Article 9: Personnel File

Collective Bargaining Agreement for Maintenance and Operations


Bargaining unit employees' official personnel files will be administered in accordance with the following provisions.


The College shall maintain an official personnel file for each employee. The official personnel file is digital and will be maintained in the College's Electronic Document Storage System.


An employee may review material contained in his/her official personnel file.


Any information placed in the employee's personnel file may be removed as a result of a grievance settlement.


An employee shall be entitled to provide a written response to adverse material contained in their official file.


No anonymous or unsigned information may be placed in the employee's personnel file.


Any information or materials which are derogatory to an employee's conduct, service, character, or personality shall not be placed in an employee's file unless the employee has been given the opportunity to examine and respond to the information or materials.


An employee wishing to access their personnel file shall provide at least twenty-four (24) hour advance notice. The employee may be required to show proper identification. A designated representative of the Human Resources Department may be present during the file review. The file reviewer may be required to sign and date a form maintained in the personnel file.


The College will honor reasonable requests for a copy of any accessible document in the official file for the employee.


Upon specific written request, the Union or Local Union representative will be provided copies of all information in any employee's official file which is relevant or pertinent to a grievance or grievance investigation.


The Department and each supervisor may maintain a separate working file for each employee that is not accessible to the employee or the Union. Information contained in this file will not be used as the sole basis for disciplinary action unless the employee has been given an opportunity to respond to the charges.