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§18.3 A copy of any document related to an employee’s work

performance placed in an employee’s personal history folder shall be sent

to the employee at the time of such placement. In addition, effective 90
days from the execution of this Agreement, an employee may be given the

opportunity to acknowledge receipt of a counseling memorandum by
signing it prior to its placement in his or her personal history folder. Where

an employee’s signature is not obtained, such memorandum shall be sent
to the employee at the employee’s address of record by certified mail.

§18.4 Derogatory materials determined to be unsubstantiated or not
factual by civil court action, grievance procedure determination at the level

responsible for the maintenance of the personal history folder, or other
formal hearing procedure, shall be removed from the personal history

folder at such time as the employer is formally notified of such
determination by the affected employee.

§18.5 With the exception of disciplinary actions, personnel transactions
and work performance ratings, any material in the personal history folder

of an adverse nature over two years old shall, upon the employee’s written
request, be removed from the personal history folder. Any material may be

removed from the employee’s personal history folder upon mutual
agreement of the employee and the official designated by the agency.

§18.6 For the purpose of this Article there shall be one official personal
history folder maintained for an employee.

§18.7 Upon a grievance determination that the content of a formal written
counseling memorandum, issued after the effective date of this Agreement,

is substantially inaccurate, such memorandum shall be either modified or

withdrawn. Grievances alleging that the contents of a counseling
memorandum are substantially inaccurate shall be processed up to Step 3
of the grievance procedure.

§18.8 The parties agree to meet and confer, as appropriate, over any

planned move from paper to electronic personal history folders. Where
feasible, review of personal history folders shall be through electronic
transmission of such file.

Article 19
Layoff Units

A CSEA-State Layoff Units Committee shall meet and discuss areas of

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