The department head or his/her designee is responsible for maintenance of departmental faculty files and for formulating a policy, in consultation with the faculty, which stipulates what materials are placed in these files. At a minimum, the Annual Performance Report and supporting documentation must be maintained in the file. Faculty members are to have access to his/her personnel file maintained in the department and/or dean’s office at any time. If there is a disagreement between the faculty member and department head over the contents of the faculty member's departmental file, the faculty member and department head should first meet to try to resolve this difference through appropriate supervisory and administrative channels. If the difference cannot be resolved, either party may file a complaint using the appropriate grievance procedure.