BARGAINING UNIT 6 CORRECTIONS - California Correctional ...

C. At the time an employee signs his/her probationary or annual performance report,
a copy will be provided to the employee.
9.02 Supervisory File
Except when a rejection on probation or an adverse action is being prepared, the notes
and documents which were used in preparing the report, or which have time limitations
which have lapsed, shall be removed upon expiration of the grievance time frame and
given to the employee unless he/she requests that it be destroyed. Any reference to
adverse actions should not be maintained in the supervisory file other than any reference
to such in the most current performance report.
9.03 Location of, and Employee Access to, Files
A. There shall be only one official personnel file and one supervisory work file
regarding each employee. An employee will have access to his/her personnel file,
supervisory file, medical file, and training or IST file. Access to investigative files
shall be pursuant to the "Bodiford" decision.
B. An employee may request an inspection of his/her official personnel file, by the
employee or the employee's representative, at the employee’s work location. The
departments will endeavor to schedule such file reviews in conjunction with other
business travel proximal to the employee's work location. For those personnel
files maintained at a central location not in close proximity to the employee's
worksite, the employee shall be provided a copy of the information contained in
his/her file upon request. The CCPOA may, upon request of the employee, send a
representative to monitor the reproduction of the material.
C. Upon request, each employee shall be informed of the existence and location of
any and all files, including electronic files pertaining to files in Section A. above,
regarding said employee, and the employee or his/her representative shall have a
right to inspect these files during regular office hours, unless deemed confidential.
D. The Department shall follow the guidelines established by the Public Information
Act to insure the privacy of the employee is not violated.
E. Each employee's personnel file, supervisory file, and medical file, shall contain an
inspection log. Any person reviewing the file shall sign and date the log, unless
excluded by law.
F. The departments shall make best efforts to identify existing employee files and to
notice CCPOA of what files exist and where.
9.04 Access and/or Release of Employee Files to Nondepartmental Persons
Unless released pursuant to court order or subpoena, information in the employee's
official personnel, training/IST, medical, citizens complaint and/or supervisory files is