Information in the Files Clause Samples

The "Information in the Files" clause defines the status and use of documents, records, or data files referenced or provided under an agreement. It typically clarifies which information is considered part of the contractual relationship, such as technical specifications, drawings, or correspondence, and may specify how such information should be maintained, accessed, or updated by the parties. This clause ensures that all relevant information is clearly identified and properly managed, reducing the risk of misunderstandings or disputes over what constitutes the official record for the agreement.
Information in the Files a. An employee’s personnel file(s) contain information pertaining, but not limited to: employment, such as the application for employment, tests and letters or statements of reference; pay and benefits; training; conduct; education, honors and awards; duties and job classification; performance; discipline, release, and dismissal actions; attendance; and other relevant or necessary information specified by the University. b. Copies of letters of disciplinary action, along with copies of proofs of service that accompany the letters, upon being provided to an employee, shall be placed in the employee’s personnel file(s). The employee’s written comment, if any, regarding such letters shall be placed in her/his personnel file(s). Such comments shall not require the University to change or alter the letters or the actions indicated by the letters. c. Copies of documents related to performance shall be provided to the employee when placed in the personnel file. 1) The parties agree that transactional items need not be provided to employees in advance of being placed in the personnel file. 2) Examples of transactional documents include but are not limited to payroll processing, employee-initiated personnel data changes, and leave records. d. With the exception of performance evaluations, documents such as letters of disciplinary action or other documents concerning conduct or work performance, counseling memoranda and/or written records of discussions shall, upon the written request of the employee, be removed from the employee’s personnel file(s) if there have been no other disciplinary actions of the same or similar kind or if there have been no other letters or memoranda relating to the same or similar issues for a period of two (2) years unless otherwise required by law, or University Policies named in Article 43. Materials which would be removed upon an employee’s request, or retained pursuant to a legal requirement or University policy which are more than two (2) years old will not be used or relied upon to take or support disciplinary action. Where documents are removed pursuant to employee request, the employee shall receive the written request and the documents back. Where electronic records are used, the employee will receive confirmation of the deletion. Counseling memoranda and/or written records of discussion, in and of themselves, are not discipline nor are they grievable/arbitrable.
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Information in the Files a. A Postdoctoral Scholar’s personnel file(s) contain information related to the individual’s appointment at the University, such as: the Postdoctoral Scholar’s proof of degree or transcript, Curriculum Vitae, UC's Appointment and Reappointment notices, information about the Postdoctoral Scholar’s pay and benefits, record of training, written annual reviews, discipline, and dismissal actions, and other relevant or necessary information specified by the University. b. Copies of letters of disciplinary action, along with copies of proofs of service that accompany the letters, upon being provided to a Postdoctoral Scholar, shall be placed in the Postdoctoral Scholar's personnel file(s). The Postdoctoral Scholar's written comments, if any, regarding such letters shall be placed in his or her personnel file(s). c. Upon the Postdoctoral Scholar's written request, counseling memoranda and/or written records of discussions will be removed from the Postdoctoral Scholar's personnel file if there have been no other such memoranda relating to, or disciplinary action on, the same or similar issue(s) for a two-year period. d. Items placed in a Postdoctoral Scholar's personnel file(s) shall contain the date of the document's creation, and its source, and may contain the date on which the information was placed in the file. e. The Postdoctoral Scholar has the right to request that errors of fact in personnel records be corrected, and to make additions to personnel records.
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Information in the Files a. An employee's personnel file(s) contain information pertaining, but not limited, to: employment, such as the application for employment, tests, and letters or statements of reference; pay and benefits; training; conduct; education, honors and awards; duties and job classification; performance; discipline, release, and dismissal actions; attendance; and other relevant or necessary information specified by the University. b. Copies of letters of disciplinary action, along with copies of proofs of service that accompany the letters, upon being provided to an employee, shall be placed in the employee's personnel file(s). The employee's written comments, if any, regarding such letters shall be placed in his or her personnel file(s). Such comments shall not require the University to change or alter the letters or the actions indicated by the letters. c. Letters of disciplinary action shall, upon written request of the employee, be removed from the employee's personnel file(s) if there have been no other disciplinary actions of the same or of a similar kind for a two-year (2-year) period, unless required by law. If there have been no other disciplinary actions of the same or similar kind for a two-year (2-year) period, materials which would be removed upon an employee's request which are more than two (2) years old will not be used or relied upon to take or support disciplinary action. The employee shall receive the written request and the document(s) back. d. Upon the employee's written request, counseling memoranda and/or written records of discussions will be removed from the employee's personnel file if there have been no other such memoranda relating to, or disciplinary action on, the same or similar issue(s) for a two-year (2-year) period. Counseling memoranda and/or written records of discussion, in and of themselves, are not discipline nor are they grievable/arbitrable. e. Items placed in an employee's personnel file(s) shall contain the date of the document's creation, and its source, and may contain the date on which the information was placed in the file.
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Information in the Files a. An Academic Researcher’s personnel file(s) contain information related to the individual’s appointment at the University, such as: the Academic Researcher’s proof of degree or transcript, Curriculum Vitae, UC's Appointment and Reappointment notices, information about the Academic Researcher’s pay and benefits, record of training, confidential and non-confidential review records, corrective actions, and dismissals, and other relevant or necessary information specified by the University. b. Upon the Academic Researcher's written request, counseling memoranda and/or written records of discussions will be removed from the Academic Researcher's personnel file if there have been no other such memoranda relating to, or corrective action on, the same or similar issue(s) for a two-year period, unless retained pursuant to a legal requirement or University policy. c. Non-confidential items placed in an Academic Researcher's personnel file(s) shall contain the date of the document's creation, and its source, and may contain the date on which the information was placed in the file. d. The Academic Researcher has the right to request that errors of fact in personnel records be corrected, and to make additions to personnel records. The request to the appropriate University official shall include the reason(s) for the correction or addition. This statement shall become part of the Academic Researcher's file. Within thirty (30) calendar days, the University shall determine whether the request will be honored and so inform the Academic Researcher in writing. If the request is denied, the reasons shall be included in the written notice.
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Information in the Files a. An employee’s personnel file(s) may contain information pertaining to: hiring and onboarding, such as the application for employment, tests, and letters or statements of reference; pay and benefits; training; conduct; resume/CV; duties and job classification; performance; disciplinary action; attendance; and other relevant or necessary information specified by the University. b. Copies of disciplinary materials, upon being provided to an employee, shall be placed in the employee’s personnel file(s). The employee’s written comments, if any, regarding such letters shall be placed in their personnel file(s). c. In line with HR practices and procedures, items of a standardized nature (e.g. offer letter, salary increase notification, etc.) shall contain the date of the document’s creation and be placed in the employee’s personnel file. In line with HR practices and procedures, items of a more specific and personal nature, including any disciplinary letters or other time-sensitive documents, shall contain the date of the document’s creation, its source/author and the date it was placed in the file.
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Related to Information in the Files

  • Information and Data ‌ Upon request of the Union, the Employer agrees to furnish the Union with the following information: budgets for the Board of Regents; budgets for each College; public information used in the preparation of budgets as provided by law such as salaries; minutes of meetings of the Board; policies of the Board of Regents which apply to faculty members. Voluminous information shall be made available for inspection or will be provided at reproduction cost.

  • EMPLOYEE FILES 10.01 A copy of any completed formal evaluation which is to be placed in an employee’s file shall be first reviewed with the employee. The employee shall initial such evaluation as having been read and shall have the opportunity to add her or his views to such evaluation prior to it being placed in her or his file. It is understood that such evaluations do not constitute disciplinary action by the Employer against the employee. Having provided a written request to the Director of Care, or her designate, an employee shall be entitled to her personnel file for the purpose of reviewing any evaluations or formal disciplinary notations contained therein, in the presence of the Director of Care, at a mutually agreeable time. 10.02 The Employer will accommodate reasonable requests for copies of performance appraisals and records of discipline in an employee's file. 10.03 Letters of discipline shall be removed from an employee's file eighteen (18) months following the receipt of such letters provided that the employee's disciplinary record has remained discipline free over the eighteen (18) months period. Leaves of absence in excess of thirty (30) continuous calendar days will not count towards the eighteen (18) months period noted above.