine a personnel file that as well as the date(s) of the examination. Excluded from the electronic log requirement are at least four (4) years old shallHuman Resources Office staff, upon an employee’s written requestindividual who has access pursuant to a privileged relationship, and an individual with whom the District has contracted to investigate a complaint, unfair labor practice or other charge filed by the unit member. The log shall be removed from available for examination by the unit member or his/her authorized association representative. 16.6. Previous behavior may only be referenced if it is documented in the personnel file and placed as indicated above in a separate sealed file. The End of Year Summary Form may not be removed from the personnel file under this section16.4.

Personnel Files. 3.09.1 A member’s 7.3.1 There shall be a single personnel file for each unit member. Personnel files shall be treated as confidentialkept in the central administrative office of the District. 3.09.2 7.3.2 Materials in the personnel files file of members which may serve a unit member, except as a basis for affecting the status of their employment are to noted below, shall be made available for inspection by the inspection unit member involved. Upon authorization by the unit member, an Association representative may review the unit members file or accompany the unit member in his/her review of the person involved. 3.09.3 Such material is not to include file. Materials excluded from inspection shall be ratings, reports, or ; reports on records which were obtained prior to the employment of the person unit member involved, were prepared by identifiable examination committee members, or were obtained in connection with a promotional examination or interview. 3.09.4 Each member 7.3.2.1 Unit members shall have the right to inspect such obtain one copy of personnel file materials, and copy such materials upon request, provided that the inspection is made at a time when such person is not actually required to render services no charge to the employing districtunit member. 3.09.5 Material 7.3.3 Information of a negative or derogatory nature nature, except material excluded in accordance with section 7.3.2.1 above, shall not be placed in a personnel file unless and entered or filed until the unit member is given notice and an opportunity to review it and attach his/her comments theretocomment thereon. Such review shall occur, upon the member’s request, during the member’s workday, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the material. 3.09.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of the materials in such member’s file. 3.09.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material. 3.09.8 A unit member shall have the right to request the Personnel Director enter, and have attached to place appropriate material of a positive nature in any such derogatory statement, his/her own comments. 7.3.3.1 Such review, and any preparation of comments in response to the information, shall take place during normal business hours, and the unit member shall be released from duty for this purpose without salary reduction. 7.3.4 All material placed in a unit member's personnel file shall be dated and signed by the person who caused the material to be prepared. 7.3.4.1 All material destined for a unit member's personnel file shall be presented to the unit member for his/her signature, which indicates only that the documents have been read and that the right to attach written responses is known, before the material is placed in the personnel file. 3.09.9 The substance 7.3.4.1.1 Failure of employee evaluations for competency is the unit member to sign the document shall not arbitrable. Commentary alleging a disciplinable offense as defined prevent its placement in the Agreement, if included in such evaluations, personnel file. 7.3.5 Access to a unit member's personnel file shall be considered the same as limited to a written warning"need to know" basis. The contents of all personnel files shall be kept in strictest confidence. 3.09.10 Derogatory materials in 7.3.5.1 The district shall keep a log indicating the dates and names of all persons examining personnel file files, except that district office personnel performing administrative personnel functions are at least four (4) years old shall, upon an employee’s written request, not subject to this requirement. Such log shall be removed from available for examination by the personnel file and placed in a separate sealed file. The End of Year Summary Form may not be removed from the personnel file under this sectionunit member or his/her authorized Association representative.

Personnel Files. 3.09.1 A member‌‌ SECTION 1. There shall be only one (1) official personnel file in the Sheriff's Office. Each employee may inspect his personnel file maintained by the Employer at any reasonable time, and shall, upon request, receive a copy of any documents contained therein. Nothing shall be placed in the employee's personnel file without their knowledge. An employee shall be entitled to have a representative of his choice accompany him during such review. SECTION 2. The employee shall be given the right to place a statement of rebuttal or explanation in his file for any document placed there by the Employer. No anonymous material of any type shall be included in the employee's personnel file. SECTION 3. Records of letters of counseling and written warnings shall cease to have force and effect one (1) year from the date of issuance, provided no intervening discipline of a same or similar nature has occurred. Any record of discipline of any other kind shall cease to have force and effect two (2) years from the date of issuance, provided no intervening discipline of a same or similar nature has occurred. All disciplinary records that have ceased to have force and effect in accordance with this section shall be placed in a dead file and stored in accordance with the County’s records retention schedule upon request by the employee. SECTION 4. The following items shall be considered public information, available upon request to the Employer, from an employee's personnel file: annual salary, degree(s) held, areas of special certification, civil service status, and awards or commendations. All other documents in the personnel file shall be treated as confidential. 3.09.2 Materials in personnel files of members which may serve as a basis for affecting the status of their employment are to be made available for the inspection of the person involved. 3.09.3 Such material is not to include ratings, reports, or records which were obtained prior considered confidential to the employment of the person involved. 3.09.4 Each member shall have the right to inspect such materials, extent allowed by law and copy such materials upon request, provided that the inspection is made at a time when such person is not actually required to render services to the employing district. 3.09.5 Material of a negative or derogatory nature shall not be placed conveyed in a personnel file any manner to any person or persons unless and until the member is given notice and an opportunity to review it and attach his/her comments thereto. Such review shall occurby court order, upon the member’s requestsubpoena, during the member’s workday, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness or written permission of the materialemployee. 3.09.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of the materials in such member’s file. 3.09.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material. 3.09.8 A member shall have the right to request the Personnel Director to place appropriate material of a positive nature in his/her personnel file. 3.09.9 The substance of employee evaluations for competency is not arbitrable. Commentary alleging a disciplinable offense as defined in the Agreement, if included in such evaluations, shall be considered the same as a written warning. 3.09.10 Derogatory materials in a personnel file that are at least four (4) years old shall, upon an employee’s written request, be removed from the personnel file and placed in a separate sealed file. The End of Year Summary Form may not be removed from the personnel file under this section.

Personnel Files. 3.09.1 A member’s personnel file shall be treated as confidential. 3.09.2 Materials in 3.2.1 The personnel files of members which may serve as each bargaining unit member shall be maintained in the District's Human Resources Office. There shall be a basis single personnel file for affecting the status of their employment are to be made available for the inspection of the person involvedeach unit member. 3.09.3 Such material is not to include ratings, reports, or records which were obtained prior to the employment of the person involved. 3.09.4 Each member shall have the right to inspect such materials, and copy such materials upon request, provided that the inspection is made at a time when such person is not actually required to render services to the employing district. 3.09.5 Material 3.2.2 Information of a negative or derogatory nature shall not be placed entered or filed in a the unit member’s official personnel file unless and until the unit member is given notice and an opportunity to review it and attach his/her comments theretocomment thereon. Such review shall occur, upon the member’s request, during the member’s workday, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the material. 3.09.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of the materials in such member’s file. 3.09.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material. 3.09.8 A unit member shall have the right to request enter, and have attached to any such derogatory statement, her/his own comments thereon. 3.2.2.1 All material placed in a unit member's personnel file shall be dated and signed by the Personnel Director person who caused the material to place appropriate be prepared. Material shall be added in a timely fashion and in no circumstances shall material be added that was completed over three (3) months prior to the submission to the file. Documents created within this three (3) months’ time limitation shall not include references to other documents or events in excess of this three (3) month limitation unless already entered into the personnel file. 3.2.3 Materials in the personnel file of a positive nature unit member, except as noted below, shall be made available for inspection by the unit member involved. Unit members shall have the right to inspect and obtain a copy of personnel file materials. Upon written authorization by the unit member, an Association representative may review the unit member's file or accompany the unit member in her/his review of the file. Material which may be excluded from inspection shall be limited to ratings, reports or records which: 3.2.4 The District is prohibited from basing decisions affecting the assignment, discipline, or status of employment of a unit member upon materials not contained in or events not referenced in the personnel file. 3.2.5 Access to a unit member's personnel file shall be limited to a "need to know" basis. Access authorization must be obtained from the Chief Human Resource Officer. The contents of all personnel files shall be kept in strictest confidence. The District shall keep a log indicating the persons who have requested to examine a personnel file, as well as the dates such requests were made. Such log shall be available for examination by the unit member or her/his authorized Association representative. 3.2.6 Members of the unit shall have the right to inspect materials in their personnel files upon written request, at any off-duty time when the District's Human Resources Office is open. The District will provide to the unit member copies of the materials in his/her personnel filefiles within five (5) working days of a written request. 3.09.9 The substance 3.2.7 Upon the written request of employee evaluations for competency is not arbitrable. Commentary alleging the unit member, the District agrees to remove and destroy any materials of a disciplinable offense as defined derogatory nature, excluding evaluations, which have remained in the Agreementfile for five (5) years, if included provided that there have been no documented actions of a similar nature to the original sustained disciplinary action in such evaluations, shall be considered the same as a written warningthat five-year period. 3.09.10 Derogatory materials in a personnel file that are at least four (4) years old shall, upon an employee’s written request, be removed from the personnel file and placed in a separate sealed file. The End of Year Summary Form may not be removed from the personnel file under this section.

Personnel Files. 3.09.1 3.05.1 A member’s personnel file shall be treated as confidential. 3.09.2 3.05.2 Materials in personnel files of members which may serve as a basis for affecting the status of their employment are to be made available for the inspection of the person involved. 3.09.3 3.05.3 Such material is not to include ratings, reports, or records which were obtained prior to the employment of the person involved. 3.09.4 3.05.4 Each member shall have the right to inspect such materials, and copy such materials upon request, provided that the inspection is made at a time when such person is not actually required to render services to the employing district. 3.09.5 3.05.5 Material of a negative or derogatory nature shall not be placed in a personnel file unless and until the member is given notice and an opportunity to review it and attach his/her comments thereto. Such review shall occur, upon the member’s request, during the member’s workdaywork day, without with out salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the material. 3.09.6 3.05.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of the materials in such member’s file. 3.09.7 3.05.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material. 3.09.8 3.05.8 A member shall have the right to request the Personnel Director to place appropriate material of a positive nature in his/her personnel file. 3.09.9 The substance of employee evaluations for competency is not arbitrable. Commentary alleging a disciplinable offense as defined in the Agreement, if included in such evaluations, shall be considered the same as a written warning. 3.09.10 3.05.9 Derogatory materials in a personnel file that are at least four (4) years old shall, upon an employee’s written request, be removed from the personnel file and placed in a separate sealed file. The End of Year Neither the Professional Evaluation Report nor the Summary Evaluation Form may not be removed from the personnel file under this section.

Personnel Files. 3.09.1 A member22.1 There shall be a single personnel file for each Unit Member. 22.2 Personnel files shall be kept in the District Office. 22.3 All material placed in a Unit Member’s file shall be dated and signed by the person who caused the material to be prepared. 22.4 Access to a Unit Member’s personnel file shall be treated limited to a “need to know” basis. Access authorization must be obtained from either the Superintendent or the Unit Member. Anyone reviewing the Unit Member’s file, other than the Superintendent or an attorney appointed by the Superintendent, immediate supervisor, or the superintendent’s secretary, payroll specialist, or business manager, must have permission in writing for such review with a copy to the Unit Member. The contents of all personnel files shall be kept in strictest confidence. The District shall keep a log indicating the persons who have requested and been given access to the personnel file, as confidentialwell as the dates such requests and access were made. Such log shall be available for examination by the Unit Member or his/her authorized Association representative. 3.09.2 Materials 22.5 Material in the personnel files of members which may serve as a basis for affecting the status of their employment are to file shall be made available for the inspection of by the person involvedUnit Member and a copy given to the Unit Member, upon request. 3.09.3 22.5.1 Such material material, made available for inspection, is not to include ratings, reports, or records which that (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. A Unit Member shall have access to his/her numerical scores obtained as a result of a written examination. 3.09.4 Each member shall have 22.5.2 An Association representative may review the right to inspect such materials, and copy such materials upon request, provided that Unit Member’s file with authorization from the inspection is made at a time when such person is not actually required to render services to Unit Member or may accompany the employing districtUnit Member in his/her review of the file. 3.09.5 Material 22.6 Information of a negative or derogatory nature shall not be placed in a personnel file entered or filed unless and until the member Unit Member is given notice and an opportunity to review it and attach his/her comments theretocomment thereon. Such review shall occur, upon the member’s request, during the member’s workday, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the material. 3.09.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of the materials in such member’s file. 3.09.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material. 3.09.8 A member An employee shall have the right to request enter, and have attached to any derogatory statement, his own comment thereon. The review shall take place during normal business hours, and the Personnel Director to place appropriate material employee shall be released from duty for this purpose without salary reduction. 22.6.1 Information of a positive derogatory nature shall not be entered or filed without investigation and verification of the circumstance(s) leading to the derogatory materials. 22.6.2 Derogatory material in excess of two (2) years of age shall be marked obsolete and not be the subject of any adverse action against the Unit Member. 22.6.3 Derogatory material that is the subject of a grievance shall be filed in a confidential file separate from the personnel file for the duration of the grievance and shall not be filed in the personnel file unless and until such derogatory material is substantiated by the grievance. 22.7 Any grievance(s) regarding this Article shall be filed at Level 2 of the Grievance Procedure. 22.8 A Unit Member’s position description shall be included in his/her personnel file. Said position description shall be updated as necessary to reflect changes in the Unit Member’s position title, nature of duties and other relevant information. 3.09.9 The substance of employee evaluations for competency is 22.9 Any material not arbitrable. Commentary alleging a disciplinable offense as defined contained in the Agreement, if included in such evaluations, shall be considered the same as a written warning. 3.09.10 Derogatory materials in a Unit Member’s personnel file that are at least four (4) years old shall, upon an employee’s written request, be removed from the personnel file and placed in a separate sealed file. The End of Year Summary Form may not be removed from used in any manner to assess work performance or in any action which affects the employment status of the Unit Member. 22.10 Any Unit Member shall have the right to add positive work-related material to their personnel file under this sectionwith the approval of the Superintendent or administrative designee.

Personnel Files. 3.09.1 A member22.1 There shall be a single personnel file for each Unit Member. 22.2 Personnel files shall be kept in the District Office. 22.3 All material placed in a Unit Member’s file shall be dated and signed by the person who caused the material to be prepared. 22.4 Access to a Unit Member’s personnel file shall be treated limited to a “need to know” basis. Access authorization must be obtained from either the Superintendent or the Unit Member. Anyone reviewing the Unit Member’s file, other than the Superintendent or an attorney appointed by the Superintendent, immediate supervisor, or the superintendent’s secretary, payroll specialist, or business manager, must have permission in writing for such review with a copy to the Unit Member. The contents of all personnel files shall be kept in strictest confidence. The District shall keep a log indicating the persons who have requested and been given access to the personnel file, as confidentialwell as the dates such requests and access were made. Such log shall be available for examination by the Unit Member or his/her authorized Association representative. 3.09.2 Materials 22.5 Material in the personnel files of members which may serve as a basis for affecting the status of their employment are to file shall be made available for the inspection of by the person involvedUnit Member and a copy given to the Unit Member, upon request. 3.09.3 22.5.1 Such material material, made available for inspection, is not to include ratings, reports, or records which that (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. A Unit Member shall have access to his/her numerical scores obtained as a result of a written examination. 3.09.4 Each member shall have 22.5.2 An Association representative may review the right to inspect such materials, and copy such materials upon request, provided that Unit Member’s file with authorization from the inspection is made at a time when such person is not actually required to render services to Unit Member or may accompany the employing districtUnit Member in his/her review of the file. 3.09.5 Material 22.6 Information of a negative or derogatory nature shall not be placed in a personnel file entered or filed unless and until the member Unit Member is given notice and an opportunity to review it and attach his/her comments theretocomment thereon. Such review shall occur, upon the member’s request, during the member’s workday, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the material. 3.09.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of the materials in such member’s file. 3.09.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material. 3.09.8 A member An employee shall have the right to request enter, and have attached to any derogatory statement, his own comment thereon. The review shall take place during normal business hours, and the Personnel Director to place appropriate material employee shall be released from duty for this purpose without salary reduction. 22.6.1 Information of a positive derogatory nature shall not be entered or filed without investigation and verification of the circumstance(s) leading to the derogatory materials. 22.6.2 Derogatory material in excess of two (2) years of age shall be marked obsolete and not be the subject of any adverse action against the Unit Member. 22.6.3 Derogatory material that is the subject of a grievance shall be filed in a confidential file separate from the personnel file for the duration of the grievance and shall not 22.7 Any grievance(s) regarding this Article shall be filed at Level 2 of the Grievance Procedure. 22.8 A Unit Member’s position description shall be included in his/her personnel file. Said position description shall be updated as necessary to reflect changes in the Unit Member’s position title, nature of duties and other relevant information. 3.09.9 The substance of employee evaluations for competency is 22.9 Any material not arbitrable. Commentary alleging a disciplinable offense as defined contained in the Agreement, if included in such evaluations, shall be considered the same as a written warning. 3.09.10 Derogatory materials in a Unit Member’s personnel file that are at least four (4) years old shall, upon an employee’s written request, be removed from the personnel file and placed in a separate sealed file. The End of Year Summary Form may not be removed from used in any manner to assess work performance or in any action which affects the employment status of the Unit Member. 22.10 Any Unit Member shall have the right to add positive work-related material to their personnel file under this sectionwith the approval of the Superintendent or administrative designee.

Personnel Files. 3.09.1 A member22.1 There shall be a single personnel file for each Unit Member. 22.2 Personnel files shall be kept in the District Office. 22.3 All material placed in a Unit Member’s file shall be dated and signed by the person who caused the material to be prepared. 22.4 Access to a Unit Member’s personnel file shall be treated limited to a ―need to know‖ basis. Access authorization must be obtained from either the Superintendent or the Unit Member. Anyone reviewing the Unit Member’s file, other than the Superintendent or an attorney appointed by the Superintendent, immediate supervisor, or the superintendent’s secretary, payroll specialist, or business manager, must have permission in writing for such review with a copy to the Unit Member. The contents of all personnel files shall be kept in strictest confidence. The District shall keep a log indicating the persons who have requested and been given access to the personnel file, as confidentialwell as the dates such requests and access were made. Such log shall be available for examination by the Unit Member or his/her authorized Association representative. 3.09.2 Materials 22.5 Material in the personnel files of members which may serve as a basis for affecting the status of their employment are to file shall be made available for the inspection of by the person involvedUnit Member and a copy given to the Unit Member, upon request. 3.09.3 22.5.1 Such material material, made available for inspection, is not to include ratings, reports, or records which that (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. A Unit Member shall have access to his/her numerical scores obtained as a result of a written examination. 3.09.4 Each member shall have 22.5.2 An Association representative may review the right to inspect such materials, and copy such materials upon request, provided that Unit Member’s file with authorization from the inspection is made at a time when such person is not actually required to render services to Unit Member or may accompany the employing districtUnit Member in his/her review of the file. 3.09.5 Material 22.6 Information of a negative or derogatory nature shall not be placed in a personnel file entered or filed unless and until the member Unit Member is given notice and an opportunity to review it and attach his/her comments theretocomment thereon. Such review shall occur, upon the member’s request, during the member’s workday, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the material. 3.09.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of the materials in such member’s file. 3.09.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material. 3.09.8 A member An employee shall have the right to request enter, and have attached to any derogatory statement, his own comment thereon. The review shall take place during normal business hours, and the Personnel Director to place appropriate material employee shall be released from duty for this purpose without salary reduction. 22.6.1 Information of a positive derogatory nature shall not be entered or filed without investigation and verification of the circumstance(s) leading to the derogatory materials. 22.6.2 Derogatory material in excess of two (2) years of age shall be marked obsolete and not be the subject of any adverse action against the Unit Member. 22.6.3 Derogatory material that is the subject of a grievance shall be filed in a confidential file separate from the personnel file for the duration of the grievance and shall not 22.7 Any grievance(s) regarding this Article shall be filed at Level 2 of the Grievance Procedure. 22.8 A Unit Member’s position description shall be included in his/her personnel file. Said position description shall be updated as necessary to reflect changes in the Unit Member’s position title, nature of duties and other relevant information. 3.09.9 The substance of employee evaluations for competency is 22.9 Any material not arbitrable. Commentary alleging a disciplinable offense as defined contained in the Agreement, if included in such evaluations, shall be considered the same as a written warning. 3.09.10 Derogatory materials in a Unit Member’s personnel file that are at least four (4) years old shall, upon an employee’s written request, be removed from the personnel file and placed in a separate sealed file. The End of Year Summary Form may not be removed from used in any manner to assess work performance or in any action which affects the employment status of the Unit Member. 22.10 Any Unit Member shall have the right to add positive work-related material to their personnel file under this sectionwith the approval of the Superintendent or administrative designee.

Personnel Files. 3.09.1 A member’s personnel file shall be treated as confidential. 3.09.2 Materials in personnel files of unit members which may serve as a basis for affecting the status of their employment or evaluation of their competence are to be made available for the inspection of the person involved. 3.09.3 . The inspection shall be made in the presence of the administrator in charge of the file. The unit member may be accompanied by a representative to review the file. Such material is not to include ratings, reports, or records which (1) were obtained prior to the employment of the person involved. 3.09.4 Each , (2) were prepared by identifiable examination committee members, or (3) were obtained in connection with a promotional examination. Every unit member shall have the right to inspect such materials, and copy such materials upon request, provided that the inspection request is made at a time when such person is not actually required to render services to the employing district. 3.09.5 Material District. Information of a negative or derogatory nature nature, except material mentioned in the second paragraph of this section, shall not be placed in a personnel file entered or filed unless and until the unit member is given notice and an opportunity to review and comment thereon. If derogatory information is placed in the personnel file, it and attach his/her comments thereto. Such review shall occur, upon the member’s request, during the member’s workday, without salary reduction. Upon request by the member, the Personnel Director shall review the appropriateness of the material. 3.09.6 Upon written authorization by the member, a representative of the Association shall be permitted to examine and obtain copies of within a reasonable time following the materials in such member’s file. 3.09.7 Any person who drafts, receives, or places materials in a member’s file shall sign and date the material. 3.09.8 incident. A unit member shall have the right to request the Personnel Director to place appropriate material of a positive nature in attach his/her personnel file. 3.09.9 The own comments to any such material and acknowledge that such material has been read by initialing and dating that material. This acknowledgment does not constitute agreement with any or all of the material. This material may be removed from the file if charges are without substance of employee evaluations for competency is not arbitrable. Commentary alleging a disciplinable offense as defined in the Agreement, if included in such evaluations, shall be considered the same as a written warning. 3.09.10 Derogatory materials in a personnel file that are at least or after four (4) years old shall, upon an employee’s written request, from the date of the incident. Unsatisfactory performance reports related to competency may be removed from the personnel file and placed after four (4) years from the date of the evaluation. The placement of material in a separate sealed file. The End of Year Summary Form may personnel file shall not be removed from subject to the personnel file under this sectiongrievance procedure of the Association/District contract if the above procedures have been followed.