THE UNIVERSITY OF NORTH CAROLINA AT ASHEVILLE
                  POLICIES AND PROCEDURES MANUAL

                                             No.               29     
                                             Date         11-15-84    
                                             Page            of   1   
                                             Approval      WHP   

SUBJECT:  Personnel Files for Employees Exempt from the Personnel Act


The official personnel files for employees exempt from the Personnel Act (E.P.A.) will be kept in
the Personnel Office with the Director of Personnel as their custodian. To assist the director, the
Vice Chancellors and the Director of Community Relations are responsible for seeing that all
necessary information concerning persons in their prospective divisions is obtained in a timely way
by the director. Faculty personnel records, however, will continue to be maintained in the Office
of Academic Affairs with the Vice Chancellor as the custodian of these records.

The ordinary materials to be kept in the EPA nonfaculty files are the following:

     Application form properly filled out.
     Letter of appointment or contract designating the conditions of employment.
     Salary and promotion letters indicating new or changing salary or position.
     Evaluative material.
     Significant commendations or disciplinary citations.
     Official transcripts received directly from the issuing institutions.
     Complete payroll deduction information.
     Items submitted by the E.P. person, if approved by one's immediate supervisor for
     inclusion in the official records as "relevant to accomplishing personnel administration
     purposes."
     An employee's statements relating to file material which he or she considers to be
     inaccurate or misleading.

These files are by law open to the person who is the subject of the file and to "the supervisor of
the employee," defined in the statute as any individual in the chain of administration authority
above the employee. The employee is entitled to see everything except letters of references
solicited prior to employment and any information concerning a medical disability, mental or
physical, that a prudent physician would not divulge to a patient.

The following information on each person should be kept in the file and must be open for public
inspection by anyone:

Name, age, date of original employment, current position title, current salary, date and amount of
most recent change of salary, date of most recent promotion, demotion, transfer, suspension,
separation, or other change in position classification, and the agency and location to which the
employee is currently assigned.