Article 16: Personnel Files

Collective Bargaining Agreement for Instructional Support

Instructional Support CBA

Table of Contents

Article 15: Seniority

Article 17: Job Description 


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


An employee shall be permitted to review material contained in the employees official personnel file. An employees official file shall be available for inspection within a reasonable time after it has been requested. The employee shall be required to show proper identification. A designated representative of the Human Resources Department may be present during the file review.


No anonymous, unsigned or unsubstantiated student-authored information will be placed in any employees official file. Incident reports made to the supervisor shall not be placed in the official file maintained by the Human Resources Department until such report has been investigated.


The employee has the right to be accompanied by a Union representative while examining the employee's official file.


An employee may designate a Union representative to have access to the employee's official file provided the designation is done in writing.


The College shall provide an employee a copy of any document, except routine file maintenance documents, prior to the placement of the document in the official file. The employee shall be asked to sign the document in order to verify that the employee has seen the document.


The College will honor reasonable requests for a copy of an accessible document in the official file for the employee. The employee may be required to assume a reasonable cost for the copies.


The employee has the right to respond in writing to anything placed in the employee's official file and have such response placed with the material to which the response relates.


The department and each supervisor may maintain a separate working file for each employee that is not accessible to the employee. The material contained in the working file shall not be used as the basis for disciplinary action unless the employee has been apprised of the material and given an opportunity to respond.