Page 76 - 2016-2021-OSU

for any employee and it shall contain copies of personnel transactions,

official correspondence with the employee, and written performance ratings

concerning the employee.
§18.3 The employee shall, where practicable, be given an opportunity to

read materials to be placed in the personal history folder in accordance with
this Article and shall acknowledge that he or she has read them by placing

his or her signature upon them prior to their being filed in the personal
history folder.

Where the prior reading and acknowledgment of such materials is not
practicable, two copies of such materials shall be forwarded to the

employee, by email and regular mail. The employee shall acknowledge that
he or she has received the material by affixing his or her signature to one

copy and returning that copy to the employer for filing. Copies of
memoranda or documents described in this Article, except routine payroll

transactions, shall be sent to the employee simultaneously with their being
placed in his or her personal history folder.

§18.4 Derogatory materials determined to be unsubstantiated or not
factual by civil court action, grievance procedure determination at the level

responsible for the maintenance of the personal history folder, or other
formal hearing procedure, shall be removed from the personal history

folder at such time as the employer is formally notified of such
determination by the affected employee.

§18.5 With the exception of disciplinary actions, personnel transactions
and work performance ratings, any material in the personal history folder of

an adverse nature over two years old shall, upon the employee’s written

request, be removed from the personal history folder. Any material may be
removed from the employee’s personal history folder upon mutual
agreement of the employee and the official designated by the agency.

§18.6 The parties agree to meet and confer, as appropriate, over any

planned moved from paper to electronic personal history folders. Where
feasible, review of personal history folders shall be through electronic
transmission of such file.

Article 19
Layoff Units

A CSEA-State Layoff Units Committee shall meet and discuss areas of

75