Records Retention Schedule: Faculty Personnel
Official Faculty Personnel File Items
Relevant supporting documentation that leads to disciplinary action should be kept in the official personnel file. Documentation regarding a violation of good teaching practices or equal opportunity and affirmative action regulations should be kept in the file if it leads to disciplinary action. If someone has a complaint against a faculty member that does not result in disciplinary action, the correspondence would be placed in the appropriate departmental/college file.
Documentation that is part of a grievance that is filed with FPCC should be kept in a separate file that is attached to the official personnel file.
Legal Counsel Correspondence
Documentation marked as Confidential Attorney/Client Privileged Communication should not be released without permission from General Counsel. It should be labeled and kept in a separate manila file folder within the personnel file. These documents would not be released as part of a public records request.
Letters of Reprimand--if a reprimand letter states that it will be removed from the personnel file after a certain date, the letter would be pulled from the file and handled according to the records retention schedule.
Changes in Classification
When a staff member switches from classified/administrative to faculty or from faculty to classified/administrative, the files should be merged into one chronological file. If the individual is becoming a faculty member, the Provost's Office should request the classified/administrative file from Human Resources. A faculty member's personnel file should be forwarded to Human Resources if they are changing to classified/administrative staff.
When archiving faculty personnel files, retain the following vitae:
- Vitae from original date of hire
- Vitae from Reappointment Review binder
- Vitae from Promotion and Tenure Review binder
- Vitae from Promotion to Full Professor binder