2.4       PERSONNEL RECORDS

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, separation, and dismissal.

2.4.1    OFFICIAL PERSONNEL FILE

Each faculty member's official personnel file is maintained in the Human Resources Office, with duplicates in the Office of the Dean of the College.  Basic documents included in the official personnel file are:

a.         Letters of application (originals);

b.         Appointment and acceptance letters (originals);

c.         Personal data information;

d.         Hiring transaction documents (payroll notices, etc.);

e.         Annual performance reviews and faculty evaluations expected in Sections 2.5, 2.6, and 2.7;

f.          Payroll change documents (salary increases or changes, changes in status);

g.         Official transcripts of undergraduate and graduate work;
h.         Salary and employee benefit data; and

i.         Amending documents (contract changes, etc.).

These files are available on a need-to-know basis to only the President, Dean of the College, the faculty member's department chair, the individual faculty member, and the Director of Human Resources.

The faculty member may, for the cost of duplication, obtain copies of any materials in his or her official personnel file.

Official personnel files will be kept in strictest confidence and will be available for confidential use to only 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. 

Representatives of the College may not release such personal information without the approval of the faculty member.

Further, the College may permit access to and copying from such files pursuant to lawful requests (i.e., court orders) and identification of federal or Virginia 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
SPECIAL APPOINTMENT FACULTY

The Dean of the College will maintain a separate file for each of these faculty which will contain:

a.         A copy of the faculty member's term contracts;

b.         The faculty member's credentials and resume;

c.         Copies of any faculty evaluations;

d.         Personnel information.