Appendix C
PERSONNEL POLICIES AND PROCEDURES FOR THE FACULTY OF EAST CAROLINA
UNIVERSITY
VI. Faculty Personnel Files
(Please
refer to ECU Faculty Manual Interpretation #I90-1.)
North Carolina law defines a personnel file as
any information gathered by East Carolina
University
that relates to an individual’s application, selection or non-selection,
promotion, demotion, transfer, leave, salary, suspension, performance
evaluation, disciplinary action, or termination of employment, wherever located
and in whatever form. A faculty member’s
primary personnel file shall reside in the code unit office under the
supervision of the code unit administrator.
The location and custodian of other files containing personnel records
will be listed in the Personnel File
Checklist attached to the inside cover of the primary personnel file. All evaluative documents will be contained
in the primary personnel file. Official copies of Personnel Action Dossiers
shall reside in the primary personnel file.
Faculty members are encouraged to examine their primary personnel file
often, subject to certain restrictions of state law. Faculty members may examine other files
containing personnel records subject to the same restrictions. A faculty member may obtain copies of any
materials that are not restricted by state law in the personnel file and may
attach a concise statement in response to any item therein. This concise statement shall be submitted to
the custodian for inclusion as an attachment to the specific document. A person designated by the faculty member may
examine that employee’s personnel file with the written authorization of the
faculty member. No material obtained
from an anonymous source shall be placed in the primary personnel file or any
other file containing personnel records except for data from student opinion
surveys. Data from student opinion
surveys shall be used in the annual evaluation and shall be submitted by the
authorized surveying agent to the faculty member and the unit administrator. Evaluative materials or summaries thereof
prepared by peer committees as part of a regular evaluation system may be
placed in the primary personnel file when signed by a representative of the
committee. Faculty members must be made aware within
a reasonable time of any change in their personnel file. The procedures of Article 7 of Chapter 126 of
the General Statutes of North
Carolina shall govern matters relating to personnel
files.
Please see the ECU Faculty Manual, Part VI. for
further information on state statutes and ECU policy concerning faculty
personnel files. (Faculty Senate
Resolution #00-12, March 2000)