Common use of PERSONNEL FILES AND RECORDS Clause in Contracts

PERSONNEL FILES AND RECORDS. A. Each teacher shall have the right, upon request, to review, the contents of that teacher’s personnel file not to exceed once each semester, exclusive of pre-employment confidential recommendations. A representative of the Association may, at the teacher’s request, accompany the teacher in this review. Each teacher’s personnel file shall contain as a minimum the following information: 1. All teacher evaluation reports; 2. Copies of annual contracts; 3. Teacher certificate; 4. A transcript of the academic records; 5. Tenure recommendation, if any. B. Complaints against the teacher shall be put in writing with the names of the complainants. No complaints or materials may be placed in the official personnel. The teacher will be able to respond in writing to any disciplinary action, and said response shall become a part of that file. If the teacher is asked to sign material placed in that teacher’s file, such signature shall be understood to indicate awareness of the material but in no instance shall said signature be interpreted to mean agreement with the content of the material unless specifically indicated otherwise. The Board agrees that any such response shall be released in any FOIA request which include a complaint that has been responded to. In the event any disciplinary action is taken against a teacher and subsequently overruled or a final determination is made thereof through the grievance procedure, only the final action shall remain as a part of the personnel file. C. Procedures for maintaining personnel files of teachers shall be as follows: 1. When a disciplinary investigation is in process, all materials relating to it shall be kept in a separate file until a determination of the investigation has been made. If no merit is found in the charge, all materials relating to the incident shall be destroyed. If discipline is imposed, it shall become part of the employee’s file. 2. The District agrees to verbally notify an employee within two (2) working days when it receives a request for all or part of the employee’s personnel file under FOIA. 3. Any materials that must be legally redacted from the file will be redacted prior to the release of any information. 4. Any records of disciplinary action which are more than four years old will be deleted from the file before the file or any portion of it is released pursuant to a FOIA request, provided this is legally possible.

PERSONNEL FILES AND RECORDS. A. Each teacher shall have the right, upon request, right to review, review the contents of that teacher’s their own personnel file not to exceed once each semester, exclusive of pre-employment confidential recommendations. A representative of the Association may, at the teacher’s request, accompany the teacher in this reviewwith a second party present. Each teacher’s 's personnel file shall contain as a minimum the following information:minimum items of information when available: • required medical information if permitted by law • teacher evaluation reports • copies of annual contracts • record of teacher's certificate • tenure recommendation • letter of recommendation • letters of commendation (if any) • an up-to-date transcript of academic record (to be furnished by the teacher) • record of voluntary extra-curricular activities and committee service as provided by the teacher. B. No statement or anecdotal information which reflects negatively on the teacher’s competence or performance may be placed in a personnel file without notification to teacher within ten (10) days of occurrence and without allowing the teacher an opportunity to file a response thereto, and said response shall become a part of said file. 1. All teacher evaluation reports;Any such material, which is found to be in error or unrelated to a teacher’s performance (provided cause is shown), shall be promptly corrected or expunged, whichever is appropriate. 2. Copies of annual contracts; 3. Teacher certificate; 4. A transcript of the academic records; 5. Tenure recommendation, if any. B. Complaints against the teacher shall be put in writing with the names of the complainants, administrative action taken, and remedy clearly stated. No complaints or materials may It is understood that formal records regarding disciplinary action (written reprimands, etc.) shall only be placed in the official personnelexpunged by mutual consent. 3. The teacher will be able to respond in writing to may submit a written notation regarding any disciplinary actionmaterial, including complaints, and said response the same shall become a part be attached to the file copy of that filethe material in question. If the teacher is asked to sign material placed in that teacher’s his/her file, such signature shall be understood to indicate awareness of the material but in no instance shall said signature not be interpreted to mean agreement with the content of the material unless specifically indicated otherwisematerial. The Board agrees that any such response All recommendations, written or oral, shall be released in any FOIA request which include a complaint that has been responded to. In based solely on the event any disciplinary action is taken against a teacher and subsequently overruled or a final determination is made thereof through the grievance procedure, only the final action shall remain as a part contents of the teacher’s personnel file. C. Procedures for maintaining personnel files 4. After successful completion of teachers shall be as follows: 1. When a disciplinary investigation is in process, all materials relating to it shall be kept in a separate file until a determination of the investigation has been made. If no merit is found in the charge, all materials relating to the incident shall be destroyed. If discipline is imposed, it shall become part of the employee’s file. 2. The District agrees to verbally notify an employee within two (2) working days when it receives a years of satisfactory employee performance, an employee may request for that all documents which reflect negatively on the teacher’s competence or part of performance as stated above may be expunged from the employee’s personnel file under FOIAfile. This shall be subject to Superintendent review. 3. Any materials that must be legally redacted from C. If a Freedom of Information Act (FOIA) request is received for a teacher's personal file or personnel file information, the file teacher will be redacted prior to notified within 24 hours of the release of any information. 4. Any records of disciplinary action which are more than four years old will be deleted from the file before the file or any portion of request when it is released pursuant received by an administrator. The Board will take the maximum time allowed by the FOIA to a FOIA comply with the request, provided . The purpose of this is legally possibleto allow the teacher the opportunity to review the material and determine if legal action is warranted on his/her part.

PERSONNEL FILES AND RECORDS. A. Each teacher shall have the right, upon request, to review, the contents of that teacher’s personnel file not to exceed once each semester, exclusive of pre-employment confidential recommendations. A representative of the Association may, at the teacher’s request, accompany the teacher in this review. Each teacher’s personnel file shall contain as a minimum the following information: 1. Required medical information; 2. All teacher evaluation reports; 23. Copies of annual contracts; 34. Teacher certificate; 45. A transcript of the academic records; 56. Tenure recommendation, if any. B. Complaints against the teacher shall be put in writing with the names of the complainants. No complaints or materials may be placed in the official personnel. The personnel file without allowing the teacher will be able an opportunity to respond in writing to any disciplinary actionfile a response thereto, and said response shall become a part of that file. If the teacher is asked to sign material placed in that teacher’s file, such signature shall be understood to indicate awareness of the material but in no instance shall said signature be interpreted to mean agreement with the content of the material unless specifically indicated otherwise. The Board agrees that any such response shall be released in any FOIA request which include a complaint that has been responded to. In the event any disciplinary action is taken against a teacher and subsequently overruled or a final determination is made thereof through the grievance procedure, only the final action shall remain as a part of the personnel file. C. Procedures for maintaining used in implementing the Freedom Information Act (FOIA) as it applies to the personnel files of teachers shall be as follows: 1. When a disciplinary investigation is in process, all materials relating to it shall be kept in a separate file until a determination of the investigation has been made. If no merit is found in the charge, all materials relating to the incident shall be destroyed. If discipline is imposed, it shall become part of the employee’s file. 2. The District agrees to verbally notify an employee within two (2) working days when it receives a request for all or part of the employee’s personnel file under FOIA. 3. Any materials that must be legally redacted from the file will be redacted prior to the release of any information. 4. Any records of disciplinary action which are more than four years old will be deleted from the file before the file or any portion of it is released pursuant to a FOIA request, provided this is legally possible.

PERSONNEL FILES AND RECORDS. ‌ A. Each teacher shall have the right, upon request, right to review, review the contents of that teacher’s their own personnel file not to exceed once each semester, exclusive of pre-employment confidential recommendations. A representative of the Association may, at the teacher’s request, accompany the teacher in this reviewwith a second party present. Each teacher’s 's personnel file shall contain as a minimum the following information:minimum items of information when available: • required medical information if permitted by law • teacher evaluation reports • copies of annual contracts • record of teacher's certificate • letter of recommendation • letters of commendation (if any) • an up-to-date transcript of academic record (to be furnished by the teacher) • record of voluntary extra-curricular activities and committee service as provided by the teacher. • B. No statement or anecdotal information which reflects negatively on the teacher’s competence or performance may be placed in a personnel file without notification to teacher within ten (10) days of occurrence and without allowing the teacher an opportunity to file a response thereto, and said response shall become a part of said file. 1. All teacher evaluation reports;Any such material, which is found to be in error or unrelated to a teacher’s performance (provided cause is shown), shall be promptly corrected or expunged, whichever is appropriate. 2. Copies of annual contracts; 3. Teacher certificate; 4. A transcript of the academic records; 5. Tenure recommendation, if any. B. Complaints against the teacher shall be put in writing with the names of the complainants. No complaints or materials may be placed in the official personnel, administrative action taken, and remedy clearly stated. 3. The teacher will be able to respond in writing to may submit a written notation within thirty (30) business days regarding any disciplinary actionmaterial, including complaints, and said response the same shall become a part be attached to the file copy of that filethe material in question. If the teacher is asked to sign material placed in that teacherthe bargaining member’s file, such signature shall be understood to indicate awareness of the material but in no instance shall said signature not be interpreted to mean agreement with the content of the material unless specifically indicated otherwisematerial. The Board agrees that any such response All recommendations, written or oral, shall be released in any FOIA request which include a complaint that has been responded to. In based solely on the event any disciplinary action is taken against a teacher and subsequently overruled or a final determination is made thereof through the grievance procedure, only the final action shall remain as a part contents of the teacher’s personnel file. C. Procedures for maintaining personnel files 4. After successful completion of teachers shall be as follows: 1. When a disciplinary investigation is in process, all materials relating to it shall be kept in a separate file until a determination of the investigation has been made. If no merit is found in the charge, all materials relating to the incident shall be destroyed. If discipline is imposed, it shall become part of the employee’s file. 2. The District agrees to verbally notify an employee within two (2) working days when it receives a years of satisfactory employee performance, an employee may request for that all documents which reflect negatively on the teacher’s competence or part of performance as stated above may be expunged from the employee’s personnel file under FOIAfile. This shall be subject to Superintendent’s sole discretion. 3. Any materials that must be legally redacted from C. If a Freedom of Information Act (FOIA) request is received for a teacher's personal file or personnel file information, the file teacher will be redacted prior to notified within 24 hours of the release of any information. 4. Any records of disciplinary action which are more than four years old will be deleted from the file before the file or any portion of request when it is released pursuant received by an administrator. The Board will take the maximum time allowed by the FOIA to a FOIA comply with the request, provided . The purpose of this is legally possibleto allow the teacher the opportunity to review the material and determine if legal action is warranted on the Bargaining Unit Member’s part.

PERSONNEL FILES AND RECORDS. A. Each teacher shall have the right, upon request, right to review, review the contents of that teacher’s their own personnel file not to exceed once each semester, exclusive of pre-employment confidential recommendations. A representative of the Association may, at the teacher’s request, accompany the teacher in this reviewwith a second party present. Each teacher’s 's personnel file shall contain as a minimum the following information:minimum items of information when available: • required medical information if permitted by law • teacher evaluation reports • copies of annual contracts • record of teacher's certificate • tenure recommendation • letter of recommendation • letters of commendation (if any) • an up-to-date transcript of academic record (to be furnished by the teacher) • record of voluntary extra-curricular activities and committee service as provided by the teacher. B. No statement or anecdotal information which reflects negatively on the teacher’s competence or performance may be placed in a personnel file without notification to teacher within ten (10) days of occurrence and without allowing the teacher an opportunity to file a response thereto, and said response shall become a part of said file. 1. All teacher evaluation reports;Any such material, which is found to be in error or unrelated to a teacher’s performance (provided cause is shown), shall be promptly corrected or expunged, whichever is appropriate. 2. Copies of annual contracts; 3. Teacher certificate; 4. A transcript of the academic records; 5. Tenure recommendation, if any. B. Complaints against the teacher shall be put in writing with the names of the complainants. No complaints or materials may be placed in the official personnel, administrative action taken, and remedy clearly stated. 3. The teacher will be able to respond in writing to may submit a written notation within thirty (30) business days regarding any disciplinary actionmaterial, including complaints, and said response the same shall become a part be attached to the file copy of that filethe material in question. If the teacher is asked to sign material placed in that teacher’s his/her file, such signature shall be understood to indicate awareness of the material but in no instance shall said signature not be interpreted to mean agreement with the content of the material unless specifically indicated otherwisematerial. The Board agrees that any such response All recommendations, written or oral, shall be released in any FOIA request which include a complaint that has been responded to. In based solely on the event any disciplinary action is taken against a teacher and subsequently overruled or a final determination is made thereof through the grievance procedure, only the final action shall remain as a part contents of the teacher’s personnel file. C. Procedures for maintaining personnel files 4. After successful completion of teachers shall be as follows: 1. When a disciplinary investigation is in process, all materials relating to it shall be kept in a separate file until a determination of the investigation has been made. If no merit is found in the charge, all materials relating to the incident shall be destroyed. If discipline is imposed, it shall become part of the employee’s file. 2. The District agrees to verbally notify an employee within two (2) working days when it receives a years of satisfactory employee performance, an employee may request for that all documents which reflect negatively on the teacher’s competence or part of performance as stated above may be expunged from the employee’s personnel file under FOIAfile. This shall be subject to Superintendent’s sole discretion. 3. Any materials that must be legally redacted from C. If a Freedom of Information Act (FOIA) request is received for a teacher's personal file or personnel file information, the file teacher will be redacted prior to notified within 24 hours of the release of any information. 4. Any records of disciplinary action which are more than four years old will be deleted from the file before the file or any portion of request when it is released pursuant received by an administrator. The Board will take the maximum time allowed by the FOIA to a FOIA comply with the request, provided . The purpose of this is legally possibleto allow the teacher the opportunity to review the material and determine if legal action is warranted on his/her part.