5.20 Personnel Files
5.20.1 Human Resources
The Human Resources Office retains the official faculty personnel file. The original file contains the application, resume, original appointment letter, official transcripts, I-9 documentation, and copies of the English proficiency forms. The candidate will provide these to the Human Resources Officer once the newly hired person has accepted the official appointment letter. The Human Resources Office also receives copies of subsequent letters concerning reappointment, annual salary, and any alterations of a contractual nature, including promotion, tenure, and separation.
5.20.2 Office of the Provost
During the hiring process, the Office of the Provost maintains a duplicate hire-in file which contains the candidate’s resume and curriculum vitae. The hire-in file is destroyed after the search is completed.
Once an offer is accepted by a new faculty member, the Office of the Provost creates an academic personnel file that contains the original and any subsequent appointment letters; faculty annual evaluation reports; pay, promotion, and tenure recommendations; the original English Proficiency form; and copies of any formal adjustments to workload, compensation, or conditions of employment, etc.
Faculty members may have access to their own file--as may deans and others as approved by the president or the faculty member.
5.20.3 College Dean
Deans may keep copies of such faculty personnel materials as may be helpful to their work but need not duplicate the official files indicated above.
College dean’s personal notes for evaluation or other purposes shall not be shared or passed on to the next dean unless the dean wishes these to be considered part of the official faculty personnel record--in which case the originals or copies shall be given to the provost for inclusion in the official file, which is open to the faculty member.
College deans will maintain files on part-time faculty members.
5.20.4 Public Records
Most of the information in a faculty member's file is subject to open records’ provisions. Any written request for records will be considered a request under the Texas Public Information Act and appropriate procedures in accordance with State law and university policy. UHV Policy A-34 includes complete information.