New Jersey City University Faculty Handbook
PERSONNEL POLICIES, PROCEDURES, AND PRACTICE
A personnel file shall be maintained for each faculty member in accordance with the following procedures:
- The University shall place in the personnel file communications indicating special competencies, achievements, research, performance and contributions of an academic, professional or civic nature. An employee may submit to the University such commendations which he or she deems worthy to be included in his or her personnel file.
- All material received from committees, department chairpersons, administrative officers or other responsible sources concerning a faculty member’s competency, service, character, or conduct shall be signed by the originator before being placed in the personnel file of any faculty member with the exception of documents specifically provided for in the evaluation procedures.
- A copy of any item included in the faculty member’s personnel file, except items submitted by the faculty member, dealing specifically with retention, dismissal, salary improvement, promotion, or tenure shall be transmitted to the employee immediately. A copy of other filed items including all items submitted by the faculty member shall be made available to him/her upon request at the expense of the employee.
- Any item which deals specifically with a faculty member’s retention, dismissal, salary improvement, promotion, or tenure which was not previously transmitted to him/her and which is to be relied upon in personnel actions shall be made available to the faculty member and a reasonable time provided for response.
- A faculty member shall be given the opportunity to review the contents of his or her personnel file upon application. The employee shall have the opportunity to acknowledge that any item has been read by signing the file copy. Such signature would not necessarily indicate agreement with its content nor will the absence of such signature be construed to necessarily indicate that the employee had not received or read any item in the personnel file.
- Letters of recommendation relating to initial appointment which were solicited under conditions of confidentiality shall be excluded from the faculty member’s inspection but shall not be used in personnel actions subsequent to full-time employment.
- A faculty member shall have the right to respond to any document in his or her personnel file. Such response shall be directed to the President of the University and shall be included in the faculty personnel file, attached to the appropriate document.
A representative of the UNION may, with the faculty member’s written authorization, accompany him/her while he or she reviews his or her file.
Source:
Agreement, Council of N.J. State College Locals, AFT, AFL-CIO, and State of
New Jersey, Article XXIX.