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

A PPENDIX G

S AMPLE P ERSONNEL F ILE I NSPECTION P 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.

1) 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).

2) 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. 3) 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 4) 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. 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. 6) 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. 5) 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

Name that Section: Frequently Used Education Code and Title 5 Sections for Community College Districts ©2018 (c) Liebert Cassidy Whitmore 111