Personnel Record File. A. A personnel file of each Instructional Employee shall be maintained in a secure file in the office of the Board of Education. This shall be considered a confidential file, and the only official file of recorded information of Instructional Employees maintained by the Board and administration.
B. Members of the Board, administrative personnel, authorized representatives of the Instructional Employees and the individual concerned shall have access to the personnel file of Instructional Employees. Any inspection of said file shall be at a mutually agreeable time between the individual concerned, his/her authorized representative(s), and in the presence of the responsible administrator(s), or his/her designee. Prior to the inspection of an Instructional Employee’s personnel file by an authorized representative or any person other than members of the Board and administrative personnel, the Board will notify the Instructional Employee that the inspection has been requested, and when it will take place.
C. If an Instructional Employee believes that certain material in the file is irrelevant, inappropriate, false, or otherwise invalid, under Ohio's Privacy Act, such material may be challenged. If the Instructional Employee feels any material in the file is not relevant, inappropriate, false, or otherwise invalid but is derogatory to his/her conduct, service, or character, he/she shall have a right to submit a written rebuttal to such material. The rebuttal shall be attached to the official file copy.
D. Anonymous letters or materials shall not be placed in the Instructional Employee's file, nor shall they be made a matter of record.
E. If any non-District personnel requests to review an Instructional Employee’s personnel file, only those materials covered by Ohio’s Public Records Act will be disclosed.
Personnel Record File. 1. There will be established and maintained one (1) official personnel record file on certificated employees. This file will be maintained in the central office.
2. Any teacher shall have the opportunity to read any material which may be considered critical of his/her performance or service, before it is placed in his/her personnel file. A teacher shall acknowledge that he/she has read the material by affixing his/her signature to the copy to be filed. His/her signature shall not indicate agreement with the content of the material, but shall indicate only that the material has been inspected by the teacher. He/she shall also have the opportunity to reply to such critical material in a written statement to be attached to the filed copy.
3. Anonymous letters or materials shall not be placed in the teacher's file nor shall they be made a matter of record.
4. Each teacher shall have the right, upon request, to review the contents of his/her personnel file. A representative of the Association may, at the teacher's request, accompany the said member in such a review.
5. Upon request and payment of a reasonable charge, the teacher shall be entitled to a photocopy of the contents of his/her personnel file excepting employment references which are labeled confidential.
6. Each employee shall have the right to indicate those documents and/or other materials in his/her personnel file which he/she believes to be obsolete, inappropriate, and/or inaccurate. The employee shall have the right to request that the obsolete, inappropriate, and/or inaccurate materials be removed from the file and destroyed. Such request shall be reviewed by the Superintendent. If the Superintendent does not agree to remove the materials, the employee through the Association shall have the right to initiate a grievance at Step IV.
7. The evaluation information will be kept on a cumulative basis in the evaluator’s office (and may be kept digitally at the evaluator’s discretion). The personnel file will contain a summary document of the employee’s evaluation. Completed evaluation forms older than ten (10) years may be removed from a teacher's file.
Personnel Record File. 041 A personnel file of all teachers shall be maintained in the office of the Board. This shall be considered a confidential file and the only official file of recorded information of teachers maintained by the Board and the administration.
Personnel Record File. A. There will be established and maintained one (1) official file on all professional teaching staff members. This file will be maintained in the central administration office and should be locked when not in use.
B. Personnel files are public record and are open to anyone upon request. The Board will retain confidentiality with respect to items that are required to be confidential by law, for example, social security numbers, annuities, and medical information.
C. Any changes in staff member’s status shall be made part of this record. (Change of residence, marital status, degrees, or hours of credits, etc.).
D. Bargaining unit members will receive and sign copies of evaluations, discipline, and parental letters before such items are placed in the member’s file.
E. The teacher shall have the opportunity to reply to such material in a written statement to be attached to the copy. Any material to be filed will be marked “personnel file”.
F. If an employee has completed three (3) years of satisfactory performance following the placement of the material in his/her personnel file critical of his her competence, character, or manner, the teacher may request that his/her file be reviewed by the teacher and administrator in charge of the personnel file, and upon mutual agreement said material shall then be removed from the file and destroyed.
G. Anonymous materials shall not be placed in a staff member’s file nor be made a matter of record.
H. Personnel record files shall include, but not be restricted to, the following:
a) Application for employment, including references
b) Contract and salary status
c) Copy of current certificate
d) Official transcripts
e) Written evaluation and classroom visitations
f) Military service and/or previous experience
g) Letters of commendation or praise
h) Awards for professional or civic achievement
Personnel Record File. 1. There will be established and maintained one (1) official personnel record file on certificated employees. This file will be maintained in the central office.
2. Personnel record files shall include some or all of the following: *Application for employment, including references (references are confidential and are not available to teachers.) *Copy of the latest contract and/or salary notice *Copy of teaching certificate *Official transcript of college credits *Reprimands and/or critical letters *T.B. or X-ray results *Record of military service *Evaluation forms
3. Any teacher shall have the opportunity to read any material which may be considered critical of his/her conduct, service, character, or personality before it is placed in his/her personnel file. A teacher shall acknowledge that he/she has read the material by affixing his/her signature to the copy to be filed. His/her signature shall indicate only that the material has been inspected by the teacher. He/she shall also have the opportunity to reply to such critical material in a written statement to be attached to the filed copy. Failure on the part of the administration to follow the procedure shall result in the document’s removal from the employee’s personnel file. Further, such document shall not be used in any proceeding in which it otherwise may have been utilized. If the teacher refuses to sign the copy of the material to be placed in the file, the Superintendent
A. Personal Record File (cont'd) shall note such refusal in writing and the material will be placed in the personnel file.
4. Teachers shall be informed of any complaint by a parent and/or student which is directed toward them which will become a matter of record.
5. Anonymous letters or materials shall not be placed in the teacher's file nor shall they be made a matter of record.
6. Each teacher shall have the right, upon request, to review the contents of his/her personnel file. A representative of the association may, at the teacher's request, accompany the said member in such a review.
7. Written reprimands except those leading to suspensions and/or critical letters or time of a disciplinary nature which do not concern serious misconduct shall be removed from the teacher's file providing that four (4) years have elapsed from the date of the document and provided there are no intervening reprimands, critical letters or disciplinary items during the four
Personnel Record File. 10.1 There shall be one official personnel file for each employee maintained in the Superintendent’s office.
10.2 An employee shall receive any material which may be considered critical of his/her conduct, service, character, or personality before it is placed in his/her personnel file. An employee shall acknowledge that he/she has read the material by dating and affixing his/her signature to the copy to be filed. His/her signature shall not indicate agreement with the content of the material, but indicates only that the member has inspected the material. He/she shall also have the opportunity to reply to such critical material in a written statement to be attached to the filed copy.
10.3 Employees shall be informed of any complaint by a parent and/or student, which are directed toward them, which will become a matter of record in the employee’s file.
10.4 Anonymous letters or materials shall not be placed in an employee’s file nor shall they be made a matter of record in the employee’s file.
10.5 All material being placed in a personnel file shall be dated.
10.6 All materials contained in personnel files shall be privileged information and these files shall be closed except as otherwise provided by law. An employee will be notified as soon as possible of a public records request to see or copy his or her personnel file.
10.7 An employee shall have the right, upon request, to review the contents of his/her own personnel file in the presence of a member of the personnel staff. A representative of the MEA may, at the employee’s request, accompany said employee in such a review.
10.8 Following a review, an employee shall be entitled to a copy, at his/her cost, of any material in his/her file except material originally supplied to the Board as confidential prior to employment.
Personnel Record File. 1. There will be established and maintained one (1) official personnel record file on certificated/licensed bargaining unit members. This file will be maintained in the central office.
2. Any bargaining unit member shall have the opportunity to read any material before it is placed in his/her personnel file. A teacher shall acknowledge that he/she has read the material by affixing his/her signature to the copy to be filed. His/her signature shall not indicate agreement with the content of the material, but shall indicate only that the material has been inspected by the teacher. He/she shall also have the opportunity to reply to such critical material in a written statement to be attached to the filed copy.
3. Teachers shall be informed of any complaint by a parent and/or student directed toward them which will become a matter of record.
4. Anonymous letters or materials shall not be placed in the teacher's file nor shall they be made a matter of record.
5. Upon request, the bargaining unit member shall be entitled to a photocopy, at no cost, of the contents of his/her personnel file excepting employment references which are labeled confidential.
6. In the event that a person asks to review a bargaining unit member's personnel file, the individual whose file has been requested to be reviewed will be notified and permitted to be in attendance during the review. The review date will be mutually agreed upon and an Association representative, acting on the member's behalf, may be present if the unit member desires.
7. Upon written request to the Superintendent, a bargaining unit member may seek to have material removed from his/her personnel file. The Superintendent will act on the request within fourteen (14) days, informing the bargaining unit member of that decision.
Personnel Record File. Section 1. Personnel File
Personnel Record File. Any bargaining unit member shall have the opportunity to read and be provided a copy of any material concerning his/her conduct service, character or personality before it is placed in his/her official personnel file and it shall be dated the date of review. A member shall acknowledge that he/she has read the material by affixing his/her signature to the copy to be filed. His/her signature shall not indicate agreement with the content of the material, but indicates only that the material has been inspected by the member. The Board shall keep and maintain a single personnel file on each member. He/she shall also have the opportunity to reply to such material in a written statement to be attached to the file copy, and nothing in this Article shall be construed to conflict with Chapter 1347 of the Ohio Revised Code.
Personnel Record File. 1. Any Bargaining unit member shall have the opportunity to read any material which may be considered critical of the employee’s conduct, service, character, or personality before it is placed in a personnel file. A member shall acknowledge that the material has been read by affixing the member’s signature to the copy to be filed. A signature shall not indicate agreement with the content of the material, but it indicates only that the member has inspected the material. The member shall have the opportunity to reply to such critical material in a written statement to be attached to the file copy. After a period of five years, and no similar situations having been documented, any material, which had been considered critical of the employee’s conduct, service, character, or personality and had resulted in a discipline of less than three days suspension shall be expunged from the personnel file.
2. Bargaining unit members shall be informed within five (5) business days of any complaint which is directed toward them which could become a matter of record.
3. Anonymous letters or materials shall neither be placed in a member’s file nor shall they be made a matter of record. Each member shall have the right, upon request, to review the contents of his personnel file. A representative of the Association may, at the member’s request, accompany the said member in such a review.
4. Materials will be removed from a member’s file when it is determined to be inaccurate or unfair by the grievance procedure. A member shall be entitled to a copy of any material in the member’s file.
5. All Evaluations/Observations shall be kept in a member’s file. An observation and evaluation file will be set up by the evaluator. All entries into this file must be signed and dated by the teacher with copies given to the teacher. This file will be kept for Phase I & II participants. At the end of the school year the contents of this file will be removed and handed to the teacher. The final report will be placed in the teacher’s personal file with a copy to the teacher.
