ARTICLE 30 - OFFICIAL PERSONNEL FILES
Section 1.
An employee shall have the right to inspect his/her Official Personnel File during regular business hours upon request and when necessary by appointment, and shall have a right to copy at his/her expense. The Union or a representative thereof, shall have access to an employee’s Official Personnel File upon prior written authorization of such employee.
Section 2.
Whenever any evaluative material is inserted into the Official Personnel File or records of an employee, such employee shall be given a copy of such material within a reasonable time.
Section 3.
A. The employee may challenge the accuracy or propriety of such material by filing a written statement of the challenge in the Official Personnel File.
B. Grievances relative to materials in the Official Personnel File shall be limited to those materials which result in a negative action. Upon determination at any step of the grievance procedure that such material, or portion thereof, is either inaccurate or improperly placed in such employee’s personnel records, such inaccurate material, or portion thereof shall be removed from the file, together with any of the employee’s statements related thereto.
Section 4.
Upon written request of the employee, any negative material less than a suspension shall be removed from an employee’s personnel record or file after three (3) years.
Upon written request of the employee, any negative material of suspension or greater shall be removed from an employee’s personnel record or file after seven (7) years.
Section 5.
Whenever any individual(s) inspects the Official Personnel File of a unit member, except those who do so in the regular course of business, the date and name of the individual(s) shall be noted in the file.