3.16 Inspection of Personnel Files

Confidential faculty personnel files are available in the office of the Dean of Faculty and may be seen by appointment upon notice 48 hours in advance. Faculty should understand that the following procedures are used in keeping personnel files and in providing access to them:

1. Scripps College does not include letters of reference in personnel files and it considers solicited signed letters furnished by faculty, administrative colleagues and students to the Committee on Appointments, Promotions and Tenure as letters of reference. All other items are placed in the open faculty personnel file.
2. The personnel folder is not to be removed from the office of the Dean of Faculty and nothing can be removed from the file by that person inspecting it. It shall be inspected in the presence of a staff member of the Dean’s office.
3. A faculty member does not have an absolute right to copy the personnel file, however a faculty member may request copies of any documents signed relating to obtaining or holding employment including employment contracts and records of discipline. The faculty member may take notes about the entire contents of the personnel file.
4. An entry shall be made in the file indicating the date and time when a faculty member inspected his or her file.
5. A faculty member may add to the file any statements deemed necessary to indicate that the file is inaccurate or incomplete.
6. Files will be open only to active faculty employees, except that former employees terminated after January 1, 1976 shall be allowed to inspect those records relating directly to the decision to terminate. Files will not be open to third parties such as attorneys, friends, or co-workers.