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Faculty Personnel Records

Individual faculty members’ files are of two categories:

Pre-employment File

The pre-employment file consists of the data required or received in connection with the person’s original application. These materials are available to the Vice President for Academic Affairs and members of the search committee.

Personnel Files

After appointment, items such as academic transcripts, etc. are transferred to the faculty member’s personnel file, which is kept in the Office of Academic Affairs. Confidential materials such as letters of recommendation, etc., become resource documents for the Vice President for Academic Affairs and the Division Chairperson. Each faculty member’s Personnel File will contain the following documents:

  1. All Faculty Data Forms
  2. Current CV (updated as requested)
  3. College and University Transcripts
  4. Letters of Recommendation
  5. Letters of warning or reprimand

This file is available to the Vice President for Academic Affairs (who can share it with members of Promotion and Tenure Committee as necessary), Director of Human Resources, President, Chairperson of the Division, and the faculty member whose file it is.

Both sets of files are kept in the strictest confidence by the Vice President for Academic Affairs. They are available for confidential use by the persons so noted.