Common use of Master File Clause in Contracts

Master File. The Board shall maintain a master file on all licensed personnel. These files shall be maintained by the Central office. Any disciplinary items or written complaints placed in the Master File shall be shown to the teacher prior to their filing. First copies of any material placed in the Master File shall be supplied to the teacher at Board cost; subsequent copies of the same information can be obtained by the teacher at Board established costs. The teacher shall initial the item prior to the filing to indicate that he/she has seen the document. However, such initialing does not indicate the teachers’ concurrence with the contents of the document, nor shall the teacher’s refusal to initial the document prevent its placement in the file. At any time, any teacher may request a review of his/her master file with the Superintendent or designee. The review shall occur within five (5) school days unless the two parties agree to a later date. The teacher may have an Association representative at this review. Any teacher shall have the right to place a written rebuttal to any item or items in this Master File; such rebuttal shall be attached to the disputed information. The Board and Superintendent shall include any rebuttal included in the file by a teacher in any subsequent transfer, report, or dissemination of the disputed information. Teachers shall be notified if any individual other than a Woodmore Administrator, defined as a bargaining unit member’s direct supervisor and/or Treasurer and/or Superintendent, requests to review and/or receive copies of his/her personnel file. Files shall be maintained in an accurate, timely, relevant, and complete manner. If any document or notation is placed in the official file which adversely reflects upon the teacher, the document(s) may be expunged three (3) years from the date of filing. The teacher shall request a meeting with the Superintendent to explain his/her reasons for the expungement. The Superintendent will share his/her decision no later than ten (10) working days after the meeting. The decision of the Superintendent is not grievable nor subject to arbitration. If the document or notation is not expunged, the teacher may attach a statement explaining his/her reasons why he/she believes the information is no longer timely or relevant.

Master File. a) Personnel files and OPDC records of certified personnel shall be maintained in accordance with Revised Code Section 1347.01 et seq. b) The Board shall maintain a master file which shall be the only official file on all licensed certified personnel, letters of references of confidential nature concerning employment shall be maintained in a separate file. These files shall be maintained by the Central Superintendent’s office. . c) Any disciplinary items or written complaints placed in the Master File master file, except those of confidential nature as listed above, shall be shown to the teacher prior to their filing. First copies of any material The teacher will have the opportunity to initial the item to be placed in the Master File shall be supplied to the teacher at Board cost; subsequent copies of the same information can be obtained by the teacher at Board established costs. The teacher shall initial the item prior to the filing file to indicate that he/she has seen the document. However, such initialing does not indicate the teachers’ teacher’s concurrence with the contents of the document, nor shall the teacher’s refusal to initial the document prevent its placement in the master file. . d) At any time, any teacher may request a review of his/her master file with the Superintendent or designeeSuperintendent. The review shall occur within five a reasonable length of time, not to exceed ten (510) school days unless the two parties agree to a later datedays. The teacher shall be supplied, at Board cost, first copies of any information in such file which he/she may have an Association representative at this reviewrequest; second copies of the same information will be paid for by the teacher making the request. The teacher shall complete a Personnel Record Request Form (see below) which the Superintendent’s office shall supply upon request. After the office receives the Request Form, the information shall be shared with the teacher within two (2) school days. e) Any teacher shall have the right to place a written rebuttal to any item or items in this Master Filehis/her master file; such rebuttal shall be attached appended to the disputed information. f) Those persons authorized by this Agreement to review the file are Board members, Superintendent, Treasurer, principals and the individual teacher. Any authorized person other than the Superintendent or Superintendent’s secretaries must sign a log enclosed in the file noting the date of such inspection. Before such file is reviewed by any person not listed above, the teacher will be advised of the pending request and given two workdays to review the file in accordance with Section 4.01(d) above. g) If any teacher disputes the accuracy, relevance, timeliness or completeness of information contained in his/her files, he/she may request the Superintendent to investigate the current status of the information. Within ninety (90) days, the Superintendent shall undertake such investigation and shall notify the teacher of the results of the investigation and the actions, if any, the District plans to take with respect to the disputed information. The Superintendent shall delete any information that he/she cannot verify or that he/she finds to be inaccurate. h) The Board and Superintendent shall include any rebuttal included in the file by a teacher in any subsequent transfer, report, or dissemination of the disputed information. Teachers shall be notified if any individual other than a Woodmore Administrator, defined as a bargaining unit member’s direct supervisor and/or Treasurer and/or Superintendent, requests to review and/or receive copies of his/her personnel file. Files shall be maintained in an accurate, timely, relevant, and complete manner. If any document or notation is placed in the official file which adversely reflects upon the teacher, the document(s) may be expunged three (3) years from the date of filing. The teacher shall request a meeting with the Superintendent to explain his/her reasons for the expungement. The Superintendent will share his/her decision no later than ten (10) working days after the meeting. The decision of the Superintendent is not grievable nor subject to arbitration. If the document or notation is not expunged, the teacher may attach a statement explaining his/her reasons why he/she believes the information is no longer timely or relevant.

Master File. (a) Personnel files of classified personnel shall be maintained in accordance with Ohio Revised Code Chapter 1347. (b) The OCSD Board of Education shall maintain a master file, which shall be the only official file on all licensed classified personnel. Any employment items that are not subject to the public records law shall be maintained in a separate file. These files shall be maintained by the Central office. Superintendent’s Office. (c) Any disciplinary items or written complaints placed in the Master File master file, except those of a confidential nature as listed above, shall be shown to the teacher employee prior to their filing. First copies of any material The employee will have the opportunity to sign the item to be placed in the Master File shall be supplied to the teacher at Board cost; subsequent copies of the same information can be obtained by the teacher at Board established costs. The teacher shall initial the item prior to the filing file to indicate that he/she has seen the document. However, such initialing signing does not indicate the teachers’ employee’s concurrence with the contents of the document, nor shall the teacheremployee’s refusal to initial sign the document prevent its placement in the master file. If the employee refuses to sign documents that are going to be placed in his/her file, it shall be noted on the document, along with the date the item was placed in the file. A copy will be given to the employee at the time of the refusal. (d) At any time, any teacher employee may request a review of his/her master file with the Superintendent or designeefile. The review shall occur within five a reasonable length of time, not to exceed two (52) school days unless the two parties agree to a later datework days. The teacher employee shall be supplied, at the OCSD Board of Education cost, first copies of any information in such file, which he/she may have an Association representative at this review. request; second copies of the same information will be paid for by the employee making the request. (e) Any teacher employee shall have the right to place a written rebuttal to any item or items in this Master Filehis/her master file; such rebuttal shall be attached appended to the disputed information. (f) As allowed by law, a member’s personnel file may be accessed. The member shall be advised as soon as is reasonably practicable. (g) If any employee disputes the accuracy, relevance, timeliness or completeness of information contained in his/her file, he/she may request the Superintendent to investigate the current status of the information once in any calendar year. Within a reasonable time, the Superintendent shall undertake such investigation and shall notify the employee of the results of the investigation and the action, if any, the District plans to take with respect to the disputed information. The Superintendent shall delete any information that he/she finds to be inaccurate. (h) The OCSD Board and Superintendent of Education shall include any rebuttal included in the file by a teacher an employee in any subsequent transfer, report, or dissemination of the disputed information. (i) Disciplinary records may be expunged from the Master File after two (2) years upon written request to the Superintendent. Teachers shall The requested material may be notified if any individual expunged upon agreement between the Superintendent and a Union designee. (j) Complaints Against Members of the Bargaining Unit If a parent or other than member of the community makes an oral or written complaint about a Woodmore Administratorclassified employee, defined as a bargaining unit member’s direct supervisor and/or Treasurer and/or Superintendent, requests to review and/or receive copies no record of his/her personnel file. Files shall such complaint may be maintained in an accurate, timely, relevant, and complete manner. If any document or notation is placed in the official employee’s file which adversely reflects upon unless the teacher, Superintendent or building principal has first notified the document(s) may be expunged three (3) years from employee of the date of filingcomplaint. The teacher shall employee may request a meeting with the Superintendent or Principal to explain discuss the complaint. The employee may place a written response in his/her reasons for the expungement. The Superintendent will share file if any community member’s complaint is recorded in his/her decision no later than ten (10) working days after the meetingfile. The decision of the Superintendent is not grievable nor subject to arbitration. If the document or notation is not expunged, the teacher may attach a statement explaining his/her reasons why he/she believes the information is no longer timely or relevantAnonymous complaints will be disregarded.

Master File. 7.01 The Board shall maintain and the CLEA agree that a master file on all licensed personnel. These files Master File shall be maintained on all certified personnel employed by the Board. The Master File shall, by definition, include the Evaluation File. 7.02 The Master File shall be maintained in the Central office. Any disciplinary items or written complaints placed Office of the school district under the direction of the local Superintendent of Schools, except that the Evaluation File may be located at the building where the teacher is assigned during the school year. 7.03 All information concerning evaluation of the performance of a teacher and/or contributions of the teacher to the school system, shall be included in the Master File shall be shown to upon completion of the summative evaluation. 7.04 Any teacher prior to their filing. First copies may review his or her Master File during regular business hours of the Central Office so long as the request does not unreasonably interfere with Central Office business. 7.05 A copy of any material information placed in the Master File file shall be supplied provided to the teacher at Board cost; subsequent copies of the same information can be obtained by the teacher at Board established coststeacher. The teacher This provision shall initial the item prior to the filing to indicate that he/she has seen the document. However, such initialing does not indicate the teachers’ concurrence with the contents of the document, nor shall the teacher’s refusal to initial the document prevent its placement in the file. At any time, any teacher may request a review of his/her master file with the Superintendent or designee. The review shall occur within five (5) school days unless the two parties agree to a later date. The teacher may have an Association representative at this review. exclude payroll data. 7.06 Any teacher shall have the right to place a written rebuttal (or rebuttals) to any item (or items items) contained in his or her Master File. 7.07 Teachers will be notified within twenty-four (24) hours when a person not designated as one who maintains the District’s master files requests review of said teacher’s master file. A teacher has the right to review his or her file within the twenty-four (24) hour time period. 7.08 Nothing contained in this provision shall abrogate a teacher’s statutory rights under O.R.C. 1347. 7.09 A log of persons reviewing a teacher’s Master File; such rebuttal File will be maintained with the file. 8.01 All vacancies shall be attached published by email to all staff members. The District is under no obligation to fill vacancies. 8.02 The notice of vacancy shall include the qualifications, general responsibilities, procedures of applying for the position and the deadline for filing the application. 8.03 A copy of the notice shall be sent to the disputed information. The Board and CLEA president via email. 8.04 Teachers who desire to apply for the vacancy shall file their application, in writing, with the local Superintendent shall include any rebuttal included of the school district within the time limit specified in the file notice. 8.05 Applications will be accepted from within and outside the school district. Candidates will be chosen for an interview on the basis of qualifications, such as but not limited to, certification/licensure, teaching experience, performance evaluations, expertise, and potential for leadership. Where an internal candidate has proper certification/licensure for a vacancy, the internal candidate shall be given an interview. Where candidates are equally well qualified, primary consideration shall be given to the teachers currently employed by the Board. Upon request, internal candidates not selected for a position shall be provided with an opportunity to discuss that decision with the Superintendent. Upon recommendation of the Administration, the final hiring decision shall always remain with the Board. 8.06 Members of the bargaining unit voluntarily assigned to a posted vacancy will not be involuntarily transferred for a period of one (1) school year except for the purpose of recalling a teacher in any subsequent transfer, report, or dissemination of the disputed information. Teachers shall be notified if any individual other than a Woodmore Administrator, defined as a bargaining unit member’s direct supervisor and/or Treasurer and/or Superintendent, requests to review and/or receive copies of his/her personnel file. Files shall be maintained in an accurate, timely, relevant, and complete manner. If any document or notation is placed in the official file which adversely reflects upon the teacher, the document(s) may be expunged three (3) years from the date of filing. The teacher shall request a meeting with the Superintendent to explain his/her reasons for the expungement. The Superintendent will share his/her decision no later than ten (10) working days after the meeting. The decision of the Superintendent is not grievable nor subject to arbitration. If the document or notation is not expunged, the teacher may attach a statement explaining his/her reasons why he/she believes the information is no longer timely or relevantReduction in Force list.