Article 9 -   Central Office Teacher Files

All teacher permanent central office files shall be maintained under the following conditions:  

9-1      All materials placed in the permanent central office file and originating within the District shall, upon request, be available to the teacher for inspection in no more than seventy-two (72) hours. In cases where teachers express a pressing need to see their personnel file immediately, the District will make every effort to meet the teacher's request. At the teacher's request, anyone may be present in this review. If requested, teachers may be provided copies of material contained in their central office file without cost.  

9-2      Material originating within the District and which is disciplinary in nature or negative in regard to a teacher's conduct, service, character or personality shall not be placed in a teacher's file unless the teacher has had an opportunity to read the material and to sign the copy to be filed. Such signature does not indicate agreement with the content of the material.  

9-2-1      If a teacher is exonerated with respect to any of the matters cited above or is exonerated following the completion of an investigation during which the teacher was placed on administrative leave with pay, all adverse entries in the teacher's central personnel file related to that incident or issue will be removed.  

9-3      The teacher shall have the right to answer any material filed and have the answer reviewed by the Executive Director of Human Resources, and attached to the file copy.  

9-4      Written material sent to the central office by students or parents shall be sent to the principal for appropriate response and shall not be placed in the central file except pursuant to the provisions of this article.  

9-5      Upon written request by the teacher, material contained in the central office file for more than three (3) years will be reviewed and eliminated as long as such material does not interfere with the safety, physical, and moral well-being of children. The District shall have the exclusive responsibility to determine whether the material should be retained.  

9-6      All written and printed material dealing with the processing of a grievance will  be filed separately from the central office personnel files of the participants.  

9-7      A log will be kept in the Department of Human Resources, which must be signed and dated by any person examining the file, except for central office personnel.  

9-8      All materials contained in local school files kept by principals must be forwarded to the permanent central office file in accordance with the conditions of this Article before its use in any central office action that affects a teacher's employment status, promotion, demotion, or dismissal.

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