Common use of Personnel Record Clause in Contracts

Personnel Record. A. A teacher‟s personnel file, excluding the confidential portions, will be open to that teacher or any party that the teacher so designates in writing. The confidential portion will include only college credentials and letters of recommendation by former employers. The teacher will be informed in writing of any addition to his/her personnel file excluding regular annual evaluations and transcripts. Additions to a personnel file will be limited to reports or letters by the teacher‟s supervisor and responses by the teacher. Documents may not be removed from the file without the teacher‟s permission. Documents contained in the personnel file must be initialed or signed by the teacher indicating that he or she has viewed the document. Anything not signed cannot be used as evidence in any disciplinary or discharge proceeding. B. There will be only one (1) personnel file that will be kept in the District central office. There will be no secret or alternative files kept in the District, with the exception of the past practice file (see C.). However, this will not preclude administrators from keeping working files for their own use. Employees will be able to view the contents of these files with right of verbal or written response. Official observation materials may be retained in the building. All other materials will be maintained for a maximum of one (1) calendar year from the original date on the written material, and then must be purged. C. The School District will establish a past practice file. A past practice file will contain personnel files of former employees, documents removed from current employees‟ personnel files and/or investigation reports of incidents which did not result in disciplinary action. An employee‟s records in the past practice file will not be used to evaluate and/or discipline the same individual employee. The information in the past practice file may only be used to substantiate and/or clarify past instances. An employee has access to his/her file and may grant access to the Association. Each file, including a personnel file, will have an access list in the front that must be signed and dated by any person accessing the file. The Superintendent is responsible for the access to these files.

Personnel Record. A. A teacher‟s teacher’s personnel file, excluding the confidential portions, will be open to that teacher or any party that the teacher so designates in writing. The confidential portion will include only college credentials and letters of recommendation by former employers. The teacher will be informed in writing of any addition to his/her personnel file excluding regular annual evaluations and transcripts. Additions to a personnel file will be limited to reports or letters by the teacher‟s teacher’s supervisor and responses by the teacher. Documents may not be removed from the file without the teacher‟s teacher’s permission. Documents contained in the personnel file must be initialed or signed by the teacher indicating that he or she has viewed the document. Anything not signed cannot be used as evidence in any disciplinary or discharge proceeding. B. There will be only one (1) personnel file that will be kept in the District central office. There will be no secret or alternative files kept in the District, with the exception of the past practice file (see C.). However, this will not preclude administrators from keeping working files for their own use. Employees will be able to view the contents of these files with right of verbal or written response. Official observation materials may be retained in the building. All other materials will be maintained for a maximum of one (1) calendar year from the original date on the written material, and then must be purged. C. The School District will establish a past practice file. A past practice file will contain personnel files of former employees, documents removed from current employees‟ employees’ personnel files and/or investigation reports of incidents which did not result in disciplinary action. An employee‟s employee’s records in the past practice file will not be used to evaluate and/or discipline the same individual employee. The information in the past practice file may only be used to substantiate and/or clarify past instances. An employee has access to his/her file and may grant access to the Association. Each file, including a personnel file, will have an access list in the front that must be signed and dated by any person accessing the file. The Superintendent is responsible for the access to these files.

Personnel Record. A. A teacher‟s teacher’s personnel file, excluding the confidential portions, will be open to that teacher or any party that the teacher so designates in writing. The confidential portion will include only college credentials and letters of recommendation by former employers. The teacher will be informed in writing of any addition to his/her personnel file excluding regular annual evaluations and transcripts. Additions to a personnel file will be limited to reports or letters by the teacher‟s teacher’s supervisor and responses by the teacher. Documents may not be removed from the file without the teacher‟s teacher’s permission. Documents contained in the personnel file must be initialed or signed by the teacher indicating that he or she has viewed the document. Anything not signed cannot be used as evidence in any disciplinary or discharge proceeding. B. There will be only one (1) personnel file that will be kept in the District central office. There will be no secret or alternative files kept in the District, with the exception of the past practice file (see C.). However, this will not preclude administrators from keeping working files for their own use. Employees will be able to view the contents of these files with right of verbal or written response. Official observation materials may be retained in the building. All other materials will be maintained for a maximum of one (1) calendar year from the original date on the written material, and then must be purged. C. The School District will establish a past practice file. A past practice file will contain personnel files of former employees, documents removed from current employees‟ employees’ personnel files and/or investigation reports of incidents which did not result in disciplinary action. An employee‟s employee’s records in the past practice file will not be used to evaluate and/or discipline the same individual employee. The information in the past practice file may only be used to substantiate and/or clarify past instances. An employee has access to his/her file and may grant access to the Association. Each file, including a personnel file, will have an access list in the front that must be signed and dated by any person accessing the file. The Superintendent is responsible for the access to these files.