An accessible personnel file is the official personnel file for employment and personnel
actions which do not involve review, evaluation, and assessment activities. Librarians
shall have the right of access to all non-confidential reports, documents, correspondence,
and other material in their personnel file(s). Librarians shall be entitled to redacted
copies of confidential material, if any, in their personnel file(s).
RIGHT TO INSPECT
The University shall designate an office in which the personnel file shall be maintained.
The University shall also designate an office with overall responsibility for personnel files.
The office so designated will be the office to which a librarian would make a request to
inspect his or her file(s). Librarians shall have the right to have a person of their choice
accompany them to inspect their files(s) so long as the person chosen is not a
supervisor, manager or confidential employee. Upon reasonable notice, the librarian,
with or without a representative, may examine non-confidential material in the librarian's
personnel file(s). Librarians may give written authorization to a representative to review
their file(s) in their absence. The written authorization shall be valid for thirty (30)
calendar days from the date of the signature of the authorization or within a written time
limit specified by the librarian, whichever is shorter. The representative shall be entitled
to examine all non-confidential material except that only the librarian may receive any
redacted copies of confidential material. Records protected by recognized legal privilege
and records exempted from disclosure by law may be withheld from the librarian and the
librarian's representative. Subject to these exceptions, unsolicited documents shall not
be confidential.
RIGHT TO COPY MATERIAL
Under normal circumstances, within ten (10) working days of a written request, a librarian
shall be given a complete copy of the requested non-confidential items in the personnel
file and a listing of the types of confidential material within the file. If a written request for
a redacted copy of confidential material in a personnel file is received by the University,
the request shall be fulfilled within thirty (30) working days, under normal circumstances.
The University will provide the first copy of such material at no cost to the librarian.
Subsequent copies will be provided at a cost of ten cents ($.10) per page.
Any non-confidential item placed in a personnel file shall be clearly identified as to its
source or originator and its date of receipt by the University.
A librarian may request, in writing, corrections or deletions of materials in his or her
personnel file if the librarian believes the material is not accurate, relevant, timely, or
complete. The request to the appropriate University official shall include the reason(s)
for the correction or deletion. This statement shall become part of the librarian's file.
Within thirty (30) calendar days, the University shall determine whether the request will
be honored and so inform the librarian in writing. If the request is denied, the reasons
shall be included in the written notice.
Only authorized personnel shall have access to a librarian's personnel file. Such access
shall be solely for official University business.
Confidential material, legal privilege, and records exempted by law from disclosure shall
be as defined in the California Evidence Code or by other statutes and relevant case law
and shall not be subject to the Grievance and Arbitration procedures of this Agreement.
