Common use of Personnel Files and Rebuttals Clause in Contracts

Personnel Files and Rebuttals. 3.5.1 A unit member’s personnel file shall be maintained at the district office. When an administrator is evaluating a unit member, administrator may retain materials at the site in a working file. When the administrator completes the unit member’s Formal Observation Summary Report, the notes or documents in the working file shall be summarized in the document, attached to the document, or destroyed. 3.5.2 A unit member shall have the right to review any material of a derogatory nature before it is placed in the unit member’s personnel file. The unit member has the right to prepare written comments in rebuttal to the derogatory material and to have those comments attached to derogatory material in the personnel file. 3.5.3 A unit member, or a GTA representative with the unit member’s written authorization, shall have the right to examine and/or obtain copies of materials in the unit member’s personnel file. The unit member shall make an advance appointment with the Personnel Office to examine the file. One copy of all material in the personnel file relating to job performance within the preceding four years shall be furnished to the unit member, upon request, without charge. The unit member may obtain additional copies for reasonable charge. 3.5.4 Personnel files shall be confidential. District administrators or agents shall have access to personnel files only on a need-to-know basis. 3.5.5 Four (4) school years after derogatory documents are placed in a unit member’s file, the unit member may request that the derogatory documents and the unit member’s response be placed in a sealed envelope and returned to the unit member’s personnel file. The sealed envelope shall be broken and opened at the discretion of the Superintendent after the District gives the unit member a written notice that the sealed envelope will be opened.

Personnel Files and Rebuttals. ‌ 3.5.1 A unit member’s personnel file shall be maintained at the district office. When an administrator is evaluating a unit member, administrator may retain materials at the site in a working file. When the administrator completes the unit member’s Formal Observation Summary Report, the notes or documents in the working file shall be summarized in the document, attached to the document, or destroyed. 3.5.2 A unit member shall have the right to review any material of a derogatory nature before it is placed in the unit member’s personnel file. The unit member has the right to prepare written comments in rebuttal to the derogatory material and to have those comments attached to derogatory material in the personnel file. 3.5.3 A unit member, or a GTA representative with the unit member’s written authorization, shall have the right to examine and/or obtain copies of materials in the unit member’s personnel file. The unit member shall make an advance appointment with the Personnel Office to examine the file. One copy of all material in the personnel file relating to job performance within the preceding four years shall be furnished to the unit member, upon request, without charge. The unit member may obtain additional copies for reasonable charge. 3.5.4 Personnel files shall be confidential. District administrators or agents shall have access to personnel files only on a need-to-know basis. 3.5.5 Four (4) school years after derogatory documents are placed in a unit member’s file, the unit member may request that the derogatory documents and the unit member’s response be placed in a sealed envelope and returned to the unit member’s personnel file. The sealed envelope shall be broken and opened at the discretion of the Superintendent after the District gives the unit member a written notice that the sealed envelope will be opened.