Only one (1) official file shall be kept for each employee in the school district. Said file shall be in the central administrative office and shall be available to the employee during normal business hours upon written request to the Office of the Superintendent.

No derogatory materials, including, but not limited to, such items as complaints regarding professional competence or professional judgment, shall become a matter of record or be placed in a teacher’s official file in the district unless the certificated employee has received a copy of said materials, and has signed and dated said materials. The signature of the certificated employee indicates that s/he has read the materials; it does not imply, however, agreement with the contents. If the certificated employee refuses to sign and date said materials, a notation to that effect will be affixed to the materials and both will be placed in the certificated employee’s file.

Each employee shall have reasonable access to his/her personnel file and shall have the right to insert materials relevant to his/her service in the school district or to his/her qualifications in general. In all cases where written request is made as provided hereinabove, access will be granted at a mutually agreeable time. An employee may, at his/her own expense, have photocopies of any materials in his/her file made. Neither an employee’s complete official file, nor any of its contents shall be copied or be made known to any unauthorized person(s) without the employee’s written permission to the Superintendent except for those items governed by the Indiana Public Records Law (I.C. 5-14-3-4(b). The employee may be accompanied by a representative of the Association or representative of his/her choosing for purposes of reviewing his/her official file.