Section 1--Inspection.
Materials in personnel files of employees, which may serve as a basis for affecting
the status of their employment, are to be made available for inspection of the
persons involved.
Section 2--Exclusions.
Such materials are not to include ratings, reports, or records which (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.
Section 3--Access.
Every unit member shall have the right to inspect such materials, upon request,
provided that the request is made at a time when such person is not actually
required to render services to the employing district. Such review shall take
place during normal District business hours, and the unit member shall be released
from duty for this purpose without salary reduction.
Section 4--Release of Materials.
Upon written authorization by the unit member, a representative of the Association
shall be permitted to examine materials in the unit member's personnel files
as set forth in Sections 1 and 2 of this Article.
Section 5--Copies of Materials.
Unit members will be provided a single copy of any materials placed in the personnel
file. Additional copies will be provided at a cost of ten cents (10¢) per
page.
Section 6--Derogatory Material.
Information of a derogatory nature, except material mentioned in Section 2 of
this Article, shall not be entered or filed unless and until the unit member
is given notice and an opportunity to review and comment thereon. An employee
shall have the right to enter, and have attached to any such derogatory statement,
his/her own comments thereon. All such material shall be signed and dated by
the person who drafted the material.
Section 7--Confidentiality.
Material in personnel files shall be considered as confidential. Access to personnel
files shall be limited to the unit member and the unit member's representative
as set forth above in this Article, and to those individuals authorized by the
Assistant Superintendent, Human Resources. Such access shall be on a need-to-know
basis as determined by the Assistant Superintendent, Human Resources.
Section 8--Log.
The District shall keep a log showing the name and date in which a personnel
file was examined by individuals other than employees assigned to Human Resources.
The log shall be available for examination by the unit member or Association
representative, if so authorized by the unit member.
Section 9--Positive Materials.
When a unit member is requested by the District to write or produce curriculum
materials, the unit member may prepare a summary of the unit member's work for
placement in the personnel file. A copy of the summary shall be forwarded by
the unit member to the management employee responsible for the curriculum development.