Know Your Contract – Personnel Folder

As the 2018-2019 academic year begins, take time to do something for yourself.  If you have not recently reviewed your own personnel folder, make sure to put this on your calendar.   

Every APA member has access to their official personnel folder and you should make a point to periodically review your file.  Article 11 (-91 ) of the APA Contract reads, “Each Employee shall have the right, upon request, to examine the content of her/his own Official Personnel Folder(s), the only exclusion being confidential pre-employment credentials of an evaluative nature.”

Select a date to review your file and commit to that time each year.  APA recommends reviewing your personnel file about the same time each year – like the beginning or end of the academic year.  However, many members also tell us that they review their personnel file when they have their Performance Evaluation or around their birthday.  Regardless of the timing, it is important to check your personnel file each year.

If you do not check your file each year, make sure you check your file in any of the following situations:

• After a major change in your life.  Major changes like marriage, children or divorce may impact current documents in your file, review everything.
• If you plan to apply for a new position either on campus or off campus.  Make sure you know what is in your file; both good and bad.
• If you are thinking of retiring or leaving MSU.  Make sure everything in your file is up-to-date, including beneficiaries and emergency contacts.
• Have you been disciplined?  Review all documents that may relate to discipline and make sure you have reviewed everything in your file.  Also, after 18 months you can request that discipline be removed from your file. Article 11 (-94) of the APA Contract reads, “Upon an Employee’s written request to MSU Human Resources any records of disciplinary action that occurred more than eighteen (18) months prior to the request shall be removed from the Official Personnel Folder(s) if the Employee’s performance has been satisfactory within the past eighteen (18) months.”

You may request to view your personnel file by contacting the Solutions Center by phone at 517-353-4434 or email [email protected].  When your file is ready for review, you will be notified so that you can make an appointment.  You will need to bring your ID and must review everything in HR; however, you may request copies of anything in your file.  

If you are concerned about anything in your personnel file, you can do the following:

• Take notes on what is in your file.  You can make a list the documents as you review them or mark/date all contents in your file so you know when you first reviewed the document.
• Get a copy – if you would like a copy of anything in your file, simply ask.
• Follow up with anything unknown or negative.  You have the right to submit a statement or rebuttal for anything in your file.
• Contact APA with questions or assistance.

To review Article 11, or any other APA contractual provision, go to:

http://lay.wyz.mybluehost.me/wp-content/uploads/2016/02/2015-2019-Contract.pdf

If you have further questions, do not hesitate to ask for assistance by contacting the MSU APA office at (517) 999-4004 or email [email protected].