Contents
Cal Poly Pomona

Accessing Employee Personnel Files

One official personnel file is maintained for each employee. Human Resources maintains the official personnel file for each staff employee (includes Management Personnel Plan--MPP employees). Faculty personnel files (Personnel Action Files--PAFs) are maintained by the Dean's Office of the faculty member's college/school.

Human Resources respects the need for protecting each employee's privacy by enforcing secure information handling procedures on the part of all personnel required to work with employee records.

What's In a Staff Personnel File

A picture of a file folder.

Contents of staff personnel files may normally include, but are not limited to:

  • Application for Employment
  • Appointment Letter
  • Performance Evaluations
  • Memorandums/Letters of praise, counseling, or reprimand
  • Notices of training completed
  • Position Description

Access

The contents of an employee's official staff personnel file, exclusive of pre-employment materials, shall be open to the employee's review and review by a Union Representative and/or steward, when authorized in writing by the employee.

An employee shall not have access to pre-employment materials in the personnel file, except in instances when such materials are used in personnel actions.

Request for Review

Use the Official Personnel File Access Request Form to request access to your file. If you are unable to access this form via this web site, contact the HRS (Human Resource Services) Customer Service Center, CLA Building 98, Room B1-20, in person, or by telephone at (909) 869-3733, to obtain a copy of the form.

You will be contacted within three working days of receipt of the completed Official Personnel File Access Request Form to schedule an appointment to review your file. A member of the HR staff will remain with you while you review your file.

Obtaining Photocopies

Job Descriptions

Copies of job descriptions are maintained by Human Resources and employees may request copies by contacting Sandra Richmond-Morton.

Personnel Files

The employee shall bear the cost of duplicating such materials, except when such materials have bearing on disciplinary action or pre-disciplinary matters, including corrective action matters. Please refer to the applicable collective bargaining agreement, grievance or complaint articles, for details.

The cost of duplicating material shall be the amount provided in Civil Code Section 1798.33, or any substitute or successor provision of that code section (as of April 2006 the amount is ten (10) cents per page.).

To request photocopies of documents within your official personnel file, please complete the Official Personnel File Access Request Form to specify the copy(ies) requested. Within a timely manner, usually within fourteen (14) days of receipt of the employee's written request, the employee shall be provided an exact copy of all or any portion of materials officially maintained in the staff personnel file, as requested.