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AA/PPS 04.02.31 - Faculty Access to Academic Personnel Files

Faculty Access to Academic Personnel Files

AA/PPS No. 04.02.31 (8.06)
Issue No. 1
Effective Date: 2/01/2013
Next Review Date: 1/01/2016 (E3Y)
Sr. Reviewer: Associate Provost


    1. The Office of the Provost and Vice President for Academic Affairs maintains a personnel file on each faculty member. This file typically includes application, contract, promotion and other employment-related documents.

    2. Additional files, which may vary in their content, are kept by the College Dean, the Department Chair, and Human Resources.

    3. Individual faculty members may examine their personnel files, regardless of where they are maintained.

    4. The procedures to gain access to these files contain safeguards designed to insure that material is neither removed nor added during a review.


    1. A faculty member desiring to review his/her personnel file in an academic office should address a written request to the individual whose office maintains the file, i.e., to the Provost and Vice President for Academic Affairs, the College Dean, or the Department Chair. A faculty member desiring to review their personnel file in Human Resources should address the Director of Human Resources for procedures for accessing that file.

    2. A representative of the academic office receiving the request will respond by contacting the faculty member to establish a mutually convenient time for reviewing the file.

    3. The file will be reviewed by the faculty member in the presence of a representative of the office. The representative may require presentation of a Texas State photo identification card prior to proceeding with the review. No material is to be added to or removed from the file during this process, however, photocopies may be made upon request.

    4. At the completion of the first review of the file, a copy of the Faculty Personnel File Review Form will be dated, signed by the faculty member and the other person present, and added to the file. Each succeeding time the file is reviewed, the form will be dated and signed by the faculty member and the office representative. This form is to be kept in the office housing the file reviewed.


    1. Reviewers of this PPS include the following:

      Position Date
      Associate Provost January 1 E3Y

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Academic Affairs policy and procedure from the date of this document until superseded.

    Associate Provost; senior reviewer of this PPS