8.1 Probationary Periods. The probationary period of employees shall be in accordance with RCW 41.08.100. Probationary period rejections shall be in writing. Any probationary employee so notified may request internal Departmental review of such determination. This request, however, shall not postpone the designated termination date. Rejections during the probationary period are not grievable.
8.2 Employee Personnel & Files. For purposes of this agreement, "department file" shall refer to the employee personnel file maintained by the University of Washington Police Department. The employee and/or Union representative may schedule a time to examine the employee's official personnel file located in the Human Resources Office upon written request of the employee to the Human Resources Representative. The employee and/or Union representative may schedule a time to examine the employee's department file located in the University of Washington Police Department upon written request to their department manager. A representative of HR or management will be present as appropriate. The Human Resources Representative or designee (official personnel file) or the department manager (department file) may remove any documents in an employee's file which were obtained through assurances of any confidentiality to a third party at the time of original appointment.
However, the employee and/or Union representative shall have access to any such information in the file to be utilized in a formal grievance filed under this Agreement. A copy of any correspondence or letters issued and intended to be included in an employee's official or department personnel file shall be mailed or given to the employee prior to becoming a permanent part of the official or department files. The employee shall receive a copy of all materials placed in the employee's official or department personnel files other than routine personnel items such as payroll documents. An employee shall have the right to include his/her comments and supporting documentation with materials in either the official or department personnel files.
Employees may request that certain materials in their official and department personnel files be reviewed for possible removal. Employees may request that the Employer remove evidence of Verbal Reprimands and Written Reprimands from the official and department personnel files after three (3) years, provided no similar violations have occurred within the thirty-six (36) months from the date of the Reprimand. Once removed, the evidence of the Reprimand may not be used for further discipline nor introduced into arbitration by the Employer as evidence against the employee. Records of Suspensions will be removed from an employee's official and department personnel file after seven (7) years if:
Nothing in this Section will prevent the Employer from agreeing to an earlier removal date, unless to do so would violate prevailing Washington State law.
Medical information related to employment will be kept separate from all other employment files and confidential in accordance with state and federal law. A record will be retained in the HR personnel file of the names of individuals outside of HR who have reviewed the personnel file who do not have written authorization from the employee, except requests for records in accordance with the Public Records request process.
Unauthorized parties shall not have access to any employee's personnel file or department file.
8.3 Destruction or retention of information.
8.4 Indemnification. The Employer will indemnify and hold harmless employees for activities arising out of and/or duties assigned during their employment in accordance with University policy.
8.5 Performance Evaluations. Performance evaluations will be conducted on a regular basis in accordance with Departmental policy. Employees will have the right to submit rebuttals to performance evaluations and have the rebuttals attached to the evaluation. Evaluations will not be provided to outside agencies without written authorization from the employee, unless subject to legal process. Employees may seek reconsideration of their performance evaluation in accordance with Department Policy and will receive a written response.
8.6 VEBA Medical Reimbursement Plan. The Employer will offer a VEBA Medical Reimbursement Plan for all members of the bargaining unit. The bargaining unit will vote to authorize the Employer to contribute an agreed upon amount to the VEBA Medical Reimbursement Plan. Such contributions will be based on a percentage of gross income and may range from no contribution to a maximum of one percent (1%). Should the bargaining unit vote to amend their compensation in favor of a VEBA Medical Reimbursement Plan contribution, all members of the bargaining unit must contribute equally and the percentage contribution amount may only be changed by vote and on an annual basis. Individuals may not change contribution rates at any time. In addition to any contributions made pursuant to a vote by the bargaining unit to amend their compensation as provided for in this section, the Employer, on behalf of each bargaining unit member, will contribute one and two-tenths percent (1.2%) of regular pay to the VEBA Medical Reimbursement Plan.
8.7 The agreement reached at the State bargaining table concerning health care benefits shall be applicable to bargaining unit employees.