24.1 The University maintains three official files for each
faculty member:
24.1.1 A
professional record file in the office of the Provost;
24.1.2 A
personnel file in the office of the dean of the appropriate college;
24.1.3 In
the office of Human Resources, payroll, benefits and confidential medical files
maintained in accordance with state and federal law, including compliance with
HIPAA.
24.2
Access to Official Faculty Files
24.2.1
Faculty
members shall have the right to examine their own individual files and may
request a copy of those files, except for confidential evaluation and reference
materials, to the extent allowed by law. The University may charge a reasonable
fee for copying any materials beyond the first copy requested by the faculty
member or his/her representative. Faculty members may place in these files a
response to adverse information regarding performance or discipline that may be
contained therein.
24.2.2 A
Union representative, with written authorization from the faculty member
concerned, and subject to the University’s duty to provide for security of the
records, may examine and receive a copy of all or part of the official files of
that faculty member. The faculty member and/or representative may not remove
any contents. A copy of the signed authorization form shall be retained in the
faculty member’s personnel file.
24.2.3 University access to official
faculty files shall be restricted to University representatives who have a
legitimate need to know.
24.2.4 The University shall make a
reasonable effort to notify a faculty member of any requests under public
disclosure laws for information from the official faculty files prior to
releasing the information.
24.2.5
The University shall not include material in the faculty member’s official
files unless the source of the material is identified, subject to state and
federal laws protecting confidentiality.