2.4 PERSONNEL RECORDS
The Personnel Records referred to in Section 2.4 and all subsections thereof are records found in the offices of administration and do not include files of the Personnel Evaluation Committee which are described in Section 2.5.
Because appointment as a ranked faculty member may lead to a continuing relationship with the College, it is essential that there be adequate and detailed documentation to support every action involving each individual, especially those actions pertaining to appointment, promotion, tenure, and severance.
2.4.1 Official Personnel File
Basic documents to be found in each faculty member's files in the Office of the Provost and Vice President for Student Development and/or the Office of Personnel Services include:
- Letters of application (originals)
- Letters of recommendation
- Appointment and acceptance letters (originals)
- Personal data information (race, sex, date of birth, marital status, etc.)
- Hiring transaction documents (payroll notices, etc.)
- Performance reviews and evaluations
- Payroll change documents (salary increases or changes, changes in status)
- Current official transcript with an updated vita
- Human rights compliance forms (employee requisitions, search activities)
- Salary and fringe benefit data
- Notice of commendations, warnings or discipline.
This file is available on a need-to-know basis only to the Board of Trustees, Legal Counsel, the Provost and Vice President for Student Development, the Personnel Office, or others specifically designated by the signature of the President. In addition, the contents of a faculty person's own personnel file, with the exception of letters of recommendations made by colleagues who are not employees of the college, are available to that faculty member.
The faculty member may, for the cost of duplication, obtain copies of any items available to him or her in his or her official personnel file. Any such copies will be made by a member of the Provost and Vice President for Student Development' staff.
The official personnel file will be kept in strictest confidence and will be available for confidential use only to the individuals indicated above. However, for a valid reason, the faculty member may authorize in writing access to his or her file by a person not indicated above.
Further the College may permit access to and copying from such files pursuant to lawful requests and identification of federal or state agencies relevant to investigations, hearings, or other proceedings pending before such agencies or the courts.
2.4.2 Personnel Files for Part-time Per Course and Visiting Faculty
The Provost and Vice President for Student Development will maintain a separate file for each of these faculty members which will contain:
- A copy of the faculty member's term contracts;
- The faculty member's official credentials and resume, including letters of recommendation;
- Copies of any faculty evaluations;
- Information the faculty member wishes to place in this file on professional background or accomplishments;
- Personnel information.
Access to such files is defined in Section 2.4.1.
2.4.3 Pennsylvania Law on Access to Personnel Files
Pennsylvania law provides that employees shall be permitted to inspect their personnel files at any time during regular office hours. A faculty person wishing to inspect his or her personnel file must present a written request in the office in which he or she wishes to inspect the files. The written request must include the reason access to the file is desired. The definition of personnel files as set forth in the law is as follows:
"If maintained by the employer, any application for employment, wage or salary information, notices of commendations, warning or discipline, authorization for a deduction of withholding of pay, fringe benefit information, leave records, employment history with the employer, including salary information, job title, dates of changes, retirement record, attendance records and performance evaluations. The term "personnel file" shall not include records of an employee relating to the investigation of a possible criminal offense, letters of reference, documents which are being developed or prepared for use in civil, criminal or grievance procedures, medical records or materials which are used by the employer to plan for future operations or information available to the employee under the Fair Credit Reporting Act (84 Stat. 1127-1136, 15 U.S.C S1681, et seq.)."