Common use of EVALUATIONS AND PERSONNEL FILES Clause in Contracts

EVALUATIONS AND PERSONNEL FILES. A. Evaluations 1. Employees will be evaluated, in writing, at the end of the probationary period (and at the end of any extension of the probationary period) and thereafter, at least once per year by their immediate supervisor. The evaluation will be reviewed by the next higher level supervisor. Evaluations are for constructive employee development and shall be based on objective job-related criteria. Evaluations shall not be used in place of discipline, but may be used in conjunction with the disciplinary process. 2. The evaluating supervisor shall give the employee a reasonable advance notice of the time for the evaluation and shall schedule sufficient time for the evaluation process. The evaluating supervisor shall discuss the evaluation with the employee. The employee shall have an opportunity to read the evaluation at that time and to attach any relevant comments to the evaluation prior to is placement in the employee’s personnel file. The employee shall sign the evaluation upon completion and that signature shall only indicate that the employee has read the evaluation. The employee shall receive a copy of the signed evaluation and of any attachments. 3. The supervisor shall provide timely and ongoing feedback pertaining to any job- related skills or behavior which fail to meet the minimum standards established for the employee’s job category. A plan for improvement shall be worked out between the supervisor and the employee. B. Personnel Files 1. The Employer shall maintain one (1) official personnel file and one (1) supervisory file for each employee. These files shall include records pertinent to their employment such as performance evaluations, written disciplinary notices, Leave of Absence forms, Personnel Action Forms, commendations and awards, and state or national registry, certification or licensure. 2. Each employee shall have the right to review the contents of their personnel file and supervisory file upon request. The employee shall be allowed to bring a Union representative. The Employer shall, upon request, provide copies for the employee of any information in their files. 3. All disciplinary notices and documentation of counseling sessions shall become invalid and shall be removed from the employee’s supervisory files after one (1) year from the date of issue provided that no new material of the same or related nature has been entered into the file during the one (1) year period. 4. If there is any discipline or personnel action, which is grieved, and the Union has been denied the right of inspection of any material related to the discipline, these materials shall not be utilized in any step of the grievance procedure. 5. All access to personnel files shall be controlled by Human Resources. All access to supervisory files shall be controlled by the supervisor or authorized designee. All personnel and supervisory files shall be kept under lock and key. 6. Access to the personnel and supervisory files shall be limited to the employee, the employee’s immediate supervisor, manager, bona fide Human Resources personnel, or clerical personnel responsible for maintaining the files. Any exception to the above access restrictions must have prior written authorization by the employee.

EVALUATIONS AND PERSONNEL FILES. A. Evaluations13.1 All new employees will serve a ninety (90) working day probationary period during which the employee serves at the will of the Board. If, during the probationary period, an employee is dismissed, such action shall not be made the object of a grievance under this agreement. 113.2 The purpose of evaluation is to maintain a competent and qualified staff and to promote its continuing development. Supervision should be ongoing and constructive feedback given whenever it is needed to help the ESP perform to the best of that person’s ability. 13.3 A written evaluation process and any subsequent changes will be developed for each job category, which may be adjusted as needed. The evaluation process will be developed by administration in collaboration with the Association and representatives from the employees who are employed in the individual job categories. 13.4 Employees will be evaluated, in writing, at the end of the probationary period (and at the end given a copy of any extension of the probationary periodevaluation or work performance report prepared by their supervisor(s) and thereafterwill, at least once per year by their immediate supervisorwithin ten (10) days of receiving documentation, be entitled to a conference to discuss said report. The evaluation No such report will be reviewed by the next higher level supervisor. Evaluations are for constructive employee development and shall be based on objective job-related criteria. Evaluations shall not be used in place of discipline, but may be used in conjunction with the disciplinary process. 2. The evaluating supervisor shall give the employee a reasonable advance notice of the time for the evaluation and shall schedule sufficient time for the evaluation process. The evaluating supervisor shall discuss the evaluation with the employee. The employee shall have an opportunity to read the evaluation at that time and to attach any relevant comments to the evaluation prior to is placement placed in the employee’s personnel filefile or otherwise acted upon without prior conference, if requested. The No employee shall will be required to sign a blank or incomplete evaluation form. Employees will be informed of any changes in the evaluation upon completion and that signature shall only indicate that instrument used to evaluate their job performance at least six (6) weeks prior to the employee has read the evaluation. The employee shall receive a copy use of the signed evaluation and of any attachmentsinstrument. 3. The supervisor shall provide timely and ongoing feedback pertaining to any job- related skills or behavior which fail to meet the minimum standards established for the employee’s job category. A plan for improvement shall be worked out between the supervisor and the employee. B. Personnel Files 1. The Employer shall maintain one (1) official personnel file and one (1) supervisory file for each employee. These files shall include records pertinent to their employment such as performance evaluations, written disciplinary notices, Leave of Absence forms, Personnel Action Forms, commendations and awards, and state or national registry, certification or licensure. 2. Each employee shall 13.5 Employees will have the right right, upon request, to review the contents of their personnel file excluding references, and supervisory file upon request. The employee shall be allowed to bring a Union representative. The Employer shall, upon request, provide copies for the employee of any information in their files. 3. All disciplinary notices and documentation of counseling sessions shall become invalid and shall be removed from the employee’s supervisory files after they may receive one (1) year from the date copy of issue provided that no new material any documents reviewed. An employee will be entitled to have a representative of the same or related nature has been entered into the file Association accompany him/her during the one (1) year period. 4such review. If there is any discipline or personnel action, which is grieved, and the Union has been denied the right of inspection of any material related to the discipline, these No materials shall not may be utilized placed in any step of the grievance procedure. 5. All access to personnel files shall be controlled by Human Resources. All access to supervisory files shall be controlled by the supervisor or authorized designee. All personnel and supervisory files shall be kept under lock and key. 6. Access to the personnel and supervisory files shall be limited to the employee, the employee’s immediate supervisor, manager, bona fide Human Resources personnel, or clerical personnel responsible for maintaining file without the files. Any exception to the above access restrictions must have prior written authorization employee’s knowledge as acknowledged by the employee’s signing and dating the material prior to inclusion. Correspondence between the administration and employee maybe placed in the personnel file. The employee has a right to submit a written response to any document in the personnel file. 13.6 Any complaint regarding any employee made to a member of the administration which becomes the basis for an intended disciplinary action will be called to the attention of the employee in a timely fashion and prior to any action(s) being taken. The administration will identify the complainant to the employee and provide a written copy of the complaint. The employee will be given an opportunity to respond to and/or rebut such complaint. Except in cases of emergency, the employee will be given at least 24 hours’ notice of any meetings involving complaints or possible disciplinary action. Said notice will include a reminder of the employee’s Xxxxxxxxxx Rights, including right to representation at any meeting that may lead to possible disciplinary action.

EVALUATIONS AND PERSONNEL FILES. A. Departmental Evaluations 1. Employees will be evaluated, evaluated in writing, writing at the end of the probationary period (and at the end of any extension of the probationary period) and thereafter, at least once per year by their immediate supervisorsupervisor or departmental designee. The evaluation will be reviewed by the next higher level supervisorsupervisor or departmental designee will review the evaluation. Evaluations are for constructive employee development and shall be based on objective job-related criteria. Evaluations shall not be used in place of discipline, but may be used in conjunction with the disciplinary process.process.‌ 2. The evaluating supervisor or department designee shall give the employee a reasonable advance notice of the time for the evaluation and shall schedule sufficient time for the evaluation process. The evaluating supervisor or department designee shall discuss the evaluation with the employee. The employee shall have an opportunity to read the evaluation at that time and to attach any relevant comments to the evaluation prior to is its placement in the employee’s 's personnel file. The employee shall sign the evaluation upon completion and that signature shall only indicate that the employee has read the evaluation. The employee shall receive a copy of the signed evaluation and of any attachments. 3. The supervisor or department designee shall provide timely and ongoing feedback pertaining to any job- job-related skills or behavior which fail that fails to meet the minimum standards established for the employee’s 's job category. A plan for improvement shall be worked out between the supervisor and the employee. B. Personnel Files 1. The Employer shall maintain one (1) official personnel file and one (1) supervisory file for each employee. These files shall include records pertinent to their employment such as performance evaluations, written disciplinary notices, Leave of Absence forms, Personnel Action Forms, commendations and awards, and state or national registry, certification or licensure. 2. Each employee shall have the right to review the contents of their personnel file and supervisory file upon request. The employee shall be allowed to bring a Union representative. The Employer shall, upon request, provide copies for the employee of any information in their files. 3. All disciplinary notices and documentation of counseling sessions shall become invalid and shall be removed from the employee’s 's supervisory files after one (1) year from the date of issue provided that no new material of the same or related nature has been entered into the file during the one (1) year period. 4. If there is any discipline or personnel action, which is grieved, and the Union has been denied the right of inspection of any material related to the discipline, these materials shall not be utilized in any step of the grievance procedure. 5. All access to personnel files shall be controlled by Human Resources. All access to supervisory files shall be controlled by the supervisor or authorized designee. All personnel and supervisory files shall be kept under lock and key. 6. Access to the personnel and supervisory files shall be limited to the employee, the employee’s 's immediate supervisor, manager, bona fide Human Resources personnel, or clerical personnel responsible for maintaining the files. Any exception to the above access restrictions must have prior written authorization by the employee.

EVALUATIONS AND PERSONNEL FILES. A. Evaluations(Revised 2022-2023) 1. For probationary unit members, the immediate administrator shall conduct a formal evaluation (Appendix C) during the third and sixth months of employment, and for permanent unit members, once every other year. Permanent unit members who have served in their current capacity for three years or more and who receive fully satisfactory on all three previous evaluations (no indication of unsatisfactory performance in any area) shall be evaluated once every three years. A. The evaluation process may include a goal setting process providing the goals are not inconsistent with the classification description of the employee. B. Employees may be evaluated every year at the discretion of their evaluator. C. These evaluations will be evaluated, completed in writing, at order to keep the end employees informed of the probationary period (and at the end of any extension of the probationary period) and thereafter, at least once per year by their immediate supervisoreffectiveness in performing their work assignment. The evaluation will be reviewed by the next higher level supervisor. Evaluations are for constructive employee development and shall be based on objective job-related criteria. Evaluations shall not be used in place of discipline, but may be used in conjunction with the disciplinary process. 2. The evaluating supervisor shall give the employee a reasonable advance notice of the time for the evaluation and shall schedule sufficient time for the evaluation process. The evaluating supervisor shall discuss the evaluation with the employee. The employee shall have an opportunity to read the evaluation at that time and to attach any relevant comments to the evaluation prior to is placement in the employee’s personnel file. The employee shall sign the evaluation upon completion and that signature shall only indicate that the employee has read the evaluation. The Each employee shall receive a copy of the signed evaluation and of any attachments. 3. The supervisor shall provide timely and ongoing feedback pertaining to any job- related skills or behavior which fail to meet the minimum standards established for the employee’s job category. A plan for improvement shall be worked out between the supervisor and the employee. B. Personnel Files 1. The Employer shall maintain one (1) official personnel file and one (1) supervisory file for each employee. These files shall include records pertinent to their employment such as performance evaluations, written disciplinary notices, Leave of Absence forms, Personnel Action Forms, commendations and awards, and state or national registry, certification or licensureevaluation. 2. Each It is the policy of the District that no evaluation of any employee shall be placed in the personnel file without an opportunity for discussion between the employee and the evaluator. A. No evaluation shall be made based upon statements that have no basis in fact. B. On ratings of “Requires Improvement” or “Unsatisfactory”, the evaluator shall include specific recommendations for improvement and provisions for assisting the employee in implementing any recommendations made. C. The employee shall have the right to review and respond in writing to any evaluation. D. Evaluations shall not be used as a disciplinary tool. E. If a permanent employee receives a “Requires Improvement” or “Unsatisfactory” rating, the contents of their personnel file and supervisory file upon request. The evaluating administrator may require the employee shall be allowed to bring a Union representative. The Employer shall, upon request, provide copies remain on the evaluation cycle for the employee of any information in their filesfollowing year. 3. All disciplinary notices Employees shall have access to their personnel files during working hours so long as it does not interrupt the employee’s work assignment and documentation of counseling sessions shall become invalid with the supervisor’s approval. 4. Derogatory written warning and written reprimand documents which are not current (older than 24 months) and not relevant (concerning a behavior or infraction which has not been repeated or is not ongoing) shall be removed from the employee’s supervisory files after one (1) year from the date of issue provided that no new material of the same or related nature has been entered into the an employees’ personnel file during the one (1) year periodupon request. 4. If there is any discipline or personnel action, which is grieved, and the Union has been denied the right of inspection of any material related to the discipline, these materials shall not be utilized in any step of the grievance procedure. 5. All access to personnel files shall be controlled by Human Resources. All access to supervisory files shall be controlled by the supervisor or authorized designee. All personnel and supervisory files shall be kept under lock and key. 6. Access to the personnel and supervisory files shall be limited to the employee, the employee’s immediate supervisor, manager, bona fide Human Resources personnel, or clerical personnel responsible for maintaining the files. Any exception to the above access restrictions must have prior written authorization by the employee.

EVALUATIONS AND PERSONNEL FILES. ‌ A. EvaluationsDepartmental Evaluations‌ 1. Employees will be evaluated, evaluated in writing, writing at the end of the probationary period (and at the end of any extension of the probationary period) and thereafter, at least once per year by their immediate supervisorsupervisor or departmental designee. The evaluation will be reviewed by the next higher level supervisorsupervisor or departmental designee will review the evaluation. Evaluations are for constructive employee development and shall be based on objective job-related criteria. Evaluations shall not be used in place of discipline, but may be used in conjunction with the disciplinary process. 2. The evaluating supervisor or department designee shall give the employee a reasonable advance notice of the time for the evaluation and shall schedule sufficient time for the evaluation process. The evaluating supervisor or department designee shall discuss the evaluation with the employee. The employee shall have an opportunity to read the evaluation at that time and to attach any relevant comments to the evaluation prior to is its placement in the employee’s 's personnel file. The employee shall sign the evaluation upon completion and that signature shall only indicate that the employee has read the evaluation. The employee shall receive a copy of the signed evaluation and of any attachments. 3. The supervisor or department designee shall provide timely and ongoing feedback pertaining to any job- job-related skills or behavior which fail that fails to meet the minimum standards established for the employee’s 's job category. A plan for improvement shall be worked out between the supervisor and the employee. B. Personnel FilesFiles‌ 1. The Employer shall maintain one (1) official personnel file and one (1) supervisory file for each employee. These files shall include records pertinent to their employment such as performance evaluations, written disciplinary notices, Leave of Absence forms, Personnel Action Forms, commendations and awards, and state or national registry, certification or licensure. 2. Each employee shall have the right to review the contents of their personnel file and supervisory file upon request. The employee shall be allowed to bring a Union representative. The Employer shall, upon request, provide copies for the employee of any information in their files. 3. All disciplinary notices and documentation of counseling sessions shall become invalid and shall be removed from the employee’s 's supervisory files after one (1) year from the date of issue provided that no new material of the same or related nature has been entered into the file during the one (1) year period. 4. If there is any discipline or personnel action, which is grieved, and the Union has been denied the right of inspection of any material related to the discipline, these materials shall not be utilized in any step of the grievance procedure. 5. All access to personnel files shall be controlled by Human Resources. All access to supervisory files shall be controlled by the supervisor or authorized designee. All personnel and supervisory files shall be kept under lock and key. 6. Access to the personnel and supervisory files shall be limited to the employee, the employee’s 's immediate supervisor, manager, bona fide Human Resources personnel, or clerical personnel responsible for maintaining the files. Any exception to the above access restrictions must have prior written authorization by the employee.

EVALUATIONS AND PERSONNEL FILES. Evaluations A. EvaluationsFor the purposes of this Article, the term "evaluation" shall refer to a written report of an employee's job performance. 1. Employees will Each employee shall be evaluated, in writing, at the end notified of the probationary period (and at name of his or her evaluator not later than October 1 of each school year. The notice shall be placed in the end of any extension of the probationary period) and thereafter, employee's mailbox. B. An evaluation shall be completed at least once per each year for probationary employees and at least once every other year for permanent employees; and at least every five years for personnel with permanent status who have been employed at least 10 years with the school district, are highly qualified, if those personnel occupy positions that are required to be filled by their immediate supervisora highly qualified professional by the Federal No Child Left Behind Act of 2001 (20 U.S.C. SEC. 6301, et seq.), as defined in 20 U.S.C. SEC. 7801, and whose previous evaluation rated the employee as meeting or exceeding standards, if the evaluator and certificated employee being evaluated agree. The certificated employee or the evaluator may withdraw consent at any time. An employee may request an evaluation at any time. 1. No later than November 1, the evaluator and the employee shall meet to review the basis for the evaluation. The evaluation will be reviewed by the next higher level supervisor. Evaluations are for constructive of employee development and shall be based on objective job-related criteria. Evaluations competence shall not be used in place include the use of discipline, but may be used in conjunction with the disciplinary processpublisher's norms established by standardized tests. 2. The evaluating supervisor evaluation process shall give the employee a reasonable advance notice include two classroom observations, one of the time for the evaluation and shall schedule sufficient time for the evaluation process. The evaluating supervisor shall discuss the evaluation with the employee. The employee shall have an opportunity to read the evaluation at that time and to attach any relevant comments to the evaluation prior to is placement in the employee’s personnel file. The employee shall sign the evaluation upon completion and that signature shall only indicate that the employee has read the evaluation. The employee shall receive a copy of the signed evaluation and of any attachmentswhich will be mutually arranged. 3. The supervisor shall provide timely and ongoing feedback pertaining to any job- related skills or behavior which fail to meet the minimum standards established for the employee’s job category. A plan for improvement Nothing in this Article shall be worked out between construed to limit the supervisor presence of an administrator in the classroom for any purpose. 4. Evaluations may be made during the school year on any employee. C. All evaluations shall be in writing and shall be given to an employee during a formal conference. No evaluation shall be placed in an employee's file without the knowledge of the employee. B. Personnel Files 1. The Employer shall maintain one (1) official personnel file and one (1) supervisory file for each employee. These files shall include records pertinent to their employment such as performance evaluationsformal, written disciplinary notices, Leave of Absence forms, Personnel Action Forms, commendations and awards, and state or national registry, certification or licensureevaluation shall be transmitted to the employee not later than 30 days before the last school day scheduled on the school calendar. 2. Any statement concerning instructional competency from a person other than the evaluator shall be verified by the evaluator prior to inclusion in the evaluation. 3. No evaluation shall be placed in an employee's file until 10 days after the employee has received a written copy of the evaluation. During this time, the employee may initiate a written response to the evaluation with said response becoming a permanent attachment to the evaluation. 4. The employee's District personnel file shall be available for inspection by the employee. D. In the event the formal written evaluation indicates that the employee “needs improvement" or is "unsatisfactory," the evaluator shall describe the specific areas of unsatisfactory performance either in the evaluation or in a separate document. 1. As a part of the remediation process after the formal written evaluation, the evaluator shall meet with the employee and make specific recommendations as to areas of improvement needed in the employee's performance and endeavor to assist in the improvement of such performance. The recommendations shall be transmitted to the employee in written form within three days of the meeting. 2. The employee shall, after the meeting with the evaluator, develop a written proposal which is designed to alleviate unsatisfactory performance. 3. As a part of the remediation process, the evaluator may provide, or the employee may request, further periodic observations, conferences, and written suggestions for improvement. 4. When subsequent remedial actions on the part of the employee sufficiently modify the employee's performance and identified deficiencies to the satisfaction of the evaluator, a notification to that effect shall be attached to the evaluation. 5. Employees shall not be required to participate in self-evaluation or in the evaluation of other employees. E. The contents of evaluations are not subject to the grievance procedure. F. Any evaluation documents shall be mutually developed and agreed to by the District and the Association. G. Materials in personnel files of employees which may serve as a basis for affecting the status of their employment are to be made available for the inspection of the person involved. Such materials are not to include ratings, reports, or records which: 1. Were obtained prior to the employment of the person involved. 2. Were prepared by identifiable examination committee members; or, 3. Were obtained in connection with a promotional examination. H. Each employee shall have the right to review the contents of their personnel file and supervisory file inspect such materials upon request, provided that the request and inspection is made at a time when such person is not actually required to render service to the employing District. I. Information of a derogatory nature shall not be entered or filed unless and until the employee is given notice and an opportunity to review and comment thereon. An employee shall have the right to enter, and have attached to any such derogatory statement, his own comments. Such review shall take place during normal business hours. The employee shall be released from duty for this purpose without salary reduction. J. Complaints against employees which are written and signed shall be brought to the employee's attention as soon as possible and considered by management for inclusion in the employee's personnel file. 1. As part of the consideration on placement in the file, management shall investigate the basis for the complaint. 2. If management determines to include the written complaint in the employee's personnel file, the employee shall be notified of the pending placement in the personnel file and shall be allowed to bring file a Union representativeresponse as provided in paragraph I above. The Employer shallFurther, upon request, provide copies for management shall attempt to establish a meeting between the employee of any information in their filesand the complaining party. 3. All disciplinary notices and documentation of counseling sessions shall become invalid and shall be removed from If the complaining party refuses to meet with the employee’s supervisory files after one (1) year from , the date of issue provided that no new material written complaint shall not be placed in the personnel file until the investigation is complete. The investigator is encouraged to have all parties present during an investigatory meeting. The District will continue to investigate the matter, however, and may meet separately with the complaining party, other persons who have pertinent information, and the employee. a. At the conclusion of the same or related nature has been entered into investigation, management shall meet with the employee to discuss the results of the investigation and any response the employee wishes to make. b. The written conclusion of management may then be placed in the file, and the employee may file during the one (1) year perioda response as provided in paragraph I above. 4. If there is any discipline Complaints which are withdrawn, shown to be false, or are not sustained by the grievance procedure shall neither be placed in the employee's personnel action, which is grieved, and the Union has been denied the right of inspection of any material related to the discipline, these materials shall not be file nor utilized in any step of the grievance procedure. 5. All access to personnel files shall be controlled by Human Resources. All access to supervisory files shall be controlled by the supervisor evaluation or authorized designee. All personnel and supervisory files shall be kept under lock and key. 6. Access to the personnel and supervisory files shall be limited to the employee, the employee’s immediate supervisor, manager, bona fide Human Resources personnel, or clerical personnel responsible for maintaining the files. Any exception to the above access restrictions must have prior written authorization by disciplinary action against the employee.