Stanislaus State’s Employee & Labor Relations team works to identify and resolve workplace concerns and issues expeditiously and per University policy and state and federal law. The Office of Human Resources, Equal Opportunity & Compliance (HREOC) encourages all employees to present such issues to their managers or to the HREOC department if the matter cannot be resolved at the lowest level. Our Employee & Labor Relations team will consult with managers and staff members and attempt to mediate and resolve their issues related to:

  • Performance Management
  • Conflict Resolution/Interpersonal Communication Coaching
  • Corrective Action and Discipline Administration

Personnel File Information

The Office of Human Resources, Equal Opportunity & Compliance (HREOC) respects the need to protect each employee's privacy by enforcing secure information handling procedures on the part of all personnel required to work with employee records. One official personnel file is maintained for each employee. HREOC maintains the official personnel file for each staff, student employee (student assistant, work-study, bridge) and Management Personnel Plan (MPP) employee. (Faculty personnel files are maintained by Faculty Affairs, MSR 340)

Please submit completed forms to

Personnel File Access Request Form.pdf

CSU Records Retention and Disposition Schedules

Records Retention and Disposition Schedules


Personnel files normally include, but are not limited to:

Position History

-Application for employment/resume
-Appointment letter
-Position description


-Performance evaluations
-Memorandum and letters of praise, counseling, or reprimand


-Higher education degree
-Notices of completed training

The contents of an employee's official personnel file shall be open to the employee's review and review by a union representative and/or steward, when authorized in writing by the employee. Please use the Personnel File Access Request Form to request access to your file. If you are unable to access this form, contact Michelle Kincanon at You will be contacted within three working days of receipt of the completed Personnel File Access Request Form to schedule an appointment to review your file.

The employee shall bear the cost of duplicating such materials, except when such materials have bearing on disciplinary action or pre-disciplinary matters, including corrective action matters. Please refer to the applicable collective bargaining agreement's grievance or complaint articles for details.

The cost of duplicating materials shall be the amount provided in Civil Code Section 1798.33, or any substitute or successor provision of that code section (as of April 2006, the amount is $0.10 per page).

To request photocopies of documents within your official personnel file, please complete the Personnel File Access Request Form to specify the copy(ies) requested. Within a timely manner, usually within ten business days of receipt of the employee's written request, the employee shall be provided an exact copy of all or any portion of materials officially maintained in the staff personnel file, as requested.

Updated: May 31, 2024