(3) Faculty Governance Policy
(3A) ACADEMIC FREEDOM, RESPONSIBILITY, AND EMPLOYMENT OF FACULTY (POLICY STATEMENT)
(3B) DOCUMENTATION FOR CANDIDATES FOR PROMOTION AND TENURE
(3C) ACADEMIC ADMINISTRATIVE GOVERNANCE
(3D) DISTINGUISHED PROFESSORSHIPS
(3E) FACULTY APPOINTMENTS AND EVALUATION (OTHER POLICIES)
(3F) FACULTY RECORDS
(Also known as the Policy on Faculty Records. Approved by the Faculty December 18, 1998)
For a summary of recent changes to this chapter, see Chapter 9A: Summary of Recent Revisions to this Handbook.
Contents of this page:
[Proposed amendment: To place the article on Implementation following the article entitled “Interim Agreement,” in keeping with the organization of the other policies in this handbook.]
ARTICLE I: INTERIM AGREEMENT
The main points of this agreement were developed on October 23, 1998, in a meeting of the Faculty Senate Committee on University Administration and Governance with the Deans’ Council in the presence of the Vice President and the Associate Vice President for Academic Affairs, and the Director of the Library.
This interim agreement exclusively concerns faculty permanent personnel files maintained by the Office of Academic Affairs and faculty personnel files maintained by the University Librarian. This agreement does not extend to the normal contents of Promotion and Tenure files (cf. Chapter 3B: Documentation for Candidates for Promotion and Tenure).
The terms of this agreement will be voted on by the Academic Faculty at the December 18, 1998 stated Academic Faculty Assembly. The agreement will go into effect only upon ratification by the Academic Faculty. The interim agreement will remain in effect until a comprehensive policy for faculty personnel files is approved by the Faculty Senate, the Academic Faculty, and the Board of Trustees as outlined in Article II.
An ad hoc subcommittee of the Faculty Senate will work with the Office of Academic Affairs and the Office of Human Resources to develop a comprehensive policy for faculty personnel files. It is agreed that this policy will be ready for consideration by the Academic Faculty as soon as possible.
Every member of the Academic Faculty has the right to review his/her permanent personnel file. To do so, the faculty member must notify the appropriate academic officer in writing. The appropriate academic officer will honor all such requests and arrange a date and time for the review within three business days of receipt of the request.
In case the faculty member contends that any items in the permanent file are inappropriate or inaccurate, the faculty member will inform the appropriate academic officer in writing of his/her objections. In case the material exists in more than one file, the faculty member should notify the most senior academic officer. Within two weeks, the appropriate academic officer will respond in writing to the faculty member specifying either that
the items have been permanently removed and disposed of, or
the academic officer disagrees with the faculty member. In this case, the academic officer and the faculty member will meet within two weeks of receipt of the former’s letter and must agree to binding arbitration by a third party. The arbiter must be acceptable to both parties and agree to act confidentially. The arbiter will decide only whether each individual contested item is to remain or be removed from the personnel file. The arbiter’s finding will be of no further probative value and will in no way prejudice allegations of improper action by either party. The arbiter will provide his/her decisions to both parties in writing. The arbiter’s decision is final and binding on all parties including the University.
ARTICLE II: IMPLEMENTATION
The Policy on Faculty Records will become effective when approved by
A two-thirds majority of the Trinity University Faculty Senate and
A simple majority of the members of the Trinity University Academic Faculty as well as
The Trinity University Board of Trustees.
Article I: Interim Agreement will remain in effect until such a policy is ratified.
ARTICLE III: AMENDMENT
The Policy on Faculty Records may be amended by
a two-thirds majority of the membership of the Faculty Senate and
a simple majority of the members of the Trinity University Academic Faculty as well as
the Trinity University Board of Trustees.
Amendments may be initiated by the Faculty Senate, the Academic Faculty, or the Board of Trustees. Before voting on a prepared amendment, at least fourteen days notice shall be given to the membership of the Faculty Senate, the Academic Faculty, and the Board of Trustees.
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