15. Employee Files
15.1: Conditions and Procedure for Placement of Materials in File
15.2: Right to Respond to Materials in File
15.3: Right to Examine File
15.4: Right to Reproduce Materials in File
15.5: Right to Remove Materials in File
15.6: Locked Files
15.1 CONDITIONS AND PROCEDURE FOR PLACEMENT OF MATERIALS IN FILE
One official file shall be maintained. No evaluative materials shall be placed in the file unless the employee has had an opportunity to read such materials. The only exceptions shall be confidential college credentials and confidential recommendations of former employers. The employee shall acknowledge that he/she has read any materials evaluative in nature by affixing his/her signature on the copy to be filed. However, any material evaluative in nature which has not been reduced to writing within 30 calendar days following the event or occurrence may not be added to the file.
15.2 RIGHT TO RESPOND TO MATERIALS IN FILE
Within 30 school days the employee shall have the right to respond to any material filed and his/her response shall be attached to the file. The immediate supervisor will sign the response acknowledging that he/she read the material. A copy of the response will be provided to the immediate supervisor.
15.3 RIGHT TO EXAMINE FILE
A. Request for Examination
Upon appropriate written request by the employee to Human Resources, he/she shall be permitted to examine his/her files in the presence of a personnel officer.
B. Limitations on Requests
Such requests will not be honored during the two weeks prior to the opening of the school term in August, during the first two weeks of the school term, nor during the last two weeks at the end of the school term due to the workload of Human Resources at these particular times.
15.4 RIGHT TO REPRODUCE MATERIALS IN FILE
Upon request, the Board will reproduce, at the employee’s expense, any material in his/her file excluding the exceptions noted in 15.1.
15.5 RIGHT TO REMOVE MATERIALS IN FILE
In the event any file materials are determined to be inaccurate or unfair by legal or grievance proceedings such portion of materials will be removed from the employee’s file.
15.6 LOCKED FILES
The files will be kept locked at all times other than regular office hours.