FERPA, Oregon law, and university policies require that GE personnel files be kept separate and distinct from academic files. See Article 11 of the Collective Bargaining Agreement for more information. 

Copies of all documents pertaining to employment-related performance and evaluation of a GE shall be kept in one file maintained in the GE's hiring unit. This does not preclude the keeping of additional files in other UO offices as needed for record-keeping purposes.

All evaluative or disciplinary material relating to a GE's employment or performance as a student shall be signed by the author and dated or date-stamped when received and placed in a file. This requirement does not apply to personnel action forms and other similar material routinely placed in files for record-keeping purposes.

At the request of a GE, the University shall provide reasonable opportunity for the GE to inspect, at the GE’s place of employment, the GE’s personnel file(s). Normally, such accommodation shall take place within the same day and under such conditions as are necessary to insure its integrity and safekeeping. Upon request and the payment of fees not to exceed the actual cost of reproduction, the University shall furnish a copy of the requested materials. GEs shall have the right to review upon request material relating to their performance as employees, as well as performance as students as such material relates to employment. Material excluded from this review shall include confidential letters of recommendation for which the GE has signed a waiver of the right of access.

Article 11 of the Collective Bargaining Agreement has more information about the placement of evaluative and disciplinary information in GE personnel files.