Whenever possible the copy shall be returned and the copy shall be destroyed by the personnel office. Duplication in the course of performing official ministerial duties is permitted. B. Removal Removal means that information contained in a personnel file is removed permanently and either given to the faculty member, or destroyed. If a document is permanently removed from the file it shall be done with the knowledge and written consent of the faculty member, or pursuant to a lawfully issued subpoena or court order. The written consent of the faculty member shall be placed in the personnel file.
New material is information added to an employee's personnel file.
For the purposes of this section, relevancy means that the document refers to the employee's assigned duties or professional duties. C. Placing material in the personnel file 1. The administrator approving relevancy shall sign the document signifying the appropriateness of placing the document in the personnel file. Information and statements not related to an employee's assigned duties or pro-fessional responsibilities shall not be placed in the employee's personnel file. C. Faculty member response 1.