Name that Section - Frequently Used Education Code and Title 5 Sections for Community College Districts

Name that Section: Frequently Used Education Code and Title 5 Sections for Community College Districts

111

PPENDIX

AMPLE

ERSONNEL

ILE

NSPECTION

OLICY

The District will maintain an official personnel file in which all personnel information and

documents which the District wishes or is required by law to keep will be maintained. An

employee will not have the right to inspect records relating to the investigation of a possible

criminal offense, letters of reference or ratings, reports or records that were: (1) obtained before

the employee’s employment with the District; (2) prepared by identifiable examination

committee members and (3) obtained in connection with a promotional exam.

An employee wishing to inspect his/her personnel file may only do so between the hours

of 9:00 a.m. and 5:00 p.m. Monday through Thursday (Holidays excluded).

An Employee wishing to inspect his/her personnel file must submit a written request for

an appointment with the [custodian] at least 24 hours in advance. The written request

must be from the employee or his or her representative. The [custodian] will then notify

the employee of the date and time of the inspection in writing. The employee will not be

required to wait more than 72 hours from the time the request was made to inspect his/her

file. Any inspection will take place within 30 calendar days of the request unless the

employee, or his or her representative, and the employer agree in writing to a date not

later than 35 calendar days from the receipt of the written request.

In the event the employee wishes to have another person/representative inspect his or her

personnel file, the employee must provide the person/representative with written

authorization at least 24 hours in advance. The [custodian] will then notify the employee

of the date, time and place of the inspection in writing. It is the employee’s responsibility

to notify the person to whom the employee has given written authorization to review the

employee’s personnel file of the date, time and place of the inspection

An employee wishing to inspect his/her file may request to do so during usual business

hours. However, no employee may inspect his or her personnel file at a time when the

employee is actually required to render services for the District.

The District shall have an official monitor the employee’s or the employee’s designee

inspection of the employee’s personnel while it is being reviewed. Under no

circumstances shall the employee or the employee’s designee remove the personnel file

or any of its contents from the area designated by the District during the inspection.

Should the employee desire copies of any documents located in his/her personnel file, the

District will have the documents copied at the employee’s expense within 72 hours of the

request.

Under no circumstances is the employee or the employee’s designee permitted to add or

remove any document or other item from the employee’s personnel file during the

inspection.