| Southern Local School District |
| Bylaws & Policies |
8320 - PERSONNEL FILES
It is necessary for the orderly operation of the School District to prepare and maintain a personal information system for the retention of appropriate papers bearing upon an employee's duties and responsibilities to the District and the District's responsibilities to the employee.
The Board of Education requires that sufficient records exist to insure an employee's qualifications for the job held, compliance with Federal, State and local benefit programs, conformance with District rules and evidence of completed evaluations. Such records will be kept in compliance with the laws of the State of Ohio.
The Board delegates the maintenance of an employee personal information system to the Treasurer.
A single central file shall be maintained, and subsidiary records shall be maintained for ease in data gathering only.
Only that information which pertains to the professional role of the employee and submitted by duly authorized school administrative personnel and the Board may be entered in the official record file. A one (1) time copy of each such entry shall be given to the employee upon request. The employee shall have access to his/her file upon request not to exceed three (3) times a calendar year.
Personnel records shall be available to Board members and school administrators as may be required in the performance of their job. The personnel files shall be reviewed annually and material no longer required shall be destroyed.
Personnel wishing to review their own records shall:
| A. | request access in writing; | |
| B. | review the record in the presence of the administrator designated to maintain said records or designee; | |
| C. | make no alterations or additions to the record nor remove any material therefrom except as provided by the negotiated agreement. |
Personnel wishing to appeal material in their record as to its accuracy, completeness, relevance, or timeliness shall make a request in writing to the administrator delegated to maintain the records and specify therein: name and date, material to be appealed, and reason for appeal.
The responsible administrator shall hear the appeal and make a determination within ninety (90) days of the appeal in accordance with the negotiated agreement.
The Superintendent shall prepare administrative guidelines for proper use and retention of personnel records.
R.C. 149.41, 149.43, 1347 et seq.