108.1 Access to Academic Official File

Created by: Pat Teague on 02/05/1999
Category: 1 - Academic Affairs; 00 - General
Originator: Vice President for Academic Affairs and Dean
Current File: 108.1
Adoption Date: 01/15/1999
Reviewed for Currency: 09/26/2017
Replaces File: 108.1
Date of Origin: 11/01/1983
Classification: Faculty
In Archive? 0

108.1 Access to Personnel File


A. Background

The purpose of an academic official file (File) maintained for each Furman faculty member in the Office of Academic Affairs is to provide a record of the academic qualifications and career of the faculty member while he or she is a member of the Furman faculty.  This File is distinct from the personnel file maintained by the Office of Human Resources.


B. Policy

The file is maintained by the dean of faculty who has unlimited access to the file. The President and Provost may also examine the file. Upon request, the faculty member may examine the file. All other persons may see the file only with the consent of the faculty member and the dean of faculty or Provost. With such permission, the person or persons examining the file may see only those items which are pertinent to the reasons for examining that file. In all cases, Furman University will adhere to the legal stipulations pertaining to privacy of personal information.


C. Guidelines

1. A faculty member's File may contain records of academic qualifications and professional experience, contracts, and copies of correspondence pertaining to the faculty member and his or her appointment, including letter of reprimand or disciplinary records and copies of articles, manuscripts, press releases, etc., either written by the faculty member or concerning him or her.

2. Academic official files may not be removed from the general area of the Office of Academic Affairs. Any examination of a file must take place in a location designated by the dean of faculty or Provost.

3. A request to examine a file, submitted in writing, should be received in the Office of Academic Affairs at least one working day before the examination of the file is to occur.

4. The person whom the file concerns may challenge any item contained in the file. Challenges must be in writing and should be directed to the dean of faculty.

5. No material in the file may be copied except with the concurrence of the person whom the file concerns and the dean of faculty or Provost.

6. Access to a File will not be granted to any person not associated with the university—e.g., attorneys or government officials—except by permission of both the faculty member and the dean of faculty. If either of these persons objects to such access, permission to examine the file will be granted only upon presentation of a legal subpoena.