WIU/UPI Agreement 2007-2011

Article 5: Personnel Files
Units A & B

5.1. The University shall maintain one official personnel file in a central location for each employee of the University. The personnel file shall contain all signed written evaluations of the employee, decisions rendered as a result of the grievance procedure contained in Article 6 of this Agreement, and other materials pertinent to the employee’s professional responsibilities, which shall be placed into the personnel file within 180 days following the date that the reporting administrator knew of, or created, the materials. Anonymous individual comments shall not be placed in the personnel file except for references to comments on student evaluations.

5.2. The personnel files will be maintained and can be examined by employees under conditions that ensure the integrity and safekeeping of the files.

5.3. Employees will be notified within 10 days in writing of all materials placed in their personnel file with the exception of the following routine items: (1) confidential materials submitted in connection with the employee’s initial employment; (2) the initial employment contract; (3) Employee Status Notices; (4) evaluation letters placed in the personnel file at the conclusion of retention, promotion, tenure, and Professional Achievement Award (PAA) evaluations; and (5) verification of employment requests authorized by the employee. An employee may submit through the Academic Vice President’s office a concise statement in response to any item placed in the personnel file.

5.4. Employees may petition the Academic Vice President to have materials (other than personnel evaluations and any notice of disciplinary action) removed from their personnel file if the material is more than two years old.

5.5. A current employee or an employee who has ended her or his employment at the University may examine her or his personnel file during regular business hours. Confidential materials submitted in connection with the employee’s initial employment may not be examined.

5.6. Upon request, an employee may obtain one copy of any non-confidential materials in the personnel file.

5.7. An employee will be notified within 10 days when the University allows access or provides copies of materials from the personnel file to any entity other than the University (including legal staff) or the Union.