PERSONNEL RECORDS
The Superintendent will develop and implement a comprehensive and
efficient system of personnel records. The following guidelines govern
such records:
1. Personnel files will contain records and information relative to
compensation, payroll deductions, evaluations and such information as may
be required by the State or Federal government or considered pertinent by
the Superintendent. Anonymous material or material from an unidentified
source will not be placed in a staff member's file.
2. A personnel file for each employee will be accurately maintained in the
Educational Service Center in accordance with administrative regulations
incorporating the requirements set forth under the Ohio Privacy Act for
the protection of employees.
3. State law requires that all public records be promptly prepared and
made available for inspection to any member of the general public at all
reasonable times during regular business hours. Upon request, the person
responsible for maintenance of the public records is required to make
copies available at cost, within a reasonable period of time.
4. The public will have access to all records in the personnel file with
the following exceptions:
A. medical records;
B. records pertaining to adoption, probation or parole proceedings;
C. trial preparation records;
D. confidential law enforcement investigatory records and/or
E. records of which the release is prohibited by State or Federal law.
5. Each employee will have the right, upon written request, to review the
contents of his/her own personnel file. Exceptions to this shall include
medical, psychiatric or psychological information determined by a
physician, psychiatrist or psychologist to be likely to have an adverse
affect upon the employee. Requests will be made to the Superintendent and
scheduled for a time convenient for the parties involved.
6. Employees may make written objections to any information contained in
the file. Any written objection must be signed by the staff member and
will become part of the employee's personnel file after the appeal
procedure outlined in the Ohio Revised Code. The appeal procedure permits
any employee who disputes the accuracy, relevance, timeliness or
completeness of information maintained in his/her file to compel the
Educational Service Center to investigate the current status of the
information.
7. Personnel records will be reviewed only in the presence of the
designated Governing Board officer.
[Adoption date: June 21, 2001]
LEGAL REFS: ORC 9.01; 9.35
149.41; 149.43
1347.01 et seq.
3317.061
4113.23
OAC 3301-35-03(A)(10)
PERSONNEL FILES
Authority
The Governing Board requires that sufficient records exist to ensure an
employee’s qualifications for the job held, compliance with Federal State
and local benefit programs, conformance with Educational Service Center
rules, and evidence of completed evaluations. Such records will be kept in
compliance with Ohio Revised Code.
Responsibility
The Governing Board delegates the maintenance of an employee personal
information system to the Superintendent. A single central file shall be
maintained, and subsidiary records shall be maintained for ease in data
gathering only.
The personnel files shall be reviewed annually and material no longer
required shall be destroyed and no record shall be maintained of said
destruction.
Personnel wishing to review their own records shall;
1. require access in writing,
2. review the record in the presence of the administrator designated to
maintain said records or designee;
3. make no alterations or additions to the record nor remove any material
therefrom and
4. sign a log attached to the file indicating date and person reviewing.
Personnel wishing to appeal material in their record shall make a request
in writing to the custodian of the record and specify therein:
1. name and date;
2. material to be appealed;
3. reason for appeal.
The responsible administrator shall hear the appeal and make a
determination. He/She may remove material or information found to be
inaccurate. His/Her determination may be appealed to an investigating
committee.
The Superintendent shall prepare rules defining which personnel records
are to be maintained.
Upon initial employment, the file shall contain as applicable to the
employee:
1. a completed employment application form;
2. a copy of teaching certificate and
3. transcripts and all other information required by law.
During the period of employment the following data shall be maintained in
files:
1. rate of compensation;
2. completed copy of employment contract;
3. attendance record;
4. completed evaluations;
5. disciplinary incidents;
6. special awards or distinctions and
7. annual or special health examinations.
(Approval date: June 21, 2001)
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