Effective October 2014, this policy has been revised. For individual changes, see the redlined version.
7.1 FACULTY -- GENERAL.
The University recognizes the right of access by a faculty member to his or her own personnel files whether in departmental, collegiate, central administrative, or any other University offices. A faculty member may have access to letters and other materials written in an expectation of confidence after the means of identification have been removed.
(2) materials from outside evaluators.
c. Materials from peers within the University will be treated as having been written in an expectation of confidence.
d. The above statements comprise the basic policy on faculty access which is to be observed in all colleges and departments. In addition, by vote of the appropriate faculty group, a department or college may elect to adopt a general policy providing access to materials written by peers within the University without removing the means of identification. The Executive Vice President and Provost should be notified by any department or college electing to provide access to such materials.
e. A faculty member wishing to have access to his or her personnel files should inform the administrator responsible for maintaining the files sought for inspection. Nothing in this statement limits a faculty member's right of access to his or her own personnel files in connection with a proceeding brought under III-29. Questions relating to the application of this policy should be directed to the Executive Vice President and Provost.
7.2 PROFESSIONAL AND SCIENTIFIC STAFF, FACULTY, AND MERIT SYSTEM STAFF.
(10/95; amended 3/02; 9/02; 12/05; 10/14)
b. File Content.
(2) Medical File. Medical file contents are limited to documents related to the health conditions of the employee and/or employee's family member that have related or will relate to the employee's ability to work. Documents may include but are not limited to health concerns involving: Workers' Compensation; Family and Medical Leave Act; the Americans with Disabilities Act; employment accommodations; absence due to health, release to return to work; employee medical limitations; employment immunizations; and drug screen information when applicable under the commercial driver's license (CDL) drug-testing program.
(2) Medical Files. Files are to be stored and maintained confidentially, whether in hard copy or electronic format. Information shall be kept in a separate location, apart from other employment-related information. Access is limited to appropriate supervisory, support, and safety personnel as required to perform work responsibilities. An employee may provide written authorization to release all or portions of the files.
(2) Medical Files. Files, except for ADA accommodation-related documents, shall transfer with the employee when the employee assumes a position in another University department. The current department shall send ADA accommodation-related documents to University Faculty and Staff Disability Services at the time of the employee's transfer within the University and/or upon final employment termination. Medical files except for ADA accommodation-related documents shall be maintained for three years from the date of termination in the last employing department.