6.1 Official Personnel File
Each employee’s official electronic personnel file is maintained by the People Center (formerly Human Resources and Organizational Development.) The Vice President of People and Technology is responsible for taking reasonable steps to ensure the confidentiality of personnel files. Since personnel files are electronic, they can be accessed only in the People Center; however, People Center staff can make copies and email it to you at your request.
An employee is entitled to know what documents are in his/her official personnel e-file and to review them periodically, with an appointment. The only exception to this is a reference obtained in confidence from previous employers or supervisors. No employee may remove documents permanently from the personnel file, but employees may request to have single copies reproduced for personal use or emailed to them.
Each employee is responsible for keeping their personnel file current and reporting changes in personal information to the extent that such changes are relevant to employment and benefits administration, such as changes in an employee’s name, address, telephone number, marital/civil union status, dependents, emergency contact information and educational courses or additional training completed. Name changes require a certified certificate or court document. Degree changes require an official transcript be sent to the People Center.
Except for verification of dates of employment, no information concerning an employee will be released outside the College unless the College receives: the employee’s written consent; a valid subpoena; a court order; or some other appropriate documentation demonstrating that disclosure is required by law. Furthermore, except as the law may otherwise require, the People Center will not respond to requests from prospective employers or other third parties for information regarding past employees, unless the employee has signed a release authorization requesting the office to provide requested information.
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(Source: full-time Faculty Handbook, July 2015 edition.)
6.2 Complaints of Misconduct
All faculty members have an obligation to comply with the rules and regulations of the College and its divisions and programs. These rules protect the rights and freedoms of all members of the academic community. Complaints of misconduct should be resolved in a manner designed to conform to legal requirements, ensure due process, avoid unnecessary damage to parties involved, maintain confidentiality, and to protect a complainant from retaliation.
In particular, the faculty member is obligated to live up to the standards of academic freedom as outlined in the full-time Faculty Handbook. Disciplinary action may also follow when the faculty member engages in other conduct unbecoming a member of the faculty, such as any action which interferes with the regular operations of the College or the rights of others, any serious violation of the law, or any other conduct prejudicial to the teaching, research, or welfare of the College, and so forth.
Procedures involving academic grievances filed by a student are defined in the College Catalog (see Academic Grievance Policy & Procedure). In cases where the complaint could involve a violation of federal or state law, administrative officers must refer the matter to the appropriate authorities for disposition within the applicable legal framework.
Any officer of the College, any member of the faculty or staff, or any student may file a complaint against a member of the faculty for conduct prohibited by the rules and regulations of the College, or its divisions and programs.
Summary suspension pending investigation and hearing is an extraordinary remedy, but nothing in this statement shall be interpreted as precluding such action by the President or the Provost of the College, or the Dean of the Division involved (who must have the assent of the President or Provost of the College), whenever, in the judgment of either, suspension is necessary in the interest of the College community.
The complaint shall be filed with the Dean of the faculty member’s Division. Complaints must be in writing, signed by the person filing the complaint. A copy of the signed, formal complaint will be given to the individual charged.
When a complaint is filed against a member of the faculty, the faculty member shall be given an opportunity to respond, verbally or in writing, to the complaint. An effort shall be made to resolve the matter informally under the direction of the Dean of the member’s Division or with a committee, appointed by the dean, of the faculty of that Division. The informal process may include investigation, mediation, conciliation, and consultation between and among appropriate parties, including the complainant, the person against whom the complaint is made, and his or her immediate supervisor.
Penalties for violations of the rules and regulations of the College and its divisions and programs shall include, but are not limited to, the following:
a) Verbal or Written Reprimand - a warning or reproof that is not placed in the faculty member’s personnel file
b) Censure - a formal, written reprimand of a faculty member’s actions that is placed in the faculty member’s personnel file.
c) Termination of the teaching contract.
d) No opportunity to teach at the College in future semesters.
To protect to the maximum extent possible the privacy and the reputation of individuals involved in the complaint process, these procedures will be considered confidential throughout and continuing through the appeal process. Breach of confidentiality by any party to the grievance will be considered unethical conduct. All public statements about the complaint and the proceedings shall be made through the President’s Office. The complete grievance file shall be maintained in the People Center.
(Source: Policy in the full-time Faculty Handbook, July 2015.)
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