Common use of Employee Personnel Files Clause in Contracts

Employee Personnel Files. 1. There shall be only two files established for maintenance of employee performance and discipline records. The official personnel file, secured at the SPS office and the working building/program file secured at the building/program. 2. Exceptions to this are temporary investigation/probation files that are created by the Human Resources or legal department while there is an active investigation/probation being conducted. At the conclusion of the investigation the findings of the investigation will be put into writing, and provided to the employee along with supporting documentation if requested by the employee. 3. If the investigation exonerates the employee, HR will retain a form document that indicates a complaint was made and found not to be meritorious. If the complaint or accusation was made by a student or a group of students, the name of the student(s) will also be listed on the form document for future reference. All other materials and notes will either be destroyed or SPS and SEA will have a discussion why or why not the documents should be retained by the SPS. 4. If the investigation has resulted in discipline or a referral to other agencies, HR or Legal will maintain the supporting documents until the conclusion of any appeals. If the employee is exonerated the materials will be destroyed. If the complaint is found valid, the SPS will maintain the relevant supporting documents, final investigation report and the decisions, if any, of outside adjudicators. The outcome of discipline issues will remain confidential and will only be shared with the parties who have a need to know. 5. The limitations in this section shall not be applied in a manner that would require the SPS to violate State or federal law. 6. Materials placed in the employee's SPS personnel file after the employee's employment is approved by the Board are available for review by the employee under the rules, regulations, and procedures of the SPS. 7. All materials related to an employee's evaluation, discipline, or complaints held at the work location, except for the building copy of the formal evaluation, shall either be transferred to the SPS personnel file or shall be destroyed at the end of the work year, except that the observation report form (see Appendix J and J2) for those employees determined to be unsatisfactory and/or in need of improvement or a performance improvement plan may be retained in the building until the employee's performance has improved as set forth in the observation report form. However, observation report forms for those employees determined to be in need of improvement may not be retained at the building beyond twelve (12) months following the completion of the next school year's performance evaluation.

Employee Personnel Files. 1. There shall be only two files established for maintenance of employee performance and discipline records. The official personnel file, secured at the SPS office and the working building/program file secured at the building/program. 2. Exceptions to this are temporary investigation/probation files that are created by the Human Resources or legal department while there is an active investigation/probation being conducted. At the conclusion of the investigation the findings of the investigation will be put into writing, and provided to the employee along with supporting documentation if requested by the employee. 3. If the investigation exonerates the employee, HR will retain a form document that indicates a complaint was made and found not to be meritorious. If the complaint or accusation was made by a student or a group of students, the name of the student(s) will also be listed on the form document for future reference. All other materials and notes will either be destroyed or SPS and SEA will have a discussion why or why not the documents should be retained by the SPS. 4. If the investigation has resulted in discipline or a referral to other agencies, HR or Legal will maintain the supporting documents until the conclusion of any appeals. If the employee is exonerated the materials will be destroyed. If the complaint is found valid, the SPS will maintain the relevant supporting documents, final investigation report and the decisions, if any, of outside adjudicators. The outcome of discipline issues will remain confidential and will only be shared with the parties who have a need to know. 5. The limitations in this section shall not be applied in a manner that would require the SPS to violate State or federal law. 6. Materials placed in the employee's SPS personnel file after the employee's employment is approved by the Board are available for review by the employee under the rules, regulations, and procedures of the SPS. 7. All materials related to an employee's evaluation, discipline, or complaints held at the work location, except for the building copy of the formal evaluation, shall either be transferred to the SPS personnel file or shall be destroyed at the end of the work year, except that the observation report form (see Appendix J and J2J) for those employees determined to be unsatisfactory and/or in need of improvement or a performance improvement plan may be retained in the building until the employee's performance has improved as set forth in the observation report form. However, observation report forms for those employees determined to be in need of improvement may not be retained at the building beyond twelve (12) months following the completion of the next school year's performance evaluation.

Employee Personnel Files. 1. There shall be only two files established for maintenance of employee performance and discipline records. The official personnel file, file secured at the SPS office and the working building/program file secured at the building/program. 2. Exceptions to this are temporary investigation/probation files that are created by the Human Resources or legal department while there is an active investigation/probation being conducted. At the conclusion of the investigation the findings of the investigation will be put into writing, writing and provided to the employee along with supporting documentation if requested by the employee. 3. If the investigation exonerates the employee, HR will retain a form document that indicates a complaint was made and found not to be meritorious. If the complaint or accusation was made by a student or a group of students, the name of the student(s) will also be listed on the form document for future reference. All other materials and notes will either be destroyed or SPS and SEA will have a discussion why or why not the documents should be retained by the SPS. 4. If the investigation has resulted in discipline or a referral to other agencies, HR or Legal will maintain the supporting documents until the conclusion of any appeals. If the employee is exonerated the materials will be destroyed. If the complaint is found valid, the SPS will maintain the relevant supporting documents, final investigation report and the decisions, if any, of outside adjudicators. The outcome of discipline issues will remain confidential and will only be shared with the parties who have a need to know. 5. The limitations in this section shall not be applied in a manner that would require the SPS to violate State or federal law. 6. Materials placed in the employee's SPS personnel file after the employee's employment is approved by the Board are available for review by the employee under the rules, regulations, and procedures of the SPS. 7. All materials related to an employee's evaluation, discipline, or complaints held at the work location, except for the building copy of the formal evaluation, shall either be transferred to the SPS personnel file or shall be destroyed at the end of the work year, except that the observation report form (see Appendix J and J2) for those employees determined to be unsatisfactory and/or in need of improvement or a performance improvement plan may be retained in the building until the employee's performance has improved as set forth in the observation report form. However, observation report forms for those employees determined to be in need of improvement may not be retained at the building beyond twelve (12) months following the completion of the next school year's performance evaluation.

Employee Personnel Files. 1. There shall be only two files established for maintenance of employee performance and discipline records. The official personnel file, secured at the SPS office and the working building/program file secured at the building/program. 2. Exceptions to this are temporary investigation/probation files that are created by the Human Resources or legal department while there is an active investigation/probation being conducted. At the conclusion of the investigation the findings of the investigation will be put into writing, and provided to the employee along with supporting documentation if requested by the employee. 3. If the investigation exonerates the employee, HR will retain a form document that indicates a complaint was made and found not to be meritorious. If the complaint or accusation was made by a student or a group of students, the name of the student(s) will also be listed on the form document for future reference. All other materials and notes will either be destroyed or SPS and SEA will have a discussion why or why not the documents should be retained by the SPS. 4. If the investigation has resulted in discipline or a referral to other agencies, HR or Legal will maintain the supporting documents until the conclusion of any appeals. If the employee is exonerated the materials will be destroyed. If the complaint is found valid, the SPS will maintain the relevant supporting documents, final investigation report and the decisions, if any, of outside adjudicators. The outcome of discipline issues will remain confidential and will only be shared with the parties who have a need to know. 5. The limitations in this section shall not be applied in a manner that would require the SPS to violate State or federal law. 6. Materials placed in the employee's SPS personnel file after the employee's employment is approved by the Board are available for review by the employee under the rules, regulations, and procedures of the SPS. 7. All materials related to an employee's evaluation, discipline, or complaints held at the work location, except for the building copy of the formal evaluation, shall either be transferred to the SPS personnel file or shall be destroyed at the end of the work year, except that the observation report form (see Appendix J and J2J-1) for those employees determined to be unsatisfactory and/or in need of improvement or a performance improvement plan may be retained in the building until the employee's performance has improved as set forth in the observation report form. However, observation report forms for those employees determined to be in need of improvement may not be retained at the building beyond twelve (12) months following the completion of the next school year's performance evaluation.

Employee Personnel Files. 1. There shall be only two files established for maintenance of employee performance and discipline records. The official personnel file, secured at the SPS office and the working building/program file secured at the building/program. 2. Exceptions to this are temporary investigation/probation files that are created by the Human Resources or legal department while there is an active investigation/probation being conducted. At the conclusion of the investigation the findings of the investigation will be put into writing, writing and provided to the employee along with supporting documentation if requested by the employee. 3. If the investigation exonerates the employee, HR will retain a form document that indicates a complaint was made and found not to be meritorious. If the complaint or accusation was made by a student or a group of students, the name of the student(s) will also be listed on the form document for future reference. All other materials and notes will either be destroyed or SPS and SEA will have a discussion why or why not the documents should be retained by the SPS. 4. If the investigation has resulted in discipline or a referral to other agencies, HR or Legal will maintain the supporting documents until the conclusion of any appeals. If the employee is exonerated the materials will be destroyed. If the complaint is found valid, the SPS will maintain the relevant supporting documents, final investigation report and the decisions, if any, of outside adjudicators. The outcome of discipline issues will remain confidential and will only be shared with the parties who have a need to know. 5. The limitations in this section shall not be applied in a manner that would require the SPS to violate State or federal law. 6. Materials placed in the employee's SPS personnel file after the employee's employment is approved by the Board are available for review by the employee under the rules, regulations, and procedures of the SPS. 7. All materials related to an employee's evaluation, discipline, or complaints held at the work location, except for the building copy of the formal evaluation, shall either be transferred to the SPS personnel file or shall be destroyed at the end of the work year, except that the observation report form (see Appendix J and J2J) for those employees determined to be unsatisfactory and/or in need of improvement or a performance improvement plan may be retained in the building until the employee's performance has improved as set forth in the observation report form. However, observation report forms for those employees determined to be in need of improvement may not be retained at the building beyond twelve (12) months following the completion of the next school year's performance evaluation.

Employee Personnel Files. 1. There shall be only two files established for maintenance of employee performance and discipline records. The official personnel file, secured at the SPS office and the working building/program file secured at the building/program. 2. Exceptions to this are temporary investigation/probation files that are created by the Human Resources or legal department while there is an active investigation/probation being conducted. At the conclusion of the investigation the findings of the investigation will be put into writing, and provided to the employee along with supporting documentation if requested by the employee. 3. If the investigation exonerates the employee, HR will retain a form document that indicates a complaint was made and found not to be meritorious. If the complaint or accusation was made by a student or a group of students, the name of the student(s) will also be listed on the form document for future reference. All other materials and notes will either be destroyed or SPS and SEA will have a discussion why or why not the documents should be retained by the SPS. 4. If the investigation has resulted in discipline or a referral to other agencies, HR or Legal will maintain the supporting documents until the conclusion of any appeals. If the employee is exonerated the materials will be destroyed. If the complaint is found valid, the SPS will maintain the relevant supporting documents, final investigation report and the decisions, if any, of outside adjudicators. The outcome of discipline issues will remain confidential and will only be shared with the parties who have a need to know. 5. The limitations in this section shall not be applied in a manner that would require the SPS to violate State or federal law. 6. Materials placed in the employee's SPS personnel file after the employee's employment is approved by the Board are available for review by the employee under the rules, regulations, and procedures of the SPS. 7. All materials related to an employee's evaluation, discipline, or complaints held at the work location, except for the building copy of the formal evaluation, shall either be transferred to the SPS personnel file or shall be destroyed at the end of the work year, except that the observation report form (see Appendix J and J2) for those employees determined to be unsatisfactory and/or in need of improvement or a performance improvement plan may be retained in the building until the employee's performance has improved as set forth in the observation report form. However, observation report forms for those employees determined to be in need of improvement may not be retained at the building beyond twelve (12) months following the completion of the next school year's performance evaluation.

Employee Personnel Files. 1. There shall be only two files established for maintenance of employee performance and discipline records. The official personnel file, secured at the SPS office and the working building/program file secured at the building/program. 2. Exceptions to this are temporary investigation/probation files that are created by the Human Resources or legal department while there is an active investigation/probation being conducted. At the conclusion of the investigation the findings of the investigation will be put into writing, and provided to the employee along with supporting documentation if requested by the employee. 3. If the investigation exonerates the employee, HR will retain a form document that indicates a complaint was made and found not to be meritorious. If the complaint or accusation was made by a student or a group of students, the name of the student(s) will also be listed on the form document for future reference. All other materials and notes will either be destroyed or SPS and SEA will have a discussion why or why not the documents should be retained by the SPS. 4. If the investigation has resulted in discipline or a referral to other agencies, HR or Legal will maintain the supporting documents until the conclusion of any appeals. If the employee is exonerated the materials will be destroyed. If the complaint is found valid, the SPS will maintain the relevant supporting documents, final investigation report and the decisions, if any, of outside adjudicators. The outcome of discipline issues will remain confidential and will only be shared with the parties who have a need to know. 5. The limitations in this section shall not be applied in a manner that would require the SPS to violate State or federal law. 6. Materials placed in the employee's SPS personnel file after the employee's employment is approved by the Board are available for review by the employee under the rules, regulations, regulations and procedures of the SPS. 7. All materials related to an the employee's evaluation, discipline, or complaints held at the work location, except for the building copy of the formal evaluation, shall either be transferred to the SPS personnel file or shall be destroyed at the end of the work year. 8. Materials reviewed by an employee and judged by the employee to be derogatory to their conduct, service, character or personality may be: a. Answered and/or refuted by the employee in writing. The written response shall be permanently attached to the materials and shall become a part of the employees written personnel records. b. Pursued by the use of the grievance procedure, except that the observation report form (see Appendix J and J2) for those employees determined material relating to be unsatisfactory and/or in need of improvement or a performance improvement plan may be retained in the building until the an employee's performance evaluation may be challenged in accordance with Article IV, B.4. c. Removed from the SPS personnel file after four years upon request, if the disciplinary action was a written reprimand or less and if the employee has improved as set forth not repeated the action that caused the discipline to be initiated. Any documents, required by law to remain in the observation report form. Howeverpersonnel file, observation report forms for those employees determined to be in need of improvement may such as discipline concerning sexual or physical abuse, cannot be retained at the building beyond twelve (12) months following the completion removed. The Performance Appraisal for SAEOP Employees shall become a part of the next school yearoffice employee's performance evaluationpermanent classified employee file. 9. Material judged through the grievance procedure to need adjustment shall be modified or removed as appropriate. 10. When materials are removed from a personnel file or destroyed for any reason, it shall include all electronic copies.

Employee Personnel Files. 1. There shall be only two files established for maintenance of employee performance and discipline records. The official personnel file, secured at the SPS office and the working building/program file secured at the building/program. 2. Exceptions to this are temporary investigation/probation files that are created by the Human Resources or legal department while there is an active investigation/probation being conducted. At the conclusion of the investigation the findings of the investigation will be put into writing, and provided to the employee along with supporting documentation if requested by the employee. 3. If the investigation exonerates the employee, HR will retain a form document that indicates a complaint was made and found not to be meritorious. If the complaint or accusation was made by a student or a group of students, the name of the student(s) will also be listed on the form document for future reference. reference All other materials and notes will either be destroyed or SPS and SEA will have a discussion why or why not the documents should be retained by the SPS. 4. If the investigation has resulted in discipline or a referral to other agencies, HR or Legal will maintain the supporting documents until the conclusion of any appeals. If the employee is exonerated the materials will be destroyed. If the complaint is found valid, the SPS will maintain the relevant supporting documents, final investigation report and the decisions, if any, of outside adjudicators. The outcome of discipline issues will remain confidential and will only be shared with the parties who have a need to know. 5. The limitations in this section shall not be applied in a manner that would require the SPS to violate State or federal law. 6. Materials placed in the employee's SPS personnel file after the employee's employment is approved by the Board are available for review by the employee under the rules, regulations, regulations and procedures of the SPS. 7. All materials related to an the employee's evaluation, discipline, or complaints held at the work location, except for the building copy of the formal evaluation, shall either be transferred to the SPS personnel file or shall be destroyed at the end of the work year. 8. Materials reviewed by an employee and judged by the employee to be derogatory to his/her conduct, service, character or personality may be: a. Answered and/or refuted by the employee in writing. The written response shall be permanently attached to the materials and shall become a part of his/her written personnel records. b. Pursued by the use of the grievance procedure, except that the observation report form (see Appendix J and J2) for those employees determined material relating to be unsatisfactory and/or in need of improvement or a performance improvement plan may be retained in the building until the an employee's performance evaluation may be challenged in accordance with Article IV,B.4. c. Removed from the SPS personnel file after four years upon request, if the disciplinary action was a written reprimand or less and if the employee has improved as set forth not repeated the action that caused the discipline to be initiated. Any documents, required by law to remain in the observation report form. Howeverpersonnel file, observation report forms for those employees determined to be in need of improvement may such as discipline concerning sexual or physical abuse, cannot be retained at the building beyond twelve (12) months following the completion removed. The Performance Appraisal for Paraprofessional Employees shall become a part of the next school yearoffice employee's performance evaluationpermanent classified employee file. 9. Material judged through the grievance procedure to need adjustment shall be modified or removed as appropriate. 10. When materials are removed from a personnel file or destroyed for any reason, it shall include all electronic copies.

Employee Personnel Files. 1. There shall be only two files established for maintenance of employee performance and discipline records. The official personnel file, secured at the SPS office and the working building/program file secured at the building/program. 2. Exceptions to this are temporary investigation/probation files that are created by the Human Resources or legal department while there is an active investigation/probation being conducted. At the conclusion of the investigation the findings of the investigation will be put into writing, writing and provided to the employee along with supporting documentation if requested by the employee. 3. If the investigation exonerates the employee, HR will retain a form document that indicates a complaint was made and found not to be meritorious. If the complaint or accusation was made by a student or a group of students, the name of the student(s) will also be listed on the form document for future reference. All other materials and notes will either be destroyed or SPS and SEA will have a discussion why or why not the documents should be retained by the SPS. 4. If the investigation has resulted in discipline or a referral to other agencies, HR or Legal will maintain the supporting documents until the conclusion of any appeals. If the employee is exonerated the materials will be destroyed. If the complaint is found valid, the SPS will maintain the relevant supporting documents, final investigation report and the decisions, if any, of outside adjudicators. The outcome of discipline issues will remain confidential and will only be shared with the parties who have a need to know. 5. The limitations in this section shall not be applied in a manner that would require the SPS to violate State or federal law. 6. Materials placed in the employee's SPS personnel file after the employee's employment is approved by the Board are available for review by the employee under the rules, regulations, regulations and procedures of the SPS. 7. All materials related to an the employee's evaluation, discipline, or complaints held at the work location, except for the building copy of the formal evaluation, shall either be transferred to the SPS personnel file or shall be destroyed at the end of the work year. 8. Materials reviewed by an employee and judged by the employee to be derogatory to their conduct, service, character or personality may be: a. Answered and/or refuted by the employee in writing. The written response shall be permanently attached to the materials and shall become a part of the employees written personnel records. b. Pursued by the use of the grievance procedure, except that the observation report form (see Appendix J and J2) for those employees determined material relating to be unsatisfactory and/or in need of improvement or a performance improvement plan may be retained in the building until the an employee's performance evaluation may be challenged in accordance with Article IV, B.4. c. Removed from the SPS personnel file after four years upon request, if the disciplinary action was a written reprimand or less and if the employee has improved as set forth not repeated the action that caused the discipline to be initiated. Any documents, required by law to remain in the observation report form. Howeverpersonnel file, observation report forms for those employees determined to be in need of improvement may such as discipline concerning sexual or physical abuse, cannot be retained at the building beyond twelve (12) months following the completion removed. The Performance Appraisal for Paraprofessional Employees shall become a part of the next school yearoffice employee's performance evaluationpermanent classified employee file. 9. Material judged through the grievance procedure to need adjustment shall be modified or removed as appropriate. 10. When materials are removed from a personnel file or destroyed for any reason, it shall include all electronic copies.

Employee Personnel Files. 1. There shall be only two files established for maintenance of employee performance and discipline records. The official personnel file, secured at the SPS office and the working building/program file secured at the building/program. 2. Exceptions to this are temporary investigation/probation files that are created by the Human Resources or legal department while there is an active investigation/probation being conducted. At the conclusion of the investigation the findings of the investigation will be put into writing, and provided to the employee along with supporting documentation if requested by the employee. 3. If the investigation exonerates the employee, HR will retain a form document that indicates a complaint was made and found not to be meritorious. If the complaint or accusation was made by a student or a group of students, the name of the student(s) will also be listed on the form document for future reference. reference All other materials and notes will either be destroyed or SPS and SEA will have a discussion why or why not the documents should be retained by the SPS. 4. If the investigation has resulted in discipline or a referral to other agencies, HR or Legal will maintain the supporting documents until the conclusion of any appeals. If the employee is exonerated the materials will be destroyed. If the complaint is found valid, the SPS will maintain the relevant supporting documents, final investigation report and the decisions, if any, of outside adjudicators. The outcome of discipline issues will remain confidential and will only be shared with the parties who have a need to know. 5. The limitations in this section shall not be applied in a manner that would require the SPS to violate State or federal law. 6. Materials placed in the employee's SPS personnel file after the employee's employment is approved by the Board are available for review by the employee under the rules, regulations, regulations and procedures of the SPS. 7. All materials related to an the employee's evaluation, discipline, or complaints held at the work location, except for the building copy of the formal evaluation, shall either be transferred to the SPS personnel file or shall be destroyed at the end of the work year. 8. Materials reviewed by an employee and judged by the employee to be derogatory to his/her conduct, service, character or personality may be: a. Answered and/or refuted by the employee in writing. The written response shall be permanently attached to the materials and shall become a part of his/her written personnel records. b. Pursued by the use of the grievance procedure, except that the observation report form (see Appendix J and J2) for those employees determined material relating to be unsatisfactory and/or in need of improvement or a performance improvement plan may be retained in the building until the an employee's performance has improved as set forth evaluation may be challenged in the observation report form. However, observation report forms for those employees determined to be in need of improvement may not be retained at the building beyond twelve (12) months following the completion of the next school year's performance evaluationaccordance with Article IV,B.4.

Employee Personnel Files. 1. There shall be only two files established for maintenance of employee performance and discipline records. The official personnel file, secured at the SPS office and the working building/program file secured at the building/program. 2. Exceptions to this are temporary investigation/probation files that are created by the Human Resources or legal department while there is an active investigation/probation being conducted. At the conclusion of the investigation the findings of the investigation will be put into writing, and provided to the employee along with supporting documentation if requested by the employee. 3. If the investigation exonerates the employee, HR will retain a form document that indicates a complaint was made and found not to be meritorious. If the complaint or accusation was made by a student or a group of students, the name of the student(s) will also be listed on the form document for future reference. reference All other materials and notes will either be destroyed or SPS and SEA will have a discussion why or why not the documents should be retained by the SPS. 4. If the investigation has resulted in discipline or a referral to other agencies, HR or Legal will maintain the supporting documents until the conclusion of any appeals. If the employee is exonerated the materials will be destroyed. If the complaint is found valid, the SPS will maintain the relevant supporting documents, final investigation report and the decisions, if any, of outside adjudicators. The outcome of discipline issues will remain confidential and will only be shared with the parties who have a need to know. 5. The limitations in this section shall not be applied in a manner that would require the SPS to violate State or federal law. 6. Materials placed in the employee's SPS personnel file after the employee's employment is approved by the Board are available for review by the employee under the rules, regulations, regulations and procedures of the SPS. 7. All materials related to an the employee's evaluation, discipline, or complaints held at the work location, except for the building copy of the formal evaluation, shall either be transferred to the SPS personnel file or shall be destroyed at the end of the work year. 8. Materials reviewed by an employee and judged by the employee to be derogatory to his/her conduct, service, character or personality may be: a. Answered and/or refuted by the employee in writing. The written response shall be permanently attached to the materials and shall become a part of his/her written personnel records. b. Pursued by the use of the grievance procedure, except that the observation report form (see Appendix J and J2) for those employees determined material relating to be unsatisfactory and/or in need of improvement or a performance improvement plan may be retained in the building until the an employee's performance evaluation may be challenged in accordance with Article IV,B.4. c. Removed from the SPS personnel file after four years upon request, if the disciplinary action was a written reprimand or less and if the employee has improved as set forth not repeated the action that caused the discipline to be initiated. Any documents, required by law to remain in the observation report form. Howeverpersonnel file, observation report forms for those employees determined to be in need of improvement may such as discipline concerning sexual or physical abuse, cannot be retained at the building beyond twelve (12) months following the completion removed. The Performance Appraisal for SAEOP Employees shall become a part of the next school yearoffice employee's performance evaluationpermanent classified employee file. 9. Material judged through the grievance procedure to need adjustment shall be modified or removed as appropriate. 10. When materials are removed from a personnel file or destroyed for any reason, it shall include all electronic copies.