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Chapter III
Section 9. Faculty Personnel Files
- 9.1 Definition and Purpose. The University shall maintain an official master personnel file for each member of the faculty, which shall be the exclusive file for personnel decisions. All
other files, information, notes, and records maintained in the department, unit, university administrative office, or supervisor's office shall be considered part of the master personnel file. All provisions regarding files noted herein shall apply to all information that is maintained.
- 9.2 Supervision of Files. All such files shall be maintained, supervised, and kept in a secure, locked place by the appropriate administrators: department files by the chair, unit files by the dean or director, university files by the Human Resources Office. (B/R 3/03)
- 9.3 Contents of Files. Each personnel file shall contain any information pertinent to an evaluation of the faculty members' work and normally will include, but not be limited to, biographical and personal information, evidence of a faculty member's academic and professional accomplishments, and personnel evaluations by department chairs, deans or directors. No anonymous material except duly authorized student evaluations and the results of surveys and comments properly obtained for the purpose of evaluation of administrative performance per the requirements of Title 5, Chapter 6, Chapter III, Section 14.3 shall be placed in the file. (B/R 6/07)
- 9.4 Access to Files. The following university personnel shall have access to an individuals' personnel file: (1) the faculty member or the faculty member's duly authorized representative, (2) department chair(s) or unit supervisors, (3) dean of the faculty member's college or unit, (4) university president, (5) Executive Vice President and Provost, (6) university legal counsel, (7) university Affirmative Action Director, (8) official university personnel committees as authorized by the appropriate administrator, and (9) where applicable, the chair of the Faculty Senate Appeals Committee, Faculty Senate Grievance Committee, or Special Hearing. (B/R 3/03)
- 9.4.1 A log sheet listing name, date, and reason for access shall be maintained by the custodian of all records and files maintained above the departmental level for each faculty member.
- 9.4.2 The materials in all personnel files shall be confidential; that is, they shall not be shared nor discussed with any person not listed in Section 9.4, except as may be provided herein or where access to such files is required by law or court order. (B/R 3/03)
- 9.5 Modification of Files. Nothing shall be permanently placed in or removed from the master personnel file without notification to the faculty member and approval by the administrator in charge of it.
- 9.5.1 If a faculty member objects to the inclusion, retention, or removal of any material in his or her personnel file, the faculty member may make a written request to the appropriate administrator for its removal, modification, or retention. If this request is denied, the faculty member shall have the right to file a grievance concerning the action of the administrator through established grievance procedures. (B/R 3/03)
- 9.5.2 A faculty member may include, rebut, or comment upon any information in his or her own personnel file without a written request to do so.