Oregon Administrative Rules
Chapter 574 - OREGON UNIVERSITY SYSTEM, WESTERN OREGON UNIVERSITY
Division 20 - FACULTY RECORDS POLICY
Section 574-020-0035 - Access to Files by Faculty Members
Current through Register Vol. 63, No. 3, March 1, 2024
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)
(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.
Stat. Auth.: ORS 351
Stats. Implemented: ORS 351.065, ORS 351.070 & OAR 580-022