Common use of TEACHER FILES Clause in Contracts

TEACHER FILES. 7.1 The teacher shall have the right to review the contents of the teacher’s District personnel file and building file, except for confidential references given prior to the time of employment. 7.2 Any complaint directed toward a teacher shall not become a matter of formal record until the building principal or appropriate administrator has discussed the complaint with the teacher and conducted whatever investigation the administrator deems appropriate. (See Appendix E.) Teachers are entitled to know the identity and source of all such complaints. Teachers may request, through their building principal, a conference with the person making the complaint. If the principal determines that a conference is appropriate under the circumstances, the principal will attempt to make the necessary arrangements. 7.2.1 Any comments of a positive nature which are submitted for inclusion in a teacher’s personnel file by the teacher’s immediate supervisor shall be brought to the attention of the teacher, signed by the teacher, and then placed in the file. 7.3 No materials derogatory to a teacher’s conduct, service, character, or personality shall be placed in that teacher’s building file or the District’s personnel file unless the teacher has read such materials. The teacher shall acknowledge reading such materials by signing the copy to be placed in the file, understanding that the signature merely means that the teacher has read such materials and does not mean that the teacher necessarily agrees with the statements contained therein. The teacher shall have the right to file a written reply to such materials within ten (10) days of their being placed in the file. The reply shall be attached to the report to which it pertains. 7.4 Teachers may duplicate only materials that do not include pre-employment information which are contained within such files. This may be done for their own use and at their own expense. 7.5 If a teacher believes that certain material in the teacher’s files contains an inaccurate commentary concerning the teacher’s job performance, the teacher may file a grievance seeking removal of such material; provided, however, that this Article 7.5 shall not apply to observation or evaluation reports. 7.6 The District shall not publish or share information regarding the evaluation ratings of any licensed employee with anyone other than the employee who was the subject of the evaluation, District administrators, or other individuals legally entitled to review such information, unless the employee consents in writing that the evaluation ratings and information may be shared and with whom.

TEACHER FILES. 7.1 1. The Board of Education agrees to maintain only one (1) personnel file to be housed in the Superintendent’s office. 2. Any information being added to a teachers personnel file will require written notification to the teacher. Only the Superintendent may place information in the personnel file. Any anonymous material or documents shall not be placed into a teacher’s personnel file. 3. If the teacher disputes the accuracy, relevance, timeliness, or completeness of information on him or her maintained in said file, he or she may request that the Board investigate the current status of the information within a reasonable time of receiving the request. The Board must make a reasonable investigation to determine if the disputed information applies with the provision of law. 4. Said teacher shall have the right to review add rebuttal or request a hearing with the contents Board of Education on any material in his/her file that he/she deems incorrect or incomplete. 5. The Board further agrees that any teacher will have full and complete access to any file being maintained on said teacher. 6. Any teacher may place pertinent documentation in his/her file by requesting the Superintendent to do so as stipulated in 2. 7. If a teacher wishes to see his/her personnel file, he/she must have it presented to him/her by the Superintendent or the Superintendent’s designee and the Superintendent or designee must be present the entire time the teacher is viewing his/her file. The time limit for viewing such file would be one-half (1/2) hour unless a longer time is agreeable to the teacher and the Superintendent. A teacher or Association representative (with written permission of the teacher’s District ) shall be allowed to copy personnel file and building file, except for confidential references given prior materials at no cost to the time of employmentteacher or Association representative. 7.2 Any complaint directed toward a 8. A teacher shall not become a matter of formal record until petition the building principal or appropriate administrator has discussed the complaint with the teacher and conducted whatever investigation the administrator deems appropriate. Superintendent to have any items (See Appendix E.including disciplinary materials) Teachers are entitled to know the identity and source of all such complaints. Teachers may request, through removed from their building principal, a conference with the person making the complaintpersonnel file. If the principal determines that a conference request for expungement is appropriate under the circumstancesdenied, the principal will attempt to make teacher may re-petition the necessary arrangements. 7.2.1 Any comments Superintendent after one (1) year has elapsed. There shall be no record of a positive nature which are submitted any expungement of the personnel file. Items being petitioned for inclusion expungement must have been in a the teacher’s personnel file by the teacher’s immediate supervisor for at least two (2) years. Written reprimands shall be brought to removed from the attention of employee’s file after two (2) years and suspensions shall be removed from the teacheremployee’s file after three (3) years, signed by the teacherexcept for safety violations, legal violations, and then placed in the filemisconduct involving student well-being, which shall remain indefinitely. 7.3 No materials derogatory to a teacher’s conduct, service, character, or personality shall be placed in that teacher’s building file or the District’s personnel file unless the teacher has read such materials. The teacher shall acknowledge reading such materials by signing the copy to be placed in the file, understanding that the signature merely means that the teacher has read such materials and does not mean that the teacher necessarily agrees with the statements contained therein. The teacher shall have the right to file a written reply to such materials within ten (10) days of their being placed in the file. The reply shall be attached to the report to which it pertains. 7.4 Teachers may duplicate only materials that do not include pre-employment information which are contained within such files. This may be done for their own use and at their own expense. 7.5 If a teacher believes that certain material in the teacher’s files contains an inaccurate commentary concerning the teacher’s job performance, the teacher may file a grievance seeking removal of such material; provided, however, that this Article 7.5 shall not apply to observation or evaluation reports. 7.6 The District shall not publish or share information regarding the evaluation ratings of any licensed employee with anyone other than the employee who was the subject of the evaluation, District administrators, or other individuals legally entitled to review such information, unless the employee consents in writing that the evaluation ratings and information may be shared and with whom.

TEACHER FILES. 7.1 The teacher shall have the right to review the contents of the teacher’s District personnel file and building file, except for confidential references given prior to the time of employment. 7.2 Any complaint directed toward a teacher shall not become a matter of formal record until the building principal or appropriate administrator has discussed the complaint with the teacher and conducted whatever investigation the administrator deems appropriate. (See Appendix E.) Teachers are entitled to know the identity and source of all such complaints. Teachers may request, through their building principal, a conference with the person making the complaint. If the principal determines that a conference is appropriate under the circumstances, the principal will attempt to make the necessary arrangements. 7.2.1 Any comments of a positive nature which are submitted for inclusion in a teacher’s personnel file by the teacher’s immediate supervisor shall be brought to the attention of the teacher, signed by the teacher, and then placed in the file. 7.3 No materials derogatory to a teacher’s conduct, service, character, or personality shall be placed in that teacher’s building file or the District’s personnel file unless the teacher has read such materials. The teacher shall acknowledge reading such materials by signing the copy to be placed in the file, understanding that the signature merely means that the teacher has read such materials and does not mean that the teacher necessarily agrees with the statements contained therein. The teacher shall have the right to file a written reply to such materials within ten (10) days of their being placed in the file. The reply shall be attached to the report to which it pertains. 7.4 Teachers may duplicate only materials that do not include pre-employment information which are contained within such files. This may be done for their own use and at their own expense. 7.5 If a teacher believes that certain material in the teacher’s files contains an inaccurate commentary concerning the teacher’s job performance, the teacher may file a grievance seeking removal of such material; provided, however, that this Article 7.5 shall not apply to observation or evaluation reports. 7.6 The District shall not publish or share information regarding the evaluation ratings of any licensed employee with anyone other than the employee who was the subject of the evaluation, District administrators, or other individuals legally entitled to review such information, unless the employee consents in writing that the evaluation ratings and information may be shared and with whom.

TEACHER FILES. 7.1 15.1 The official teacher file is the one maintained in the Human Resources Office. Materials from files kept in a school shall be used primarily for the improvement of a teacher's performance. These files shall be maintained in accordance with 15.3. Documentation regarding unsatisfactory performance in the District shall be removed from all school files after three years of satisfactory performance and from all district files after five years of satisfactory performance. Documentation regarding improper teacher conduct in the following areas will remain in the file: · Conduct which violates the law; · Physical contact with students; · Conduct involving drugs or alcohol; · Sexual conduct. 15.2 A teacher’s file will only be maintained in the District Human Resources Office for as long as a person is employed and for five years following their termination. At that time, the file will be removed to another storage space and maintained according to the Utah School Districts General Retention Schedule. 15.3 All teacher personnel files shall be maintained under the following conditions: 15.3.1 Materials shall be available at the teacher’s request for inspection except as noted in 15.3.4 below. 15.3.2 No unfavorable entry shall be made in a teacher's file unless the teacher has an opportunity to read the material before the end of the school year during which the principal became aware of the occurrence or condition upon which the entry is based. The teacher shall acknowledge that the teacher has read such material by providing their signature and the date on the copy to be filed. It is understood that the teacher's signature does not indicate agreement with the content of the material and will serve only to verify that the material was shown to the teacher. If the teacher desires a copy of the material, the teacher may make and keep a copy. 15.3.2.1 If a teacher refuses to provide their signature on the copy to be filed, such notation will be made on the material. 15.3.2.2 Only documented statements shall be filed. 15.3.3 The teacher shall have the right to review answer any material filed, and the contents of answer shall be reviewed by the teacher’s District personnel file Human Resources director and building file, except for confidential references given prior attached to the time of employmentfile copy. 7.2 Any complaint directed toward a teacher 15.3.4 All legally privileged references and information shall be held in confidence and, therefore, are not become a matter of formal record until the building principal or appropriate administrator has discussed the complaint with the teacher subject to this Agreement and conducted whatever investigation the administrator deems appropriate. (See Appendix E.) Teachers are entitled to know the identity and source of all such complaints. Teachers may request, through their building principal, a conference with the person making the complaint. If the principal determines that a conference is appropriate under the circumstances, the principal will attempt to make the necessary arrangements. 7.2.1 Any comments of a positive nature which are submitted not available for inclusion in a teacher’s personnel file inspection by the teacher’s immediate supervisor . University placement files and references obtained from outside the District, or before a person is employed, is privileged material. 15.3.5 Teachers who claim that material in their file is inaccurate shall be brought to the attention of the teacher, signed by the teacher, and then placed in the file. 7.3 No materials derogatory to a teacher’s conduct, service, character, or personality shall be placed in that teacher’s building file or the District’s personnel file unless the teacher has read such materials. The teacher shall acknowledge reading such materials by signing the copy to be placed in the file, understanding that the signature merely means that the teacher has read such materials and does not mean that the teacher necessarily agrees with the statements contained therein. The teacher shall have the right to file a written reply to such materials within ten (10) days of their being placed in the file. The reply shall be attached to the report to which it pertains. 7.4 Teachers may duplicate only materials that do not include pre-employment information which are contained within such files. This may be done for their own use and at their own expense. 7.5 If a teacher believes that certain material in the teacher’s files contains an inaccurate commentary concerning the teacher’s job performance, the teacher may file a grievance seeking removal of such material; provided, however, that this Article 7.5 shall not apply to observation or evaluation reports. 7.6 The District shall not publish or share information regarding the evaluation ratings of any licensed employee with anyone other than the employee who was the subject of the evaluation, District administrators, or other individuals legally entitled to review such information, unless an informal hearing on the employee consents in writing that the evaluation ratings and information may be shared and with whommatter pursuant to Article 6.

TEACHER FILES. 7.1 A. No evaluative materials, excluding references and information obtained in the process of evaluating the teacher for employment, shall be placed in a teacher's file unless the teacher has an opportunity to read the material. The teacher shall acknowledge that he or she has read such material by affixing his or her signature on the actual copy to be filed with the understanding that such signature merely signifies that the teacher has read the material to be filed. Such signature does not necessarily indicate agreement with its content. B. The teacher shall have the right to answer any material filed, and the teacher's answer shall be reviewed by the building principal and the Superintendent and attached to the file copy. C. Upon reasonable notice, the teacher may review the contents of any of his or her files at the teacher’s District personnel file and Education Center with the Assistant Superintendent for Human Resources or designee or at the building file, except for confidential references given prior to the time of employment. 7.2 Any complaint directed toward a teacher shall not become a matter of formal record until with the building principal or appropriate administrator has discussed the complaint principal's designee. Upon request, the teacher shall be given a copy of the current formal evaluation report. A representative of the Congress or another representative of the teacher's choice may accompany him or her. X. Xxxxxxxxxxxxxx received by the District relative to a teacher shall be treated with the utmost discretion. If, after investigation by management, the contents are believed to be significant, the named teacher and conducted whatever investigation the administrator deems appropriate. (See Appendix E.) Teachers are entitled to know the identity and source of all such complaints. Teachers may request, through their building principal, a conference with the person making the complaintshall be promptly informed. If the principal determines that a conference correspondence is appropriate under the circumstancesto be filed, the principal will attempt teacher shall have the right to make written response. Said response shall be attached to all file copies of the necessary arrangements. 7.2.1 original letter. Any comments such letter must be filed within 12 months of a positive nature which are submitted for inclusion in a teacher’s personnel file its receipt by the teacher’s immediate supervisor shall be brought to the attention of the teacher, signed by the teacher, and then placed in the file. 7.3 No materials derogatory to a teacher’s conduct, service, character, or personality shall be placed in that teacher’s building file or the District’s personnel file unless the teacher has read such materials. The teacher shall acknowledge reading such materials by signing the copy to be placed in the file, understanding that the signature merely means that the teacher has read such materials and does not mean that the teacher necessarily agrees with the statements contained thereindistrict. The teacher shall have the right to file a written reply grieve to the Superintendent of Schools whether such materials within ten (10) days of their being placed in the filecorrespondence is inaccurate and/or unfair. The reply Superintendent's determination can be appealed to the Board of Education whose decision shall be attached final. E. Upon request, single photo copies of the contents and records of his or her file, except such confidential references given at the time of the teacher's employment, shall be made available to the report to which it pertainsteacher. 7.4 Teachers may duplicate only materials that do not include pre-employment information which are contained within such files. This may F. Two personnel files shall be done for their own use and kept on a teacher, one at their own expense. 7.5 If a teacher believes that certain material in the teacher’s files contains an inaccurate commentary concerning the teacher’s job performance's school, the teacher may file a grievance seeking removal other at the Education Center. Copies of such material; provided, however, that this Article 7.5 all evaluative material shall not apply to observation or evaluation reportsbe maintained at the Education Center. 7.6 The District shall not publish or share information regarding the evaluation ratings of any licensed employee with anyone other than the employee who was the subject of the evaluation, District administrators, or other individuals legally entitled to review such information, unless the employee consents in writing that the evaluation ratings and information may be shared and with whom.

TEACHER FILES. 7.1 A. No evaluative materials, excluding references and information obtained in the process of evaluating the teacher for employment, shall be placed in a teacher's file unless the teacher has an opportunity to read the material. The teacher shall acknowledge that he or she has read such material by affixing his or her signature on the actual copy to be filed with the understanding that such signature merely signifies that the teacher has read the material to be filed. Such signature does not necessarily indicate agreement with its content. B. The teacher shall have the right to answer any material filed, and the teacher's answer shall be reviewed by the building principal and the Superintendent and attached to the file copy. C. Upon reasonable notice, the teacher may review the contents of any of his or her files at the teacher’s District personnel file and Education Center with the Assistant Superintendent for Human Resources or designee or at the building file, except for confidential references given prior to the time of employment. 7.2 Any complaint directed toward a teacher shall not become a matter of formal record until with the building principal or appropriate administrator has discussed the complaint principal's designee. Upon request, the teacher shall be given a copy of the current formal evaluation report. A representative of the Congress or another representative of the teacher's choice may accompany him or her. D. Correspondence received by the District relative to a teacher shall be treated with the utmost discretion. If, after investigation by management, the contents are believed to be significant, the named teacher and conducted whatever investigation the administrator deems appropriate. (See Appendix E.) Teachers are entitled to know the identity and source of all such complaints. Teachers may request, through their building principal, a conference with the person making the complaintshall be promptly informed. If the principal determines that a conference correspondence is appropriate under the circumstancesto be filed, the principal will attempt teacher shall have the right to make written response. Said response shall be attached to all file copies of the necessary arrangements. 7.2.1 original letter. Any comments such letter must be filed within 12 months of a positive nature which are submitted for inclusion in a teacher’s personnel file its receipt by the teacher’s immediate supervisor shall be brought to the attention of the teacher, signed by the teacher, and then placed in the file. 7.3 No materials derogatory to a teacher’s conduct, service, character, or personality shall be placed in that teacher’s building file or the District’s personnel file unless the teacher has read such materials. The teacher shall acknowledge reading such materials by signing the copy to be placed in the file, understanding that the signature merely means that the teacher has read such materials and does not mean that the teacher necessarily agrees with the statements contained thereindistrict. The teacher shall have the right to file a written reply grieve to the Superintendent of Schools whether such materials within ten (10) days of their being placed in the filecorrespondence is inaccurate and/or unfair. The reply Superintendent's determination can be appealed to the Board of Education whose decision shall be attached final. E. Upon request, single photo copies of the contents and records of his or her file, except such confidential references given at the time of the teacher's employment, shall be made available to the report to which it pertainsteacher. 7.4 Teachers may duplicate only materials that do not include pre-employment information which are contained within such files. This may F. Two personnel files shall be done for their own use and kept on a teacher, one at their own expense. 7.5 If a teacher believes that certain material in the teacher’s files contains an inaccurate commentary concerning the teacher’s job performance's school, the teacher may file a grievance seeking removal other at the Education Center. Copies of such material; provided, however, that this Article 7.5 all evaluative material shall not apply to observation or evaluation reportsbe maintained at the Education Center. 7.6 The District shall not publish or share information regarding the evaluation ratings of any licensed employee with anyone other than the employee who was the subject of the evaluation, District administrators, or other individuals legally entitled to review such information, unless the employee consents in writing that the evaluation ratings and information may be shared and with whom.

TEACHER FILES. 7.1 1. There shall be only one (1) personnel file for each teacher, and that file shall be maintained at the Board office. The teacher personnel file shall contain only material relevant to the employment of the teacher. 2. Teachers have the right to review their file. Teachers shall inform the contents Board of any inaccuracies or omissions regarding the information in their file. 3. After receiving a request from a teacher, the Superintendent of Schools or designate, shall grant access to that teacher’s District personnel file and building file, except for confidential references given prior to the time of employmentwithout delay. 7.2 Any complaint directed toward 4. An appropriate Board official shall be present when a teacher shall not become a matter reviews her/his file. The teacher may also be accompanied by an individual of formal record until the building principal or appropriate administrator has discussed the complaint with the teacher and conducted whatever investigation the administrator deems appropriate. (See Appendix E.) Teachers are entitled to know the identity and source of all such complaints. Teachers may request, through their building principal, a conference with the person making the complaint. If the principal determines that a conference is appropriate under the circumstances, the principal will attempt to make the necessary arrangementsher/his choosing. 7.2.1 Any comments of a positive nature which are submitted for inclusion in a teacher’s personnel file by the teacher’s immediate supervisor shall be brought to the attention 5. Material critical of the teacher, signed by the teacher, and then placed or in the file. 7.3 No materials derogatory to nature of a teacher’s conductreprimand, service, character, or personality shall be placed in that teacher’s building file or the District’s personnel file unless the teacher has read such materials. The teacher shall acknowledge reading such materials by signing the copy to may only be placed in the personnel file as described in Article E.25.1 above. a. When such material is placed in the teacher’s file, understanding that the signature merely means that the teacher has read such materials and does not mean that the teacher necessarily agrees with the statements contained therein. The shall receive a copy without delay. b. A teacher shall have the right opportunity to file attach a written reply rebuttal to such materials any material critical of the teacher, or in the nature of a reprimand, contained in the personnel file. c. The teacher may apply to have this material removed three (3) years after the filing provided that no further material of that nature has been subsequently filed. Such request shall not be unreasonably denied. 6. Personnel files shall be in the custody of the Superintendent of Schools at the Board offices and shall be accessible only to the employee, to the Association with written agreement of the employee and to the appropriate administrative/Board officials of the School District. Access to personnel files shall be restricted to reasons relevant to the employment of the teacher. 7. One (1) school-based file may be maintained at the teacher’s current assignment. a. That file shall be held by the principal in a secure and confidential manner. b. On request, each teacher shall have access to her/his file without delay. c. This file shall be given to the teacher upon request when the teacher leaves that school. 8. If any information contained within ten (10) days of their being the files above is stored electronically then a note to that effect must be placed in the file. The reply shall file with electronic filing details, and this file data must be attached to deleted when the report to which teachers leaves the school or when it pertainsis removed as per E.25.7.c above. 7.4 Teachers may duplicate only materials that do not include pre-employment information which are contained within such files. This may be done for their own use and at their own expense. 7.5 If a teacher believes that certain material in the teacher’s files contains an inaccurate commentary concerning the teacher’s job performance, the teacher may file a grievance seeking removal of such material; provided, however, that this Article 7.5 shall not apply to observation or evaluation reports. 7.6 The District shall not publish or share information regarding the evaluation ratings of any licensed employee with anyone other than the employee who was the subject of the evaluation, District administrators, or other individuals legally entitled to review such information, unless the employee consents in writing that the evaluation ratings and information may be shared and with whom.

TEACHER FILES. 7.1 The teacher A. There shall have be two (2) types of teacher's files, permanent and current. Permanent files shall be defined as those maintained by the right to review Superintendent of Schools. Current files shall be those maintained by administrators other than the contents of the teacher’s District personnel file and building file, except for confidential references given prior to the time of employmentSuperintendent. 7.2 Any complaint directed toward a B. All permanent teacher files shall not become a matter of formal record until the building principal or appropriate administrator has discussed the complaint with the teacher and conducted whatever investigation the administrator deems appropriate. (See Appendix E.) Teachers are entitled to know the identity and source of all such complaints. Teachers may request, through their building principal, a conference with the person making the complaint. If the principal determines that a conference is appropriate be maintained under the following circumstances, the principal will attempt to make the necessary arrangements.: 7.2.1 Any comments of a positive nature which are submitted for inclusion in a teacher’s personnel file by the teacher’s immediate supervisor shall be brought to the attention of the teacher, signed by the teacher, and then placed in the file. 7.3 1. No materials derogatory to a teacher’s conduct, service, character, or personality material shall be placed in that teacher’s building file or the District’s personnel a teachers' file unless the teacher has been given an opportunity to read such materialsthe material. The teacher shall acknowledge reading such materials that he/she has read the material by signing affixing his/her signature on the actual copy to be placed in the file, understanding that the filed. Such signature merely means that the teacher has read such materials and does not mean that the teacher necessarily agrees indicate agreement with the statements contained thereincontent of the material. The teacher No person other than the Superintendent, Principal, Assistant Principal or designated administrative secretary shall have access to the materials in this file. Teachers shall have the right opportunity to file a written reply to such materials refute in writing within ten (10) school days of their being placed in the file. The reply shall be any statement and have such statement attached to the report to which it pertainsmaterial. 7.4 Teachers may duplicate only materials that do not include pre-employment information which are contained within such files2. Upon written request by the teacher to the Superintendent, an appointment shall be made at a mutually convenient time for the teacher to review his/her file. This may appointment shall be done for their own use and at their own expensearranged within two (2) work days following receipt of a written request, except in unusual circumstances. 7.5 If a. The file will be read in the presence of one of the following: Superintendent, Principal, Assistant Principal or designated administrative secretary. b. The teacher and designated administrative secretary or administrator present during the review shall co-sign a note of inspection made out by the designated administrative secretary. This note shall be dated and shall be inserted in the teacher's file. C. All current teacher believes files shall be maintained under the following circumstances: 1. The administrator may insert any material he/she deems appropriate into the teacher’s file and the administrator must notify the teacher. The teacher may request in writing to the administrator to review his/her current file. 2. No material will be retained in the file beyond August 30th of each year. By that certain material date each item in the current file will have either been inserted in the teacher’s permanent file or destroyed. D. The following are understood: 1. All personnel files contains an inaccurate commentary concerning are the property of the Burrillville School Department. 2. Upon written request by the teacher to the Superintendent, a copy of materials contained his/her file shall be furnished. The cost of reproduction of the material(s) shall be borne by the teacher’s job performance, the teacher may file a grievance seeking removal of such material; provided, however, that this Article 7.5 shall not apply to observation or evaluation reports. 7.6 The District shall not publish or share information regarding the evaluation ratings of any licensed employee with anyone other than the employee who was the subject of the evaluation, District administrators, or other individuals legally entitled to review such information, unless the employee consents in writing that the evaluation ratings and information may be shared and with whom.

TEACHER FILES. 7.1 The teacher shall have 1. When an oral or written complaint is made by a student(s) or the right to review the contents parent(s) of a student or any other member(s) of the teacher’s District personnel file and building file, except for confidential references given prior to public concerning the time of employment. 7.2 Any complaint directed toward a teacher shall not become a matter of formal record until the building principal or appropriate administrator has discussed the complaint with the teacher and conducted whatever investigation the administrator deems appropriate. (See Appendix E.) Teachers are entitled to know the identity and source of all such complaints. Teachers may request, through their building principal, a conference with the person making the complaint. If the principal determines that a conference is appropriate under the circumstances, the principal will attempt to make the necessary arrangements. 7.2.1 Any comments of a positive nature which are submitted for inclusion in a teacher’s personnel file by the teacher’s immediate supervisor shall be brought to the attention of the teacher, signed by the teacher, and then placed in the file. 7.3 No materials derogatory to a teacher’s conduct, service, character, or personality of a member(s) of the bargaining unit which is deemed serious enough to become a matter of formal record, the member of the bargaining unit shall be placed informed of the complaint by his/her principal. The member of the bargaining unit and the principal shall attempt to resolve the complaint of the complaining party. 2. When a principal or other administrator finds it necessary to make a notation in a member of the bargaining unit's file which reflects adversely upon the member of the bargaining unit's conduct, service, character, or personality, he/she shall afford the member of the bargaining unit an opportunity to read such notation. The member of the bargaining unit shall acknowledge that teacher’s building file or the District’s personnel file unless the teacher he/she has read such materialsnotation by affixing his/her signature on the actual document filed, with the understanding that such signature does not indicate his/her agreement with its contents. The member may challenge the accuracy or validity of such notation. The filing of a written request with the Superintendent or his/her designee shall begin this challenge process. If the notation is found to be false, it shall be immediately removed from the teacher's file. If the notation is found to be inaccurate, it shall be corrected and the corrected notation shall remain in the teacher's file. The member of the bargaining unit shall also have the right to answer such notation and his/her answer shall be attached to the file. 3. A copy of the administrator's notation shall be given to the member of the bargaining unit. 4. During the evaluation conference, the member of the bargaining unit shall be provided the opportunity to review his/her personal file. If so requested, such individual shall sign and date each document. He/she shall also have the opportunity to affix written comments within one week. 5. All members of the bargaining unit shall be guaranteed the right to examine and review their personnel file upon reasonable request to the Superintendent or his/her designee. At the discretion of the Superintendent, such review shall be in the presence of the Superintendent or a member of the Administrative Staff. Upon request, a member shall be permitted to make a copy of any document contained in such file. The employee shall reimburse the Board for the cost of copying at the going rate at the time of copying. 6. The Board shall maintain only one teacher file in the Superintendent's office in a secure and private place. If anyone asks to see a teacher's file, the Board shall acknowledge reading notify teacher as soon as possible and tell the teacher who it is, when he/she wants to see the file, and why. 7. Information contained in the file relevant to matters such materials as described in ORC 3319.16 will be maintained in the files for a period of five (5) years. 8. Information of a less serious nature will be maintained with such accuracy, relevance, timeliness, and completeness as to insure fairness in determinations based on the use of the information. 9. The file shall be limited to work performance, discipline, and routine personnel data. No records indicating students’ performance on standardized tests, including, but not limited to scores on the test(s) required by signing ESEA and/or the copy to Ohio Department of Education, will be placed and/or maintained in the personnel file. No misleading, inaccurate, invalid information or anonymous documents shall be included in the file. 10. No complaint will be placed in the main personnel file of a bargaining unit member unless: a. A conference was held including the complainant, the bargaining unit member, Association representative, and the principal or immediate supervisor of the bargaining unit member. Said meeting will be scheduled based on time availability of the parent and affected teacher. b. The findings and resolution, if any, of the aforementioned conference have been reduced to writing by the principal or the immediate supervisor and initialed by the bargaining unit member. Such initialing shall not be construed as agreeing with the document, but only that the bargaining unit member received a copy of the document. c. In the event a record of the conference held between the complainant, bargaining unit member and immediate supervisor is filed in the bargaining unit member’s personnel file, understanding that the signature merely means that the teacher has read such materials member shall be notified in writing and does not mean that the teacher necessarily agrees with the statements contained therein. The teacher shall have the right be given an opportunity to file write a written reply rebuttal to such materials record for placement in the personnel file. Such rebuttal must be filed within ten (10) working days of their being placed in from the file. The reply shall be attached date notice is given to the report to which it pertainsbargaining unit member. 7.4 Teachers may duplicate only materials that do not include pre-employment information which are contained within such files. This may be done for their own use and at their own expense. 7.5 If a teacher believes that certain material in the teacher’s files contains an inaccurate commentary concerning the teacher’s job performance, the teacher may file a grievance seeking removal of such material; provided, however, that this Article 7.5 shall not apply to observation or evaluation reports. 7.6 The District shall not publish or share information regarding the evaluation ratings of any licensed employee with anyone other than the employee who was the subject of the evaluation, District administrators, or other individuals legally entitled to review such information, unless the employee consents in writing that the evaluation ratings and information may be shared and with whom.

TEACHER FILES. 7.1 A. Before any written document is placed in a teacher’s personnel file, the following shall be done: 1. Any document about a teacher or teachers that is to be placed in a personnel file shall be put in writing and dated. The teacher shall be given a copy of any such document when it is put in the file. In addition, complaints shall conform to the requirements contained in Article 13 (Professional Conduct and Disciplinary Procedures). Documents that do not contain all of this information shall not be included in the teacher’s file; 2. The teacher shall receive a copy of the written document(s) before they are placed in his/her file. 3. The teacher shall have the right to review submit a written response to the contents material, which shall be attached to all copies of the written document; 4. The District shall conduct a thorough investigation to determine the accuracy of the document. If it is found that any portion of the document is not accurate, the inaccurate portion(s) of the document will be corrected before the document is placed in the teacher’s District personnel file and building file, except for confidential references given prior to the time of employment.files; 7.2 Any complaint directed toward a teacher shall not become a matter of formal record until the building principal or appropriate administrator has discussed the complaint with the teacher and conducted whatever investigation the administrator deems appropriate. (See Appendix E.) Teachers are entitled to know the identity and source of all such complaints. Teachers may request, through their building principal, a conference with the person making the complaint. If the principal determines that a conference is appropriate under the circumstances, the principal will attempt to make the necessary arrangements. 7.2.1 Any comments of a positive nature which are submitted for inclusion in a teacher’s personnel file by the teacher’s immediate supervisor shall be brought to the attention of the teacher, signed by the teacher, and then placed in the file. 7.3 No materials derogatory to a teacher’s conduct, service, character, or personality shall be placed in that teacher’s building file or the District’s personnel file unless the teacher has read such materials. The teacher shall acknowledge reading such materials by signing the copy to be placed in the file, understanding that the signature merely means that the teacher has read such materials and does not mean that the teacher necessarily agrees with the statements contained therein5. The teacher shall have the right to file a written reply grievance over the inclusion and/or accuracy of any documents to such materials within ten (10) days of their being be placed in his/her personnel file, in accordance with Article 6 of the fileMaster Agreement; and 6. In the event that such a grievance is filed, the District shall not release the disputed document(s) until after the grievance is resolved and a determination has been made over the inclusion and/or accuracy of the documents, unless otherwise compelled by law. 7. The reply District shall expunge from all District files any information determined by the District and/or an arbitrator to be inaccurate. B. A teacher shall have the right to submit a written response to any material placed in his/her file, and this response shall be attached to all copies of the report written material, including but not limited to which it pertainsall copies provided to any third parties. 7.4 Teachers may duplicate only materials C. In the event that do not include pre-employment any material from a teacher’s personnel files is provided to any third party, the teacher shall be notified of the name(s) of the parties that received the information, and, upon request, shall be given a copy of all information which are contained within such files. This may be done for their own use and at their own expenseprovided to the third parties. 7.5 D. If the District releases any material from a teacher’s personnel file, the District shall simultaneously release the corresponding teacher’s response(s) to the material. E. In the event that the District receives a Freedom of Information Act (FOIA) request for the personnel file(s) of any teacher(s), or any portion thereof, the District shall immediately provide the following to the affected teacher(s) and to the Association: 1. A copy of the FOIA request; 2. The name(s) of the requesting parties, and all documents and all communications received by the District related to the FOIA request; 3. The District will notify the teacher believes involved, and the teacher may, within five (5) calendar days of notification, review his/her personnel file prior to the release of information. 4. Upon the teacher’s request, copies of all communications and documentation sent to the requesting parties by District administrators or other agents or attorneys. F. The District agrees that certain material it will exempt from disclosure all public records it is allowed by law to exempt, and shall release only those records it is compelled by law to disclose. G. The District shall remove all disciplinary information from a NCP’s personnel file(s) that is more than five (5) years old. H. Any written documents pertaining to discipline, such as written warnings, reprimands, suspension or discharge, will be entered into the NCP’s personnel file no later than October 1st of the school year following the school year in which the discipline was issued. For disciplinary actions that occur during the summer vacation period, the District will have six (6) months to place the documentation in the personnel file at the Central Office. No documentation shall be placed in the personnel file later than the above-prescribed times. I. Each teacher shall have only one (1) “personnel file,” to be kept in the District’s Human Resources Office. J. Each principal shall be permitted to have one (1) “anecdotal” file for each teacher in his/her building. All information contained in the anecdotal file shall either be destroyed at the end of each school year, or sent to the District’s central office to be included in the teacher’s files contains an inaccurate commentary concerning the personnel file. The principal’s anecdotal file may also contain duplicate copies of information contained in a teacher’s job performancepersonnel file. K. If any portion of this Article is found to be inconsistent with law, the teacher may file a grievance seeking removal of such material; provided, however, parties agree that this Article 7.5 shall not apply to observation or evaluation reports. 7.6 The the District shall not publish or share information regarding comply with the evaluation ratings of any licensed employee with anyone other than law and the employee who was parties will meet at their earliest convenience to discuss the subject of the evaluation, District administrators, or other individuals legally entitled to review such information, unless the employee consents provision in writing that the evaluation ratings and information may be shared and with whomquestion.

TEACHER FILES. 7.1 The All teacher files kept by the School Department shall have the right to review the contents of the teacher’s District personnel file and building file, except for confidential references given prior to the time of employment. 7.2 Any complaint directed toward a teacher shall not become a matter of formal record until the building principal or appropriate administrator has discussed the complaint with the teacher and conducted whatever investigation the administrator deems appropriate. (See Appendix E.) Teachers are entitled to know the identity and source of all such complaints. Teachers may request, through their building principal, a conference with the person making the complaint. If the principal determines that a conference is appropriate be maintained under the circumstances, the principal will attempt to make the necessary arrangements.following conditions: 7.2.1 Any comments of a positive nature which are submitted for inclusion 9.17.1 No anonymous letter or materials shall be placed in a teacher’s personnel file by file. 9.17.2 All materials placed in the teacher’s immediate supervisor permanent file shall be brought available to the attention teacher at his/her request for inspection. Teachers desiring to inspect their files shall make an appointment with the secretary in the Human Resources Office. Upon request to the Superintendent, immediate access to teacher files will be available to the Association President with written approval of the individual teacher, signed by the teacher, and then placed in the file. 7.3 No materials 9.17.3 Materials originating within and without the School Department and which are derogatory to a teacher’s conduct, service, character, or personality shall not be placed in that a teacher’s building file or the District’s personnel file unless the teacher has had an opportunity to read such material. The teacher shall acknowledge that he/she has read such material by affixing his/her signature on the actual copy to be filed. Such signature does not necessarily indicate agreement with the content of such material. 9.17.4 The teacher shall have the right to answer any materials filed, and his/her answer shall be reviewed by the Superintendent or his/her designee and attached to the file copy. 9.17.5 Any written complaints regarding a teacher made to the administration by any parent, student or other person will be called to the attention of the teacher by the Superintendent of Schools or his/her central office staff if the materials are to be made a part of the teacher’s file when such are placed in the file, but no later than fifteen (15) working days after receipt of such materials. The teacher shall acknowledge reading will have the opportunity to respond to such materials by signing complaints. If a record of the copy to be placed complaint is filed in the fileteacher’s record, understanding that his/her response will also be filed in the signature merely means that the teacher has read such materials and does not mean that the teacher necessarily agrees with the statements contained thereinrecord. The teacher shall have the right to file a written reply to duplicate any such materials material filed. 9.17.6 All references and information originating outside the School Department on the basis of confidentiality and information obtained within ten (10) days of their being placed the School System in the file. The reply process of evaluating the teacher for employment shall not be attached subject to this Agreement and therefore, shall not be available for inspection by the report to which it pertainsteacher. 7.4 9.17.7 Teachers shall notify the Administration of changes of beneficiaries, person to notify in case of emergency, addresses, dependents and telephone numbers. 9.17.8 Teachers may duplicate only materials that do not include pre-employment information which are contained within such files. This may be done for their own use and at their own expense. 7.5 If a teacher believes that certain have material in their permanent file, with the teacher’s files contains an inaccurate commentary concerning the teacher’s job performance, the teacher may file a grievance seeking removal exception of such material; provided, however, that this Article 7.5 shall not apply to observation or evaluation reportsthose enumerated in 9. 7.6 The District shall not publish or share information regarding the evaluation ratings of any licensed employee with anyone other than the employee who was the subject of the evaluation, District administrators, or other individuals legally entitled to review such information, unless the employee consents in writing that the evaluation ratings and information may be shared and with whom.

TEACHER FILES. 7.1 1. There shall be only one (1) personnel file for each teacher, and that file shall be maintained at the Board office. The teacher personnel file shall contain only material relevant to the employment of the teacher. 2. Teachers have the right to review their file. Teachers shall inform the contents Board of any inaccuracies or omissions regarding the information in their file. 3. After receiving a request from a teacher, the Superintendent of Schools or designate, shall grant access to that teacher’s District personnel file and building file, except for confidential references given prior to the time of employmentwithout delay. 7.2 Any complaint directed toward 4. An appropriate Board official shall be present when a teacher shall not become a matter reviews their file. The teacher may also be accompanied by an individual of formal record until the building principal or appropriate administrator has discussed the complaint with the teacher and conducted whatever investigation the administrator deems appropriate. (See Appendix E.) Teachers are entitled to know the identity and source of all such complaints. Teachers may request, through their building principal, a conference with the person making the complaint. If the principal determines that a conference is appropriate under the circumstances, the principal will attempt to make the necessary arrangementschoosing. 7.2.1 Any comments of a positive nature which are submitted for inclusion in a teacher’s personnel file by the teacher’s immediate supervisor shall be brought to the attention 5. Material critical of the teacher, signed by the teacher, and then placed or in the file. 7.3 No materials derogatory to nature of a teacher’s conductreprimand, service, character, or personality shall be placed in that teacher’s building file or the District’s personnel file unless the teacher has read such materials. The teacher shall acknowledge reading such materials by signing the copy to may only be placed in the personnel file as described in Article E.25.1 above. a. When such material is placed in the teacher’s file, understanding that the signature merely means that the teacher has read such materials and does not mean that the teacher necessarily agrees with the statements contained therein. The shall receive a copy without delay. b. A teacher shall have the right opportunity to file attach a written reply rebuttal to such materials any material critical of the teacher, or in the nature of a reprimand, contained in the personnel file. c. The teacher may apply to have this material removed three (3) years after the filing provided that no further material of that nature has been subsequently filed. Such request shall not be unreasonably denied. 6. Personnel files shall be in the custody of the Superintendent of Schools at the Board offices and shall be accessible only to the employee, to the Association with written agreement of the employee and to the appropriate administrative/Board officials of the School District. Access to personnel files shall be restricted to reasons relevant to the employment of the teacher. 7. One (1) school-based file may be maintained at the teacher’s current assignment. a. That file shall be held by the principal in a secure and confidential manner. b. On request, each teacher shall have access to their file without delay. c. This file shall be given to the teacher upon request when the teacher leaves that school. 8. If any information contained within ten (10) days of their being the files above is stored electronically then a note to that effect must be placed in the file. The reply shall file with electronic filing details, and this file data must be attached to the report to which it pertains. 7.4 Teachers may duplicate only materials that do not include pre-employment information which are contained within such files. This may be done for their own use and at their own expense. 7.5 If a teacher believes that certain material in the teacher’s files contains an inaccurate commentary concerning the teacher’s job performance, deleted when the teacher may file a grievance seeking removal of such material; provided, however, that this Article 7.5 shall not apply to observation leaves the school or evaluation reportswhen it is removed as per E.25.7.c above. 7.6 The District shall not publish or share information regarding the evaluation ratings of any licensed employee with anyone other than the employee who was the subject of the evaluation, District administrators, or other individuals legally entitled to review such information, unless the employee consents in writing that the evaluation ratings and information may be shared and with whom.

TEACHER FILES. 7.1 A. Before any written document is placed in a teacher’s personnel file, the following shall be done: 1. Any document about a teacher or teachers that is to be placed in a personnel file shall be put in writing and dated. The teacher shall be given a copy of any such document when it is put in the file. In addition, complaints shall conform to the requirements contained in Article 13 (Professional Conduct and Disciplinary Procedures). Documents that do not contain all of this information shall not be included in the teacher’s file; 2. The teacher shall receive a copy of the written document(s) before they are placed in his/her file. 3. The teacher shall have the right to review submit a written response to the contents material, which shall be attached to all copies of the written document; 4. The District shall conduct a thorough investigation to determine the accuracy of the document. If it is found that any portion of the document is not accurate, the inaccurate portion(s) of the document will be corrected before the document is placed in the teacher’s District personnel file and building file, except for confidential references given prior to the time of employment.files; 7.2 Any complaint directed toward a teacher shall not become a matter of formal record until the building principal or appropriate administrator has discussed the complaint with the teacher and conducted whatever investigation the administrator deems appropriate. (See Appendix E.) Teachers are entitled to know the identity and source of all such complaints. Teachers may request, through their building principal, a conference with the person making the complaint. If the principal determines that a conference is appropriate under the circumstances, the principal will attempt to make the necessary arrangements. 7.2.1 Any comments of a positive nature which are submitted for inclusion in a teacher’s personnel file by the teacher’s immediate supervisor shall be brought to the attention of the teacher, signed by the teacher, and then placed in the file. 7.3 No materials derogatory to a teacher’s conduct, service, character, or personality shall be placed in that teacher’s building file or the District’s personnel file unless the teacher has read such materials. The teacher shall acknowledge reading such materials by signing the copy to be placed in the file, understanding that the signature merely means that the teacher has read such materials and does not mean that the teacher necessarily agrees with the statements contained therein5. The teacher shall have the right to file a written reply grievance over the inclusion and/or accuracy of any documents to such materials within ten (10) days of their being be placed in his/her personnel file, in accordance with Article 6 of the fileMaster Agreement; and 6. In the event that such a grievance is filed, the District shall not release the disputed document(s) until after the grievance is resolved and a determination has been made over the inclusion and/or accuracy of the documents, unless otherwise compelled by law. 7. The reply District shall expunge from all District files any information determined by the District and/or an arbitrator to be inaccurate. B. A teacher shall have the right to submit a written response to any material placed in his/her file, and this response shall be attached to all copies of the report written material, including but not limited to which it pertainsall copies provided to any third parties. 7.4 Teachers may duplicate only materials C. In the event that do not include pre-employment any material from a teacher’s personnel files is provided to any third party, the teacher shall be notified of the name(s) of the parties that received the information, and, upon request, shall be given a copy of all information which are contained within such files. This may be done for their own use and at their own expenseprovided to the third parties. 7.5 D. If the District releases any material from a teacher’s personnel file, the District shall simultaneously release the corresponding teacher’s response(s) to the material. E. In the event that the District receives a Freedom of Information Act (FOIA) request for the personnel file(s) of any teacher(s), or any portion thereof, the District shall immediately provide the following to the affected teacher(s) and to the Association: 1. A copy of the FOIA request; 2. The name(s) of the requesting parties, and all documents and all communications received by the District related to the FOIA request; 3. The District will notify the teacher believes that certain material in involved, and the teacher may, within five (5) calendar days of notification, review his/her personnel file prior to the release of information. 4. Upon the teacher’s files contains an inaccurate commentary concerning request, copies of all communications and documentation sent to the teacher’s job performance, the teacher may file a grievance seeking removal of such material; provided, however, that this Article 7.5 shall not apply to observation requesting parties by District administrators or evaluation reportsother agents or attorneys. 7.6 F. The District agrees that it will exempt from disclosure all public records it is allowed by law to exempt, and shall release only those records it is compelled by law to disclose. G. The District shall not publish or share remove all disciplinary information regarding the evaluation ratings of any licensed employee with anyone other from a NCP’s personnel file(s) that is more than the employee who was the subject of the evaluation, District administrators, or other individuals legally entitled to review such information, unless the employee consents in writing that the evaluation ratings and information may be shared and with whom.five