One official personnel file shall be maintained for each employee in the Program Human Resources Department. The term "personnel file" as used in this Agreement shall refer to this one official personnel file.
The contents of an employee's official personnel file, exclusive of pre-employment materials, shall be open to review by the employee; and review by a Union Representative when authorized in writing by the employee.
Any employee or the Union Representative may request an appointment for the purpose of reviewing the employee's personnel file. Such requested appointments shall be scheduled during normal business hours. The manner of access to the official personnel file shall be subject to reasonable conditions.
The employee shall within fourteen (14) days of a written request be provided an exact copy of all or any portion of materials officially maintained in the official personnel file. The employee shall bear the cost of duplicating such materials.
Personnel recommendations or decisions relating to any personnel actions shall be based primarily on material contained in the employee's official personnel file and open to the employee's review. If a personnel recommendation or decision is based on any reasons not contained in the employee's official personnel file, the appropriate administrator making the recommendation or decision shall commit those reasons to writing and the written statement of those reasons shall be placed in the employee's official personnel file.
An employee shall not have access to pre-employment materials in the personnel file, except in instances when such materials are used in personnel actions.
Upon request by an employee, attendance and payroll records maintained separately from the personnel file may be reviewed by the employee or a representative when authorized in writing by the employee. Such attendance and payroll records shall be excluded from provisions of Article 10, Personnel File.
An employee shall be provided with a copy of material that could lead to an adverse personnel action prior to the placement of such material in his/her personnel file.
An employee may submit a rebuttal statement to material in the personnel file, which shall be placed in the employee's personnel file.
Request for Correction
If, after review of the personnel file, an employee believes that any portion of the material is not accurate, the employee may request in writing to Head Start Human Resources a correction of the record.
Within twenty-one (21) days of an employee's request for correction of the record, Human Resources shall notify the employee in writing of its decision.
- If Human Resources denies the request, it shall state all of the reasons for denial in writing. This written statement shall be sent to the employee.
- If Human Resources 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 file.