It is necessary for the orderly operation of the School District to prepare a personal information system for the retention of appropriate files 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 ensure 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 Superintendent.

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. The employee shall be informed whether requested information is legally required or whether s/he may decline to supply the information.

A copy of each such entry shall be given to the employee upon request except for matters pertaining to pending litigation and a copying cost will be charged for each copy given to the employee at his/her request at the rate determined by the Superintendent.

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

Personnel records shall not be available to Board members and school administrators except as may be required in the performance of their jobs.

R.C. 149.41, 149.43, 1347 et seq.