CLAS POLICY ON SELF REVIEW OF STAFF PERSONNEL FILES

• Staff members may review their own personnel file. Personnel files include such information as performance evaluations, disciplinary records and other information concerning employer-employee relations. If the staff member requests payroll or benefits information, they should be referred to either payroll-web@uiowa.edu (335-2381) or benefits@uiowa.edu (335-2676).
• Staff members must provide a written request to view their file and the request will be placed in the personnel file. The department is entitled to a seven (7) day period of time to present the file. The HR Representative/designee should schedule a time to meet with the staff member. It is recommended that the HR Representative review the personnel file prior to the meeting to insure all appropriate materials are present in the file.
• A Human Resources Representative or designee must be present when the staff member reviews the file. The staff member should not be left alone with their file and documents must not be removed from the file. A private office or small conference room should be made available in which to review the file.
• If the staff member requests a document from their file, they may have a copy at their expense which is 10 cents per sheet. "...in the event of disciplinary action involving a suspension or discharge, the Employer upon request will furnish at no cost a copy of any material contained in the affected employee's personnel file." AFSCME Contract, Article XI Miscellaneous, Section 2 Access to Personnel Files. If time allows, the administrator or supervisor may make copies at the completion of the file review; however, an alternative time for pick up should be arranged if several copies are requested.
• The staff member is entitled to have another person, such as union steward or other advocate, present during review of the file. If the staff member requests an alternate person reviews their personnel file in their absence, such as a union steward, the HR Representative/designee must have written permission from the staff member. They must also provide a written request for any compies to be made. The written request will then become part of the personnel file.
• Management files are not part of the personnel file and are not subject to review by staff members. 
• Departments wishing to have an alternate policy on staff member access to their personnel file, should send a copy of the proposed policy to CLAS Human Resources for approval.

Revised 2/08