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MnSCU-MSUAASF Master Agreement 1999-2001

ARTICLE 6 - PERSONNEL FILES

Section A. Personnel Files.

Each university shall maintain at the university one (1) official personnel file for each ASF Member. Such files shall contain copies of personnel transactions, official correspondence with the ASF Member, evaluation reports prepared by the university as well as other similar materials. Unsigned letters or statements relating to an ASF Member shall not be placed in his/her personnel file. Only those persons whose job responsibilities require it and who are designated by the President shall have access to an ASF Member's personnel file.

Section B. Review.

Consistent with law, each ASF Member shall have access to his/her personnel file. Such access shall be during normal business hours under university supervision. Any letters of recommendation solicited in connection with an ASF Member's employment, not accessible under law, shall not be available to that ASF Member. An ASF Member shall have the right to place in his/her file such material as he/she determines may have a bearing on his/her position as an ASF Member including statements in response to any items placed in his/her file.

Section C. Exclusive Representative.

Representatives of the Association, or other persons, having written authorization from the ASF Member concerned, may examine, under university supervision, the official file of that ASF Member, except for the limitation provided in Section B hereof.

Section D. Rights to Copies.

Upon written request of the ASF Member, the Employer shall provide to the ASF Member copies of the contents of his/her personnel file, except as limited in Section B hereof, provided that the reasonable cost of providing such copies is borne by the ASF Member. Copies of ASF Member evaluations and/or negative material relating to the ASF Member shall be furnished to the ASF Member at the time of their placement in his/her personnel file.

Section E. Expiration.

Annually, any material which an ASF Member requests be removed from his/her file shall, with the approval of the President, be removed. Annually, the ASF Member may have data removed from his/her file which is more than four (4) years old, except that which is required by law to be kept or that which pertains to disciplinary matters of an on-going nature.