Employee Personnel Files

Employee Personnel Files

One official personnel file is maintained for each employee. EODA/HR Operations maintains one official personnel file each staff employee including Management Personnel Plan (MPP) employees. Faculty personnel files are maintained by the Dean's Office of the faculty member's college/school. Our department respects the need for protecting each employee's privacy by enforcing secure information handling procedures with employee records.

Resources


Contents of staff personnel files may normally include, but are not limited to:

  • Application for Employment

  • Appointment Letter

  • Performance Evaluations

  • Memorandums/Letters of praise, counseling, or reprimand

  • Notices of training completed

  • Position Description

The contents of an employee's official personnel file, exclusive of pre-employment materials, shall be open to the employee's review and review by a Union Representative and/or steward, when authorized in writing by the employee.

An employee shall not have access to pre-employment materials in the personnel file, except in instances when such materials are used in personnel actions.

To review your file, please complete the appropriate Staff Personnel File Access Request Form.

Once the appropriate form is received by Employee/Labor Relations & Compliance, you will be scheduled for an appointment to review your file. 

Within a timely manner (usually within fourteen (14) days of receipt of the employee's written request) the employee shall be provided an exact copy of all or any portion of materials officially maintained in the employee personnel file, as requested.

The cost of duplicating material shall be the amount provided in Civil Code Section 1798.33, or any substitute or successor provision of that code section (as of April 2006 the amount is ten (10) cents per page.).

The employee shall bear the cost of duplicating such materials, except when such materials have bearing on disciplinary action or pre-disciplinary matters, including corrective action matters. Please refer to the applicable collective bargaining agreement, grievance or complaint articles, for details.

Copies of position descriptions are maintained by Classification and Compensation and employees or their managers may request copies by following these steps: Position Description Copy Requests.