Common use of Personnel Files Clause in Contracts

Personnel Files. 1. Each teacher shall have the right to examine and to obtain certified copies of all material contained in his/her personnel files with the exception of confidential references used in conjunction with and prior to his/her employment. The official personnel file is considered to be the file maintained in the central office. The building principal, assistant principal and the Special Education Supervisor may maintain a separate file. These individuals shall not maintain material in their file that is not in the personnel file in the central office. The Administration shall be responsible for certifying that all material included in said files has been copied. The cost of the copies will be charged to the respective personnel. Only one (1) official personnel file shall be maintained for each teacher. 2. All teachers shall receive, at Board expense, a dated copy of all new material placed in their file (positive or negative). These copies shall provide space for the teacher’s signed acknowledgement of receipt. The teacher shall have the right to rebut or provide written comments in response to any information in the file. A teacher shall be notified of any request to review the teacher’s personnel file. 3. If an administrator files a deficiency report against the teacher, said administrator shall be responsible for indicating the necessary corrective action. The teacher may subsequently request that the administrator review his/her performance, and if the administrator believes that appropriate corrective action has been accomplished, the deficiency report shall be removed. Anonymous letters or material shall not be placed in a teacher’s file, nor shall they be made a matter of record. Upon request of a teacher, the Superintendent may remove disciplinary documents from the teacher’s personnel file after six (6) years, provided the teacher has not committed a new infraction within that time period. 4. The teacher shall be permitted to review the contents of the teacher’s file at all reasonable times and may be accompanied by an Association representative.

Personnel Files. 1. Each There shall be only one (1) personnel file for each teacher, maintained at District Office. Any file on a teacher kept at a school shall be forwarded to the District Office or destroyed when the teacher leaves that school. Teacher personnel files shall be kept in locked, secure storage. 2. Upon receiving reasonable notice from a teacher, the superintendent, in respect of the District file, or the principal of the school, in respect of any school file, shall grant access to that teacher’s file during normal business hours. 3. An appropriate school board official shall be present when a teacher reviews the file, and the teacher may be accompanied by a union representative. 4. The Board agrees that only material which is factually correct and relevant to the employment of the teacher shall be maintained in personnel files. A teacher may request removal of material on the basis that it is not factually correct or relevant. In the event that the appropriate Board official does not agree to removal of specified material, the teacher may file a grievance pursuant to Article A.6: Grievance Procedure of this agreement. 5. Confidential medical information that is placed in a teacher’s file shall be sealed. The archived documents shall only be accessed by human resources staff or the Superintendent. 6. The teacher will be given a copy of any material critical of the teacher, which is placed in the teacher’s personnel file. Such material will be stamped with the date it is placed in the file. 7. Every teacher shall have the right to examine and attach a commentary to obtain certified copies of all material contained in his/her personnel files with the exception of confidential references used in conjunction with and prior to his/her employment. The official personnel file is considered to be the file maintained in the central office. The building principal, assistant principal and the Special Education Supervisor may maintain a separate file. These individuals shall not maintain material any item in their file that is not in the personnel file in the central office. The Administration shall be responsible for certifying that all material included in said files has been copied. The cost of the copies will be charged to the respective personnel. Only one (1) official personnel file shall be maintained for each teacher. 2. All teachers shall receive, at Board expense, a dated copy of all new material placed in their file (positive or negative). These copies shall provide space for the teacher’s signed acknowledgement of receipt. The teacher shall have the right to rebut or provide written comments in response to any information in the file. A teacher shall be notified of any request to review the teacher’s personnel file. 38. If an administrator files a deficiency report against the teacher, said administrator A record shall be responsible for indicating the necessary corrective action. The teacher may subsequently request that the administrator review his/her performance, and if the administrator believes that appropriate corrective action has been accomplished, the deficiency report shall be removed. Anonymous letters or material shall not be placed in maintained of all individuals who have had access to a teacher’s file, nor shall they be made a matter of record. Upon request of a teacher, the Superintendent may remove disciplinary documents from the teacher’s personnel file and the dates of such access, and the teacher shall, upon request, be shown this record. 9. Where adverse or critical material, including but not limited to evaluation reports, letters of expectation, reprimands or suspension is placed in the file, the employee may elect to have the material removed five (5) years after six (6) yearsthe filling, provided the teacher that no further material of a similar nature has not committed a new infraction within that time periodbeen subsequently filed. 4. The teacher shall be permitted to review the contents of the teacher’s file at all reasonable times and may be accompanied by an Association representative.

Personnel Files. 1. Each teacher shall have the right to examine and to obtain certified copies of all material contained in his/her personnel files with the exception of confidential references used in conjunction with and prior to his/her employment. The official personnel file is considered to be the file maintained in the central office. The building principal, assistant principal and the Special Education Supervisor may maintain a separate file. These individuals shall not maintain material in their file that is not in the personnel file in the central office. The Administration There shall be responsible for certifying that all material included in said files has been copied. The cost of the copies will be charged to the respective personnel. Only only one (1) official personnel file for each teacher, maintained by the Superintendent, which file shall be maintained for each contain data relevant to the work performance of the teacher. 2. All teachers shall receive, at Board expenseUpon two (2) business days’ notice, a dated copy teacher may review the contents of all new material placed in their file (positive or negative). These copies shall provide space for the teacher’s signed acknowledgement of receipthis/her personnel file. The teacher shall have the right to rebut or provide written comments in response to be furnished a copy of any information material in the filefile which s/he designates, provided that the teacher shall bear the expense of such copying. A teacher shall be notified of any request entitled to review the teacher’s personnel filehave an ASSOCIATION representative accompany him/her during such review. 3. If an administrator files No material derogatory to a deficiency report against teacher’s conduct, service, character, or personality will be placed in the teacherfile unless the teacher has had the opportunity to review such material by affixing his/her signature to the copy to be filed, said administrator shall be responsible for indicating with the necessary corrective actionexpress understanding that such signature in no way indicates agreement with the contents thereof. The teacher may subsequently request that will also have the administrator review right to submit a written answer to such material and his/her performance, and if the administrator believes that appropriate corrective action has been accomplished, the deficiency report answer shall be removedreviewed by the Superintendent and attached to the file copy. 4. Anonymous letters or material shall not be placed Materials in a teacher’s file, nor file shall they be made a matter of record. Upon request of a teacheravailable only to the teacher or his/her designated representative, the Superintendent may remove disciplinary documents or his/her designee, or the COMMITTEE. 5. It is recommended that teachers request permission to review their files at least once per year to see that their records and evaluations are up to date. 6. At a teacher’s request, any items more than five years old shall be removed from his or her personnel file except: (a) Evaluations, including teacher responses, if any; (b) Any documents, with attachments thereto, from any School Department administrator or supervisor to the teacher or from the teacher’s teacher to the Wayland Public Schools. Any items so removed which, pursuant to public document statutes, are not destroyed shall not be used in any personnel file after six (6) years, provided the teacher has not committed a new infraction within that time period. 4. The teacher shall be permitted to review the contents of action involving the teacher’s file at all reasonable times and may be accompanied by an Association representative.

Personnel Files. 1A teacher’s permanent personnel file shall be maintained in the Central Office. Each Portions of such files may be open to the general public pursuant to state law. Notification shall be promptly given to any teacher at any time access to his/her personnel file is requested by a member of the general public pursuant to state law. To the extent that the information is available, teachers shall be given the name and address of any member of the general public obtaining copies of any information contained in their personnel files and shall be furnished, at no expense, copies of the information made available to any member of the general public. A teacher shall have the right to examine and his/her building personnel file if such a file is maintained by the teacher's principal or other supervisor. The teacher shall be entitled to obtain certified have a representative of his/her choosing accompany him/her during such review. If the teacher desires copies of all material contained any information in his/her personnel files with the exception of confidential references used in conjunction with and prior to his/her employment. The official personnel file is considered to be the file maintained in the central office. The building principalfile, assistant principal and the Special Education Supervisor may maintain a separate file. These individuals shall not maintain material in their file that is not in the personnel file in the central office. The Administration shall be responsible for certifying that all material included in said files has been copied. The cost of the such copies will be charged to made at the respective personnelteacher's expense. Only one (1) official Anonymous material or material from unidentified sources will not be placed in any teacher's personnel file shall be maintained for each teacher. 2file. All teachers shall receive, at Board expenseAs of the effective date of this Agreement, a dated copy of all new material placed in their file (positive or negative). These copies shall provide space for the teacher’s signed acknowledgement of receipt. The teacher shall have the right to rebut or provide written comments in response to any information in the file. A teacher shall be notified given a copy of any materials at or prior to the time they are to be placed in the teacher's personnel files. If a student makes a complaint about a teacher, the matter is investigated and found to be false, the teacher may request that a report indicating the complaint was investigated and found to review be false placed in the teacher’s personnel file. 3. If an administrator files Any teacher may object in writing to any information in his or her personnel file which the teacher reasonably believes to be inaccurate, irrelevant, untimely, or incomplete. Such objections must be signed by the teacher and will become a deficiency report against part of the teacher, said administrator shall be responsible for indicating 's personnel file unless the necessary corrective action. The teacher may subsequently request that Director of Human Resources agrees to correct or remove the administrator review his/her performance, and if the administrator believes that appropriate corrective action has been accomplished, the deficiency report shall be removed. Anonymous letters or material shall not be placed in a teacher’s file, nor shall they be made a matter of record. Upon request of a teacher, the Superintendent may remove disciplinary documents disputed information from the teacher’s personnel file after six (6) years, provided the teacher has not committed a new infraction within that time period. 4's file. The teacher shall be permitted to review the contents of the teacher’s file at all reasonable times and may be accompanied by an Association representative.DocuSign Envelope ID: 22C4B649-47B2-43A6-94B5-1EF2E9B1A864

Personnel Files. 1. Each teacher There shall have the right to examine and to obtain certified copies of all material contained in his/her personnel files with the exception of confidential references used in conjunction with and prior to his/her employment. The official be only one personnel file is considered per teacher, maintained at the District Education Office. After receiving a request from a teacher, the Superintendent or designate shall grant access to be the file maintained in the central office. The building principal, assistant principal and the Special Education Supervisor may maintain a separate file. These individuals shall not maintain material in their file that is not in the teacher’s personnel file in the central office. The Administration shall be responsible for certifying that all material included in said files has been copied. The cost of the copies will be charged to the respective personnel. Only one (1) official personnel file shall be maintained for each teacheras soon as reasonably possible. 2. All teachers There shall receivebe only one personnel file per employee maintained at the school. After receiving a request from a teacher, at Board expense, a dated copy of all new material placed in their file (positive or negative). These copies the Principal shall provide space for grant access to the teacher’s signed acknowledgement school file as soon as reasonably possible. a. Any teacher’s file kept at the school shall, on the teacher’s departure from that school, be destroyed. b. When the Principal of receipta school vacates his/her administrative position all employee school personnel files shall be destroyed forthwith. 3. Personnel files, regardless of storage format, shall not be made available to any person except the Superintendent or designate, the Secretary/Treasurer or designate, the teacher or his/her Administrative Officer, except upon written request of the teacher, or as required by law. 4. Information in personnel files may be made available to the Board at the professional discretion of the Superintendent or by motion of the Board. The teacher shall have receive written notice within five (5) working days when such action takes place. 5. The Board agrees that only material which is factual and relevant to the right to rebut or provide written comments in response to any information in employment of the file. A teacher shall be notified maintained in personnel files. In the event that the appropriate Board official does not agree to the removal of specific material, the teacher may file a grievance pursuant to Section A, Article A.6. 6. The teacher shall be informed when material, other than payroll information, is placed in any request to review of the teacher’s personnel filefiles. 37. If an administrator files a deficiency report against the teacher, said administrator shall be responsible for indicating the necessary corrective action. The teacher may subsequently request that the administrator review his/her performance, and if the administrator believes that appropriate corrective action has been accomplished, the deficiency report shall be removed. Anonymous letters or material shall not be All materials placed in a teacher’s personnel file shall be dated upon receipt in the District Education Office and/or the school office. 8. Where disciplinary material is placed in the personnel file, nor shall they be made a matter of record. Upon request of a teacher, the Superintendent teacher may remove disciplinary documents from elect to have the teacher’s personnel file material removed three (3) years after six (6) yearsthe filing, provided the teacher that no further disciplinary material has not committed a new infraction within that time periodbeen subsequently filed. 4. The teacher shall be permitted to review the contents of the teacher’s file at all reasonable times and may be accompanied by an Association representative.

Personnel Files. 1. Each teacher shall have the right to examine and to obtain certified copies of all material contained in his/her personnel files with the exception of confidential references used in conjunction with and prior to his/her employment. The official personnel file is considered to be the file maintained in the central office. The building principal, assistant principal and the Director of Special Education Supervisor Education/Pupil Services may maintain a separate file. These individuals shall not maintain material in their file that is not in the personnel file in the central office. The Administration shall be responsible for certifying that all material included in said files has been copied. The cost of the copies will be charged to the respective personnel. Only one (1) official personnel file shall be maintained for each teacher. 2. All teachers shall receive, at Board expense, a dated copy of all new material placed in their file (positive or negative). These copies shall provide space for the teacher’s signed acknowledgement of receipt. The teacher shall have the right to rebut or provide written comments in response to any information in the file. A teacher shall be notified of any request to review the teacher’s personnel file. 3. If an administrator files a deficiency report against the teacher, said administrator shall be responsible for indicating the necessary corrective action. The teacher may subsequently request that the administrator review his/her performance, and if the administrator believes that appropriate corrective action has been accomplished, the deficiency report shall be removed. Anonymous letters or material shall not be placed in a teacher’s file, nor shall they be made a matter of record. Upon request of a teacher, the Superintendent may remove disciplinary documents from the teacher’s personnel file after six (6) years, provided the teacher has not committed a new infraction within that time period. 4. The teacher shall be permitted to review the contents of the teacher’s file at all reasonable times and may be accompanied by an Association representative.

Personnel Files. 1. Each There shall be only one (1) personnel file for each teacher, maintained at District Office. Any file on a teacher kept at a school shall be forwarded to the District Office or destroyed when the teacher leaves that school. Teacher personnel files shall be kept in locked, secure storage. 2. Upon receiving reasonable notice from a teacher, the superintendent, in respect of the District file, or the principal of the school, in respect of any school file, shall grant access to that teacher‟s file during normal business hours. 3. An appropriate school board official shall be present when a teacher reviews the file, and the teacher may be accompanied by a union representative. 4. The Board agrees that only material which is factually correct and relevant to the employment of the teacher shall be maintained in personnel files. A teacher may request removal of material on the basis that it is not factually correct or relevant. In the event that the appropriate Board official does not agree to removal of specified material, the teacher may file a grievance pursuant to Article A.6: Grievance Procedure of this agreement. 5. Confidential medical information that is placed in a teacher‟s file shall be sealed. The archived documents shall only be accessed by human resources staff or the Superintendent. 6. The teacher will be given a copy of any material critical of the teacher, which is placed in the teacher‟s personnel file. Such material will be stamped with the date it is placed in the file. 7. Every teacher shall have the right to examine and attach a commentary to obtain certified copies of all material contained in his/her personnel files with the exception of confidential references used in conjunction with and prior to his/her employment. The official personnel file is considered to be the file maintained in the central office. The building principal, assistant principal and the Special Education Supervisor may maintain a separate file. These individuals shall not maintain material any item in their file that is not in the personnel file in the central office. The Administration shall be responsible for certifying that all material included in said files has been copied. The cost of the copies will be charged to the respective personnel. Only one (1) official personnel file shall be maintained for each teacher. 2. All teachers shall receive, at Board expense, a dated copy of all new material placed in their file (positive or negative). These copies shall provide space for the teacher’s signed acknowledgement of receipt. The teacher shall have the right to rebut or provide written comments in response to any information in the file. A teacher shall be notified of any request to review the teacher’s personnel file. 38. If an administrator files a deficiency report against the teacher, said administrator A record shall be responsible for indicating maintained of all individuals who have had access to a teacher‟s personnel file and the necessary corrective action. The teacher may subsequently request that the administrator review his/her performancedates of such access, and if the administrator believes that appropriate corrective action has been accomplished, the deficiency report shall be removed. Anonymous letters or material shall not be placed in a teacher’s file, nor shall they be made a matter of record. Upon request of a teacher, the Superintendent may remove disciplinary documents from the teacher’s personnel file after six (6) years, provided the teacher has not committed a new infraction within that time periodshall, upon request, be shown this record. 4. The teacher shall be permitted to review the contents of the teacher’s file at all reasonable times and may be accompanied by an Association representative.

Personnel Files. 1. Each teacher A. All official records of teachers shall have the right to examine and to obtain certified copies of all material contained in his/her personnel files with the exception of confidential references used in conjunction with and prior to his/her employment. The official personnel file is considered to be the file maintained kept in the central officeDistrict's office under adequate protection at all times in accordance with ORS 342.850. The Such records may be inspected only by the teacher, the Superintendent or designee, building principaladministrators, assistant principal and the Special Education Supervisor may maintain a separate fileBoard or by others authorized in writing by the Superintendent or teacher. These individuals shall not maintain material in their file that is not in the personnel file in the central office. The Administration There shall be responsible for certifying that all material included in said files has been copied. The cost of the copies will be charged to the respective personnel. Only only one (1) official personnel file, although each supervisor may maintain an unofficial working file to assist in supervisory responsibilities. B. Written reprimands, letters of suspension, non-renewal or dismissal, or complaints shall be maintained for each teacher. 2. All teachers shall receive, at Board expense, a dated copy of all new material placed in their the official personnel file (positive or negative)only after the teacher has been offered a copy. These copies The teacher shall provide space for acknowledge this offer by signing the teacher’s signed acknowledgement of receiptcopy to be filed, with the full understanding that the signature signifies only that the teacher has been offered a copy and does not necessarily agree with its content. The teacher shall have the right to rebut or provide submit a written comments in response to any information material contained in the file and the response shall be attached to the related materials. C. Only materials in the official personnel file at the time a decision regarding disciplinary action is communicated to the teacher will be used as the basis for disciplinary action. D. Any material (except for evaluations and disciplinary material) may be removed from a file upon the request of the teacher and the approval of the Superintendent. Exceptions to this provision are specified in Board Policy JHFF and set forth under Oregon Law. E. An employee may review and/or receive a copy of any materials contained in the unofficial working file maintained by the building supervisor. Any material in the working file may be removed at the request of the teacher and approval of the supervisor. F. Upon request, the District shall provide the teacher a complete copy of all non-confidential materials contained in his/her personnel file. A The teacher shall be notified responsible for payment of any request the copy charge at the District's standard rate per page. G. Subject to review the approval of the Superintendent or designee, other documents submitted by the teacher shall be placed in that teacher’s personnel file. 3. If an administrator files a deficiency report against the teacher, said administrator shall be responsible for indicating the necessary corrective action. The teacher may subsequently request that the administrator review his/her performance, and if the administrator believes that appropriate corrective action has been accomplished, the deficiency report shall be removed. Anonymous letters or material shall not be placed in a teacher’s file, nor shall they be made a matter of record. Upon request of a teacher, the Superintendent may remove disciplinary documents from the teacher’s personnel file after six (6) years, provided the teacher has not committed a new infraction within that time period. 4. The teacher shall be permitted to review the contents of the teacher’s file at all reasonable times and may be accompanied by an Association representative.

Personnel Files. 1. Each teacher There shall have the right to examine and to obtain certified copies of all material contained in his/her personnel files with the exception of confidential references used in conjunction with and prior to his/her employment. The official be only one personnel file is considered to be per teacher maintained at the file maintained in the central office. The building principal, assistant principal and the Special Education Supervisor may maintain a separate file. These individuals shall not maintain material in their file that is not in the personnel file in the central office. The Administration shall be responsible for certifying that all material included in said files has been copied. The cost of the copies will be charged to the respective personnel. Only one (1) official personnel file shall be maintained for each teacherSchool Board Office. 2. All teachers shall receiveAny teacher's file kept at the school shall, at Board expense, a dated copy of all new material placed in their file (positive or negative). These copies shall provide space for on the teacher’s signed acknowledgement 's departure from that school, be sent to the teacher's School Board Office file after the teacher has been given an opportunity to review the file, in accordance with Article E.24 of receiptthis Agreement. 3. After receiving a request from a teacher, the Superintendent (or designate), in respect of any School Board Office file, or the Principal/Vice-Principal, in respect of any school file, shall forthwith grant access to the teacher's file. 4. Personnel files, regardless of storage format, shall not be made available to any person except the Superintendent (or designate), the Secretary-Treasurer (or designate), the teacher or their Principal/Vice-Principal, except upon written request of the teacher, or as required by law. 5. Information in personnel files may be made available to the Board at the professional discretion of the Superintendent or by motion of the Board. The teacher shall have receive written notice within seven (7) days when such action has taken place. 6. The Board agrees that only material which is factual and relevant to the right to rebut or provide written comments in response to any information in employment of the file. A teacher shall be notified maintained in personnel files. In the event that the appropriate Board official does not agree to the removal of any request specific material, the teacher may file a grievance pursuant to review Article A.6 of this Agreement. 7. Any correspondence concerning grievances filed by a teacher or the Association, other than the final resolution of the grievance, (including an arbitration award, if rendered), shall not appear in the teacher’s personnel 's file. 3. If an administrator files a deficiency report against the teacher, said administrator shall but will be responsible for indicating the necessary corrective actionfiled elsewhere. The teacher may subsequently request that final disposition of policy grievances of a general nature filed by the administrator review his/her performanceAssociation or the Board, and if the administrator believes that appropriate corrective action has been accomplished, the deficiency report shall be removed. Anonymous letters or material shall not be placed in a teacher’s file, nor shall they be made a matter of record. Upon request of a teacher, the Superintendent may remove disciplinary documents from the teacher’s teachers' personnel file after six (6) years, provided the teacher has not committed a new infraction within that time periodfiles. 4. The teacher shall be permitted to review the contents of the teacher’s file at all reasonable times and may be accompanied by an Association representative.

Personnel Files. 1. Each 6.1 The District shall not base any adverse action against a teacher upon materials which are contained in such teacher’s personnel file unless: 6.1.1 The materials had been placed in the file within a reasonable time of the incident giving rise to such materials; and 6.1.2 The teacher was notified at such time that such materials were being placed in his/her file. 6.2 A teacher shall have the right to examine and to obtain certified copies be provided a copy of all any negative or derogatory material contained before it is placed in his/her personnel file and shall be given reasonable opportunity up to fifteen (15) calendar days to initial and date the material. Employees shall have a minimum of thirty (30) calendar days from the time of receipt of materials to respond to said materials. Any written response (optional) shall be attached to the material. 6.3 Access to personnel files with shall be limited to members of District administration, the exception teacher, and confidential clerical employees on a need-to-know basis. Contents of confidential references used in conjunction with and prior to his/her employment. The official all personnel file is considered to files shall be the file maintained kept in the central office. The building principalstrictest confidence. 6.4 Upon written authorization by the teacher, assistant principal and a representative of the Special Education Supervisor may maintain a separate file. These individuals shall not maintain material in their file that is not in the personnel file in the central office. The Administration Association shall be responsible for certifying permitted to examine and/or obtain copies of materials in that all material included in said files has been copied. The cost of the copies will be charged to the respective personnel. Only one (1) official personnel file shall be maintained for each teacher. 2. All teachers shall receive, at Board expense, a dated copy of all new material placed in their file (positive or negative). These copies shall provide space for the teacher’s signed acknowledgement of receipt. The teacher shall have the right to rebut or provide written comments in response to any information in the file. A teacher shall be notified of any request to review the teacher’s personnel file. 3. If an administrator files a deficiency report against the teacher, said administrator shall be responsible for indicating the necessary corrective action. 6.5 The teacher may subsequently request that the administrator review his/her performance, and if the administrator believes that appropriate corrective action has been accomplished, the deficiency report shall be removed. Anonymous letters person or persons who draft and/or place material shall not be placed in a teacher’s personnel file shall sign the material and signify the date on which such material was drafted and placed in the personnel file, nor shall they be made a matter of record. 6.6 Education Code Section 44031 states that employee personnel records are permanent. Upon request of a teacherECS 44031 protects employees from arbitrary or prejudicial materials from being placed into the respective employee’s personnel file. Further, the Superintendent may remove disciplinary documents from law states that an employee must be notified and provided a copy of any materials being placed into the teacher’s personnel file after six prior to the document being placed within. Further, the employee will have the right to respond in writing as described in Education Code Section 44031 (6) yearssee also Title 5 Cal. Regs. Section 16023, provided the teacher has not committed a new infraction within that time periodsubd. (c)). 4. The teacher shall be permitted to review the contents of the teacher’s file at all reasonable times and may be accompanied by an Association representative.

Personnel Files. 1. Each teacher shall have the right to examine and to obtain certified copies of all material contained in his/her personnel files with the exception of confidential references used in conjunction with and prior to his/her employment. The official personnel file is considered to be the file maintained in the central office. The building principal, assistant principal and the Special Education Supervisor may maintain a separate file. These individuals shall not maintain material in their file that is not in the personnel file in the central office. The Administration shall be responsible for certifying that all material included in said files has been copied. The cost of the copies will be charged to the respective personnel. Only one (1) official personnel file shall be maintained for each teacher. 2. All teachers shall receive, at Board expense, a dated copy of all new material placed in their file (positive or negative). These copies shall provide space for the teacher’s signed acknowledgement of receipt. The teacher shall have the right to rebut or provide written comments in response to any information in the file. A teacher shall be notified of any request to review the teacher’s personnel file. 3. If an administrator files a deficiency report against the teacher, said administrator shall be responsible for indicating the necessary corrective action. The teacher may subsequently request that the administrator review his/her performance, and if the administrator believes that appropriate corrective action has been accomplished, the deficiency report shall be removed. Anonymous letters or material shall not be placed in a teacher’s file, nor shall they be made a matter of record. Upon request of a teacher, the Superintendent may remove disciplinary documents from the teacher’s personnel file after six (6) years, provided the teacher has not committed a new infraction within that time period. 4. The teacher shall be permitted to review the contents of the teacher’s file at all reasonable times and may be accompanied by an Association representative.

Personnel Files. 1. Each teacher There shall have the right to examine and to obtain certified copies of all material contained in his/her personnel files with the exception of confidential references used in conjunction with and prior to his/her employment. The official be only one personnel file is considered to be per teacher maintained at the file maintained in the central office. The building principal, assistant principal and the Special Education Supervisor may maintain a separate file. These individuals shall not maintain material in their file that is not in the personnel file in the central office. The Administration shall be responsible for certifying that all material included in said files has been copied. The cost of the copies will be charged to the respective personnel. Only one (1) official personnel file shall be maintained for each teacherSchool Board Office. 2. All teachers shall receiveAny teacher's file kept at the school shall, at Board expense, a dated copy of all new material placed in their file (positive or negative). These copies shall provide space for on the teacher’s signed acknowledgement 's departure from that school, be sent to the teacher's School Board Office file after the teacher has been given an opportunity to review the file, in accordance with Article E.24 of receiptthis Agreement. 3. After receiving a request from a teacher, the Superintendent (or designate), in respect of any School Board Office file, or the Principal/Vice-Principal, in respect of any school file, shall forthwith grant access to the teacher's file. 4. Personnel files, regardless of storage format, shall not be made available to any person except the Superintendent (or designate), the Secretary-Treasurer (or designate), the teacher or his/her Principal/Vice-Principal, except upon written request of the teacher, or as required by law. 5. Information in personnel files may be made available to the Board at the professional discretion of the Superintendent or by motion of the Board. The teacher shall have receive written notice within seven (7) days when such action has taken place. 6. The Board agrees that only material which is factual and relevant to the right to rebut or provide written comments in response to any information in employment of the file. A teacher shall be notified maintained in personnel files. In the event that the appropriate Board official does not agree to the removal of any request specific material, the teacher may file a grievance pursuant to review Article A.6 of this Agreement. 7. Any correspondence concerning grievances filed by a teacher or the Association, other than the final resolution of the grievance, (including an arbitration award, if rendered), shall not appear in the teacher’s personnel 's file. 3. If an administrator files a deficiency report against the teacher, said administrator shall but will be responsible for indicating the necessary corrective actionfiled elsewhere. The teacher may subsequently request that final disposition of policy grievances of a general nature filed by the administrator review his/her performanceAssociation or the Board, and if the administrator believes that appropriate corrective action has been accomplished, the deficiency report shall be removed. Anonymous letters or material shall not be placed in a teacher’s file, nor shall they be made a matter of record. Upon request of a teacher, the Superintendent may remove disciplinary documents from the teacher’s teachers' personnel file after six (6) years, provided the teacher has not committed a new infraction within that time periodfiles. 4. The teacher shall be permitted to review the contents of the teacher’s file at all reasonable times and may be accompanied by an Association representative.

Personnel Files. 1. Each teacher shall have the right to examine and to obtain certified copies of all material contained in his/her personnel files with the exception of confidential references used in conjunction with and prior to his/her employment. 18.1 The official personnel file is considered to be the file maintained in the central office. The building principal, assistant principal and the Special Education Supervisor may maintain a separate file. These individuals shall not maintain material in their file that is not in the personnel file in the central office. The Administration files on all teachers shall be responsible kept in a central location; such files are confidential. Administrative working files and investigatory files regarding allegations of misconduct are considered personnel files for certifying that all material included in said files has been copied. The cost purposes of the copies confidentiality provisions of this agreement. Teachers will be charged to the respective personnel. Only one (1) official personnel file shall be maintained for each teacher. 2. All teachers shall receive, at Board expense, a dated copy of all new material placed in their file (positive or negative). These copies shall provide space for the teacher’s signed acknowledgement of receipt. The teacher shall have the right to rebut or provide written comments in response to any information in the file. A teacher shall be notified of any request to review the teacher’s personnel file. 3. If an administrator files a deficiency report against the teacherright, said administrator shall be responsible for indicating the necessary corrective action. The teacher may subsequently request that the administrator review his/her performanceupon request, and if the administrator believes that appropriate corrective action has been accomplished, the deficiency report shall be removed. Anonymous letters or material shall not be placed in a teacher’s file, nor shall they be made a matter of record. Upon request of a teacher, the Superintendent may remove disciplinary documents from the teacher’s personnel file after six (6) years, provided the teacher has not committed a new infraction within that time period. 4. The teacher shall be permitted to review the contents of their personnel file and to review a copy of any documents contained therein; however, teachers shall not have the right to view confidential letters of reference received by the District prior to the teacher being hired. A teacher will be entitled to have a representative accompany him/her during such review of the teacher’s 's personnel file. The Superintendent or his designee shall be present while the file at all is being examined. 18.2 A teacher will have the right to indicate those documents and/or other materials in his/her file, which the teacher believes to be obsolete or otherwise inappropriate for retention. Said document will be reviewed by the Superintendent, and if the Superintendent agrees, the documents will be destroyed. The Superintendent's decision on this matter is final and binding. 18.3 No evaluation, written disciplinary action, or complaint, which has not been previously made available to the teacher, will be used by the District in any demotion, discipline, or other involuntary change in employment status of the teacher. 18.4 The teacher will have the right to attach a written statement to any written material placed in the teacher's personnel file. 18.5 No negative material will be placed in an employee's personnel file unless the employee has had an opportunity to review it. An employee will acknowledge that he/she has had the opportunity to review such material by signing to the copy to be filed. A signature in no way indicates agreement with the contents. Refusal to sign shall not result in discipline until after the employee has had an opportunity to consult with representation within a reasonable times time and may be accompanied by an Association representativeagain refuses to sign.