Common use of Access to Personnel Files and Supervisory Files Clause in Contracts

Access to Personnel Files and Supervisory Files. Employees have the right to confidentiality related to individual performance, personal information and personnel issues to the extent provided/allowed by law. The Employer and the Association will take appropriate steps to maintain such confidentiality. The Department shall have access to an employee’s personnel and supervisory file when necessary for Departmental operation. Access to the files shall be limited to: A. Employees with proper identification requesting to examine their own file. Examination will be in the presence of the HRD Commander or designee. Employees shall not remove any material from their files; but may have the HRD provide, without charge, a copy of any material in the files. B. The Chief. C. The Deputy Chief. D. The Assistant Chiefs and Bureau Directors. E. WSP Labor and Policy Advisor F. Assistant Attorneys General assigned to represent the WSP and their authorized staff (e.g., paralegal, tort investigator). G. An employee’s representative having written authorization from the employee. H. Supervisors and managers in the employee’s direct chain of command. I. The Department of Personnel. J. Officials whose duties require access to personnel files (determined by the HRD Commander). After access has been approved by the HRD Commander or designee, an entry in the Personnel File Access Record (attached to the inside cover of the file jacket) shall be made, documenting the name of the individual examining the file and the date of the examination. No materials may be removed from the employee’s file except pursuant to the purging provisions of this Article. If an authorized representative of the Employer, as determined above, makes a copy of any document from an employee’s personnel file or disciplinary file, then a notation will be made in the file indicating the person who made the copy, how many copies were made, and to whom the copies were provided.

Access to Personnel Files and Supervisory Files. Employees have the right to confidentiality related to individual performance, personal information and personnel issues to the extent provided/allowed by law. The Employer and the Association will take appropriate steps to maintain such confidentiality. The Department shall have access to an employee’s personnel and supervisory file when necessary for Departmental operation. Access to the files shall be limited to: A. Employees with proper identification requesting to examine their own file. Examination will be in the presence of the HRD Commander or designee. Employees shall not remove any material from their files; but may have the HRD provide, without charge, a copy of any material in the files. B. The Chief. C. The Deputy Chief. D. The Assistant Chiefs and Bureau Directors. E. WSP Labor and Policy Advisor F. Assistant Attorneys General assigned to represent the WSP and their authorized staff (e.g., paralegal, tort investigator). G. An employee’s representative having written authorization from the employee. H. Supervisors and managers in the employee’s direct chain of command. I. The Department of Personnel. J. Officials whose duties require access to personnel files (determined by the HRD Commander). After access has been approved by the HRD Commander or designee, an entry in the Personnel File Access Record (attached to the inside cover of the file jacket) shall be made, documenting the name of the individual examining the file and the date of the examination. No materials may be removed from the employee’s file except pursuant to the purging provisions of this Article. If an authorized representative of the Employer, as determined above, makes a copy of any document from an employee’s personnel file or disciplinary file, then a notation will be made in the file indicating the person who made the copy, how many copies were made, and to whom the copies were provided. J. The Office of the State Human Resources Director K. Department of Enterprise Services