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UTCE-MnSCU Master Agreement 1999-2001
ARTICLE 24
Personnel Files
Section 1. College Responsibility.
The College shall maintain only one (1) official personnel file for each faculty member. All faculty personnel files shall be maintained at a single location to be determined by the College. Such file shall contain personnel transactions, official correspondence with the faculty member, disciplinary actions, and other data relevant to the faculty member's performance of specific duties.
Upon written request, the faculty member's file should be delivered within two (2) working days to the faculty member's home campus in a secure, sealed envelope to be opened in the presence of the faculty member and the College President or designee.
The faculty member's signature is required to be on each performance-related item in the file to acknowledge receipt of the document. If the faculty member refuses to sign the document within three (3) duty days of receipt, the document may be placed in his/her file without such signature. Documents of anonymous origin relating to a faculty member's performance shall not be placed in the file without a cover letter explaining the circumstances under which the document was received by the administration. Individual student evaluations shall not be placed in the file.
Access to data in the personnel file shall be granted only in accordance with the Minnesota Data Practices Act (M.S. Chapter 13).
Section 2. Member Rights.
A faculty member shall have the right to place such material in his/her personnel file which he/she determines is relevant to the faculty member's performance of his/her duties.
Subd. 1. Copies.
Upon request of the faculty member, the College shall provide him/her one (1) copy per year of the contents of the personnel file without charge. For any additional requested copies of the personnel file, the faculty member shall pay the standard per page copying fee for copying the file.
Subd. 2. Contents Removed.
A faculty member may request that the President remove material from his/her personnel file. Expungement of any materials in a faculty member's official personnel file will be according to the grievance procedure in this Agreement and/or relevant statutes.
Subd. 3. Use of Information.
Prior discipline, other than oral reprimands, may be used against the faculty member only if it was documented and maintained in the faculty member's personnel file.