Common use of Official Personnel File Clause in Contracts

Official Personnel File. A. Only one complete official departmental personnel file shall be maintained for each employee at a location identified by each State department head or designee. B. An employee or his/her representative, if properly authorized by the employee, shall have the right to review and to obtain copies of any material in his/her official personnel file during regular personnel office hours with appropriate prior notice. C. The official personnel file shall not be moved from the identified location unless approved by the State department head or designee. D. Where the official personnel file is in a location remote from the employee's work location, arrangements may be made to have a complete copy of the file sent to a location specified in writing by the employee. E. The State shall maintain the official personnel file as a confidential record which should be available for inspection only to the employee's immediate supervisor or the direct higher line supervision or other persons authorized by the department head or designee. F. An employee shall be provided, on a timely basis, with a copy of any performance•related material in his/her official personnel file. G. An employee shall have the right to prepare and have entered into his/her official personnel file his/her written response to any performance-related material which is in his/her official personnel file. H. Except the performance appraisal report, probationary reports and adverse actions, any negative performance-related material shall be removed from the employee's personnel file and destroyed within one (1) year from the date of entry, if there has been no further documentation of the same or similar behavior. When an employee receives written documentation of a negative nature, the supervisor shall note in writing the time frame it will remain in the file, if less than one (1) year.* I. An employee shall have the right to request in writing, at any time, the removal of any performance-related material in his/her official personnel file. The State shall provide a written response if such request is denied. *These timeframes are effective upon ratification by both parties.

Official Personnel File. A. Only one complete 41.20.1 All official records of the employee's personnel history are maintained in the Human Resources Department, including applications for appointment, performance appraisal forms, employee transaction forms, formal disciplinary actions and other documents pertinent to the employee's official personnel history. Copies of these records may be retained by the employee's department, as a departmental personnel file shall be maintained for each employee at a location identified by each State department head or designeefile. B. An employee or his/her representative41.20.2 Employees have the right to inspect their departmental individual personnel files and the official file which is maintained in the Human Resources Department during normal business hours, if properly authorized as provided by law. No material of any kind, except documents submitted by the employee, shall have the right to review and to obtain copies of any material be placed in his/her an employee's official personnel file during regular or the departmental personnel office hours with appropriate prior noticefile after the date of employment without a copy being given to the employee. The employee may provide a concise written response to any material which is maintained in either personnel file. C. The official personnel file shall not be moved from 41.20.3 If the identified location unless approved by the State department head or designee. D. Where employee believes that any material has been placed in the official personnel file is in the Human Resources Department in violation of this provision, the employee may send a location remote from written request for its removal to the employee's work location, arrangements may be made Director of Human Resources with a copy to have the Department Head. The Director of Human Resources will make a complete copy determination of the appropriateness of the inclusion of the material and will notify the employee of the final disposition. If the employee believes that any material has been placed in the Departmental Personnel file sent to in violation of this provision, the employee may send a location specified in writing by the employee. E. The State shall maintain the official personnel file as a confidential record which should be available written request for inspection only its removal to the employee's immediate supervisor or the direct higher line supervision or other persons authorized by the department head or designee. F. An employee shall be provided, on a timely basisDepartment, with a copy to the Director of any performance•related Human Resources. The Department Head will make a determination of the appropriateness of the inclusion of the material and will notify the employee of the final disposition. 41.20.4 In responding to inquiries from prospective future employers, only information available in his/her the individual's official personnel file will be provided. 41.20.5 Records of grievances filed by an employee which do not relate to any disciplinary action taken against that employee shall not be maintained in the individual's Departmental or Human Resources Department file. Such records may be separately maintained but shall not be regarded or treated as part of the individual's Departmental or official Human Resources Department file. G. An employee shall have the right 41.20.6 Except as otherwise required by applicable law, any material related to prepare and have entered into his/her official personnel file his/her written response to any performance-related material disciplinary action which is in his/her official personnel file. H. Except the performance appraisal report, probationary reports and adverse actions, any negative performance-related material subsequently overturned or rescinded shall be removed from the employee's Departmental and official Human Resources Department file. 41.20.7 Formal letters of reprimand or formal counseling concerning work rules or time and attendance shall be removed from an employees' official files upon request after 24 months provided the employee has maintained satisfactory performance. Letters of reprimand concerning all other subjects shall be removed from an employee’s official personnel file and destroyed within one (1) year from upon request after 48 months provided the date of entry, if there employee has been no further documentation of the same or similar behavior. When an employee receives written documentation of a negative nature, the supervisor shall note in writing the time frame it will remain in the file, if less than one (1) yearmaintained satisfactory performance.* I. An employee shall have the right to request in writing, at any time, the removal of any performance-related material in his/her official personnel file. The State shall provide a written response if such request is denied. *These timeframes are effective upon ratification by both parties.

Official Personnel File. ‌ A. Only one complete official departmental personnel file shall be maintained for each employee at a location identified by each State department head or designee. B. An employee or his/her representative, if properly authorized by the employee, shall have the right to review and to obtain copies of any material in his/her official personnel file during regular personnel office hours with appropriate prior notice. C. The official personnel file shall not be moved from the identified location unless approved by the State department head or designee. D. Where the official personnel file is in a location remote from the employee's work location, arrangements may be made to have a complete copy of the file sent to a location specified in writing by the employee. E. The State shall maintain the official personnel file as a confidential record which should be available for inspection only to the employee's immediate supervisor or the direct higher line supervision or other persons authorized by the department head or designee. F. An employee shall be provided, on a timely basis, with a copy of any performance•related performance-related material in his/her official personnel file. G. An employee shall have the right to prepare and have entered into his/her official personnel file his/her written response to any performance-related material which is in his/her official personnel file. H. Except the performance appraisal report, probationary reports and adverse actions, any negative performance-related material shall be removed from the employee's personnel file and destroyed within one (1) year from the date of entry, if there has been no further documentation of the same or similar behavior. When an employee receives written documentation of a negative nature, the supervisor shall note in writing the time frame it will remain in the file, if less than one (1) year.* I. An employee shall have the right to request in writing, at any time, the removal of any performance-related material in his/her official personnel file. The State shall provide a written response if such request is denied. *These timeframes are effective upon ratification by both partiesdenied within fifteen (15) calendar days of the employee’s request.

Official Personnel File. A. Only one complete official departmental personnel file shall be maintained for each employee at a location identified by each State department head or designee. B. An employee or his/her representative, if properly authorized by the employee, shall have the right to review and to obtain copies of any material in his/her official personnel file during regular personnel office hours with appropriate prior notice. C. The official personnel file shall not be moved from the identified location unless approved by the State department head or designee. D. Where the official personnel file is in a location remote from the employee's work location, arrangements may be made to have a complete copy of the file sent to a location specified in writing by the employee. E. The State shall maintain the official personnel file as a confidential record which should be available for inspection only to the employee's immediate supervisor or the direct higher line supervision or other persons authorized by the department head or designee. F. An employee shall be provided, on a timely basis, with a copy of any performance•related performance-related material in his/her official personnel file. G. An employee shall have the right to prepare and have entered into his/her official personnel file his/her written response to any performance-related material which is in his/her official personnel file. H. Except the performance appraisal report, probationary reports and adverse actions, any negative performance-related material shall be removed from the employee's personnel file and destroyed within one (1) year from the date of entry, if there has been no further documentation of the same or similar behavior. When an employee receives written documentation of a negative nature, the supervisor shall note in writing the time frame it will remain in the file, if less than one (1) year.* I. An employee shall have the right to request in writing, at any time, the removal of any performance-related material in his/her official personnel file. The State shall provide a written response if such request is denied. *These timeframes are effective upon ratification by both partiesdenied within fifteen (15) calendar days of the employee’s request.

Official Personnel File. A. Only one complete official departmental personnel file shall be maintained for each employee at a location identified by each State department head or designee. B. An employee or his/her representative, if properly authorized by the employee, shall have the right to review and to obtain copies of any material in his/her official personnel file during regular personnel office hours with appropriate prior notice. C. The official personnel file shall not be moved from the identified location unless approved by the State department head or designee. D. Where the official personnel file is in a location remote from the employee's work location, arrangements may be made to have a complete copy of the file sent to a location specified in writing by the employee. E. The State shall maintain the official personnel file as a confidential record which should be available for inspection only to the employee's immediate supervisor or the direct higher line supervision or other persons authorized by the department head or designee. F. An employee shall be provided, on a timely basis, with a copy of any performance•related material in his/her official personnel file. G. An employee shall have the right to prepare and have entered into his/her official personnel file his/her written response to any performance-related material which is in his/her official personnel file. H. Except the performance appraisal report, probationary reports and adverse actions, any negative performance-related material shall be removed from the employee's personnel file and destroyed within one (1) year from the date of entry, if there has been no further documentation of the same or similar behavior. When an employee receives written documentation of a negative nature, the supervisor shall note in writing the time frame it will remain in the file, if less than one (1) year.* I. An employee shall have the right to request in writing, at any time, the removal of any performance-related material in his/her official personnel file. The State shall provide a written response if such request is denied. *These timeframes are effective upon ratification by both partiesdenied within fifteen (15) calendar days of the employee’s request.