4.1 Personnel Files
4.1.1 The personnel file of each employee shall be held
confidential and be maintained at the District's Office of
Human Resources. Any material which is used by the
District to take action affecting the status of an employee's
continued employment must be in the personnel file. Any
files kept by an immediate supervisor of any employee shall
not contain any material that is not in the main personnel
file that would serve as a basis for affecting the status of
said employee's continued employment.
4.1.2 Information of a derogatory nature shall not be entered or
filed unless and until the employee is given notice and an
opportunity to review and comment thereon. The employee
shall be given reasonable release time during normal
working hours and without loss of pay to initial and date the
material and to prepare a written response to such within
ten (10) days. The written response shall be attached to the
material.
4.1.3 An employee shall have the right at any reasonable time, to
examine and/or obtain copies of any material from the
employee's personnel file. Reasonable release time, without
loss of pay, will be provided for this purpose. Such material
is not to include ratings, reports, or records which were (1)
obtained prior to the employment of the employee involved,
(2) were prepared by identifiable screening committee
members, or (3) were obtained in connection with a
promotional examination.
4.1.4 All personnel files shall be kept in confidence and shall be
available for inspection only to other employees of the
District when actually necessary in the proper
administration of the District's affairs or the supervision of
the employee. The District shall keep a log indicating the
persons (other than persons whose duty it is to maintain the
files) who have examined a personnel file, as well as the
date such examinations were made. Such log and the
employee's personnel file shall be available for examination
by the employee or the employee's CSEA representative, if
authorized in writing by the employee. The log shall be
maintained in the employee's personnel file.
4.1.5 Any person who places written material or drafts written
material for placement in an employee's file shall sign the
material and signify the date on which such material was
drafted. Any written materials placed in a personnel file
shall indicate the date of such placement.
4.1.6 No disciplinary action shall be taken for any cause which
arose prior to the employee's becoming permanent, nor for
any cause which arose more than two years preceding the
date of the filing of the notice of cause unless such cause
was concealed or not disclosed by such employee when it
could be reasonably assumed that the employee should have
disclosed the facts to the employing district. (Ed. Code
88013, 87031)
4.2 Evaluation No evaluation of any employee shall be placed in any
personnel file without an opportunity for discussion between the
employee and the evaluator. No evaluation shall be made based
solely upon rumor, gossip or hearsay. Negative evaluations shall
include specific recommendations for improvement and reasonable
provisions for assisting the employee in implementing any
recommendations.
4.2.1 Every permanent classified employee shall be evaluated at
least once each year by the employee's immediate manager.
(If this requires the immediate supervisor to work or
observe during unusual hours, then the supervisorial
manager shall observe during those hours.) The District will
provide the employee with recommendations for
improvement.
4.2.2 If the employee being evaluated feels that the evaluation is
not accurate or fair in its findings and recommendation, the
employee may attach a letter of explanation of those items
in dispute within ten (10) days. A Self-Evaluation form is
available for the employee to submit as an attachment form
and will be included in the personnel file.
4.2.3 Employees are required to sign all formal written
evaluations. It is understood that in signing the evaluation
form, the employee acknowledges having seen and
discussed the employee's report. The employee's signature
does not necessarily imply agreement with the conclusions
of the supervisor, If the employee so desires, the employee
may attach a written statement. Employees are to receive a
copy of their evaluations and the original is to be placed in
the employee's personnel file.
4.3 Probationary Period and Permanent Status Classified employees
shall be designated as permanent employees of the District after
completing a probationary period.
4.3.1 The normal probationary period shall be eight months. The
Director of Human Resources, after consultation with the
President of the CSEA, may for specific reasons disclosed to
the CSEA authorize a shorter probationary period of no less
than six months or a longer probationary period of no
greater than twelve months. The determination of the
length of the probationary period, above or below the
normal eight months, for any individual shall not be based
upon the classification of the individual probationary
employee but only upon the nature of the extraordinary
circumstances which led to the request for exception from
the normal probationary period. The intent is for the
probationary period to remain eight months with only rare
and exceptional deviations from that period permitted.
4.3.2 Every probationary employee shall be evaluated by the
employee's immediate supervisor, in writing, during the
probationary period as follows:
4.3.2.1 The first written evaluation shall be completed and
discussed, with a written copy of the evaluation
given to the probationary employee, by the end of
the fourth month of the probationary period.
4.3.2.2 A second written evaluation shall be completed and
discussed, with a written copy of the evaluation
given to the probationary employee, by the end of
the seventh month of the probationary period (if
the probationary period has not ended before that
time).
4.3.2.3 A third written evaluation shall be completed and
discussed, with a written copy of the evaluation
given to the probationary employee, by the end of
the eleventh month of the probationary period (if
the probationary period has not ended before that
time).
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