Common use of Personnel Record File Clause in Contracts

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. A. A personnel There will be established and maintained one (1) official file of each Instructional Employee shall on all Professional Staff Members. This file will be maintained in a secure file the Central Office and should be locked at all times when not in the office of the Board of Educationuse. This Nothing in this Section shall be considered interpreted to prohibit individual principals/supervisors/administrators from maintaining a confidential file, and the only official file of recorded information of Instructional Employees maintained by the Board and administrationon individual Professional Staff Members under their supervision. B. Members Except in response to a valid subpoena or as required by the order of a court having jurisdiction to order the production of documents, or as otherwise required by law, the personnel file referred to in this Article shall not be released, made available for inspection, or in any other way disclosed to members of the Boardpublic for any reason. It is understood that nothing in this Section precludes the Treasurer of the BOARD from making public any official action of the BOARD, as reflected on the official minutes of the BOARD. C. Except as otherwise required by law, personnel files are privileged – open to inspection by the individual concerned, members of the BOARD administrative personnelpersonnel related to the area on a "need to know" basis, and authorized representatives of the Instructional Employees and Professional Staff Member. Neither 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, nor his/her authorized representative(s), and representative shall see confidential reference materials or college references. D. Any incidents of work included in the presence of official file must be acknowledged by 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, Professional Staff Member concerned. E. If and when it will take place. C. If an Instructional Employee believes a Professional Staff Member and the Superintendent or Director of Human Resources agree that there is adequate evidence that certain material in the said Professional Staff Member's official file is irrelevant, inappropriate, false, inappropriate or otherwise invalid, under Ohio's Privacy Actfalse or if validity of the complaint is sustained by the grievance procedure, such material may shall be challenged. removed from the file or corrected. F. If the Instructional Employee Professional Staff Member feels any material in the his/her personnel file is not relevantirrelevant, inappropriate, inappropriate or false, or otherwise invalid but is derogatory to his/her conduct, service, service or character, he/she shall have a the right to submit a written rebuttal answer to such material. The rebuttal material and his/her answer shall be attached to the official file copy. D. G. Anonymous letters or materials shall not be placed in the Instructional Employeea Professional Staff Member's file, file nor shall they be made a matter of record. E. If any nonH. Personnel record files may include, but not be restricted to some or all of the following: 1. Application for employment, including references (Confidential-District personnel requests not available to review an Instructional Employee’s personnel fileProfessional Staff Member or his/her representatives). 2. Copy of latest contract, only those materials covered by Ohio’s Public Records Act will be disclosedproperly signed, and/or salary notice.

Personnel Record File. A. A 1. There will be established and maintained one (1) official personnel record file of on each Instructional Employee shall bargaining unit member. This file will be maintained in the central office. 2. The Association President shall be notified as to the location of personnel files. 3. A teacher making a secure request to view his/her file before noon shall have access by 3:00 p.m. the same day. A teacher making a request to view his/her 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 afternoon shall have access the next day. The only exception to the above policy is for an emergency (defined as an unforeseen, unexpected random event). 4. Bargaining unit members will be notified when/if their personnel file records are requested by non-school personnel. In the event of Instructional Employees. Any inspection of said file shall be at such a mutually agreeable time between request, the individual concerned, bargaining unit member may review his/her authorized representative(s)file in timely relation to the request and, and in the presence if feasible. prior to release of the responsible administrator(s)information. These personnel records shall include, 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 personnelbut are not limited to, the Board following items: a. Application for employment. including references b. Ohio Teaching Certificate c. Transcript of college credits showing official record d. Record of military service if applicable e. Record of tuberculosis test or x-xxx x. Member evaluations 5. Bargaining unit members will notify be notified when material is added and shall have the Instructional Employee that the inspection has been requested, opportunity to review and when it will take place. C. If an Instructional Employee believes that certain reply to all 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 statement to such material. The rebuttal shall be attached to the official file filed copy. D. 6. With the exception of items (a) and (f) above, (applications, references, and evaluations) bargaining unit members may challenge the accuracy of information contained in that member's file. If the member discovers something which he or she deems to be inaccurate, it is the responsibility of that member to provide substantiation for the correction and such corrections will be made. 7. Teachers shall be informed of any complaint by a parent and/or student which may become a matter of record. 8. Anonymous letters or materials shall not be placed in the Instructional Employeeteacher's file, file nor shall they be made a matter of record. E. If any non-District personnel requests 9. Each teacher shall have the right, upon request, to review an Instructional Employee’s the contents of his/her personnel file. A representative of the Association may, only those materials covered at the teacher's request, accompany the said member in such a review. 10. Written reprimands and/or critical letters or items of a disciplinary nature will be maintained in the member's file for a period not to exceed five (5) years. 11. Exceptions to Item 10 of this section may be made by Ohio’s the Superintendent or designee when the reprimand or disciplinary letters are material to a pending grievance or litigation. 12. Upon the request by the teacher, said teacher shall be entitled to a photocopy, at no cost, of the contents of his/her personnel file except employment references which are labeled confidential. 13. All personnel records are subject to and will be maintained in accordance with the Ohio Privacy Act and the Ohio Public Records Act Act. A bargaining unit member will be disclosednotified within one (1) workday with the date and the name of observer when his/her file is accessed. Copies of any copied materials will be supplied to the bargaining unit member within two (2) workdays. 14. All tile entries, except those detailed in Article V, Item A, Paragraph #1 and other entries which are considered to be "operational" (i.e. contracts, salary notices, tuition reimbursement information, etc.) shall be signed and dated by the Superintendent, principal or supervisor or any other administrator submitting the entry and the bargaining unit member shall receive a copy' when the entry is made.

Personnel Record File. ‌ A. A personnel There will be established and maintained one (1) official file of each Instructional Employee shall on all Professional Staff Members. This file will be maintained in a secure file the Central Office and should be locked at all times when not in the office of the Board of Educationuse. This Nothing in this Section shall be considered interpreted to prohibit individual principals/supervisors/administrators from maintaining a confidential file, and the only official file of recorded information of Instructional Employees maintained by the Board and administrationon individual Professional Staff Members under their supervision. B. Members Except in response to a valid subpoena or as required by the order of a court having jurisdiction to order the production of documents, or as otherwise required by law, the personnel file referred to in this Article shall not be released, made available for inspection, or in any other way disclosed to members of the Boardpublic for any reason. It is understood that nothing in this Section precludes the Treasurer of the BOARD from making public any official action of the BOARD, as reflected on the official minutes of the BOARD. C. Except as otherwise required by law, personnel files are privileged – open to inspection by the individual concerned, members of the BOARD administrative personnelpersonnel related to the area on a "need to know" basis, and authorized representatives of the Instructional Employees and Professional Staff Member. Neither 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, nor his/her authorized representative(s), and representative shall see confidential reference materials or college references. D. Any incidents of work included in the presence of official file must be acknowledged by 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, Professional Staff Member concerned. E. If and when it will take place. C. If an Instructional Employee believes a Professional Staff Member and the Superintendent or Director of Human Resources agree that there is adequate evidence that certain material in the said Professional Staff Member's official file is irrelevant, inappropriate, false, inappropriate or otherwise invalid, under Ohio's Privacy Actfalse or if validity of the complaint is sustained by the grievance procedure, such material may shall be challenged. removed from the file or corrected. F. If the Instructional Employee Professional Staff Member feels any material in the his/her personnel file is not relevantirrelevant, inappropriate, inappropriate or false, or otherwise invalid but is derogatory to his/her conduct, service, service or character, he/she shall have a the right to submit a written rebuttal answer to such material. The rebuttal material and his/her answer shall be attached to the official file copy. D. G. Anonymous letters or materials shall not be placed in the Instructional Employeea Professional Staff Member's file, file nor shall they be made a matter of record. E. If any nonH. Personnel record files may include, but not be restricted to some or all of the following: 1. Application for employment, including references (Confidential-District personnel requests not available to review an Instructional Employee’s personnel fileProfessional Staff Member or his/her representatives). 2. Copy of latest contract, only those materials covered by Ohio’s Public Records Act will be disclosedproperly signed, and/or salary notice.