AP 7145 Personnel Files - Administrative Procedures, Chapter 7 Human Resources

  • References: Education Code Section 87031; Labor Code Section 1198.5

Personnel records are private, accurate, complete, and permanent. An employee’s official personnel file is located in the Human Resources office.

Every employee has the right to inspect personnel records pursuant to the Labor Code. The Human Resources office will make the employee’s personnel file available for review within 24 hours of the employee’s request to inspect his/her personnel records.

Information of a derogatory nature shall not be entered into an employee's personnel records unless and until the employee is given notice and an opportunity to review and comment on that information. The employee shall have the right to enter, and have his/her own comments attached to any derogatory statement. The review shall take place during normal business hours and the employee shall be released from duty for this purpose without salary reduction.

The employee shall not have the right to inspect personnel records at a time when the employee is actually required to render services to the District.

Nothing in this procedure shall entitle an employee to review ratings, reports, or records that (a) were obtained prior to the employment of the person involved, (b) were prepared by identifiable examination committee members, or (c) were obtained in connection with a promotional examination or interview.

Adopted: May 2012