As described in Article 19 of the Collective Bargaining Agreement (CBA), the college shall maintain two personnel files for each faculty member, a personal file and an administration file.
The personal file shall include but not be limited to the following: a) personnel information; b) information related to the employee’s academic and professional accomplishments submitted by the employee or placed in the file at their request; c) records generated by the college; d) memoranda of discussions with the employee relating to evaluations of the employee’s professional performance; e) observation reports of the employee’s academic and professional performance.
No materials shall be placed in the employee’s file until the employee has been given the opportunity to read the contents and attach any comments they may so desire. Each such document shall be initialed by the employee before being placed in their file as evidence of their having read such document. This initialing shall not be deemed to constitute the employee’s approval of the contents of such document. If the employee refuses to initial any document after having been given an opportunity to read the same, a statement to that effect shall be affixed to the document and the document will be placed in the file.
Each non-tenured and non-certificated full-time member of the instructional staff should examine and initial their personal file prior to the end of each academic year. Such member should promptly report to the individual keeping the files any documents they wish to be included in the file and should furnish any such document not in the possession of the college.
Each tenured and certificated full-time member of the instructional staff should examine and initial their personal file prior to the end of the fall semester each academic year. Such member should promptly report to the individual keeping the files any documents that they wish to be included in the file and should furnish any such document not in the possession of the college.
The employee’s personal file shall be available for examination by the employee at their request. Requests to review the personal file should be made to the Office of Academic Affairs.
There shall be a separate administration file which shall contain only such materials requested by the unit of the City University or supplied by the employee in connection with the employee’s employment, promotion, or tenure. The administration file shall be available only to the personnel committees and individuals responsible for the review and recommendation of the employee with respect to appointment, reappointment, promotion, or tenure.
See link: PSC-CUNY Personnel Files webpage