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Library Administrative Manual

5.22 Committee Access to Permanent Files of Library Faculty Personnel Records

I. Retention And Tenure Records

  1. Faculty Records Files
    1. Faculty Records retains the Retention and Tenure Committee report, including the recommendation of the immediate supervisor and the University Librarian. Normally, the Faculty Records file is not intended to include support material documenting the faculty member's accomplishments, unless that material has unusual relevance to the situation under review.
    2. This is a permanent file. The materials is retained as long as the individual is employed at San Francisco State University, and is archived thereafter.
    3. Access is limited to the individual in question or those with a bona fide organizational reason for seeing the files, who have written approval of the affected individual.
  2. Library Office Files
    1. The Library Office files are considered an extension of the official personnel file. A complete set of retention and tenure reports, including all support materials, is retained in the Library Office files. These are the reference files for library personnel committees.
    2. This file will be retained as long as the individual is employed by the Library. After tenure is granted, support materials such as examples of the individual's publications will be weeded from the file and returned to the individual.
    3. Access to the file is limited to the individual, personnel committee members with written approval of the candidate, and those in direct supervisorial relation to the individual.

II. Promotion Documents

  1. Vice President for Academic Affairs Office Files
    1. Promotion documents are retained in the Vice President for Academic Affairs Office for two years.
    2. Access to these files is limited to the individual or those with a bona fide organizational reason for seeing the files, who have written approval of the affected individual.
  2. Library Office Files
    1. The Library Office files are considered an extension of the official personnel file. A complete set of promotion reports, including all support materials, is retained in the Library Office files. These are the reference files for library personnel committees.
    2. This file will be retained as long as the individual is employed by the Library. Support materials, such as examples of the individual's publications, will be weeded from the file at the end of the review cycle and returned to the individual.
    3. Access is limited to the individual in question or those with a bona fide organizational reason for seeing the files. Members of personnel committees who have a need to see the files must have written approval of the affected individual.

III. Personnel Transaction Files

  1. These are the records of appointment, changes in status, etc., and are accessible only to the individual and those in appropriate administrative relationship to the individual.
  2. Confidential materials may be included in these files; access to these files by personnel committees is therefore, inappropriate.

It should be emphasized that both the Retention and Tenure Policy and the Promotions Policy require the candidate to be Ůan active partnerÓ in the process, with primary responsibility for preparing and contributing the material required to support his/her candidacy. In that respect, it may be that committees will wish to reconsider the desirability of relying on retrospective files, and instead focus on current documentation.

Issued by: Library Director
Revised: 7/92

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