Staff FilesPersonal files relating to staff in a particular faculty may be accessed by the Dean of that faculty, the faculty administrative officer, the faculty administrative secretary or School Manager or equivalent. Staff files may not be despatched to work area or elsewhere within the faculty. Files may not be taken home by officers and must be kept in a secure place when not in use. Folios may be added to files in accordance with current Records filing procedures but may not be removed from files. Material for later inclusion in files should be sent to Records for filing. Statements concerning work performance of specific staff members may not be filed on a personal file unless the staff member has sighted and signed the statement. Comments should not be written on existing folios, rather a separate file note should be used. Files will need to be released immediately (or as soon as practicable) when required by central administration and files and filing must be transmitted in sealed envelopes signed by the transmitting officer. Individuals may view their own file by request to the Dean and the file must indicate that this has happened. Viewing must take place under the supervision of the Dean or faculty administrative officer and no folios may be removed or added. The Director, Human Resources or nominee may also arrange viewing of files on request using the same guidelines. All faculty file transfers must be via Records, i.e. files should not be passed directly from one faculty staff member to another. Records will undertake a regular audit of files held in the office of the Dean similar to the audits undertaken in central administration. Matters relating to access to staff files should be referred to the Director, Human Resources, while matters relating to the overall management of staff files should be referred to the University Archivist . Filing and day to day matters should be referred to the Records Coordinator. | 
