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Type: University Policy
Division: Faculty
Classification: ACADEMIC & STUDENT AFFAIRS

Contact Phone Number: 503-838-8271
Contact Email Address: provost@wou.edu

TITLE
Access to Files by Faculty Members
POLICY NUMBER
ASA-01-081
RESPONSIBLE OFFICER UNIVERSITY CONTACT
Provost and Vice President for Academic Affairs Office of Academic Affairs
SUMMARY
APPLICABLE TO
Faculty and Staff
DEFINITIONS
AUTHORITY
FULL STATEMENT OF AUTHORITY

POLICY STATEMENT

Faculty members shall be allowed full access to their own personal files and personal records kept by the institution, school, department, or division, except as provided in sections (1) and (2) of this rule:

(1) Letters and other information submitted in confidence to the institution, school, department, or division prior to July 1, 1975, shall be maintained in the evaluation files permitted by OAR 580-042-0730. However, if a faculty member requests access to such letters and other information pertaining to the faculty member, the anonymity of the contributors of letters and other information obtained prior to July 1, 1975, shall be protected. The full text shall be made available to the faculty member except that those portions of the text which would serve to identify the contributor shall be excised by a faculty committee created pursuant to institutional rules. The excised portions of the documents thereafter in the confidential file permitted by OAR 580-042-0730.

(2) Confidential letters and other information received by the institution, school, department, or division after July 1, 1975, prior to the employment of a faculty member, shall be placed in the evaluation files relating to the faculty member. If the applicant is not employed, the confidential information submitted concerning the applicant shall remain confidential. If an applicant who is employed requests access to his or her files, the anonymity of the contributors of confidential pre-employment letters and other pre-employment information shall be protected. The full text shall be made available, except that those portions of the text which would serve to identify the contributor shall be excised and may be retained thereafter in the confidential file permitted by OAR 580-042-0730.

(3) Any evaluation received by telephone shall be documented in each of the faculty member's evaluation files by means of a written summary of the conversation with the names of the conversants identified.

(4)(a) If the institution, school, department, or division solicits or accepts student survey evaluations of the classroom or laboratory performance of a faculty member, such survey evaluations shall be conducted anonymously. The reports tabulated from student evaluations may be placed in the evaluation files defined in OAR 580-042-0730. Survey instruments from which evaluation data are obtained shall be delivered to the faculty member. No other evaluative material shall be accepted from students unless the students are first clearly informed that the faculty member will have access to such material and that the anonymity of the student cannot be preserved;

(b) Should the faculty member request it, an appropriate faculty committee, as defined in institutional regulations, shall examine the contents of the faculty member's file to verify that all statements therein have been provided. If not, the committee shall require that the information be made available;

(c) Should the faculty member request it, the faculty committee shall examine the contents of the confidential file to verify that it contains only those excised portions provided in OAR 580-042-0746. The committee shall have the authority to require that any other material be removed from the confidential file.

(5) A copy of the periodic, regular written evaluation of the faculty member containing or having attached to it a statement to the effect that the faculty member may discuss the evaluative statement with the evaluating administrator, shall be given the faculty member. A copy of the evaluative statement, signed by the faculty member signifying receipt of a copy thereof, shall be placed in the faculty member's evaluation file. The faculty member may enter into the evaluation file such comments, explanations, or rebuttals as desired. There shall be attached to each copy of the evaluative statement retained by the institution, school, division, or department a copy of such comments, explanations, or rebuttals as the faculty member shall make in relation thereto.

 

REFERENCED OR RELATED POLICIES
RELEVANT DOCUMENTS AND LINKS
HISTORY
APPROVAL DATE:
EFFECTIVE DATE:
LAST UPDATED: 08/11/2016

HISTORICAL DETAIL NOTES:

This policy previously was an Oregon Administrative rule.



SOURCE:    Previously Referred to as: WOU OAR 580-010-0089
FOR POLICY WEBSITE INPUT (public audience keyword search)
confidential, faculty Personal records, relevant personal information

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