Only one (1) official personnel file will be maintained
for each employee. It will be kept in the Personnel Office.
- An employee shall have the right to inspect his/her personnel file
at reasonable times during the regular business hours of the Personnel
- An employee may request a copy of any written materials in the personnel
file and a copy will be provided in a timely manner.
- One (1) copy of each document which is related to a grievance and
maintained in the personnel file shall be provided free of charge
to the employee, upon the employee's request.
- The employee may be required to bear the cost of duplicating other
An employee may authorize in writing a union representative and/or
steward to inspect his/her file and to request copies of materials in
Personnel recommendations or decisions relating to the promotion, retention,
termination, suspension, or any other personnel action related thereto,
shall be based primarily on material contained in the employee's personnel
file and open to the employee's inspection.
If a personnel recommendation or decision is based on any reasons
not contained in the employee's personnel file, the party making the
recommendation or decision shall commit those reasons to writing and
the written statement of those reasons shall become part of the employee's
personnel file. If a personnel recommendation or decision is based upon
any other written materials, the CSU shall provide a copy of such material
to the employee in a timely manner, upon the employee's request.
Employees shall not have access to pre-employment materials, except
in instances when the material is used in subsequent personnel actions.
Attendance and payroll records of an individual employee maintained
separately from the personnel file may be inspected and copied in accordance
with the provisions of sections 20.1a-d and section 20.2 of this Article.
Upon an employee's written request, documents relating to any disciplinary
action more than three (3) years old contained in an employee's personnel
file shall be removed, provided that no additional disciplinary action
for the same offense has subsequently been administered to the employee
within the last four (4) years.
Employees' personnel files shall be held in strict confidence and shall
be subject to inspection only by persons with official business.
An employee shall be provided with a copy of any letters of commendation
or adverse material placed in his/her personnel file within ten (10)
days of such placement.
If, after examination of his/her records, an employee believes that
any portion of the material is not accurate, the employee may request
in writing correction of the record.
Within twenty-one (21) days of an employee's request for correction
of the record, the President shall notify the employee in writing of
his/her decision regarding the request.
- If the President denies the request, the President shall state the
reason(s) for denial in writing, and this written statement shall
be sent to the employee.
- If the President grants the request for correction of the record,
the record shall be corrected. The employee shall be sent a copy of
the corrected record and a written statement that the incorrect record
in question has been permanently removed from the employee's personnel
An employee may submit a rebuttal statement to material in his/her
personnel file, which shall be placed in the employee's personnel file.
The classification/reclassification of a position to which an employee
is assigned shall not be considered a personnel recommendation or decision
as defined above.
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