2.4.6 Personnel Files

Policy: 2.4.6

Personnel Files

Date of Policy Adoption: January 25, 2000

Revised Effective Date: January 25, 2000

Scope: All Employee Groups

Policy

The college will maintain personnel files to meet legal requirement or operational needs.

Procedure

1. File Location and Contents.

Personnel files are maintained by the Human Resources Office and by the employee’s supervisor or his/her designee. Documents contained in the personnel files will be related to the terms, conditions, responsibilities and performance of employees.

Supervisors may include and remove materials in personnel files with the agreement of the Human Resources Director. Employees wishing to have materials included or removed from their file make the request to Human Resources, through their supervisor. Supervisor’s agreement to assist the employee will not be unreasonably withheld.

2. Access to Files.

• Every full-time employee has access to his own personnel file. Upon his request, or permission, materials in the file will be made available to other specified persons.
• The employee’s supervisor, and each successive supervisor, up to and including the President has access to his/her file.
• District Governing Board members and the personnel officer have access to all files.
• An administrator's assistant may access the same files as the person for whom s/he works, provided the administrator has provided express permission.
• Anyone examining another's file accepts responsibility for maintaining the confidentiality of material therein.
• Files maintained by the supervisor, or his/her designee, are subject to the same level of review and restrictions as files maintained by the Human Resources Office. Files maintained by the supervisor, or his/her designee, are subject to review and audit at any time by the President or his/her designee.

3. Portability of Files.

Only a member of the Governing Board, the President, a Vice President, or an Executive Dean or the Human Resources Director, or their respective designees, may remove files housed in the Human Resources Office from the Human Resources Office. Removals and returns are to be recorded on a sign-out sheet attached to the files.

Requests for public records access:

The Yavapai College District Governing Board in compliance with A.R.S. 39-121will provide timely access to all public records concerning Yavapai College. All requests for information must indicate, in writing, the reason for the inquiry and allow reasonable time for response as provided by statute.

The College reserves the right to recover expenses incurred in copying requested records. A charge may be levied for all such copies made at College expense. In addition, if requested information is judged by the College to be archival in nature requiring staff time to research and acquire, such time will be reimbursable to the College by the requesting person at a rate equal to the hourly salary of the person required to do the research. In instances where such costs could exceed $100.00, the College will notify the individual making the request of the estimated expenses in advance of the research taking place. The College reserves the right to require that such expenses be paid prior to the record retrieval process.

Date of Policy Adoption: January 25, 2000

Effective Date: January 25, 2000

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Dr. Ed Harris, Board Chair