Common use of Professional Personnel Records Clause in Contracts

Professional Personnel Records. A. A personnel file of all professional staff members shall be maintained in the office of the Board. This shall be considered the only official file of recorded information of professional staff members maintained by the Board and Administration. B. All materials placed in the personnel file of the professional staff member shall include the following: 1. A dated stamp of the date the item was placed in the file. 2. The initials of the Administrator and date of placing of the information in the file. C. Letters of recommendation and other related information used for initial employment may be retained in personnel files or maintained by the local Board or Administration including the following: 1. Official transcript of college work. 2. Copy(ies) of certification/licensure authorized by the State Department of Education. D. Anonymous letters or materials shall not be placed in a professional staff member's file, nor shall they be made a matter of record. E. Teachers shall be responsible for supplying one (1) copy of all certificates/licenses held to the Board Office; such certificates/licenses are to be maintained in a valid condition by the staff member. F. The employee shall have the right, upon request, to review the contents of his/her personnel file and to receive one (1) copy at no cost of any documents contained therein. An employee shall be entitled to have a representative of the Association accompany him/her during such review. G. No derogatory material may be placed in an employee's personnel file unless the employee has had an opportunity to receive a copy of the material. The employee shall have the right to acknowledge he/she has had the opportunity to review such material by affixing his/her signature and date to the copy to be filed, with the express understanding that such signature in no way indicates agreement with the contents thereof. The employee shall also have the right to submit a written answer to such material and his/her answer shall be submitted to the Superintendent or designee and attached to the file copy. H. Any materials entered into a professional staff member's file may be grieved as to the accuracy, relevance, timeliness, or completeness of such material. If it is found to lack in any of the aforementioned, it shall be removed from the professional staff member's file. I. Members of the Administration authorized to use personnel files of professional staff members shall be limited to the Superintendent, Treasurer of the Board and building principal(s) directly related to supervision of that professional staff member. J. Viewing of personnel files shall be subject to applicable law and court decisions. A record shall be kept with the file of those persons (other than authorized administrators and clerical personnel) who view the file and the date of each viewing. K. The Board shall take reasonable actions to protect the confidentiality of bargaining unit member personnel files to the fullest extent permitted by applicable law. L. The Professional Personnel Records as outlined in this Article shall be in lieu of ORC Section 1347. If any portion of this article is found to conflict with ORC Section 149.43, the provisions of ORC Section 149.43 shall prevail.

Professional Personnel Records. A. A The certified/licensed staff member’s main personnel file of all professional staff members shall be maintained located in the office of the Boardsuperintendent. This The main file shall be considered the only official file of recorded information of professional certified/licensed staff members maintained by the Board and Administration. B. All materials placed in the administration. Review of staff member(s) personnel file of is restricted to Administrative Staff, Central Office Personnel, or legal counsel. If others request to see the professional staff member shall include file, the followingfollowing procedures will be utilized: 1. A dated stamp The staff member shall be notified by the superintendent or designees that a request has been made to review the file. If requested, the name of the date person making the item was placed in request will be given to the filestaff member. 2. The initials review will take place after 24 hours of the Administrator request. Work days will be used to calculate the 24 hours. 3. The superintendent or representative may be present during this review. 4. The request will be honored during normal business hours. Provided, however, that nothing in this Article shall preclude an administrator from maintaining a separate file for his/her use in the day to day administration of his/her building, supervision and date evaluation of placing personnel. Provided further, however, that nothing in this Article shall preclude the treasurer from maintaining a separate financial file on a certified/licensed staff member. Upon request within a reasonable period of time, a certified/licensed staff member may inspect information in his/her file, except for confidential pre-employment records and recommendations. Normally, such request will be honored the same day it is made. The superintendent, or his/her designated representative, may be present during the inspection. Nothing contained herein shall permit inspection beyond regular business hours; or in a manner which disrupts the operation of the information administration office, or conflicts with the employee’s assignment. The staff member shall be entitled to a copy, at the staff member’s expense, of any material in his/her file which he/she is entitled to inspect hereunder. The following material may become a part of the file.staff member’s personnel file as a result of the evaluation process: A. Narrative appraisal reports; B. Recommendations; C. Letters of recommendation and other related information used for initial employment may be retained in personnel files or maintained by the local Board or Administration including the following: 1. Official transcript of college work. 2. Copy(ies) of certification/licensure authorized by the State Department of Education. D. Anonymous letters or materials shall not be placed in a professional staff member's file, nor shall they be made a matter of record. E. Teachers shall be responsible for supplying one (1) copy of all certificates/licenses held reprimand to the Board Office; such certificates/licenses are to be maintained in a valid condition by the staff member.; D. Supervisor’s report of staff evaluation; E. Any other item determined appropriate by the appraiser but with full knowledge of the staff member in reference; F. The employee shall have the right, upon request, to review the contents of his/her personnel file and to receive one (1) copy at no cost of any documents contained therein. An employee shall be entitled to have a representative Any written response of the Association accompany him/her during such reviewstaff member as provided in the evaluation process. G. No derogatory material may be placed in an employee's personnel file unless the employee has had an opportunity to receive a copy of the material. The employee shall have the right to acknowledge he/she has had the opportunity to review such material by affixing his/her signature and date to the copy to be filed, with the express understanding that such signature in no way indicates agreement with the contents thereof. The employee shall also have the right to submit a written answer to such material and his/her answer shall be submitted to the Superintendent or designee and attached to the file copy. H. Any materials entered into a professional staff member's file may be grieved as to the accuracy, relevance, timeliness, or completeness of such material. If it is found to lack in any of the aforementioned, it shall be removed from the professional staff member's file. I. Members of the Administration authorized to use personnel files of professional staff members shall be limited to the Superintendent, Treasurer of the Board and building principal(s) directly related to supervision of that professional staff member. J. Viewing of personnel files shall be subject to applicable law and court decisions. A record shall be kept with the file of those persons (other than authorized administrators and clerical personnel) who view the file and the date of each viewing. K. The Board shall take reasonable actions to protect the confidentiality of bargaining unit member personnel files to the fullest extent permitted by applicable law. L. The Professional Personnel Records as outlined in this Article shall be in lieu of ORC Section 1347. If any portion of this article is found to conflict with ORC Section 149.43, the provisions of ORC Section 149.43 shall prevail.

Professional Personnel Records. A. A Personnel records shall be kept up-to-date and on file for reference at all times. There shall be no more than one (1) personnel file of all professional staff members maintained for each employee. The personnel file shall be maintained in the office Central Office. A. All material to be placed in an employee’s personnel file that may be construed as critical of the Board. This an employee shall be considered the only official file of recorded information of professional staff members maintained read and signed by the Board employee. Such signature merely acknowledges the employee has read the material to be filed and Administrationdoes not necessarily indicate agreement with its content. B. All materials placed in The employee shall have the personnel right to answer any material filed and such answer shall be attached to the file of the professional staff member shall include the following: 1. A dated stamp of the date the item was placed in the file. 2. The initials of the Administrator and date of placing of the information in the filecopy. C. Letters of recommendation and other related information used for initial employment may be retained in personnel files or maintained by the local Board or Administration including the following: 1. Official transcript of college work. 2. Copy(ies) of certification/licensure authorized by the State Department of Education. D. Anonymous No unsubstantiated anonymous letters or materials shall not be placed in a professional staff member's file, an employee’s file nor shall they be made a matter of record. E. Teachers shall be responsible for supplying one (1) copy of all certificates/licenses held to the Board Office; such certificates/licenses are to be maintained in a valid condition by the staff member. F. The D. Each employee shall have the right, right upon requestrequest of the Personnel Office, to review the all contents of his/her the employee’s own personnel file within two (2) work days during regular business hours and to receive one (1) copy at no cost of any documents contained thereinshall be supervised by the Personnel Director or designee. An Should the Personnel Director or designee not be available, it shall be the first available day. The employee shall be entitled to have a representative of the Association employee’s choosing to accompany him/her the employee during such review. G. No derogatory material may . If the employee desires a copy of any of the contents so examined in the personnel file, the employee shall be placed provided the copy within a reasonable period of time. The first copy of any document in an employee's ’s personnel file unless shall be without charge. Unauthorized removal of any documents from the personnel file shall be grounds for termination. E. An employee may petition the Superintendent, in writing, to remove a document that the employee has had an opportunity claims to receive a copy be inaccurate, untimely, or unfair from the employee’s personnel file. The employee’s petition shall describe with specificity why the document is inaccurate, untimely, or unfair and may include any supporting evidence/documentation. The employee’s claim shall be sustained to the satisfaction of the materialSuperintendent or the material shall remain in the employee’s personnel file. The employee shall have the right approval to acknowledge he/she has had the opportunity to review remove such material by affixing his/her signature and date to the copy to Superintendent shall not be filed, with the express understanding that such signature in no way indicates agreement with the contents thereofunreasonably withheld. The employee shall also have the right to submit a written answer to such material and his/her answer All removed materials shall be submitted to the Superintendent or designee and attached to the file copy. H. Any materials entered placed into a professional staff member's file may be grieved as to the accuracy, relevance, timeliness, or completeness of such material. If it is found to lack in any of the aforementioned, it shall be removed from the professional staff member's designated District “dead” file. I. Members F. For confidentiality purposes, where an employee is required to provide medical certification or where a medical report is obtained from a Board selected or mutually selected physician pursuant to the requirements of this Agreement, the medical certification or medical reports shall be maintained in a separate confidential file which shall not be part of the Administration authorized to employee’s personnel file. Applications for use personnel files of professional staff members sick leave (see Appendix 4) shall be limited to maintained in the Superintendent, Treasurer of the Board and building principal(s) directly related to supervision of that professional staff member. J. Viewing of employee’s personnel files shall be subject to applicable law and court decisions. A record shall be kept with the file of those persons (other than authorized administrators and clerical personnel) who view the file and the date of each viewingshall not be confidential. K. The Board shall take reasonable actions to protect the confidentiality of bargaining unit member personnel files to the fullest extent permitted by applicable law. L. The Professional Personnel Records as outlined in this Article shall be in lieu of ORC Section 1347. If any portion of this article is found to conflict with ORC Section 149.43, the provisions of ORC Section 149.43 shall prevail.

Professional Personnel Records. A. 12.01 A personnel file of all professional staff members shall be maintained in the office of the Board. This To the extent allowed by law, this shall be considered a confidential file and the only official file of recorded information of professional staff members maintained by the Board and Administrationadministration. B. 12.02 Individual professional staff members shall have access to their personnel file upon request. Requests of staff members to have access to their personnel files shall be handled by the Superintendent or his designated representative. 12.03 To the extent allowed by law, members of the administration authorized to use personnel files of professional staff members shall be limited to the Superintendent and personnel who are directly related to supervision of that staff member. 12.04 All materials placed in the personnel file of the professional staff member shall include the following: 1. A dated stamp of the A. The date the item was placed in the file. 2. The B. Initials and dates of the affected staff member in whose file the entry is being made and the initials of the Administrator and date of administrator placing of the information in the file. The employee’s initials only indicate that he or she has seen the document; initialing is mandatory if requested by the administration. C. Letters 12.05 A staff member shall be notified of recommendation and other related information used for initial employment the intent of the administration to place in his/her personnel file any material which may be retained considered critical or complimentary of the conduct, performance, character or personality of the professional staff member and shall be provided the opportunity to read any such material at the time it is placed in such personnel files file. In addition, such staff members will have the opportunity to appeal to the Superintendent on the placement of any such material in the personnel file. The professional staff member shall acknowledge that he/she has read the material by affixing his/her signature or maintained initials to the copy to be filed. Signature of a staff member shall not indicate agreement with the content of the material, but indicates only that the material has been inspected by the local Board or Administration including staff member. The staff member shall also have the following: 1. Official transcript of college workopportunity to reply to such critical material in a written statement to be entered in the personnel file. 212.06 Staff members shall be informed of any complaint by a parent and/or student which is directed toward them if such will become a matter of record. Copy(ies) of certification/licensure authorized by the State Department of EducationThe provisions above shall be applicable to such complaints. D. 12.07 Anonymous letters or materials shall not be placed in a professional staff member's ’s file, nor shall they be made a matter of record. E. Teachers 12.08 A staff member shall be responsible for supplying one (1) copy entitled to a copy, at Board expense, of all certificates/licenses held to the Board Office; such certificates/licenses are to be maintained any material in a valid condition by the staff member. F. The employee shall have the right, upon request, to review the contents of his/her personnel file no more than once per school year. 12.09 A staff member may periodically review his/her personnel file including personnel files maintained by the Director or supervisors and to receive one (1) copy at no cost of any documents contained therein. An employee shall be entitled to have a representative copy of any material in that file. At the option of the Association accompany him/her staff member, a third party selected by the affected staff member may be present during such review. G. No derogatory material 12.10 All files wherever they may be placed in an employee's personnel file unless the employee has had an opportunity to receive a copy of the material. The employee shall have the right to acknowledge he/she has had the opportunity to review such material by affixing his/her signature and date to the copy to housed will be filed, maintained with the express understanding that such signature in no way indicates agreement with the contents thereof. The employee shall also have the right to submit a written answer to such material and his/her answer shall be submitted to the Superintendent or designee and attached to the file copy. H. Any materials entered into a professional staff member's file may be grieved as to the accuracy, relevance, timeliness, or completeness of such materialand completeness. If it is any file(s) are found to lack in any of the aforementioned, it they shall be removed from the staff member’s file. Information in the personnel file may be removed upon mutual agreement of the professional staff member's file. I. Members of member and the Administration authorized to use personnel files of professional staff members shall be limited to administrator making the entry or the Superintendent, Treasurer of the Board and building principal(s) directly related to supervision of that professional staff member. J. Viewing of personnel files shall be subject to applicable law and court decisions. A record shall be kept with the file of those persons (other than authorized administrators and clerical personnel) who view the file and the date of each viewing. K. The Board shall take reasonable actions to protect the confidentiality of bargaining unit member personnel files to the fullest extent permitted by applicable law. L. The Professional Personnel Records as outlined in this Article shall be in lieu of ORC Section 1347. If any portion of this article is found to conflict with ORC Section 149.43, the provisions of ORC Section 149.43 shall prevail.

Professional Personnel Records. A. A personnel file of for all professional staff members employees shall be maintained in the office of the Board. This While other personnel files may be maintained by the building principals, the files maintained in the office of the Board shall be considered the only official file of or recorded information of professional staff members employees maintained by the Board and Administration. B. administration. Employees shall have access to their personnel file upon request and may receive, at Board expense, a copy of any documents contained therein. Requests of employees to have access to their personnel files shall be handled by the Superintendent. All materials placed in the personnel file of the professional staff member employee shall include the following: 1. A dated stamp of the date the item was placed in the file. 2. An employee shall be notified of the intent of the administration to place in his/her file (including personnel files maintained by any building principal or at any location outside of the Board office) any material which may be considered critical or complimentary of the conduct, performance, character or personality of the employee. Said employee shall be provided the opportunity to read any such material prior to its being placed in such personnel file. The initials of employee shall acknowledge that he/she has read the Administrator material by affixing his/her signature and date of placing signing to the copy to be filed. Signature of an employee shall not indicate agreement with the content of the information material, but indicates only that the material has been inspected by the employee. The employee will be provided, without cost, a true copy of any material placed in his/her file when such material is placed in the file. C. Letters of recommendation and other related information used for initial employment may be retained in file (including any personnel files or maintained by the local building principal or at any location outside the Board office). All personnel information shall be maintained with such accuracy, relevance, timeliness, and completeness as is necessary to assure fairness in any determination made with respect to the employee on the basis of the information. If any materials or Administration including information contained in the following: 1personnel information system are inaccurate, irrelevant, untimely, or incomplete, they shall be removed from the system. Official transcript of college work. 2The employee shall have the opportunity to reply to any critical material in a written statement to be entered in the personnel file. Copy(ies) of certificationSuch reply must be presented to the building principal, who shall affix his/licensure authorized her signature thereto, acknowledging that the building principal has read the reply. Such signature shall not indicate agreement by the State Department principal with the content of Education. D. the reply. Employees shall be informed of any complaint by a parent and/or student which is directed toward them if such will become a matter of record. The provisions applicable to personnel records shall be applicable to such complaints. Anonymous letters or materials shall not be placed in a professional staff memberan employee's file, nor shall they be made a matter of record. E. Teachers shall be responsible for supplying one (1) copy of all certificates/licenses held to the Board Office; such certificates/licenses are to be maintained in a valid condition by the staff member. F. The . An employee shall have the right, upon request, to may periodically review the contents of his/her personnel file including personnel files maintained by building principals, and to receive one (1) copy at no cost of any documents contained therein. An employee shall be entitled to have a copy of any material in that file. A third party selected by the employee at the option of the employee may be present during such review. A representative of the Association accompany him/her administration, at the option of the administration, may also be present during such review. G. No derogatory material . Information in the personnel file may be removed upon mutual agreement of the employee and the administrator making the entry or the Superintendent. The employee may submit letters of merit which shall be placed in an employee's personnel file unless the employee has had an opportunity to receive a copy of the material. The employee shall have the right to acknowledge he/she has had the opportunity to review such material by affixing his/her signature and date to the copy to be filed, with the express understanding that such signature in no way indicates agreement with the contents thereof. The employee shall also have the right to submit a written answer to such material and his/her answer shall be submitted to the Superintendent or designee and attached to the file copy. H. Any materials entered into a professional staff member's file may be grieved as to the accuracy, relevance, timeliness, or completeness of such material. If it is found to lack in any of the aforementioned, it shall be removed from the professional staff member's their file. I. Members of the Administration authorized to use personnel files of professional staff members shall be limited to the Superintendent, Treasurer of the Board and building principal(s) directly related to supervision of that professional staff member. J. Viewing of personnel files shall be subject to applicable law and court decisions. A record shall be kept with the file of those persons (other than authorized administrators and clerical personnel) who view the file and the date of each viewing. K. The Board shall take reasonable actions to protect the confidentiality of bargaining unit member personnel files to the fullest extent permitted by applicable law. L. The Professional Personnel Records as outlined in this Article shall be in lieu of ORC Section 1347. If any portion of this article is found to conflict with ORC Section 149.43, the provisions of ORC Section 149.43 shall prevail.