Common use of Personnel Files Clause in Contracts

Personnel Files. Teacher files shall be maintained in accordance with the following procedures: A. No material related to a teacher's conduct, service, character or personality shall be placed in the file unless it is signed by the person submitting the information. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provision. H. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaints.

Personnel Files. Teacher A. Materials in personnel files shall of employees which may serve as a basis for affecting the status of their employment are to be maintained in accordance with made available for the following procedures: A. No material related to a teacher's conduct, service, character or personality shall be placed in the file unless it is signed by inspection of the person submitting the information. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copyinvolved. B. The teacher Such material is 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. C. Every employee shall have the right to answer any material inspect such materials upon request, provided that the request is made at a time such person is not actually required to render services to the District. D. Information of a derogatory nature, except materials mentioned in the second paragraph of this section, shall not be entered or filed unless and until the answer employee is given notice and an opportunity to review and comment thereon. An employee shall be have the right to enter, and have attached to the file copy. The appropriate administrator or supervisor shall affix any such derogatory statement, his/her signature to own comments thereof. Such review shall take place during normal business hours, and the reply indicating that such reply was read and noted. C. A teacher employee shall be permitted to examine his/her files at all reasonable timesreleased from duty for this purpose without salary reduction. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection(Education Code Section 44031). E. The Office of Human Resources person or persons who draft and/or place material in an employee's personnel file shall sign the material and Employee Relations shall continue to place signify the date on which such material was drafted and placed in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic naturethe file. F. Letters of personal references received prior to initial employment are confidential If an employee so requests, negative or derogatory material which has been in his/her personnel file for four years shall be sealed in an envelope and not subject to reviewretained in the personnel file. The envelope shall be marked, “To be opened only by the Superintendent or his/her designee.” G. Adverse material properly placed Copies of materials in a teacheran employee's personnel file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provisionprovided at the employee's expense. H. Any written complaint made against a teacher by a parentAccess to an employee's personnel file shall be limited to his/her immediate supervisor, studentthe Superintendent, the Board, and District legal counsel. (This sentence is not to be construed as preventing the District from introducing into evidence items in the employee’s personnel file, or other person complying with lawful subpoenas, court orders, and administrative orders.) The Board may only view personnel files if they have voted collectively to do so at a meeting, which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaintshas a set agenda.

Personnel Files. Teacher files 17.1 Each teacher shall have the right, upon request, to review the material in his/her own personnel file, during non-duty hours. Such material is not to include ratings, reports, or records which: 17.1.1 were obtained prior to the employment of the person involved; 17.1.2 were prepared by identifiable examination committee members; or 17.1.3 were obtained in connection with a promotional examination. 17.2 A representative chosen by the teacher may accompany the teacher in this review. 17.3 Upon written authorization by the teacher, a representative of the Union shall be permitted to examine and/or obtain copies of materials in such teacher’s personnel file except for the materials excluded in Section 17.1, above. 17.4 Only one (l) personnel file on any teacher may be maintained by the District. The file shall be maintained at the District Office. Materials shall be released only for the purpose of processing grievances and for District legal documentation, except when written consent is given by the teacher. Any supporting data maintained at the school site but not used by an immediate supervisor for inclusion in accordance with an evaluation shall be destroyed at the following procedures:end of that evaluation cycle. See Article 16, Evaluation. A. 17.5 All materials in the file must be signed by the source of the material and dated. No material anonymous letters or materials shall be placed in this file. 17.6 No derogatory information or statements not related to the teacher’s assigned duties or professional responsibilities shall be placed in this file. 17.6.1 Before any derogatory material is placed in the file, a copy of such material shall be provided to the teacher and the teacher shall have an opportunity to respond. The teacher's conduct’s rebuttal, serviceif any, character or personality shall be placed in the file unless it is signed by along with the person submitting the information. derogatory information or statements. 17.6.2 The teacher teacher, upon request, shall be given provided the opportunity before or after the instructional day but during the regular work day to acknowledge that hereview the information of a derogatory nature and prepare his/she has read such material by affixing one's signature on her rebuttal, if any. Such release from duty during the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material work day shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copywithout salary reduction. B. 17.7 The teacher shall have the right to answer include in the file any material filed and the answer shall be attached or information considered germane to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and notedteacher’s professional career. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee of 17.8 Any negative written statement originating from within the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources District and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's ’s assigned duties or professional responsibilities must be part of a formal evaluation process and properly signed by the principal, supervisorprincipal and reviewed by the teacher, or other administrative or supervisory personnel and the teacher shall be exempt from this provisionresult of a disciplinary action. H. Any 17.9 Derogatory materials in a personnel file that are at least four (4) years old shall, upon a teacher’s written complaint made against request, be removed from the personnel file and placed in a teacher separate sealed file. Such material shall not be removed from the separate file except by a parent, student, court order or other person which may be used in any manner in evaluating with the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaintsteacher’s consent.

Personnel Files. Teacher A. There shall be one (1) file for each teacher which shall be maintained in the Department of Human Resources. Except for files provided in Article 26, paragraph H., no other files shall be maintained except for duplicates of materials kept in accordance the central files and information that the principals maintain prior to submitting to the Department of Human Resources. 1. Materials directly and solely related to pre-employment references and references directly related to internal promotions where written references are required, shall be placed in a separate envelope in the file, and the contents shall not be subject to inspection by the teacher. 2. Except as provided in 1. above, materials in school or District files shall be subject to inspection by the teacher. B. Administrators with legitimate District business related to the following procedures:teacher's employment will have access to a teacher's confidential and open files. A. C. No anonymous or unsigned information may be placed in any teacher's file. Incident reports made to the principal shall not be placed in the file maintained by the Department of Human Resources until such report has been investigated by the principal or appropriate department. D. Each teacher will have access to one's file. 1. The teacher has the right to be accompanied by any individual while examining one's file. 2. The teacher has the right to designate in writing a Federation representative who may have access to the teacher's file. Persons designated shall be authenticated as bona fide Federation representatives by a Federation officer. 3. A teacher's file shall be available for inspection within a reasonable time after it has been requested. E. The teacher will be given the opportunity to see any information prior to placement in one's open file except information related to routine file maintenance. 1. The teacher will be provided a copy of such material related upon request. The teacher shall acknowledge having read these materials by affixing one's signature on the actual copy/copies to be filed. 2. Any information or materials which are derogatory to a teacher's conduct, service, character or personality shall not be placed in the file unless it is signed by the person submitting the information. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly placed in a teacher's file unless and not acted upon within two (2until the teacher has been given the opportunity to examine the information or material. 3. Any information placed in a teacher's file(s) years may be removed upon at the request of the originator of said material if agreed to by the teacher unless it relates affected. F. The teacher has the right to a substantiated issue involving respond in writing to anything placed in that teacher's open file and have such response placed with the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse material to which the response relates. G. Each individual, except persons performing routine file maintenance, will, upon receiving confidential and/or open files for any purpose, affix that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related individual's signature to the teacher's evaluation process and properly signed by jacket of the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provisionfile indicating date of usage. H. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaints.

Personnel Files. Teacher A. There shall be one (1) file for each teacher which shall be maintained in the Department of Human Resources. Except for files provided in Article 25, paragraph H., no other files shall be maintained except for duplicates of materials kept in accordance the central files and information that the principals maintain prior to submitting to the Department of Human Resources. 1. Materials directly and solely related to pre-employment references and references directly related to internal promotions where written references are required, shall be placed in a separate envelope in the file, and the contents shall not be subject to inspection by the teacher. 2. Except as provided in 1. above, materials in school or District files shall be subject to inspection by the teacher. B. Administrators with legitimate District business related to the following procedures:teacher's employment will have access to a teacher's confidential and open files. A. C. No anonymous or unsigned information may be placed in any teacher's file. Incident reports made to the principal shall not be placed in the file maintained by the Department of Human Resources until such report has been investigated by the principal or appropriate department. D. Each teacher will have access to one's file. 1. The teacher has the right to be accompanied by any individual while examining one's file. 2. The teacher has the right to designate in writing a Federation representative who may have access to the teacher's file. Persons designated shall be authenticated as bona fide Federation representatives by a Federation officer. 3. A teacher's file shall be available for inspection within a reasonable time after it has been requested. E. The teacher will be given the opportunity to see any information prior to placement in one's open file except information related to routine file maintenance. 1. The teacher will be provided a copy of such material related upon request. The teacher shall acknowledge having read these materials by affixing one's signature on the actual copy/copies to be filed. 2. Any information or materials which are derogatory to a teacher's conduct, service, character or personality shall not be placed in the file unless it is signed by the person submitting the information. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly placed in a teacher's file unless and not acted upon within two (2until the teacher has been given the opportunity to examine the information or material. 3. Any information placed in a teacher's file(s) years may be removed upon at the request of the originator of said material if agreed to by the teacher unless it relates affected. F. The teacher has the right to a substantiated issue involving respond in writing to anything placed in that teacher's open file and have such response placed with the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse material to which the response relates. G. Each individual, except persons performing routine file maintenance, will, upon receiving confidential and/or open files for any purpose, affix that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related individual's signature to the teacher's evaluation process and properly signed by jacket of the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provisionfile indicating date of usage. H. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaints.

Personnel Files. Teacher files 21.1 The Teacher's Personnel Files shall be maintained in the District Human Resources Office. Personnel Files are all files that are kept at the District Human Resources Office including, but not limited to, paper files and electronic data files. 21.2 In accordance with Section 44031 of the following procedures:Education Code, materials in a Teacher's personnel file which may serve as a basis for affecting the status of his/her employment are to be made available for inspection by the Teacher involved, at a time when such person is not actually required to render service to the District. A. No 21.3 Documents of a derogatory nature shall not be filed for ten (10) working days in order to provide the Teacher with notice and an opportunity to review the material related and comment thereon. The Teacher's response shall be permanently attached to the original document. Such review of this material shall take place during normal business hours, and the Teacher shall be released from duty for this purpose without salary reduction. Whenever possible, released time for this inspection should be provided during non-instructional time. Any person may enter into his/her file a teachercomment on any material therein with no time limitation. 21.3.1 Copies of all derogatory materials must be included in the Teacher's conductfile before they can be used in any disciplinary action against the Teacher. 21.3.2 Derogatory materials received by the administration, servicenot covered by Article XVII, character or personality Citizen Complaints, which might be placed in the Teacher's Personnel File, shall not be placed in the file unless until after an investigation has been conducted. If such material is to be placed in a Teacher's Personnel File, it shall be done within a reasonable period of time after the investigation has been conducted. 21.3.2.1 Any such derogatory material which is signed determined to be erroneous by the person submitting administration shall not be placed in the information. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copypersonnel file. B. The teacher 21.4 Teachers shall have the right to answer any material filed authorize, in writing, a representative to examine their personnel files and obtain copies of items with the answer shall be attached to the file copyfile. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and notedDistrict may assess a charge of five cents (5) per page. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly 21.5 Derogatory materials placed in a teacherTeacher's Personnel File shall be signed and dated by the supervisor responsible for its origination. 21.6 Access to personnel files shall be limited to District management representatives and Human Resource office employees on a need-to-know basis as determined by the Assistant Superintendent, Human Resources. The contents of all personnel files shall be kept confidential. 21.7 The Human Resources Office shall maintain a log indicating the person(s)who have checked out a personnel file and not acted upon within two (2the date(s) years may such requests were made. Such logs shall be removed upon request available for examination by the teacher unless it relates to a substantiated issue involving the abuse Teacher or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request Association representative if so authorized in writing by the teacher if affected Teacher. This provision shall not acted upon within five (5) years. All materials related be applicable to Human Resources Office employees who access personnel files during the normal course of their duties or the Teacher's immediate supervisor. 21.8 Good personnel practice dictates that notice of a serious concern shall be conveyed to the teacher's evaluation process and properly signed involved Teacher by the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provisionimmediate supervisor within a reasonable period of time. H. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaints.

Personnel Files. Teacher files shall be maintained in accordance with the following procedures: A. No material related to a teacher's conduct, service, character or personality shall be placed in the file unless it is signed by the person submitting the information. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse X. Xxxxxxx material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provision. H. X. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaints.

Personnel Files. Teacher A. There shall be one (1) file for each teacher which shall be maintained in the Human Resources Department. Except for files provided in Article 3, paragraph H., no other files shall be maintained except for duplicates of materials kept in accordance the central files and information that the principals maintain prior to submitting to the Human Resources Department. 1. Materials directly and solely related to preemployment references, references directly related to internal promotions where written references are required, and all materials in the teacher's file as of November 1, 1970, shall be placed in a separate envelope in the file, and the contents shall not be subject to inspection by the teacher. 2. Except as provided in 1. above, materials in school, or District files shall be subject to inspection by the teacher. X. Administrators with legitimate District business related to the following procedures:teacher's employment will have access to a teacher's confidential and open files. A. C. No anonymous or unsigned information may be placed in any teacher's file. Incident reports made to the principal shall not be placed in the file maintained by the Human Resources Department until such report has been investigated by the principal or appropriate department. D. Each teacher will have access to one's file. 1. The teacher has the right to be accompanied by any individual while examining one's file. 2. The teacher has the right to designate in writing a Federation representative who may have access to the teacher's file. Persons designated shall be authenticated as bona fide Federation representatives by a Federation officer. 3. A teacher's file shall be available for inspection within a reasonable time after it has been requested. E. The teacher will be given the opportunity to see any information prior to placement in one's open file except information related to routine file maintenance. 1. The teacher will be provided a copy of such material related upon request. The teacher shall acknowledge having read these materials by affixing one's signature on the actual copy/copies to be filed. 2. Any information or materials which are derogatory to a teacher's conduct, service, character or personality shall not be placed in the file unless it is signed by the person submitting the information. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly placed in a teacher's file unless and not acted upon within two (2until the teacher has been given the opportunity to examine the information or material. 3. Any information placed in a teacher's file(s) years may be removed upon at the request of the originator of said material if agreed to by the teacher unless it relates affected. F. The teacher has the right to a substantiated issue involving respond in writing to anything placed in that teacher's open file and have such response placed with the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse material to which the response relates. G. Each individual, except persons performing routine file maintenance, will, upon receiving confidential and/or open files for any purpose, affix that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related individual's signature to the teacher's evaluation process and properly signed by jacket of the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provisionfile indicating date of usage. H. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaints.

Personnel Files. Teacher files shall be maintained in accordance with the following procedures: A. No material related to a teacher's conductSECTION 17.1 An employee, serviceupon request, character or personality shall be placed in the file unless it is signed by the person submitting the information. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at inspect all reasonable times. A designee contents of the Superintendent shall be present employee's complete personnel file kept within the District. Upon request, a copy at all times. A one-time copy District expense of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provision. H. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher documents contained therein shall be afforded the employee. No secret, duplicate, alternate or other personnel file shall be kept anywhere in the District. Nothing in this section shall limit the right of administrators to maintain anecdotal notes, correspondence, or other written materials regarding an employee in a working file which is not considered part of the employee's personnel file. Such file shall be incorporated in the personnel file or purged annually. SECTION 17.2 The employee may designate a representative to be present with the employee to review the employee's personnel file. SECTION 17.3 Each employee's personnel file shall contain the evaluation reports. SECTION 17.4 Information placed in a personnel file shall be filed during the school year in which the precipitating events occurred, unless that information was not known during the school year and was of a serious nature. SECTION 17.5 No evaluation, correspondence, or other materials making derogatory reference to an employee shall be kept or placed in the personnel file without the employee's knowledge and opportunity to answer attach the employee's own comment. SECTION 17.6 Derogatory statements from nonprofessional sources shall not be included in an employee's personnel file unless intended to substantiate action taken by the District and unless investigated and found true. SECTION 17.7 Upon request by the employee, the Superintendent, or official designee, shall sign to verify contents. SECTION 17.8 Any derogatory material not shown to an employee within ten (10) days after knowledge by the District shall not be the basis for any disciplinary action against such complaintsemployee nor shall it be used as evidence in any grievance. SECTION 17.9 After three (3) years from the date of placement in the personnel file, an employee may request that written materials, and/or electronic copies, making derogatory reference to an employee, other than the evaluation, be expunged from the file. If there is no additional evidence of a repetition of conduct of the type referenced in the materials making derogatory reference to an employee, the request to remove the derogatory written materials shall be granted, unless the District is required by law to retain such material.

Personnel Files. Teacher files Section A. Each teacher shall have the right, upon request, to review the contents of the teacher's own personnel file(s) maintained at the teacher's school and/or at the Administration Building. A repre- sentative of the ASSOCIATION may, at the teacher's request, accompany the teacher in this review. The review may be made in the presence of the administrator responsible for the safekeeping of these files. Other examination of a teacher's file will be made by qualified supervisory personnel or as other- wise provided by applicable law. The Human Resources Office will notify a teacher, with a copy to the ASSOCIATION, when there is a Freedom of Information Act Request to review or release materials in his/her personnel file to a third party. The Human Resources office will meet with the teacher to review the file contents that will be re- leased in compliance with FOIA regulations. Privileged information, such as confidential credentials and related personal references normally sought at the time of employment are specifically exempted from review by the public. The administrator shall, in the presence of the teacher, remove these credentials and confidential reports from the file pr1io3r to a review of the file. Any complaints by a parent of a student, or any person, directed toward a teacher and deemed serious enough to become a matter of the teacher's formal record, shall be maintained in accordance with promptly called to the following procedures:teacher's atten- tion. Teachers are entitled to know the identity or source of all such complaints. A. Section B. No material related derogatory to a teacher's conduct, service, character or personality shall be placed in either a teacher's building personnel file or in the personnel file in the Administration Building, unless it is signed by the person submitting teacher has had an opportunity to read the informationmaterial. The teacher shall be given the opportunity to acknowledge that he/she has having read such material by affixing onethe teacher's signature on the actual copy to be filed filed, with the understanding understand- ing that such signature merely signifies that he/she has having read the material to be filed filed, and does not necessarily indicate in- dicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. Section C. The teacher shall have the right to answer answer/address any material filed contained in the files, and the answer response shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee Section D. Any records of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances charges or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment proceedings that are confidential and not subject to review. G. Adverse material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request conducted by the District regarding a teacher unless it relates that are found to a substantiated issue involving the abuse or sexual harassment be without merit will not become part of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provisionfile. H. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaints.

Personnel Files. Teacher files shall A. The teacher's personnel file will be maintained in accordance with the following procedures: A. No material related to a teacher's conduct, service, character or personality Division of Human Resources. This shall be placed in the file unless it is signed teacher’s only official personnel file. B. Upon appropriate request by the person submitting the information. The teacher shall be given the opportunity to acknowledge that teacher, properly identified, he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable timesown file in the presence of a Division of Human Resources representative. A designee Such requests will not be honored during the two weeks prior to, and two weeks following the opening of the Superintendent school term. C. A viewing record shall be present at all times. A one-time developed and maintained reflecting the date, name and position of each person granted access into the file. D. The teacher shall be permitted to obtain a copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspectionmaterial contained in his/her file. E. The Office A Union representative shall be permitted to examine a teacher's personnel file in the presence of a representative from the Division of Human Resources and Employee Relations shall continue provided that a notarized authorization from the teacher has been received by the Director of Human Resources prior to place in a teacher's file information the date of positive nature indicating special competencies, achievements, performances or contributions examination of an academic, professional or civic naturethe file. F. Letters Documentation of personal references received prior a teacher’s professional performance, adverse actions, or documents that may lead to initial employment are confidential and or result in adverse action against a teacher, shall not subject to review. G. Adverse material properly be placed in a teacher's ’s official personnel file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to until a substantiated issue involving the abuse or sexual harassment copy of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that such material has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related been delivered to the teacher's evaluation process and properly signed by . X. If the principalsupervisor is unable to deliver such material, supervisorhe/she shall mail it, or other administrative or supervisory personnel and certified mail, receipt requested, to the teacher shall be exempt from this provisionteacher’s last known address of record. H. Any Should the teacher disagree with the contents of the material, he/she shall have the right to answer such material, and the answer shall be attached to and filed with the material in the official personnel file. I. Upon the written complaint made against a teacher by a parentrequest of the teacher, studentmaterials of an adverse nature, older than three years, shall be considered for removal unless it can be demonstrated that their removal will compromise the interests of the school system. Such removal shall take place within thirty (30) days from the receipt of said request. No evidence of an incident or other person which action more than three years old may be used in determining any manner current or proposed disciplinary or adverse action. J. Materials of an adverse nature that become the subject of a grievance shall be removed from the personnel file if that is part of the grievance/arbitration resolution. K. A teacher’s personnel file shall be treated as confidential. L. Anonymous material shall not be placed in evaluating the an employee’s official personnel file. M. Personnel information concerning an employee’s unpaid bills or bad checks shall not be placed in an employee’s official personnel file. N. Lost records and/or files shall be recreated at DCPS expense. Benefits due to a teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaintsawarded immediately upon reconstruction, retrieval or restoration of lost records.

Personnel Files. Teacher A. Official personnel files shall be those files maintained in accordance with the following procedures:office of the immediate supervisor and Human Resources. A. No material related to 1. Information from sources other than official personnel files shall not be used in any action that may adversely affect the teacher’s employment or the evaluation of a teacher's conduct, service, character ’s performance. B. Material that may adversely affect the teacher’s employment or personality the evaluation of a teacher’s performance shall not be placed in a teacher’s file until the file unless it is signed by the person submitting the information. The teacher shall be given has had the opportunity to acknowledge that he/she has read such the material by affixing one's signature on and to sign and date the actual copy to be filed with filed. The teacher’s signature shall merely signify that the understanding that such signature merely signifies that he/she teacher has read the material to be filed and does not necessarily indicate agreement with its contentsthe content. No such Further, the teacher shall receive a copy of said material shall be used in a hearing against a at the time the teacher unless an opportunity for such review has been affordedsigns the material. A teacher's refusal to sign Additional copies will be noted by an administrator and a witness. If the item has been sent supplied to the teacher by “Certified Restricted Mail”with the teacher paying the cost of reproduction. 1. Letters of reference written prior to employment in the District, then the certified mail receipt teaching certificates, transcripts, leave records, transaction sheets, and microfilms of past evaluations may be attached to placed in a teacher’s file without the item in lieu signature of the teacher’s signature on the copy. B. The teacher C. Teachers shall have the right to answer affix a written response to any material filed in their files including observation and evaluation forms within ten (10) workdays after viewing, and such response shall be kept with the material to which it was affixed. A notation that a response was made shall be written on the original material. 1. The responding teacher shall file the original and two (2) copies of the response with the Chief Human Resources Officer. 2. The original response shall be affixed to the material in question on which the notation cited in C. (above) has been made. A copy of the response shall be retained by the Chief Human Resources Officer, and a copy forwarded to the person making the original comment. a. Upon discovery that the original and the answer response have become detached, it shall be attached the responsibility of the Chief Human Resources Officer to supply a replacement copy from one (1) of the file copy. The appropriate administrator or supervisor shall affix his/her signature above sources to complete the reply indicating that such reply was read and notedrecord. C. A teacher 1) The original material shall not be reviewed for any action until the Chief Human Resources Officer has supplied a replacement copy of the response. D. Teachers shall be permitted to examine his/her place in their files at all reasonable times. A designee any material which contains factual information concerning additional training or experience pertinent to the teacher’s professional qualifications. E. Allegations and anonymous charges shall not be placed in any personnel file, regardless of current employment status. F. Any material that is not directly related to a teacher’s performance of duty shall not be placed in any personnel file. G. Furthermore, any material relating to a suspension, reprimand, or other disciplinary action resulting from allegations, anonymous, unsubstantiated official charges shall not be placed in the personnel files until such allegations or charges have been substantiated and documented through a complete and thorough investigation. H. Each teacher, or the teacher’s designee, upon presentation of written, notarized authorization specifically authorizing inspection of the Superintendent shall be present at teacher’s files may, upon request, review the contents of the teacher’s own personnel files, and all timesdocuments relating to evaluation of the teacher maintained by the immediate supervisor and/or Human Resources. 1. A one-time If a teacher desires a copy of any document filed shall of the above mentioned documents except letters of reference, such copy will be provided supplied to the teacher with the exception teacher paying the cost of confidential references. Additional copies may be provided at costreproduction. D. 2. A teacher's , after making prior arrangement with Human Resources, may view employee file information stored in the District computer accessed through Human Resources relating to that specific teacher. I. The Board agrees to release information in the personnel files as follows: 1. Only to the employees of the District who have a specific need for the information to complete their job duties. 2. Specific information to other public agencies upon official request. 3. Teachers will indicate on a prepared release form those items of information they will allow to be released to nonpublic agencies upon request. 4. Public information will include the name, job title, job location, and salary. Address and telephone numbers will be excluded only on written request of the teacher. 5. Other items of information will be released only upon the written approval of the teacher. J. Persons viewing a teacher’s file in the process of considering such employee for transfer, promotion, or advancement shall sign and date the viewing record form attached to the file. K. If it is determined that a teacher’s personnel file contains material that does not meet the criteria stated in this section, the material shall be open to inspection by only those persons whose official responsibilities require such inspectionremoved and destroyed in the presence of the teacher. E. The Office of Human Resources L. When three (3) years have elapsed since the last documented disciplinary action, and Employee Relations upon written request by the teacher, verbal and written reprimands/admonishments shall continue be removed from the personnel files and returned to place in a the teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior 1. Plans for improvement and any reprimands/admonishments related specifically to initial employment are confidential and such plans shall not subject to reviewbe removed. G. Adverse material properly placed in a teacher's file M. When five years have elapsed since the completion date of the last plan for improvement, and not acted upon within two (2) years may be removed upon written request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may Chief Human Resources Officer, plans for improvement shall be removed upon request by from the teacher if not acted upon within five (5) years. All materials related personnel files and returned to the teacher's evaluation process and properly signed by . (8/9/2012) N. Records or copies of records removed upon the principal, supervisor, or other administrative or supervisory personnel and request of the teacher as described above shall not be exempt from this provision. H. Any written complaint made against a teacher by a parent, student, or other person which may be used retained in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaintsform.

Personnel Files. Teacher files 1. The official District personnel file shall be maintained in accordance with the following procedures:central office. Each teacher shall, upon request made at least one day in advance, have access to his(her) file for the purpose of reviewing the contents thereof. The teacher shall be entitled to have a personally selected representative accompany him(her) during such review. A. 2. Such inspection shall be made at a time when the Superintendent (or designee) can be present. 3. All contents of the file, excluding references or information obtained in the process of evaluating the teacher for initial employment, shall be available for inspection. Upon receipt of a written request the teacher will be furnished a reproduction of any material available to him(her). The District may charge a fee for reproduction costs. 4. No material related material, excluding pre-employment references, which is derogatory to a teacher's ’s conduct, service, character or personality personality, shall be placed in filed unless the file unless it is signed by teacher has had an opportunity to examine the person submitting the informationmaterial. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's must affix his(her) signature on the actual copy document to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its the contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review , but merely he(she) has been afforded. A teacher's refusal to sign will be noted by an administrator and a witnessexamined the material. If the item has been sent teacher wishes to write a statement for the file in clarification of or in rebuttal to any document therein, he(she) may do so, signing and dating such document and submitting it to the teacher by “Certified Restricted Mail”Superintendent for inclusion in the file. Any incident which has not been reduced to writing within 3 months of its discovery or its occurrence, then whichever is later, exclusive of the certified mail receipt summer vacation, may not be attached added to the item file. Any material which the teacher feels is inappropriate and should not be included in lieu the file should be challenged within ten (10) school days of its inclusion in the teacher’s signature on the copyfile. B. The teacher shall have 5. Only material in the right to answer any material filed and the answer shall be attached to the official District personnel file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provision. H. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner action by the District which could result in evaluating any negative consequences for the teacher. This provision in no way limits the right of the Administration to take appropriate action against the teacher shall be reported to pending the teacher in writing and final resolution of the teacher shall be afforded the opportunity to answer such complaintssituation.

Personnel Files. Teacher files shall be maintained in accordance with the following procedures: A. No material related to a teacher's conduct, service, character or personality shall be placed in the file unless it is signed by the person submitting the information. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy.iƚĞŵ ŚĂƐ ďĞĞŶ ƐĞŶƚ ƚŽ ƚŚĞD ĂƚŝĞůĂ͟Đ͕Ś ĞƚƌŚ ĞďŶLJ ƚ͞Ś ĞĞ ƌĐƚĞŝƌĨƚŝ ŵĂLJ ďĞ ĂƚƚĂĐŚĞĚ ƚŽ ƚŚĞ ŝƚĞŵ ŝŶ ůŝĞƵ ŽĨ ƚŚĞ ƚĞĂ B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse X. Xxxxxxx material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provision. H. X. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaints.

Personnel Files. Teacher files Section A. Each teacher shall have the right, upon request, to review the contents of the teacher's own personnel file(s) maintained at the teacher's school and/or at the Administration Building. A representative of the ASSOCIATION may, at the teacher's request, accompany the teacher in this review. The review shall be maintained made in accordance the presence of the administrator responsible for the safekeeping of these files. Other examination of a teacher's file will be made by qualified supervisory personnel or as otherwise provided by applicable law. The Human Resources Office will notify a teacher, with a copy to the ASSOCIATION, when there is a Freedom of Information Act Request to review or release materials in his/her personnel file to a third party. The Human Resources office will meet with the following procedures:teacher to review the file contents that will be released in compliance with FOIA regulations. Privileged information, such as confidential credentials and related personal references normally sought at the time of employment are specifically exempted from review by the public. The administrator shall, in the presence of the teacher, remove these credentials and confidential reports from the file prior to a review of the file. Any complaints by a parent of a student, or any person, directed toward a teacher and deemed serious enough to become a matter of the teacher's formal record, shall be promptly called to the teacher's attention. Teachers are entitled to know the identity or source of all such complaints. A. Section B. No material related derogatory to a teacher's conduct, service, character or personality shall be placed in either a teacher's building personnel file or in the personnel file in the Administration Building, unless it is signed by the person submitting teacher has had an opportunity to read the informationmaterial. The teacher shall be given the opportunity to acknowledge that he/she has having read such material by affixing onethe teacher's signature on the actual copy to be filed filed, with the understanding that such signature merely signifies that he/she has having read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. Section C. The teacher shall have the right to answer answer/address any material filed contained in the files, and the answer response shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee Section D. Any records of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances charges or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment proceedings that are confidential and not subject to review. G. Adverse material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request conducted by the District regarding a teacher unless it relates that are found to a substantiated issue involving the abuse or sexual harassment be without merit will not become part of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provisionfile. H. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaints.

Personnel Files. Teacher files 1. Teachers shall be maintained informed no later than ten (10) school days after the commencement of the school term of procedures employed by the Administration in placing materials in the teachers’ files and the opportunity to respond thereto unless such procedures have not changed from the preceding school term; in any case, such information shall be communicated to teachers at the beginning of the school year. New employees shall be informed of such procedures within four (4) weeks of the first day of employment. In any case, a teacher may submit written response to any item placed in the personnel file in accordance with the following procedures:above procedures within ten (10) working days of notice of inclusion or by the end of the school term, whichever is longer. Such deadline shall be extended if additional information bearing on the item placed in the personnel file becomes available after the deadline; in such case, the teacher shall have ten (10) working days from receipt of this additional information to submit a written response. A. No 2. Each teacher shall have the right, upon request, to review the contents of his/her personnel file. The teacher shall make an appointment with the Superintendent or designee for such review. Upon the teacher’s written request, a Union representative may accompany the teacher in this review. Such review shall be conducted in the presence of the designated administrator. Material which may be of a disciplinary nature placed in the teacher’s file will be removed after five (5) years if no other incidents occur during that period of time, if the teacher has never been placed on remediation by the Board or received a Notice of Remedy from the Board, with the written removal request being the responsibility of the teacher to initiate; however, this provision concerning the removal of disciplinary material from the personnel files shall not apply to disciplinary material which is related to a teacher's conductegregious behavior that endangers students’ health or safety. Confidential material, servicesuch as recommendations by colleges or universities, character or personality evaluations by previous employers, shall not be placed in the file unless it is signed by the person submitting the information. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the personnel file copydescribed herein. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and Information which has not subject to review. G. Adverse material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provision. H. Any written complaint previously been made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported known to the teacher in writing and the teacher shall may not be afforded the opportunity to answer such complaintsused for disciplinary purposes.

Personnel Files. Teacher files shall A. The teacher's personnel file will be maintained in accordance with the following procedures: A. No material related to a teacher's conduct, service, character or personality Division of Human Resources. This shall be placed in the file unless it is signed teacher’s only official personnel file. B. Upon appropriate request by the person submitting the information. The teacher shall be given the opportunity to acknowledge that teacher, properly identified, he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable timesown file in the presence of a Division of Human Resources representative. A designee Such requests will not be honored during the two weeks prior to, and two weeks following the opening of the Superintendent school term. C. A viewing record shall be present at all times. A one-time developed and maintained reflecting the date, name and position of each person granted access into the file. D. The teacher shall be permitted to obtain a copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspectionmaterial contained in his/her file. E. The Office A Union representative shall be permitted to examine a teacher's personnel file in the presence of a representative from the Division of Human Resources and Employee Relations shall continue provided that a notarized authorization from the teacher has been received by the Director of Human Resources prior to place in a teacher's file information the date of positive nature indicating special competencies, achievements, performances or contributions examination of an academic, professional or civic naturethe file. F. Letters Documentation of personal references received prior a teacher’s professional performance, adverse actions, or documents that may lead to initial employment are confidential and or result in adverse action against a teacher, shall not subject to review. G. Adverse material properly be placed in a teacher's ’s official personnel file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to until a substantiated issue involving the abuse or sexual harassment copy of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that such material has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related been delivered to the teacher's evaluation process and properly signed by . G. If the principalsupervisor is unable to deliver such material, supervisorhe/she shall mail it, or other administrative or supervisory personnel and certified mail, receipt requested, to the teacher shall be exempt from this provisionteacher’s last known address of record. H. Any Should the teacher disagree with the contents of the material, he/she shall have the right to answer such material, and the answer shall be attached to and filed with the material in the official personnel file. I. Upon the written complaint made against a teacher by a parentrequest of the teacher, studentmaterials of an adverse nature, older than three years, shall be considered for removal unless it can be demonstrated that their removal will compromise the interests of the school system. Such removal shall take place within thirty (30) days from the receipt of said request. No evidence of an incident or other person which action more than three years old may be used in determining any manner current or proposed disciplinary or adverse action. J. Materials of an adverse nature that become the subject of a grievance shall be removed from the personnel file if that is part of the grievance/arbitration resolution. K. A teacher’s personnel file shall be treated as confidential. L. Anonymous material shall not be placed in evaluating the an employee’s official personnel file. M. Personnel information concerning an employee’s unpaid bills or bad checks shall not be placed in an employee’s official personnel file. N. Lost records and/or files shall be recreated at DCPS expense. Benefits due to a teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaintsawarded immediately upon reconstruction, retrieval or restoration of lost records.

Personnel Files. Teacher A. There shall be a single personnel file for each teacher. Personnel files shall be maintained kept in accordance with the following proceduresa central location. B. Teachers' personnel files shall not include ratings, reports or records which: A. No material related 1. Were obtained prior to a the teacher's conduct, service, character or personality employment in the District. 2. Were prepared by identifiable examination committee members. 3. Were obtained in connection with a promotional examination. C. Excluded documents shall be kept in a separate jacket and are not available to the teacher or their agents. D. Teachers with appropriate identification shall have access to their personnel files during regular business hours, but outside of instructional hours on at least one (1) day per week or by prior mutually agreed appointment. The schedule for access shall be posted at each work site. Upon written consent of a bargaining unit member, a representative of the Association shall be permitted to examine materials in the bargaining unit member’s personnel file. E. Teachers shall be provided with any negative or derogatory material(s) at least ten (10) days within unit member's work calendar before such material(s) is placed in their personnel files (except for documents within the file unless it is signed by definition of Paragraph B above). Teachers shall also be given an opportunity, outside the person submitting instructional day, without loss of pay to initial, date and respond to the informationmaterial. The teacher shall also be given the an opportunity to acknowledge that herespond in writing. If requested, the teacher and the principal/she has read such material by affixing one's signature on administrator shall establish one time period within the actual copy 10 day time-frame in which to be filed with prepare a written response. This time period shall not exceed fifty-five minutes during the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witnessteachers' workday. If the item has been sent parties are unable to agree on a time period, the teacher principal/administrator shall designate the time during the workday for the response. The written response by “Certified Restricted Mail”teachers if so desired, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the material(s) as it is placed into their personnel files. Teachers will be notified of subsequent negative material(s), if any, to be placed in their personnel files. F. The teacher may have an Association representative present when inspecting the personnel file. G. The person(s) who place(s) material(s) in the teacher's personnel file copyshall sign the material(s) and signify the date on which the material(s) was/were placed in the file. H. Access to teachers' personnel files by anyone except the teacher or designee shall be on a need-to-know basis as determined by the Superintendent or designee. The appropriate administrator or supervisor contents of all personnel files shall affix his/her signature to be kept in the reply indicating that such reply was read and notedstrictest confidence. C. A teacher I. The District shall be permitted to examine his/her files at all reasonable times. A designee of the Superintendent shall be present at all times. A one-time provide teachers with a copy of any document filed addition or change to their personnel files except for documents within the definition of Paragraph B above. The District shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances not make any addition or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates changes to a substantiated issue involving the abuse or sexual harassment of either unit member's personnel file without providing a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related copy to the teacher's evaluation process and properly signed by unit member; except for documents within the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provisiondefinition of paragraph B above. H. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaints.

Personnel Files. Teacher L22.01 Each employee shall have reasonable access to his/her personnel files shall be maintained in accordance with the following procedures: A. No material related to a teacher's conduct, service, character or personality shall be placed in the file unless it is signed by Human Resources Department for the person submitting the information. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with purpose of reviewing its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign Access will be noted by in the presence of an administrator and a witness. employee of the Human Resources Department. L22.02 If the item has been sent to teacher disputes the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item accuracy or completeness of any materials in lieu of the teacher’s signature on personnel file, the copy. B. The teacher may appeal to the Superintendent of Human Resources to have it removed. Should the Superintendent decide to retain the information in the file, the teacher shall have the right to answer any material filed and the answer shall be attached add a written statement to the file copydisputing the information in question. L22.03 An occasional teacher or designate shall be entitled upon request to copies of any materials contained in her or his personnel file. The first copy shall be provided without cost. L22.04 The signature of an occasional teacher on any document respecting the performance or conduct of that occasional teacher shall be deemed to be evidence only of the receipt thereof and shall not be construed as approval of, consent to, or agreement with the contents. L22.05 An occasional teacher shall have the right to place employment related material in her or his personnel file for a period of two years. L22.06.1 Documents contained in an occasional teacher’s personnel file which are of a disciplinary or negative nature shall be kept at the Education Centre. Such documents shall be removed from the file at the request of the occasional teacher and returned to that occasional teacher after twenty four (24) months after the last related incident. L22.06.2 Notwithstanding L22.06.1, records of disciplinary actions pertaining to sexual or physical misconduct affecting the safety of the students and/or staff will remain in the file. L22.06.3 After twenty four (24) months, an occasional teacher may make a request to the appropriate superintendent, in writing, to have records of disciplinary actions as per L22.06.2 removed from his/her file if the occasional teacher has had no additional related letters placed into the file since the date of the letter in question. The appropriate administrator superintendent shall respond, in writing, within 15 school days as to whether or supervisor shall affix his/her signature to the reply indicating that not such reply was read and noted. C. A teacher a request shall be permitted to examine his/her files at all reasonable timesgranted. A designee of Where the request is denied, the Superintendent shall be present at all timesprovide the reason for denial, in writing, to the occasional teacher. A one-time copy of any document filed shall be provided Where a request is denied, the teacher with the exception of confidential references. Additional copies may be provided at costmake subsequent requests annually for its removal. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provision. H. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaints.

Personnel Files. Teacher A. There shall be one (1) file for each educator which shall be maintained in Human Resources. Except for files provided in Article 26, paragraph H., no other files shall be maintained except for duplicates of materials kept in accordance with the following procedures:central files and information that the principals maintain prior to submitting to Human Resources. A. No material 1. Materials directly and solely related to pre-employment references and references directly related to internal promotions where written references are required, shall be placed in a teacherseparate envelope in the file, and the contents shall not be subject to inspection by the educator. 2. Except as provided in 1. above, materials in school or District files shall be subject to inspection by the educator. B. Administrators with legitimate District business related to the educator's conduct, service, character employment will have access to an educator's confidential and open files. C. No anonymous or personality unsigned information may be placed in any educator's file. Incident reports made to the principal shall not be placed in the file unless it is signed maintained by Human Resources until such report has been investigated by the person submitting the informationprincipal or appropriate department. D. Each educator will have access to their file. 1. The teacher educator has the right to be accompanied by any individual while examining their file. 2. The educator has the right to designate in writing a Federation representative who may have access to the educator's file. Persons designated shall be authenticated as bona fide Federation representatives by a Federation officer. 3. An educator's file shall be available for inspection within a reasonable time after it has been requested. E. The educator will be given the opportunity to acknowledge that he/she has read see any information prior to placement in one's open file except information related to routine file maintenance. 1. The educator will be provided with a copy of such material upon request. The educator shall acknowledge having read these materials by affixing one's signature on the actual copy copy/copies to be filed filed. 2. Any information or materials which are derogatory to an educator's conduct, service, character, or personality shall not be placed in an educator's file unless and until the educator has been given the opportunity to examine the information or material. 3. Any information placed in an educator's file(s) may be removed at the request of the originator of said material if agreed to by the educator affected. F. The educator has the right to respond in writing to anything placed in that educator's open file and have such response placed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If which the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copyresponse relates. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provision. H. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaints.

Personnel Files. Teacher A. There shall be one (1) file for each educator which shall be maintained in Human Resources. Except for files provided in Article 26, paragraph H., no other files shall be maintained except for duplicates of materials kept in accordance with the following procedures:central files and information that the principals maintain prior to submitting to Human Resources. A. No material 1. Materials directly and solely related to pre-employment references and references directly related to internal promotions where written references are required, shall be placed in a teacherseparate envelope in the file, and the contents shall not be subject to inspection by the educator. 2. Except as provided in 1. above, materials in school or District files shall be subject to inspection by the educator. B. Administrators with legitimate District business related to the educator's conduct, service, character employment will have access to an educator's confidential and open files. C. No anonymous or personality unsigned information may be placed in any educator's file. Incident reports made to the principal shall not be placed in the file unless it is signed maintained by Human Resources until such report has been investigated by the person submitting the informationprincipal or appropriate department. D. Each educator will have access to their file. 1. The teacher educator has the right to be accompanied by any individual while examining one's file. 2. The educator has the right to designate in writing a Federation representative who may have access to the educator's file. Persons designated shall be authenticated as bona fide Federation representatives by a Federation officer. 3. An educator's file shall be available for inspection within a reasonable time after it has been requested. E. The educator will be given the opportunity to acknowledge that he/she has read see any information prior to placement in one's open file except information related to routine file maintenance. 1. The educator will be provided with a copy of such material upon request. The educator shall acknowledge having read these materials by affixing one's signature on the actual copy copy/copies to be filed filed. 2. Any information or materials which are derogatory to an educator's conduct, service, character, or personality shall not be placed in an educator's file unless and until the educator has been given the opportunity to examine the information or material. 3. Any information placed in an educator's file(s) may be removed at the request of the originator of said material if agreed to by the educator affected. F. The educator has the right to respond in writing to anything placed in that educator's open file and have such response placed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If which the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copyresponse relates. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher shall be exempt from this provision. H. Any written complaint made against a teacher by a parent, student, or other person which may be used in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaints.

Personnel Files. Teacher files shall be maintained in accordance with the following procedures: A. No material related to a teacher's an A & S person’s conduct, service, character character, or personality shall be placed in the file unless it is signed by the person submitting the information. The teacher person shall be given the opportunity to acknowledge that he/she the person has read such material by affixing one's ’s signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she the A & S person has read the material materials to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher an A & S person unless an opportunity for such review has been afforded. An A teacher's & S person’s refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher administrator by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacheradministrator’s signature on the copy. B. . The teacher A & S person shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. . A teacher & S personnel shall be permitted to examine his/her their files at all reasonable timestimes during their employment by the Garrett County Board of Education and for a period of not less than thirty (30) days after such employment terminates. A designee of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided A & S person, at cost. D. . An A teacher's & S person’s file shall be open to inspection by only those persons whose official responsibilities require such inspection. E. The Office . With the exception of Human Resources the Director of Personnel and Employee Relations his/her clerical staff when performing regular routine clerical duties, a record of the date and name of any person inspecting a file shall be maintained. This record shall be made available to A & S personnel as provided for in sub-section 3 above. Supervisors of A & S persons shall continue to place in a teacher's an A & S person’s file information of a positive nature indicating special competencies, achievements, performances performances, or contributions of an academic, professional professional, or civic nature. F. . Any such material received form competent, responsible outside sources shall also be included in an A & S person’s file. Letters of personal references received prior to initial employment are confidential and not subject to review. G. . Adverse material properly placed in a teacher's an administrators' file and not acted upon within two (2) years may be removed upon request by the teacher administrator unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher administrator if not acted upon within five (5) years. All materials related to the teacheradministrator's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher administrator shall be exempt from this provision. H. Any written . Complaints in regard to A & S personnel which are, in the judgment of the Superintendent, of a substantive nature will be discussed with the administrator or supervisor. If subsequently a complaint made against is placed in the employee’s file by the Superintendent, a teacher by a parent, student, or other person which may copy will be used in any manner in evaluating the teacher shall be reported sent to the teacher administrator or supervisor who may respond in writing and have the teacher shall be afforded response become a part of the opportunity to answer such complaintsfile.

Personnel Files. Teacher files shall A. The teacher’s personnel file will be maintained in accordance with the following procedures: A. No material related to a teacher's conduct, service, character or personality Division of Human Resources. This shall be placed in the file unless it is signed teacher’s only official personnel file. B. Upon appropriate request by the person submitting the information. The teacher shall be given the opportunity to acknowledge that teacher, properly identified, he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable timesown file in the presence of a Division of Human Resources representative. A designee Such requests will not be honored during the two weeks prior to, and two weeks following the opening of the Superintendent school term. C. A viewing record shall be present at all times. A one-time developed and maintained reflecting the date, name and position of each person granted access into the file. D. The teacher shall be permitted to obtain a copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at cost. D. A teacher's file shall be open to inspection by only those persons whose official responsibilities require such inspectionmaterial contained in his/her file. E. The Office A Union representative shall be permitted to examine a teacher’s personnel file in the presence of a representative from the Division of Human Resources provided that a document authorizing such examination is signed by the teacher and Employee Relations shall continue has been received by the Director of Human Resources prior to place in a teacher's file information the date of positive nature indicating special competencies, achievements, performances or contributions examination of an academic, professional or civic naturethe file. F. Letters Documentation of personal references received prior a teacher’s professional performance, adverse actions, or documents that may lead to initial employment are confidential and or result in adverse action against a teacher, shall not subject to review. G. Adverse material properly be placed in a teacher's ’s official personnel file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to until a substantiated issue involving the abuse or sexual harassment copy of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that such material has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related been delivered to the teacher's evaluation process and properly signed by . G. If the principalsupervisor is unable to deliver such material, supervisorhe/she shall mail it, or other administrative or supervisory personnel and certified mail, receipt requested, to the teacher shall be exempt from this provisionteacher’s last known address of record. H. Any Should the teacher disagree with the contents of the material, he/she shall have the right to answer such material, and the answer shall be attached to and filed with the material in the official personnel file. I. Upon the written complaint made against a teacher by a parentrequest of the teacher, studentmaterials of an adverse nature, older than three years, shall be considered for removal unless it can be demonstrated that their removal will compromise the interests of the school system. Such removal shall take place within thirty (30) days from the receipt of said request. No evidence of an incident or other person which action more than three years old may be used in determining any manner current or proposed disciplinary or adverse action. J. Materials of an adverse nature that become the subject of a grievance shall be removed from the personnel file if that is part of the grievance/arbitration resolution. K. A teacher’s personnel file shall be treated as confidential. L. Anonymous material shall not be placed in evaluating the an employee’s official personnel file. M. Personnel information concerning an employee’s unpaid bills or bad checks shall not be placed in an employee’s official personnel file. N. Lost records and/or files shall be recreated at DCPS’ expense. Benefits due a teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaintsawarded immediately upon reconstruction, retrieval or restoration of lost records.

Personnel Files. Teacher files A. The official personnel file of an academic employee shall be maintained at the District’s Office of Human Resources. Said file shall be available for inspection as set forth hereafter and shall be the file upon which any disciplinary action against the employee may be based. B. Every academic employee shall have the right to inspect his or her personnel file upon request, provided that the request is made at a time when there would be minimal interruption of such person’s services to the District and when the personnel clerk/administrator responsible for files is available to be in accordance attendance. Personnel files, which may be inspected, shall not include such materials as ratings, reports, or records which were obtained prior to the employment of the person involved or were prepared by identifiable examination committee members or were obtained in connection with a promotional examination. C. Information of a derogatory nature, except materials mentioned in Section B of this Article, shall not be entered or filed unless and until the following procedures: A. No material related employee is given notice and the opportunity to review and comment thereon. An employee shall have the right to enter, and have permanently attached to any such derogatory statement, his/her own comments thereon. Such review shall take place during business hours, and the employee shall be released from duty (but not during such employee’s teaching hours) for this purpose without any salary reduction. Derogatory information placed in the personnel file shall identify the source(s) of such information or, alternatively, where the source is a teacher's conductcurrent student and where confidentiality of such source is appropriate, service, character or personality the information shall not be placed in the file unless it is signed by the person submitting the information. The teacher shall be given the opportunity to acknowledge that he/she has read such material by affixing one's signature on the actual copy to be filed with the understanding that such signature merely signifies that he/she has read supervisor placing the material to be filed and does not necessarily indicate agreement with its contents. No such material shall be used in a hearing against a teacher unless the file has conducted an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu appropriate investigation of the teacher’s signature on circumstances. In such cases, the copy. B. The teacher shall have the right to answer any material filed and the answer shall be attached to the file copy. The appropriate administrator or supervisor shall affix his/her signature to set forth the reply indicating that such reply was read and noted. C. A teacher shall be permitted to examine his/her files at all reasonable times. A designee nature of the Superintendent shall be present at all times. A one-time copy of any document filed shall be provided the teacher with the exception of confidential references. Additional copies may be provided at costinvestigation conducted. D. A teacher's file Personnel files shall be open to available for inspection by only those persons whose official responsibilities require such inspection. E. The during regular office hours each day the Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly placed in a teacher's file and not acted upon within is open for business. At least two (2) years may days each week the office shall be removed upon request open during the noon hour. E. All material of an evaluative nature subsequent to employment placed in the personnel file shall indicate the date it was prepared or placed in the file and who was responsible for its preparation. F. Within thirty (30) calendar days from the date a College/District official, with evaluation responsibility over an employee, is notified of a complaint by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow member of the public against such employee, the employee shall also be notified of the complaint, or an issue involving drug abuse or alcohol abuse that has such complaint may not be entered into the personnel file. G. Written statements of a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request positive nature received by the teacher if not acted upon within five (5) years. All materials related College/District pertaining to the teacher's evaluation process and properly signed by the principal, supervisor, or other administrative or supervisory personnel and the teacher employment performance of a faculty member shall be exempt from this provisionplaced in the faculty member’s personnel file upon the faculty member’s request. H. Any written complaint made against If subsequent to the entry of derogatory information into the personnel file the College/District determines that the information is inaccurate in some respect, a teacher by a parent, student, or other person which may be used in any manner in evaluating statement setting forth the teacher correct information shall be reported permanently attached to the teacher in writing statement containing derogatory information, and the teacher employee shall be afforded the opportunity to answer such complaintsprovided a copy.

Personnel Files. Teacher files A. All data maintained by the District on individual members of the bargaining unit relative to employment, promotion, discipline, evaluation and all other job-related matters - exclusive of confidential references and communications received in connection with the initial employment - shall be placed in a single file and maintained in accordance with the following procedures:central office. A. B. No material related derogatory to a teacher's unit member’s conduct, service, character or personality shall be placed in the his/her personnel file unless it is signed by the person submitting the information. The teacher shall be given member has had the opportunity to review the material. The unit member shall acknowledge that he/she has read had the opportunity to review such material by affixing one's affirming his/her signature on to the actual copy to be filed with the express understanding that such signature merely signifies that he/she has read the material to be filed and does not necessarily indicate in no way indicates agreement with its contentsthe contents thereof and such signature may not be withheld. No such material The unit member shall be used in a hearing against a teacher unless an opportunity for such review has been afforded. A teacher's refusal to sign will be noted by an administrator and a witness. If the item has been sent to the teacher by “Certified Restricted Mail”, then the certified mail receipt may be attached to the item in lieu of the teacher’s signature on the copy. B. The teacher shall also have the right to submit a written answer any to such material filed and the his/her answer shall be reviewed by the Superintendent and attached to the file copy. . C. The appropriate administrator or supervisor unit member shall affix have the right, upon request, to review the contents of his/her signature to personnel file. Furthermore, the reply indicating that such reply was read and noted. C. A teacher unit member shall be permitted allowed to examine make copies of any document therein at his/her files at all reasonable times. A designee own expense for more than one copy of the Superintendent same document in any school year. The unit member shall be present at all timesentitled to have a representative of the Association accompany him/her during such review. A one-time copy of any document filed Such review shall be provided made in the teacher with presence of a designated school official, and shall be made at a mutually agreeable time. Otherwise access to the exception of confidential references. Additional copies may files shall be provided at costlimited to proper school officials. D. A teacher's unit member may resort to the grievance procedure for determination of material believed to be inaccurate, misleading, or inappropriate. Material so determined, whether by grievance or other means, shall be removed. X. Before any material concerning a complaint by a parent or student is placed in a unit member’s file, the member will be afforded an opportunity to reply to same by attaching a written statement of explanation or defense. F. An incident which has not been reduced to writing within thirty (30) school days of its occurrence or discovery, whichever is later and exclusive of the summer vacation period, shall not be placed in the file. G. No document(s) in the file shall be open forwarded to inspection by only those persons whose official responsibilities require such inspection. E. The Office of Human Resources and Employee Relations shall continue to place in a teacher's file information of positive nature indicating special competenciesany agency, achievementsorganization, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior to initial employment are confidential and not subject to review. G. Adverse material properly placed in a teacher's file and not acted upon within two (2) years may be removed upon request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may be removed upon request by the teacher if not acted upon within five (5) years. All materials related to the teacher's evaluation process and properly signed by the principal, supervisor, prospective employer or other administrative or supervisory personnel and party without the teacher shall be exempt from this provisionexpress written consent of the member. H. Any written complaint made against a teacher action by a parent, student, or other person which may be used the District based on the unit member’s school related performance that could result in any manner in evaluating the teacher member being disciplined, dismissed or deprived of any professional advantage shall be reported to supportive on the teacher basis, solely, of the records and materials in writing the official personnel file. I. All personnel files will be maintained in a confidential manner and the teacher shall be afforded the opportunity to answer such complaintswill comply in every way with all laws and regulations.

Personnel Files. Teacher A. Official personnel files shall be those files maintained in accordance with the following procedures:office of the immediate supervisor and Human Resources. A. No material related to 1. Information from sources other than official personnel files shall not be used in any action that may adversely affect the teacher’s employment or the evaluation of a teacher's conduct, service, character ’s performance. B. Material that may adversely affect the teacher’s employment or personality the evaluation of a teacher’s performance shall not be placed in a teacher’s file until the file unless it is signed by the person submitting the information. The teacher shall be given has had the opportunity to acknowledge that he/she has read such the material by affixing one's signature on and to sign and date the actual copy to be filed with filed. The teacher’s signature shall merely signify that the understanding that such signature merely signifies that he/she teacher has read the material to be filed and does not necessarily indicate agreement with its contentsthe content. No such Further, the teacher shall receive a copy of said material shall be used in a hearing against a at the time the teacher unless an opportunity for such review has been affordedsigns the material. A teacher's refusal to sign Additional copies will be noted by an administrator and a witness. If the item has been sent supplied to the teacher by “Certified Restricted Mail”with the teacher paying the cost of reproduction. 1. Letters of reference written prior to employment in the District, then the certified mail receipt teaching certificates, transcripts, leave records, transaction sheets, and microfilms of past evaluations may be attached to placed in a teacher’s file without the item in lieu signature of the teacher’s signature on the copy. B. The teacher C. Teachers shall have the right to answer affix a written response to any material filed in their files including observation and evaluation forms within ten (10) workdays after viewing, and such response shall be kept with the material to which it was affixed. A notation that a response was made shall be written on the original material. 1. The responding teacher shall file the original and two (2) copies of the response with the Executive Director of Human Resources. 2. The original response shall be affixed to the material in question on which the notation cited in C. (above) has been made. A copy of the response shall be retained by the Executive Director of Human Resources, and a copy forwarded to the person making the original comment. a) Upon discovery that the original and the answer response have become detached, it shall be attached the responsibility of the Executive Director of Human Resources to supply a replacement copy from one (1) of the file copy. The appropriate administrator or supervisor shall affix his/her signature above sources to complete the reply indicating that such reply was read and notedrecord. C. A teacher 1) The original material shall not be reviewed for any action until the Executive Director of Human Resources has supplied a replacement copy of the response. D. Teachers shall be permitted to examine his/her place in their files at all reasonable times. A designee any material which contains factual information concerning additional training or experience pertinent to the teacher’s professional qualifications. E. Allegations and anonymous charges shall not be placed in any personnel file, regardless of current employment status. F. Any material that is not directly related to a teacher’s performance of duty shall not be placed in any personnel file. G. Furthermore, any material relating to a suspension, reprimand, or other disciplinary action resulting from allegations, anonymous, unsubstantiated official charges shall not be placed in the personnel files until such allegations or charges have been substantiated and documented through a complete and thorough investigation. H. Each teacher, or the teacher’s designee, upon presentation of written, notarized authorization specifically authorizing inspection of the Superintendent shall be present at teacher’s files may, upon request, review the contents of the teacher’s own personnel files, and all timesdocuments relating to evaluation of the teacher maintained by the immediate supervisor and/or Human Resources. 1. A one-time If a teacher desires a copy of any document filed shall of the above mentioned documents except letters of reference, such copy will be provided supplied to the teacher with the exception teacher paying the cost of confidential references. Additional copies may be provided at costreproduction. D. 2. A teacher's , after making prior arrangement with Human Resources, may view employee file information stored in the District computer accessed through Human Resources relating to that specific teacher. I. The Board agrees to release information in the personnel files as follows: 1. Only to the employees of the District who have a specific need for the information to complete their job duties. 2. Specific information to other public agencies upon official request. 3. Teachers will indicate on a prepared release form those items of information they will allow to be released to nonpublic agencies upon request. 4. Public information will include the name, job title, job location, and salary. Address and telephone numbers will be excluded only on written request of the teacher. 5. Other items of information will be released only upon the written approval of the teacher. J. Persons viewing a teacher’s file in the process of considering such employee for transfer, promotion, or advancement shall sign and date the viewing record form attached to the file. K. If it is determined that a teacher’s personnel file contains material that does not meet the criteria stated in this section, the material shall be open to inspection by only those persons whose official responsibilities require such inspectionremoved and destroyed in the presence of the teacher. E. The Office of Human Resources L. When three (3) years have elapsed since the last documented disciplinary action, and Employee Relations upon written request by the teacher, verbal and written reprimands/admonishments shall continue be removed from the personnel files and returned to place in a the teacher's file information of positive nature indicating special competencies, achievements, performances or contributions of an academic, professional or civic nature. F. Letters of personal references received prior 1. Plans for improvement and any reprimands/admonishments related specifically to initial employment are confidential and such plans shall not subject to reviewbe removed. G. Adverse material properly placed in a teacher's file M. When five years have elapsed since the completion date of the last plan for improvement, and not acted upon within two (2) years may be removed upon written request by the teacher unless it relates to a substantiated issue involving the abuse or sexual harassment Executive Director of either a student or fellow employee or an issue involving drug abuse or alcohol abuse that has a direct impact upon job performance. Materials related to abuse or sexual harassment or those involving drug abuse or alcohol abuse related to job performance may Human Resources, plans for improvement shall be removed upon request by from the teacher if not acted upon within five (5) years. All materials related personnel files and returned to the teacher's evaluation process and properly signed by . (8/9/2012) N. Records or copies of records removed upon the principal, supervisor, or other administrative or supervisory personnel and request of the teacher as described above shall not be exempt from this provision. H. Any written complaint made against a teacher by a parent, student, or other person which may be used retained in any manner in evaluating the teacher shall be reported to the teacher in writing and the teacher shall be afforded the opportunity to answer such complaintsform.