It is necessary for the orderly operation of the School District to prepare 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 accurate, necessary and relevant records exist concerning an employee's qualifications for the job held, compliance with Federal, State, and local benefit programs, conformance with District rules, and job performance, including, but not limited to completed evaluations of the employee. 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 Superintendent.

A single central file shall be maintained, and subsidiary records shall be maintained for ease in data gathering only.

Employees asked to supply information for a personnel file shall be informed whether the requested information is legally required. If it is not, s/he may decline to supply the information.

Only that information which pertains to the professional role of the employee may be placed in an employee's official record file by duly authorized Board personnel.

A copy of each such entry shall be given to the employee upon request except for matters pertaining to pending litigation.

The employee shall have access to his/her file upon request.

Personnel records are predominantly public records and to that extent must be made available for inspection and copying in accordance with State and Federal laws pertaining to same. In accordance with the Federal Privacy Act and case law, the Board shall refrain from disclosing an employee's social security number when releasing personnel records. Personnel records shall be monitored regularly to assure compliance with this policy and the law. Records deemed no longer accurate, relevant or necessary under this policy may be submitted to the District Records Commission for disposal in accordance with law.

Personnel wishing to review their own records shall:

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:

The responsible administrator shall hear the appeal and make a determination within ninety (90) days of the appeal in accordance with law (R.C. 1347.09).

The Superintendent shall prepare administrative guidelines defining which personnel records are to be maintained.

R.C. 149.41, 149.43, 1347 et seq.
Federal Privacy Act, 5 U.S.C. Section 552a note
State ex rel. Beacon Journal Publishing Company v. City of Akron (1994),
70 Ohio St. 3d, 640 N.E. 2d 164

Revised 8/22/06
Revised 5/12/08