TEACHERS’ FILES. 18.01 Before any written document is placed in a teacher’s personnel file, the following shall be done. However, this provision shall not apply to any disciplinary action or any other document that is a prohibited subject of bargaining.
A. Any document about a teacher or teachers that is to be placed in a 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. Documents that do not contain all of this information shall not be included in the teacher’s file;
B. The teacher shall receive a copy of the written document(s) before they are placed in his/her file;
C. The District shall correct or expunge from all District files any information determined by the District and/or an arbitrator to be inaccurate.
18.02 The 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 written document, including but not limited to all copies provided to all third parties.
18.03 In the event that 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 shall, upon request, be given a copy of all information provided to the third parties.
18.04 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.
18.05 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 notify the teacher by telephone or FAX (or if the teacher is unavailable, by mail), and shall provide the following to the affected teacher(s) and to the Association:
A. A copy of the FOIA request;
B. The name(s) of the requesting parties, and all documents and communications received by the District;
C. The District shall take the maximum time allowable by law to respond to a FOIA request to allow the teachers and/or Association the opportunity to take whatever legal action is available to bar disclosure of any or all of the requested document(s).
D. The teacher will be provided an opportunity to review the contents before the release of the information, and will, upon request, be provided with copies of all communications and documentation sent to the requesting parties by District administrators or othe...
TEACHERS’ FILES. Personnel files kept by the district concerning district employees shall be under the custodianship of the appropriate building principal and/or the superintendent. An employee has the right to inspect his file upon proper notice. Request for release of any personnel record that is a public record to a third party shall be made in writing and submitted to the appropriate supervisor or record custodian for disposition as required by law. Personnel files maintained by the district at district expense pertaining to district employees are not public records and must not be made available to the general public unless required by law. Employees shall be provided with a copy of any materials at the time they are placed in their personnel file. The employee shall have the right to respond in writing to any material filed subsequent to employment. All confidential references, evaluations or other information upon which initial employment is based shall be exempt from inspection by the employee. Any material may only be removed upon the employee’s request after five (5) years from the origination date of the material with the approval of the superintendent. Upon mutual consent of the employee and superintendent, materials may be removed earlier than five (5) years.
TEACHERS’ FILES. 49-50 Article 19 Termination..................................................................… 51 Agreement……………………………………………………………….…. 52 Schedule A Salary Schedules…………………………………………………….…… 53-59 Schedule B Extra-Duty Schedule....................................................… 60-67 Schedule C Hourly Rate Schedule ……………………………………….………… 68 Schedule D School Calendars..........................................................… 69-78 Schedule E List of Staff Meetings...................................................… 79 Schedule F Calendar for Half Days……………………………………..….…….. 80 Schedule G School Day Starting and Ending Times........................... 81 Appendix A FMLA Rules…………………………………………………………………. 82 West Ottawa 2021-2024 Master Agreement This Agreement made and entered into this 28th day of June, 2021, by and between the WEST OTTAWA SCHOOL DISTRICT, Ottawa County, Michigan, hereinafter referred to as the District, and the WEST OTTAWA EDUCATION ASSOCIATION, hereinafter referred to as the Association.
TEACHERS’ FILES. 1. A teacher shall be given a copy of any class visit or evaluation report prepared by his evaluators. No such report shall be placed in the teacher's file, or otherwise acted upon without prior conference with the teacher. No teacher shall be required to sign a blank or incomplete evaluation form. The teacher must sign and date each such document as evidence of having seen it. Signature does not indicate agreement with the contents. Failure of the teacher to sign and date such document does not preclude entrance of this data in his file.
2. No material derogatory to a teacher's conduct, service, character or personality shall be placed in his personnel file unless the teacher has had an opportunity to review the material. The teacher shall acknowledge that he has had the opportunity to review the material by affixing his signature to the copy to be filed with the express understanding that such signature in no way indicates agreement with the contents thereof. The teacher shall also have the right to submit a written answer to such material and his answer shall be reviewed by the Administration and attached to the file copy. Failure of the teacher to sign and date such documents does not preclude entrance of this data in his file.
3. A teacher shall have the right, upon request, to review the contents of his personnel file, which deals with classroom evaluations, past contracts and like material. The Board reserves the right to protect the confidentiality of personal references, academic credentials, health examinations, credit inquiries and references, and similar documents.
TEACHERS’ FILES. 5.2.1 No material referring to a teacher's conduct, service, character or personality shall be placed in the files unless such teacher is knowledgeable of the material and is given a dated copy.
5.2.2 Upon request, teachers shall be given access to their individual files with reasonable notice during regular business hours. Upon receipt of a written request, the teacher shall be furnished a reproduction of any material in their individual file at the expense of the teacher. No material will be removed prior to the teacher's inspection of their individual file. Material will be removed from the files and destroyed by mutual consent of the teacher and the person responsible for the information, or when a teacher's claim that it is inaccurate, untrue, or unproven is sustained, pursuant to the grievance procedure. Teachers shall have the right to attach an explanation or rebuttal to any material that they believe is unfavorable to them.
TEACHERS’ FILES. 1. Teachers’ files shall be maintained under the following circumstances:
a. No material derogatory to a teacher's conduct, service, or character or personality relating to his service in the school system shall be placed in the files by an administrator unless previously signed by the member of the bargaining unit. The teacher will acknowledge that he has the right to review such material by affixing his signature to the copy to be filed with the express understanding that such signature in no way indicates agreement with the contents thereof. Such material must be signed by the bargaining unit member and placed in his/her personnel file within two weeks of the date of origination.
b. The teacher shall have the right to submit a response to the statement. The teacher's answer shall also be included in the file. The Superintendent-Director shall review the teacher's response and will affix his signature to the copy to be filed with the express understanding that such signature in no way indicates agreement with the contents thereof. Said teacher's answer will be attached to the original material.
c. Upon request to the Superintendent or his designee, a teacher shall be given access to his/her file within 48 hours. However, a member of the Administration may be present anytime a teacher is perusing his file.
d. Upon receipt of a written request, the teacher shall be furnished a reproduction of any material in his file.
2. Official grievances filed by any teacher under the Grievance Procedure as outlined in this Collective Bargaining Agreement shall not be placed in any personnel file of the teacher nor shall such grievance become a part of any other file or record which is utilized in the promotion process; nor shall it be used in any recommendations for job placement.
TEACHERS’ FILES. 1. The teacher file shall be maintained by the Board and should contain at least the following records:
a. Application for employment and/or letters of application.
b. Official transcripts.
c. Records relative to certification status.
d. Records relative to sick and/or personal leave, maternity leave, leaves of absence, sabbatical leave.
e. Copies of Probationary and Tenure Notification.
f. Evaluations, narrative statements, reports of observations and other material relating to the teacher’s performance.
g. Copies of salary notices and authorizations for deductions.
TEACHERS’ FILES. A. The administration shall maintain only the following official files on each teacher:
1. A Confidential File / Personnel File
2. HIPAA File
1. The confidential and HIPPA file for each teacher shall be maintained in the strictest confidence at the Human Resources Office.
2. It is understood that this confidential file includes all matters relating to the professional status and conduct of the teacher in the course of his/her employment in the Cranston Public Schools.
B. The following sub paragraphs in this Article refer to all official files.
1. No nonconfidential or nonprivileged material derogatory to a teacher's conduct, service, character, or personality shall be placed in a teacher's file unless the teacher is notified that such material has been or may be included in his/her file. Upon request by either a teacher or the administration, a teacher shall be given an opportunity to read such material and shall acknowledge that he/she has read such material by affixing his/ her signature on the copy to be filed. Such signature merely signifies that he/she has read the material to be filed; it does not indicate agreement with its content.
2. A teacher shall have the right to comment upon any nonconfidential or nonprivileged material filed and his/her comment shall be reviewed by an Assistant Superintendent of Schools and attached to the file copy.
3. Upon request by a teacher, he/she shall be given access to his/her file(s) within a reasonable time. Confidential and privileged information such as credentials, letter of reference from universities, individuals, or previous employers are exempted from such review. The appropriate administrator shall remove such confidential and privileged material from the file prior to a review of the file by a teacher. Unsolicited derogatory materials coming to the School Committee shall not be regarded as privileged.
4. A teacher shall be permitted to reproduce material in his/her file other than confidential or privileged material, provided that such reproduction is without cost to the Committee.
5. Teachers will keep their files up to date on forms supplied by the Administration concerning names (beneficiaries, persons to be notified in case of emergency, dependents, etc.), addresses, telephone numbers, marital status, higher education related to professional advancement, health and medical status, pregnancy and other matters required for personnel administration.
6. File copies shall not be removed from the offices of...
TEACHERS’ FILES. A. The administration shall maintain only the following official files on each teacher:
1. A Confidential File 2. A Personal Data File
TEACHERS’ FILES. A. Within ten (10) days of filing material by the Superintendent or designee in the official teacher file, the teacher will be forwarded a copy. A notation of the manner in which the copy was submitted to the teacher and the date of such submission will be made in the file.
B. Materials which allege a deficiency in a teacher’s conduct, service, character, or personality, will only be placed in the file after the teacher has had the opportunity to review the material and affix his/her signature to the copy to be filed. It is understood that signing, or failing to sign, the file copy in no way indicates agreement with the content of the material, and after proper service on the teacher, the District has the right to file the material without signature.
C. The teacher shall have the right to submit on his/her own initiative material that reflects favorably on his/her teaching or professional service in the District.
D. At an agreed upon time, no more than four (4) working days from a written request, teachers will have the right to review the contents of their official file and to make copies of any document in it. Copies of any document shall be made at the expense of the teacher at the approximate cost to the District. A teacher will be entitled to have a representative of the Association accompany him/her during such review.
